[et_pb_section fb_built=”1″ admin_label=”section” _builder_version=”4.16″ global_colors_info=”{}” theme_builder_area=”post_content” da_is_popup=”off” da_exit_intent=”off” da_has_close=”on” da_alt_close=”off” da_dark_close=”off” da_not_modal=”on” da_is_singular=”off” da_with_loader=”off” da_has_shadow=”on” da_disable_devices=”off|off|off”][et_pb_row admin_label=”row” _builder_version=”4.16″ background_size=”initial” background_position=”top_left” background_repeat=”repeat” global_colors_info=”{}” theme_builder_area=”post_content”][et_pb_column type=”4_4″ _builder_version=”4.16″ custom_padding=”|||” global_colors_info=”{}” custom_padding__hover=”|||” theme_builder_area=”post_content”][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n
Google Sheets features a variety of tools related to data input and validation, such as adding drop-down lists<\/a> or checkboxes. Checkboxes allow users to select or enable options quickly, simply by clicking on the relevant checkbox. However, the best part is that you can use those choices to trigger other actions. There are many ways to integrate them into your spreadsheet processes, as checkboxes can be used with functions, filters, pivot tables, and charts.<\/p>\n In this guide, you will learn how to insert checkboxes in Google Sheets and how to change the default values to custom ones. Additionally, you will learn to combine checkboxes with other tools and functions. You will learn to apply conditional formatting rules<\/a> based on checkbox values, as well as how to use these values with other Google Sheets functions, like COUNTIF. To learn more about the COUNTIF function, check out COUNTIF & COUNTIFS in Google Sheets: formula & examples<\/a>.<\/p>\n [\/et_pb_text][et_pb_text module_id=”how-to-insert-a-checkbox-in-google-sheet” _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n There are two ways to insert a checkbox in Google Sheets: Insert > Checkbox or Data > Data validation. In the next section, you have instructions on using the second option, which allows you to use custom values.<\/p>\n 1.<\/strong> Select the cell where you want the checkbox to appear.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-select-cell.webp” alt=”Google Sheets checkbox \u2014 empty cell A3 selected in a blank sheet” title_text=”Empty cell A3 selected in a blank sheet” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 2.<\/strong> Go to Insert > Checkbox.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-insert-menu.webp” alt=”Google Sheets checkbox \u2014 Insert menu open with Checkbox at the bottom” title_text=”Insert menu open with Checkbox at the bottom” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 3.<\/strong> The cell now contains an unchecked checkbox, so its value is \u2018FALSE\u2019.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-unchecked-false.webp” alt=”Google Sheets checkbox \u2014 unchecked box in A3 with FALSE in the formula bar” title_text=”Unchecked box in A3 with FALSE in the formula bar” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 4.<\/strong> The cell\u2019s value is \u2018TRUE\u2019 when the checkbox is checked.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-checked-true.webp” alt=”Google Sheets checkbox \u2014 checked box in A3 with TRUE in the formula bar” title_text=”Checked box in A3 with TRUE in the formula bar” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n In a later section, you will learn how to use the values of your checkboxes in your Google Sheets functions.<\/p>\n [\/et_pb_text][et_pb_text module_id=”how-to-add-custom-values-to-a-checkbox-i” _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n To add a checkbox with custom values, you can use the data validation<\/a> options. By default, the checkbox values are \u2018TRUE\u2019 and \u2018FALSE\u2019, but you can change them to whatever you want, like \u2018YES\u2019 and \u2018NO\u2019.<\/p>\n 1.<\/strong> Select the cell where you want the checkbox and go to Data > Data Validation.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-data-validation-menu.webp” alt=”Google Sheets checkbox \u2014 Data menu open with Data validation highlighted” title_text=”Data menu open with Data validation highlighted” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 2.<\/strong> You will see the default data validation options.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-data-validation-dialog.webp” alt=”Google Sheets checkbox \u2014 Data validation dialog with List from a range criteria” title_text=”Data validation dialog with List from a range criteria” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 3.<\/strong> For \u2018Criteria\u2019, select the \u2018Checkbox\u2019 option.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-criteria-checkbox.webp” alt=”Google Sheets checkbox \u2014 Criteria drop-down with the Checkbox option” title_text=”Criteria drop-down with the Checkbox option” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 4.<\/strong> Check the option to \u201cUse custom cell values\u201d, then type in the new values.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-custom-cell-values.webp” alt=”Google Sheets checkbox \u2014 Use custom cell values with YES checked and NO unchecked” title_text=”Use custom cell values with YES checked and NO unchecked” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 5.<\/strong> As you can see, the new value for the unchecked checkbox is \u2018NO\u2019.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-custom-unchecked-no.webp” alt=”Google Sheets checkbox \u2014 unchecked box in B3 with NO in the formula bar” title_text=”Unchecked box in B3 with NO in the formula bar” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 6.<\/strong> When checked, the cell\u2019s new value is \u2018YES\u2019.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-custom-checked-yes.webp” alt=”Google Sheets checkbox \u2014 checked box in B3 with YES in the formula bar” title_text=”Checked box in B3 with YES in the formula bar” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text module_id=”how-to-conditionally-format-a-checkbox-i” _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n To use conditional formatting on checkboxes, select the cells with the checkboxes and go to Format > Conditional formatting. Set up the conditions in the sidebar, under Criteria > Format cells if, then choose the format you want to apply under those conditions.