Checklist in Excel

Last Updated :

21 Aug, 2024

Blog Author :

Jeevan A Y

Edited by :

Ashish Kumar Srivastav

Reviewed by :

Dheeraj Vaidya

A checklist is a checkbox in Excel used to represent whether a given task is completed. Normally, the value returned by the checklist is either true or false. But, we can improvise with the results. When the checklist is tick marked, the result is true, and when it is blank, the result is false. We can insert a checklist from the “Insert” option in the “Developer” tab.

For example, you must keep track of activities, tasks, or processes. Again, a checklist in Excel is the best option. It can help you maintain a record in the spreadsheet as you complete the job or items. Moreover, you may also view them to know when you have checked off everything.

Table of Contents

arrow

What is a Checklist in Excel?

In Excel, we can create a checklist template that keeps us updated with all the tasks needed for a particular project or event.

We all plan our tasks, events, etc. We usually memorize or note down somewhere to check the list of tasks that need to be completed or the list of completed jobs.

Planning for an event, marriage, or work includes many steps or projects at different time frames. Naturally, therefore, we need many tasks to be completed on time. However, remembering all those tasks is a list that is not a walk in the park; maintaining the Excel checklist is not easy on paper.

If you have experienced such problems, you can learn how to create checklists in Excel. This article will introduce you to the interactive Excel checklist template.

How to Create a Checklist in Excel Using CheckBoxes?

The most common way of creating an excel checklist template is using CheckBoxes in Excel. In our earlier article, we elaborated on using checkboxes. The checkboxes represent the selection and deselection visually.

You can download this Checklist Excel Template here

The checkbox is available under the “Developer” tab. If you cannot see the “Developer” tab, enable it. Once the “Developer” tab is enabled, you can see the checkbox below.

checkbox is available under the “Developer” tab

Examples #1

We will explain the simple Excel checklist template. Below are the tasks that need to be carried out before the exam.

TaskStatus
Check for Exam Notification 
Print Challan 
Pay Fee in the Bank 
Research on Resources to Study 
Buy Books Online 
Daily Reading 
Finalize Important Topics 
Download Hall Ticket 
Mock Exam Test 
Arrange all the Things for the Exam 
Attend the Exam 

We will copy this list into Excel. Then, first,  we will go to the “Developer” tab, select “CheckBox,” and draw in the B2 cell.

Developer” tab, select “CheckBox

Now, we will drag the checkbox against all the task lists.

drag the checkbox against all the task lists

As a result, now we have the checkbox for all the tasks.

Next, we will right-click the first checkbox and select “Format Control” in Excel.

right-click the first checkbox and select “Format Control”

Under “Format Control,” we must go to “Control” and select “Checked,” and give cell reference to the C2 cell.

Format Control - Select Checked

Now, this checkbox is linked to cell C2. So, if the checkbox is ticked, as a result, in C2, it will show “TRUE.” Else, it will display “FALSE” in cell C2.

checkbox is linked to cell C2

Similarly, we will repeat the same task but keep changing the cell reference to the individual cell. So, for example, for the next checkbox, we will give the cell reference as C3, for the next, we will provide a cell reference as C4, and so on.

Finally, it will complete all our checkbox settings. It should look like the one below, as shown in the image.

complete all our checkbox settings

We keep ticking the respective task boxes to update our task list template as the tasks are completed.

Example #2 – How to Make Your Checklist More Attractive?

The above checklist list template looks ordinary. However, we can make this a beauty by adding colors to it.

1. We must select all the tasks.

Checklist - select all the tasks

2. Then, we must go to the “Home” tab and select “Conditional Formatting,” then “New Rule.”

Checklist - “Home” tab - select “Conditional Formatting,” - “New Rule.”

3. Under “New Rule,” we will mention the formula as =$C2= TRUE.

Checklist - New Rule

4. Now, we will click on “Format.”

Checklist - click on Format

5. Under “Format Cells,” we will go to “Fill” and select the color to highlight the completed task.

Checklist - Format Cells - Fill - Select the color

6. Lastly, we will click on “OK” to complete the procedure. If the checkbox is ticked, we will get a result as “TRUE” in column C, or we will get the result as “FALSE.”

“Conditional Formatting” looks for all the “TRUE” values. If any “TRUE” value is found in column C, it will highlight the Excel checklist area with green color.

highlight the Excel checklist area with green color

Example #3 – Strikethrough all the Completed Excel Check List

We can make the report more beautiful by going one extra mile in conditional formatting. We can strikethrough all the completed checklist templates with conditional formatting.

In general perception, strikethrough means something which is already completed or over. So, we will apply the same logic here as well.

Step 1: First, we must select the checklist data range.

Step 2: Now, we need to go to “Conditional Formatting” and click “Manage Rules.”

Checklist - Conditional Formatting” and click “Manage Rules.png

Step 3: We can see all the “Conditional Formatting” lists. Then, select the rule and click on “Edit Rule.”

Checklist - Conditional Formatting - select the rule - Edit Rule

Step 4: Now, we need to click on “Format,” choose “Font,” and select “Strikethrough.”

Checklist - Format - Font - Strikethrough

Step 5: Then, we will click on “OK.” As a result, all the tasks which are completed will be strikethrough.

Checklist - click on “OK

Step 6: We will hide column C to make the checklist template more beautiful.

Checklist - hide column C

Things to Remember about Checklist in Excel

  • Choose light color under conditional formatting to highlight.
  • Strikethrough will be the sign of something already completed.
  • Instead of time-consuming checkboxes, we can create a dropdown list of completed and not completed.