The popular Microsoft spreadsheet was launched on the market in 1985, in these almost 40 years of history it has evolved a lot, incorporating functionalities that make our work with it much easier and faster. One of the latest innovations that it has introduced is the functionality that allows us insert a checkbox in excel in just a few steps.
The most frequent users of this office tool have been asking Microsoft to incorporate something like this for years and, finally, their wish has been satisfied. Let's see how it works.
What is the check box in Excel?
It is a form of interactive control that allows us users to select or deselect an option. Being very visual, improves interaction with the spreadsheet and facilitates data entry.
We can link it to specific cells to reflect their status, which helps us when doing calculations and analysis based on our selection. If we use Excel as a tool to enhance our productivity, we can use this checkbox to highlight completed tasks and see clearly what remains to be done.
This box is not something really new in Excel, what happens is that until now it was only available in developer mode, so entering it in a spreadsheet was not something that was available to anyone. Luckily, that is no longer the case.
How to insert a checkbox in Excel the old-fashioned way
If you want to know how it had to be done until now, to expand your knowledge about the Microsoft spreadsheet, we will answer your question.
The steps to take are these:
Enable the “Developer” tab
If you do not have it enabled you have to follow the route:
- Archive.
- Options.
- Customize ribbon.
- You check the box “Developer” and click on "To accept".
Insert checkbox
From the “Developer” tab follow the path:
- Insert.
- Checkbox.
- Click on the cell in which you want it to appear.
Link the checkbox to a cell
Right-click the checkbox and select “Control format”, in the tab of "Control" Go to the “Link to cell” field, enter the reference of the cell in question and then click "To accept".
How to insert checkbox in Excel with the new system
You will see that now this is much faster and easier, and is available to anyone. You just have to select the cell you want to operate on and open the “Insert” menu and then click on “Checkbox”. By just doing this, You already have your blank box in the indicated cell.
If you don't see this option in your version of Excel, don't worry, because it is still rolling out to both Windows and macOS users. It is expected that by the end of July we will all be able to enjoy this new functionality. In the case of the Excel versions for web and mobile We will still have to wait a little longer.
If what you have is a version of Excel outside of Microsoft 365, such as those that were part of the old Microsoft Office packages, then you will not receive this update, and you will have to insert checkbox in excel with system that we have explained to you before.
Uses of the check box in Excel
The truth is that this box can be very useful at different levels, let's see what you can do with it:
Task and checklist management
You can make lists in which each cell represents a task and place a box in them that will help you track the progress of what you have pending.
Interactivity in forms
If you use the spreadsheet to create surveys or forms (although you already know that Microsoft has a specific tool for this: Microsoft Forms), the check boxes allow users to Users select multiple options quickly and easily.
Conditions and formulas
Check boxes that are linked to cells can also be used in formulas to dynamically change results based on user selection. For example, we can make a formula only sums the values when the checkbox is checked.
Data analysis
This tool can also help you filter data or activate or deactivate specific data sets, allowing you to do more complex and complete analysis work.
Automation with macros
These boxes can be used in conjunction with VBA macros (Visual Basic for Applications), so that certain tasks are executed automatically depending on whether the boxes are checked or not.
Practical applications
We leave you some ideas with which you can use checkboxes in spreadsheets:
- Project management. You can use the boxes to see how far the tasks are progressing, and even create an interactive Gantt chart.
- Surveys and forms. You can use them to carry out different types of surveys and then quickly analyze the results based on the selected responses.
- Inventory tracking. If you have a small business, this is a useful and simple way to manage the items that are part of stock. You can also apply it to track sales data.
- Interactive shopping list. There are many ways to Getting the most out of a Microsoft 365 subscription in your daily lifeFor example, using checkboxes in Excel to create interactive shopping lists, or the list of things you have to take on your next trip.
- Progress in the study. You can use the boxes to plan lessons or pending tasks to do and track your progress in real time, which will allow you to improve your productivity.
Knowing how to insert a check box in Excel will be very practical because, as you have seen, it turns out to be a very useful tool both when you work with data and when you use the spreadsheet for more domestic or personal purposes.