<\/p>\n Imagine you have created a to-do list in Google Sheets, using checkboxes to mark tasks as complete. This helps you keep track of tasks, but you want to strike through complete items or change their color so you can focus on what remains to be done. Let\u2019s see how you can do that using conditional formatting.<\/p>\n 1.<\/strong> Select the cells containing the tasks.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-select-task-cells.webp” alt=”Google Sheets checkbox \u2014 task cells A2:A6 selected next to the Status checkboxes” title_text=”Task cells A2:A6 selected next to the Status checkboxes” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 2.<\/strong> Go to Format > Conditional formatting.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-conditional-formatting-menu.webp” alt=”Google Sheets checkbox \u2014 Format menu open with Conditional formatting” title_text=”Format menu open with Conditional formatting” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 3.<\/strong> Under \u2018Format rules\u2019, click on the \u2018Format cells if\u2026\u2019 drop-down menu and select \u201cCustom formula is\u201d. For this example, I will use the checkbox status as the condition, so I need to use the following formula: \u201c=$B2\u201d.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-custom-formula-rule.webp” alt=”Google Sheets checkbox \u2014 Conditional format rules with Custom formula is =$B2″ title_text=”Conditional format rules with Custom formula is =$B2″ align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 4.<\/strong> Choose the \u2018Formatting style\u2019 you want to apply. For this example, I have selected a green background color and the text strikethrough option.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-formatting-style.webp” alt=”Google Sheets checkbox \u2014 formatting style with green fill and strikethrough” title_text=”Formatting style with green fill and strikethrough” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 5.<\/strong> That\u2019s it. As soon as items are checked, the chosen format is applied.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-formatted-to-do-list.webp” alt=”Google Sheets checkbox \u2014 checked tasks struck through on a green background” title_text=”Checked tasks struck through on a green background” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text module_id=”how-to-use-checkbox-values-in-formulas-i” _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Let\u2019s say that in addition to the conditional formatting applied in the previous section, you also want to see a count of completed tasks. Let\u2019s see how you can do this using the COUNTIF function.<\/p>\n 1.<\/strong> In an empty cell, type in the COUNTIF formula.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-countif-function.webp” alt=”Google Sheets checkbox \u2014 =COUNTIF( typed under Tasks completed” title_text=”=COUNTIF( typed under Tasks completed” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 2.<\/strong> For the \u2018range\u2019, select the cells containing the checkboxes.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-countif-range.webp” alt=”Google Sheets checkbox \u2014 COUNTIF range B2:B6 covering the Status checkboxes” title_text=”COUNTIF range B2:B6 covering the Status checkboxes” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 3.<\/strong> For the criterion, type the boolean value \u2018TRUE\u2019 without quotation marks.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-countif-criterion.webp” alt=”Google Sheets checkbox \u2014 COUNTIF formula with TRUE as the criterion” title_text=”COUNTIF formula with TRUE as the criterion” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n 4.<\/strong> Press \u2018Enter\u2019 to see the count of completed tasks.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-completed-task-count.webp” alt=”Google Sheets checkbox \u2014 Tasks completed shows 2 for the two checked tasks” title_text=”Tasks completed shows 2 for the two checked tasks” align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text module_id=”how-to-copy-a-checkbox-in-google-sheets” _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Cells containing checkboxes can be copied just like any other cell: through the \u2018Edit\u2019 menu or using shortcuts: Cmd + C (Mac) or Ctrl + C (Windows). You can also copy them by grabbing the fill handle<\/a> and dragging it in the direction you want.<\/p>\n [\/et_pb_text][et_pb_image src=”https:\/\/static.sheetgo.com\/wp-content\/uploads\/2026\/10\/google-sheets-checkbox-copy-checkbox.webp” alt=”Google Sheets checkbox \u2014 checkboxes copied down cells A3 to A11″ title_text=”Checkboxes copied down cells A3 to A11″ align=”center” _builder_version=”4.22.2″ _module_preset=”default” width=”100%” global_colors_info=”{}” theme_builder_area=”post_content”][\/et_pb_image][et_pb_text module_id=”conclusion” _builder_version=”4.22.2″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”post_content”]<\/p>\n Adding checkboxes to your Google Sheets is easy, and you know how to do it using two different methods. You also know how to change the checked and unchecked values from the default TRUE\/FALSE by adding them via ‘Data validation’.<\/p>\n More importantly, you know you can combine checkboxes with other tools and functions and use their values as triggers for other actions. For example, you know how to use conditional formatting to change the color of the cells or strikethrough text based on checkbox values.<\/p>\nHow to insert a checkbox in Google Sheets?<\/h2>\n
How to add custom values to a checkbox in Google Sheets?<\/h2>\n
How to conditionally format a checkbox in Google Sheets?<\/h2>\n
How to use checkbox values in formulas in Google Sheets?<\/h2>\n
How to copy a checkbox in Google Sheets?<\/h2>\n
Conclusion<\/h2>\n