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How to Count Checkboxes in Google Sheets

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In Google Sheets, you can organize and manage your projects through online spreadsheets. The checkbox function allows for interactivity, letting users tick off completed items.


How to Count Checkboxes in Google Sheets


If you’re trying to keep track of team progress and want to know how to count the number of checked boxes within a spreadsheet, we’re here to tell you how.


In this article, we’ve included the formula to use to total the number of cells checked in your spreadsheet, how to count checked boxes based on conditions, and how to convert that data into a dynamic chart.


How to Count Checkboxes in Google Sheets


Whenever a checkbox is ticked, the value of the cell is set to “true.” Unchecked cells have the value of “false.” Therefore, to count all the checked cells, you’ll ask for the total number of “trues” in a cell range.


Let’s pretended all our checkboxes are within the A2 to A22 cell range. To count the number of checked boxes:



  1. Click on the cell in the spreadsheet where you want the total to display.

  2. Next, enter the equal sign (=), then the “COUNTIF” function followed by the range of cells to check for a “true” value, e.g. A2:A22, TRUE.

  3. Altogether your formula will look something like: =COUNTIF(A2:A22, TRUE).


How to Count Checkboxes That Are Checked


To count the number of cells set to true within a B2 to B22 cell range, do the following:



  1. Launch Google Sheets and open the spreadsheet.

  2. Click on the cell where you want the total to display.

  3. Type in the “COUNTIF” function followed by the range of cells, e.g. =COUNTIF(B2:B22, TRUE).

  4. Press the enter key. The total number of checked cells in your spreadsheet will display.


To count checkboxes that are not checked, enter the formula: =COUNTIF(B2:B22, FALSE).



How to Count Checkboxes Based on Conditions


Let’s pretend the data in our project spreadsheet ranges from A through C, and cell 2 down to cell 22, and is set up as follows:



  • Column B lists the phases

  • Column C lists the tasks, and

  • Column D contains the checkboxes


We want to know the number of checked boxes in phase two. So do the following:



  1. Click on the cell where you want the total to display.

  2. Now enter, “=COUNTIFS(D2:D22, TRUE,B2:B22,E3).


This formula checks the following:



  • Whether a cell is checked or not.

  • Whether the phase is phase two or not.


Additional FAQs


How do I make a chart with the data gathered from checkboxes in Google Sheets?


Google Sheets can automatically recognize new rows added to a chart area and update a chart accordingly with dynamic ranges.


Let’s pretend the data in our project spreadsheet ranges from A through C, and cell 2 down to cell 22, and is set up as follows:


· Column A lists the phases


· Column B lists the tasks, and


· Column C contains the checkboxes


We’ll create a dynamic range chart to accommodate two extra columns and a limitless number of rows. In this scenario, the data range would be A1 to E.


1. Select the cell range of your data e.g. A1:E.


2. Click on “Insert” then “Chart.”


3. Via the “Chart Editor” under the “Data” tab, select the “Chart type,” e.g. “Column Chart.”


4. Ensure the following:


· The “Use row 1 as labels,” and “Switch rows/columns” options are checked.


· The “Switch rows/columns” option is unchecked.


5. Under the “Horizontal Axis” option select “Treat labels as text.”


How do I add custom values to checkboxes?


1. Launch your spreadsheet then select the cells you want as checkboxes.


2. Select “Data” then “Data validation.”


3. Beside “Criteria,” select “Checkbox.”


4. Click on the “Use custom cell values” option.


5. Beside “Checked,” enter a number.


· (Optional) Beside “Unchecked,” enter a number.


6. Beside “On invalid data,” select a validation option.


· (Optional) To display a validation message whenever the checkbox is hovered over, beside “Appearance,” choose “Show validation help text” then add your message.


7. Select “Save.”


Google Checked Sheets


Google Sheets caters to collaborative working with its spreadsheet checkbox feature. This interactive checklist is useful for your team to distinguish completed tasks within a project.


The dynamic charts feature keeps up with the changing data made to the spreadsheet, so the information displayed is always accurate.


Now that we’ve shown you the formulas to use to total the number of checked boxes in your spreadsheet, how to find a total based on a condition, and how to turn that information into a dynamic chart, were you able to find out what you needed to know from your spreadsheet? Do you use any other features to help analyze your data? Tell us about it in the comments section below.

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