How to Use Checkboxes to Create Checklist Template in Excel

In this article, you will learn how to insert check boxes to create the checklist template. We are going to create the wedding checklist and budget planner. When we plan to make or purchase something, we keep few things in our mind, such as:-

Why do we need it and what is the purpose?

How can we use of it?

What are the benefits of wedding checklist?

Why we need it and what is the purpose?

For everyone, wedding is the most important celebration of life. To celebrate, we have to organize and manage so many things. Sometimes, due to lot of things, we forget few things, and to avoid this kind of mess, we need to create the wedding checklist.

How can we use of it?

We can use it as per our budget and to check whether everything has been covered or not.

What are the benefits of wedding checklist?

We will be able to track each and everything to manage the budget and will not forget anything.


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To prepare the wedding checklist, we need item list for wedding preparation, occasion, budget and checklist.

  1. Items & Occasion:- Below are the list of Main Items and Occasions:-

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  1. Budget & %age of Items and Occasion need to spend: -Below is the list of Budget

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Let’s continue with items:-

Step 1:-For every item, we have to define the sub items in which we will include each and everything. We have prepared the list for each item and occasion:-

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Step 2:-

In front of list, enter the Estimated budget, Actual budget and Checklist:-

For example: -We have Apparel list in range C6:C26.

  • Insert 3 columns: first for estimated budget, second for actual money spent and third for Checks
  • In cell D6, we will have the estimated budget which is linked to Sheet 2 where we have mentioned the estimated budget

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  • Actual would be the sum of actual range =SUM(E7:E25)

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  • Insert the check boxes by following below steps:-

Go to Developer tab > Controls group > Insert > Check box (form control)


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  • After inserting the check box, right click with the mouse on check box

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  • After inserting the check box, right click with the mouse on check box, pop up will appear

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How to make a checklist?

  • Click on Edit text and delete the name of check box

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  • Again, right Click on check box with the mouse and click on Format control from the pop-up
  • Format Control dialog box will appear
  • In Color and lines tab > Select the color for check box from fill color

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  • In Color and lines tab > Select the color for check box

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  • Once more, right click on the check boxes > Format Control > Control

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  • Link the cell with cell G7. When we check and uncheck the checkboxes, linked cell will change into true and false

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  • Click on ok.

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  • Now, copy the check box in the range and change the linked cell for every check boxes

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  • According to the check boxes, we will return total no. of checkpoints completed and number of things that are left

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  • Enter the formula for total nos:- =COUNTA(G7:G25)

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  • Enter the formula for total Completed:- =COUNTIF(G7:G25,"True")

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Note: When we check the check box then linked cell will show true and, on uncheck, result would be false.

  • To return pending no. we will subtract completed numbers from total numbers

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This table will be helpful to track how many items are pending in the list.

Now, we will put the Conditional Formatting on pending cell, if number of pending cells is zero, then cell color would be highlighted in green color; in case of greater than zero, it will be highlighted in red color.

Follow the steps below:-

  • Select the cell of Pending numbers
  • Go to Home tab > Conditional Formatting >New rule

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  • New formatting rule dialog box will appear >Use a Formula to determine which cells to format >Enter the formula in format values box> =$F$31=0
  • Click on Format > Format cells dialog box will appear > Fill tab > Select green color

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  • Click on OK

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  • For second, follow the same process
  • Home Tab > Conditional Formatting >New formatting rule dialog box will appear > Use a Formula to determine which cells to format > Enter the formula in format values box > =$F$31>0
  • Click on Format > Fill Tab > Choose Red color > Click on ok > Click on ok

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Note: - If you forgot any item, then this cell will be helpful to remind you that the items are still pending in the checklist.


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Now, we will do the same thing for every checklist and then our wedding checklist will get prepared.

Key take away points:-

  • After reading this article, you will be able to create quick checklist by your own
  • You can keep record of office or home budget after creating the checklist template
  • You can also track the pending items basis on the checklist


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