How to Make a Checklist in Google Sheets

If you are looking for a way to stay organized and on task, then you should consider using a checklist. Displaying the tasks visually can help you remember what needs to be done, and it can also be incredibly satisfying marking the items off your list.

Although, creating a list the old-fashioned way by using paper and pen isn’t the solution. It’s too easy for this to get lost. Instead, you should be using technology to your advantage. This may have you wondering how to make a checklist in Google Sheets.

One of the great things about using Google Sheets for your organizational needs is that it can be accessed from a variety of different devices and locations, as long as you have access to the internet. That means that your checklist can go everywhere you go, and when you’ve completed a task, you can mark it on your electronic document.

How to Make a Checklist in Google Sheets

When it comes to creating a checklist, using Google Sheets is a good option because it allows you to toggle the check on and off. When wondering how to make a checklist in Google Sheets, these are the steps you’ll need to follow:

Step 1: Log in to Your Google Account

You can access your Google account from any browser you prefer. If you haven’t already entered your username and password, you will be prompted to do that.

Step 2: Create a New Google Sheet

After you have gained access to your Google account, you’ll then need to create a new Google Sheet. If your home screen shows your Gmail inbox, you’ll need to go to your Google Drive by clicking the series of dots that make a square in the upper right-hand corner of the screen.

From there, you will click on the “New” button, which has a colorful plus sign next to it, then choose “Google Sheet” from the list of options.

Step 3: Highlight the Cells

Once the new Google Sheet has opened, you’ll then need to highlight the cells that you want to add the checkboxes to. How many you need will depend on the number of tasks you have on your list.

Don’t worry: if you need to add more in the future, the process is quick and easy, and we’ll show you how to do that in the following steps.

Step 4: Choose “Checkbox”

After highlighting the cells, you’ll then want to click on the Insert option at the top of the page. Clicking on Insert will open a drop-down menu, and from the list of choices, you’ll want to click on “Checkbox.” This can be found near the bottom of the list, and it has a gray box with a checkmark next to it.

Choosing “Checkbox” will automatically insert the checkbox into your Google Sheet. Once you are back on the main screen, you will see an empty box in the cells that you highlighted. To check the box to indicate that the task has been completed, all you have to do is right-click on it. You can click on it again to remove the checkmark.

Step 4a: Add More Checkboxes (if necessary)

If you find that you need to add more tasks to your list, you have a couple of different options when it comes to adding more checkboxes.

You can follow the steps above and use the Insert method, or you can use the highlight method.

For this option, click on the last cell that contains an empty checkbox. You will know it’s highlighted because it will have a blue border around it.

To add a checkbox to the cell(s) that are right below this cell, you’ll want to grab the blue box that can be found in the lower right-hand corner of the highlighted cell. Pull this down and highlight as many new cells as you need to add to your checklist.

Empty checkboxes will appear in the new cells.

In addition to this method, you can also copy and paste the empty checkboxes into new cells. To do this, you’ll need to highlight a cell with the empty checkbox and then click “Ctrl+C” on a PC to copy (“Command+C” on a Mac).

Move your cursor to the cell where you want the checkbox to appear and click on it, then hit “Ctrl+V” on a PC to paste (“Command+V” on a Mac).

The empty checkboxes will now appear in the new cells.

Step 5: Add Your Text

In the cells next to your checkboxes, you can add the text of the task that needs to be completed.

How to Sum Checkboxes in Google Sheets

In some cases, not only do you want to be able to check off the tasks you’ve completed on your list, but you may also want to see a total of how many you’ve finished. If that’s the case, you may be wondering how to sum checkboxes in Google Sheets. Here are the steps you’ll need to follow:

Step 1: Highlight the Cell You Want the Total to Appear in

This first step assumes that you are still in the Google Sheet that you created with the list of tasks.

If not, you’ll need to log in to your account and open the file.

Click on the cell you want the sum to appear in. You’ll know it’s highlighted because it will have a blue border.

Step 2: Insert the Formula

Within the highlighted cell, you’ll want to type: “=COUNTIF([range of cells], true)” into the dialogue box at the top of the page.

The range of cells within the formula will be the ones with the checkboxes you want to count. As you are typing in the formula, you can highlight these and the range will automatically be added to the formula.

The “true” part of the formula refers to when the checkbox has been checked.

