Checkboxes are handy for all types of situations, even for data you add to a spreadsheet. In Google Sheets, you can add checkboxes for things like project tasks, answers to questions, or selecting product attributes.
The nice thing about using a checkbox in Google Sheets is that you can also use data validation to assign custom values. So if you want to use conditional formatting, for example, you can use the checked or unchecked value to set up your rule.
Here, we’ll show you how to insert a checkbox in Google Sheets and assign custom values as well.
How to Insert a Checkbox in Google Sheets
Visit Google Sheets, sign in, and open the sheet you want to use. Select the cell where you want the checkbox. Then click Insert > Checkbox from the menu.
And there you go; your checkbox is in the cell you selected ready to be checked!
If you want to add more checkboxes in adjacent cells, you can use the fill handle and drag your checkboxes through the remaining cells.
To remove a checkbox you no longer need, just select the cell and press Delete on your keyboard.
Add Custom Values to a Checkbox
As mentioned, you can assign values to your checkbox for when it’s checked and unchecked. Right-click the cell containing the checkbox and select “Data Validation.”
When the window appears, choose “Checkbox” in the Criteria drop-down box.
Next, check the box for “Use Custom Cell Values.” Then enter the values for Checked and Unchecked. Click “Save.”
Now if you want to use the values for something else in your sheet, such as the conditional formatting mentioned earlier, you’ll have values to work with for your checked and unchecked box.
Tip: If you want to add checkboxes to adjacent cells using the same custom values, add the values to the first checkbox, then use the fill handle to drag the checkbox through the remaining cells.
Remove Custom Values From a Checkbox
If you decide later that you no longer want the custom values you assigned, removing them is simple. Right-click the cell containing the checkbox and select “Data Validation” just like when you added the values.
Uncheck the box for Use Custom Cell Values and click “Save.” This allows you to keep your checkbox, but simply remove the assigned values.
If you use Excel in addition to Sheets, take a look at how to use checkboxes to create a checklist in Microsoft Excel.