How to Make a Checklist in Excel

Excel isn’t just for crunching numbers—it’s also a powerful tool for organization. Whether you’re managing a to-do list, tracking project tasks, or planning an event, a checklist in Excel can keep you on point and on time. Here’s how to build one from scratch in just a few minutes.

Why Use Excel for a Checklist?

• You can customize it any way you want.
• It’s easy to update and share.
• You can add features like checkboxes, filters, and conditional formatting for a more dynamic list.

Step 1: Set Up Your Table

Open a new Excel worksheet and create a simple table with two columns:

Label the first column “Done” and the second column “Task” or whatever fits your checklist.

Step 2: Add Checkboxes

To insert checkboxes:

1. Enable the Developer Tab:
   • Go to File > Options > Customize Ribbon.
   • Check the box next to Developer and click OK.
2. Insert Checkboxes:
   • Click the Developer tab.
   • Choose Insert > Form Controls > Checkbox.
   • Click in the cell where you want the checkbox to appear (e.g., A2).
   • Resize or reposition the checkbox as needed.
   • Copy and paste it down the column for each task.

Step 3: Clean Up the Formatting

• Right-click each checkbox and delete any label text (like “Check Box 1”).
• Use cell borders to keep everything looking clean.
• Resize rows or columns to align the checkboxes neatly.

Step 4: Optional—Link Checkboxes to Cells

If you want Excel to track whether a task is checked or not:

1. Right-click a checkbox and select Format Control.
2. Under the Control tab, set the Cell link to an empty cell (e.g., C2).
3. This cell will now show TRUE when the box is checked, FALSE when it’s not.
4. Repeat for other checkboxes using separate cell links.

You can use these linked values for conditional formatting or formulas.

Step 5: Add Some Conditional Formatting (Optional)

To automatically highlight completed tasks:

1. Select the cells in the “Task” column.
2. Go to Home > Conditional Formatting > New Rule.
3. Choose Use a formula to determine which cells to format.
4. Enter a formula like =$C2=TRUE (assuming your linked checkbox value is in column C).
5. Choose a format—gray text, strikethrough, or a fill color.
6. Click OK.

That’s It!

You now have a fully functional checklist in Excel. You can print it, share it, or save it as a template for future projects.

Bonus Tips

• Use filters or slicers to sort by completed/incomplete tasks.
• Add due dates or priority levels to enhance the checklist.
• Save your checklist as a shared document on OneDrive or Google Drive for collaboration.

Need a Template?

Let me know in the comments, and I’ll drop a downloadable Excel checklist you can start using right away.