Unfortunately, if you’ve customized the data value, you won’t be able, to sum up, your completed tasks. It only works with the “TRUE” designation for the checkbox.

Step 3: Hit Enter

Once you have inserted the formula, you’ll then hit enter. You should see a count at the bottom of your checklist showing how many tasks have been completed.

When you finish more and check the boxes, the number should change.

Things to Know When Creating a Checklist in Google Sheets

Using the insert button is the easiest way to insert checkboxes into a Google Sheet. You might be wondering if there is a Google Sheets checkbox formula, but there isn’t one like you would find for other values that you might enter into the sheet. Besides, the steps listed above are a lot simpler than using a Google Sheets checkbox formula.

Using the steps listed above, you’ll be able to create a checklist in a quick fashion, as opposed to having to type in a specific formula to make it work. This ensures you get to your tasks in a timely manner so that you start checking them off your to-do list.

Changing the Default Values of Google Sheet Checkboxes

When it comes to the checkboxes, the default setting for them is “FALSE” if the box isn’t checked and “TRUE” if the box is checked. It’s possible to change these if you prefer, and the steps to do that are as follows:

Step 1: Highlight the Checkbox Cells

This step assumes that you are still in Google Sheets. If you aren’t, you’ll need to log in to your Google account and open your checklist file (or create a new one using the steps listed above).

Step 2: Click on “Data”

After highlighting the checkbox cells, when changing the text for Google Sheets if the checkbox is checked or unchecked, you’ll want to click on the “Data” option at the top of the page.

Step 3: Choose “Data Validation”

When the drop-down menu appears, you’ll want to choose “Data validation” from the list of options.

Step 4: Create Custom Cell Values

A new menu will open, and in the middle, you’ll see a checkbox next to the words “Use custom cell values.”

Click on this.

Dialogue boxes will then open, and you’ll be able to enter your custom text for “Checked” and “Unchecked.”

When it comes to changing the text in Google Sheets if the checkbox is checked or unchecked, this can be anything you prefer, including things such as “Yes or No,” “Completed or Not Completed” or anything else that helps you remember that you have completed the task or not.

Step 5: Save Your Changes

Once you have added the text to the dialogue boxes, you will then click the “Save” button.

You will see your new data values in the dialogue box at the top of the screen under the toolbar, and it will change when you check or uncheck the box.

How to Make a Checklist In Google Docs

In addition to wondering how to make a checklist in Google Sheets, you might also be asking how to make a checklist in Google Docs. If that’s the case, these are the steps you’ll want to follow:

Step 1: Open Google Docs

If you haven’t already logged in to your Google Drive account, that is the first thing you’ll need to do.

Then, you’ll want to click the “+Add” button in the upper left-hand corner and choose “Google Docs” from the drop-down list.

Step 2: Create Your List

Within the new document, type the list of items that need to be completed.

Step 3: Create a Bulleted List

After adding all of the tasks to your list, you’ll then take the cursor and highlight them. From the toolbar, you will then click on the down arrow next to the “Bulleted List” icon on the right-hand side of the screen.

Choose the option with the open boxes and click on it.

Another option you have when adding bulleted lists in Google Docs is to use the Format tab. This can be found in the toolbar at the top of the screen. When you click on it, a drop-down menu will appear, and you’ll want to choose “Bullets & numbering.”

Clicking on this will open another menu, and you’ll need to choose “Bulleted list” from the options.

Yet another box will open that allows you to choose from a variety of different types of bullets. Pick the one with open boxes for this particular task.

Step 4: Check the Checkboxes

To check the box to show that you’ve completed the task, you’ll need to left-click on one of the boxes. This will highlight the entire column.

It will also bring up a new menu, and in the middle of that menu, you should see a box with a checkmark in it.

Click on that.

You will then be brought back to your list, and by right-clicking, you can add a checkmark to the box to indicate that you have completed the task on your list.

As you finish more items on your list, all you’ll need to do is right-click on them to add the checkmark to the box.

Creating a List You Can Take Anywhere

Checklists are a great tool when it comes to staying organized and on task. While you can write your to-dos on a sheet of paper with a pen or pencil, it’s too easy for this item to get lost. Creating a digital version of your list is in your best interest.

If you’re wondering how to make a checklist in Google Sheets, these are the steps you’ll need to follow: