How to Add a Checkbox in Google Sheets

Method 1: Insert Menu (Quickest)

The fastest way to add checkboxes in Google Sheets is through the Insert menu. This method creates standard checkboxes with TRUE/FALSE values.

Steps

1. Select the cells where you want to add checkboxes. You can select a single cell, a range, or an entire column.
2. Click Insert in the menu bar at the top.
3. Click Checkbox.

That is it. A checkbox appears in each selected cell. Click on a checkbox to toggle it between checked and unchecked.

Method 2: Data Validation (More Control)

Using Data Validation to add checkboxes gives you more options, including the ability to set custom values for checked and unchecked states.

Steps

1. Select the cells where you want checkboxes.
2. Click Data in the menu bar.
3. Click Data validation.
4. In the sidebar that opens, click Add rule.
5. Under Criteria, select Checkbox.
6. Click Done to add the checkbox.

Custom Checkbox Values

By default, checkboxes use TRUE (checked) and FALSE (unchecked). But you can customize these values to anything you want, like "Yes"/"No", "Complete"/"Pending", or even numbers.

How to Set Custom Values

1. Select the cells with checkboxes (or where you want to add them).
2. Go to Data > Data validation.
3. Under Criteria, select Checkbox.
4. Check the box for "Use custom cell values".
5. Enter your Checked value (e.g., "Yes", "Done", or 1).
6. Enter your Unchecked value (e.g., "No", "Pending", or 0).
7. Click Done.

Use Checkboxes with Formulas

Since checkboxes have values (TRUE/FALSE or your custom values), you can use them in formulas to create dynamic spreadsheets.

Common Formula Examples

Practical Example: Shopping List Total

Imagine you have a shopping list with items in column A, prices in column B, and checkboxes in column C to mark items you have purchased:

This formula adds up the prices of only the items you have checked off.

Conditional Formatting with Checkboxes

Make your checklists more visual by automatically applying formatting when a checkbox is checked. For example, strikethrough completed tasks or change the row color.

Strikethrough Completed Tasks

1. Select the range you want to format (e.g., A2:B20, including your task names and checkboxes).
2. Go to Format > Conditional formatting.
3. Under "Format cells if", select Custom formula is.
4. Enter the formula: =$B2=TRUE (where B is your checkbox column).
5. Click Formatting style and enable Strikethrough.
6. Optionally, change the text color to gray.
7. Click Done.

Change Row Color When Checked

1. Follow the same steps above.
2. Instead of strikethrough, choose a Fill color (e.g., light green for completed items).

Add Checkboxes on Mobile (iOS & Android)

You can add checkboxes using the Google Sheets mobile app, though the process is slightly different from desktop.

Steps for Mobile

1. Open your spreadsheet in the Google Sheets app.
2. Select the cells where you want checkboxes.
3. Tap the three dots (More) at the top right.
4. Tap Data validation.
5. Under Criteria, tap Checkbox.
6. Tap Save.

Remove Checkboxes

There are two ways to remove checkboxes from Google Sheets, depending on what you want to achieve.

Method 1: Delete Key

1. Select the cells with checkboxes.
2. Press Delete or Backspace.

This removes the checkbox and its value but keeps the data validation rule. If you type in the cell, it will only accept TRUE, FALSE, or your custom values.

Method 2: Remove Data Validation

1. Select the cells with checkboxes.
2. Go to Data > Data validation.
3. Click Remove rule next to the checkbox rule.

This completely removes the checkbox and the validation rule, allowing any value in the cell.

Create a To-Do List with Checkboxes

Here is how to build a practical to-do list in Google Sheets with checkboxes, conditional formatting, and a progress tracker.

Step 1: Set Up Your List

1. In column A, add your task names (e.g., "Send email", "Review document").
2. In column B, add checkboxes using Insert > Checkbox.
3. Add a header row with "Task" in A1 and "Done" in B1.

Step 2: Add Strikethrough Formatting

1. Select your task list range (e.g., A2:B10).
2. Go to Format > Conditional formatting.
3. Set the formula to =$B2=TRUE
4. Choose Strikethrough and a gray text color.
5. Click Done.

Step 3: Add a Progress Tracker

In an empty cell, add this formula to show your completion percentage:

Troubleshooting

Checkbox Not Appearing?

• Check cell format: If the cell was formatted as text, clear formatting first (Format > Clear formatting).
• Merged cells: Checkboxes do not work in merged cells. Unmerge first.
• Refresh: Try refreshing the page if checkboxes are not displaying correctly.

Checkbox Shows Text Instead of Box?

• The cell might display the value (TRUE/FALSE) instead of the checkbox visual.
• Reapply data validation: Data > Data validation > Checkbox.

Conditional Formatting Not Working?

• Make sure your formula references the correct column with the $ symbol (e.g., =$B2=TRUE).
• Check that the range in your conditional formatting rule includes all the rows you want to format.

Frequently Asked Questions