How to add, use and delete checkboxes in Google Sheets

Option 1. CHAR function

Concatenate several CHAR functions to add multiple checkbox symbols into one cell, like this:

=CHAR(9745)&" "&CHAR(9746)&" "&CHAR(9744)

Where:

=CHAR(9744) is en empty box
=CHAR(9745) is a box with a tick
=CHAR(9746) is a box with a cross mark

This will display checkbox symbols in a single cell but they won’t actually work as checkboxes you can click.

Option 2. Group checkboxes visually

If you want real functional checkboxes, you’ll need to use separate cells and group them visually to make it look like they belong together:

• resize column
• adjust alignment
• color internal vertical borders white

So remember, you can make Google Sheets show multiple checkboxes in once cell visually, but if you need fully clickable checkboxes, there’s no way to fit them all into one cell.

How to count checkboxes in Google Sheets

You can easily count how many checkboxes are checked in Google Sheets using the COUNTIF formula:

=COUNTIF(F2:F50,TRUE)

This will count all checked boxes in the range by looking for cells marked as TRUE.

To count if checkboxes are not checked, use the same COUNTIF formula, only replace TRUE with FALSE:

=COUNTIF(F2:F50,FALSE)

How to sum checkboxes in Google Sheets

If you want to sum numbers in one column based on checkboxes in another, you need to use the SUMIF function:

=SUMIF(F2:F50,TRUE,E2:E50)

This Google Sheets formula sums totals in column E if checkboxes in column F are checked (or finished (TRUE)).

To sum those values that belong to unfinished orders (unchecked boxes), you switch TRUE to FALSE in the formula:

=SUMIF(F2:F50,FALSE,E2:E50)

Google Sheets formula: IF checkbox is checked THEN

You can use IF function in Google Sheets with checkboxes to return different values whether the box is checked or not. 

For example, put the order status in an extra column and say Pending if the box is unchecked, but turn blank once it's checked. Here's a formula for the task:

=ArrayFormula(IF(F2:F50=FALSE,"Pending",""))

• Google Sheets IF checks whether checkboxes in column F are not checked (FALSE).
• If so, it enters the Pending status to cells.
• Otherwise, cells remain empty ("").
• ArrayFormula lets the IF function process the whole checkbox column at once.

Conditional formatting based on checkbox in Google Sheets

You can use IF statements with checkboxes in conditional formatting to show messages in cells, format cells or entire rows based on the checkbox status, and even add strikethrough when the checkbox is checked. 

You will find formula examples with screenshots in this article devoted to conditional formatting in Google Sheets.

Google Sheets timestamp when checkbox is checked

Adding a timestamp alongside a checkbox in Google Sheets is a handy way to track progress or mark when tasks are completed. For instance, you can manage a project, keep track of daily to-dos, or monitor the progress of a single task completed by different students. 

Unfortunately, there’s no built-in formula or setting in Google Sheets to solve this task. Instead, you’ll need to use a custom script, which I’ll guide you through below.

In my example, each time a checkbox is marked for a student, the date and time of that action will automatically appear on the neighbouring column.

Here’s how you set up Google Sheets Apps Script to add a timestamp when checkbox is checked:

1. Open Apps Script Editor via Extensions > Apps Script:
   
2. Copy the following script:

   function onEdit(e) {
var sheet = e.source.getActiveSheet();
var range = e.range;
if (sheet.getName() === 'Sheet4' && range.getColumn() === 4 && range.getValue() === true) {
range.offset(0, 1).setValue(new Date());
}
}

3. And paste it to your untitled project of the Apps Script:
   
4. To make the script work with your sheet, find Sheet4 in row 4 and replace it with your actual sheet name that contains checkboxes.

To make the script look at the columns with checkboxes, find this string: range.getColumn () === 4, and replace number 4 with a serial number of your column with checkboxes.


5. Click Save to save the changes and then Run to enable the Google Sheets script to add timestamps when the checkbox is checked:
   
6. Return to your data and try it out.

Google Sheets will automatically add timestamps in the next column when you tick off checkboxes:

How to check/uncheck all checkboxes in Google Sheets

Managing multiple checkboxes doesn't have to be difficult. There's a simple way to check or uncheck them all (or only a selected portion) in Google Sheets:

1. Select all checkboxes that you want to check or uncheck.
2. Press Space on your keyboard.

This will toggle all the selected cells, checking or unchecking all selected checkboxes in Google Sheets in one go. It’s simple, fast, and perfect for bulk updates.