Check Mark in Excel: All the Ways to Add, Format, and Use

There are two kinds of check marks in Excel: static check marks and interactive check boxes, also known as check mark boxes, that allow you to toggle between checked and unchecked states.

While the underlying idea is the same, there are some differences between check marks and check boxes, which mainly comes down to interactivity.

If you have doubts between them, don’t worry, in this tutorial, we will cover it all. We will provide different methods to insert check marks and check boxes, as well as how to format them. We will end up with some advanced use cases to show how to make the most out of these simple yet powerful elements.

Methods to Insert a Check Mark in Excel

Let’s start by analyzing the different ways to insert check marks in Excel.

Using the Symbol dialog box

The simplest way to insert a check mark is to use the symbol dialog box. Just go to Insert > Symbol and select the font that contains your check marks, that is, either Wingdings, Wingdings 2, or Segoe UI Symbol.

Alternatively, if you want to avoid scrolling once you have selected the desired font, you can just enter the character code in the box below to select a specific symbol. For example, in Wingdings, check marks have the codes 252 and 254.

Below you can find a list of symbols and associated characters.

Once you choose a symbol, it will appear in the selected cell. If you want to insert it in other cells, you can just copy it and paste it in another location.

It’s worth mentioning that each choice has particularities that may lead you to opt for one instead of another. When you use Wingdings, you won’t be able to have other text or numbers in the same cell where the check mark is located. If that’s the case, maybe you just want to have check marks in a certain cell or column– choosing Wingdings fonts is okay.

But if you want to have other text in your cells, choose Segoe UI Symbol instead, as this font allows you to use check marks in combination with regular Excel fonts, such as Arial, Verdana, and Times New Roman.

Using keyboard shortcuts

Using the Symbol dialog box is easy, but it may take too many clicks to get to a simple check mark. To speed up the process, you may prefer to use shortcuts. Every font in Excel has its associated shortcut for inserting certain characters.

To insert a check mark, first, you have to select the desired font on the font menu. Below you can find the supercuts to include check marks, checkboxes, and cross symbols with the Wingdings 2 and Webdings fonts.

Using the CHAR() or UNICHAR() functions

A third option to include check marks in Excel is with the CHAR() or UNICHAR() functions. Both work the same: just enter a number as a parameter, and the function will translate into a string with the corresponding ASCII character in the case of CHAR(), and the corresponding Unicode character in UNICHAR().

Here are some examples:

You may be wondering why you would use this method instead of the symbol dialog box or the shortcuts. However, the CHAR() and UNICHAR() functions come with a real advantage compared to the other methods: the possibility to integrate these functions with other Excel formulas to display data changes dynamically.

For example, say you want to analyze whether some articles from our Datacamp blog were published before the expected deadline, you can use an IF() function and use check marks based on a condition.

=IF(E2>F2; UNICHAR(10003); "Not met")

Using AutoCorrect

To insert a symbol quickly without accessing any menus or shortcuts, you can also use the AutoCorrect menu, which allows you to replace a keystroke or text with a symbol.

To do so, follow the following steps:

• Copy the symbol you want to insert in AutoCorrect.
• Go to File > Options > Proofing >AutoCorrect Options.
• Click the With box and copy the symbol.
• In the Replace box, type the word or phrase that will be associated with the symbol. For example, you can replace “CMARK” with ✓.

Copy and paste check marks

This method is straightforward, but worth mentioning. An easy way to insert check marks is by copy-pasting them.

If scenarios of quick formatting, or maybe if you have to stick to some styling rules from your company, you may need to have a ready-to-copy workbook with symbols, like the one we present in this document.

Inserting check boxes

Finally, you may want to add interactivity to your sheets by adding toggleable check boxes instead of check marks. To insert check boxes, first you have to enable the Developer tab. Just go to File > Options > Customize the Ribbon and click on the Developer checkbox to add it to the Ribbon.

Now, to add a check box, choose the cell where you want to insert it and go to Developer > Insert > Checkbox, as shown in the image below

To demonstrate the dynamic nature of check boxes, you can link the check boxes to cells to return True or FALSE depending on whether you select or unselect the check box. To do so, first, right-click on the check box and go to Format Control.

From there, go to the Control tab and choose the default value of the check box when you open your worksheet. For example, if you select Checked, there will be a check mark in the box.

To link the check box with a cell, enter the cell reference in the Cell link box.

Click OK, and you will see a TRUE or FALSE in the chosen cell, depending on whether the check box is selected or not.

How to Format a Check Mark in Excel

Change size, color, and alignment

When you insert a check mark in your cells, you’re, in essence, inserting a character, and, hence, you will be able to format it as any other text. This includes changing its size, color, alignment, and so on. In the following video, we show some of the formatting options

Conditional Formatting for check marks

When you use the CHAR() and UNICHAR() functions, you can also change the formatting of your check marks based on certain conditions.

Here is a classic example. Say you want to use a check mark for the articles that were published on time, and a cross for those that weren’t. You just have to use the IF() function to choose the symbols to appear in every case, as follows.

Alternatively, you could use the conditional formatting button to use colourful check marks based on custom conditions.

Advanced Use Cases

Count check marks in Excel

You may want to know how many check marks are already in your workbook. This is fairly possible if you use the CHAR() or UNICHAR() functions. To count them, you can use the COUNTIF() function, selecting the range of cells where you want to count the ✓ symbols.

The same process can be applied to linked cells used in check boxes. In this case, instead of counting checkmark symbols, you have to count TRUE values in the range of cells associated with check boxes.

Create a progress tracker

The process we’ve just followed in the previous subsection is the base for the development of a progress tracker, comprising a bar chart that changes dynamically as you complete your tasks, as shown in the next video

Conclusion

Check marks and check boxes are a familiar feature in tools like Google Sheets, Word, and online forms. As you have seen, Excel is no exception. It offers a range of options from static symbols to fully interactive check boxes with formulas.

We hope you enjoyed this article and look forward to seeing you in the next one. In the meantime, check out a sample of our ever-increasing list of Excel courses and materials:

• Introduction to Excel course
• Data Analysis in Excel course
• Excel Fundamentals skill track