How to create a drop down list with multiple checkboxes in Excel?

Many Excel users tend to create a drop down list with multiple checkboxes in order to select multiple items per time. Actually, you can’t create a list with multiple checkboxes with Data Validation. Here we will show you how to use the List Box to create a drop down list with multiple checkboxes in Excel.

Use List Box to create a drop down list with multiple checkboxes

A: Create a list box with source data

B: Name the cell of locating the selected items

C: Insert a shape to output the selected items from the list box

Use List Box to create a drop down list with multiple checkboxes

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As below screenshot shown. In Sheet1, all names in range A2:A11 is the source data of the list box, click on the button in cell C4 can output the selected items, and all selected items in the list box will be displayed in cell E4. Please do as follows.

A. Create a list box with source data

1. Click Developer > Insert > List Box (Active X Control). See screenshot:

2. Draw a list box in current worksheet and then right click it. Then select Properties from the right-clicking menu.

3. Then the Properties dialog box pops up. In the ListFillRange box, enter the source range you need to display in the list (here I enter range A2:A11), and in the ListStyle box, select 1 - fmList StyleOption, then select 1 – fmMultiSelectMulti in the MultiSelect box. And finally close the Properties dialog box. All the source data has been added into the list box with checkboxes. See screenshot:

B: Name the cell of locating the selected items

If you need to output all selected items in a specified cell, please do as follows.

1. Select the specified cell (here we select cell E4), then enter ListBoxOutput into the Name Box.

2. Press the Enter key.

C. Insert a shape to output the selected items from the list box

1. Click Insert > Shapes > Rectangle. See screenshot:

2. Draw the rectangle in your worksheet (here I draw the rectangle in cell C4). Then right click the rectangle and select Assign Macro from the right-clicking menu.

3. In the Assign Macros dialog box, click the New button. See screenshot:

4. In the opening Microsoft Visual Basic for Applications window, replace the code in the Module window with the below VBA code.

VBA code: Create a list with multiple checkboxes

Sub Rectangle2_Click()

Dim xSelShp As Shape, xSelLst As Variant, I As Integer
Set xSelShp = ActiveSheet.Shapes(Application.Caller)
Set xLstBox = ActiveSheet.ListBox1
If xLstBox.Visible = False Then
    xLstBox.Visible = True
    xSelShp.TextFrame2.TextRange.Characters.Text = "Pickup Options"
Else
    xLstBox.Visible = False
    xSelShp.TextFrame2.TextRange.Characters.Text = "Select Options"
    For I = xLstBox.ListCount - 1 To 0 Step -1
        If xLstBox.Selected(I) = True Then  
        xSelLst = xLstBox.List(I) & ";" & xSelLst    
        End If
    Next I
    If xSelLst <> "" Then  
        Range("ListBoxOutput") = Mid(xSelLst, 1, Len(xSelLst) - 1)
    Else
        Range("ListBoxOutput") = ""
    End If
End If
End Sub

Note: In the code, Rectangle2 is the shape name; ListBox1 is the name of the inserted list box; Select Options and Pickup Options are the displayed texts of the shape; and the ListBoxOutput is the range name of the output cell. You can change them based on your needs.

5. Press Alt + Q keys simultaneously to close the Microsoft Visual Basic for Applications window.

Now, return to the Sheet. Select items in the list box by checking the corresponding checkboxes.

After selecting all needed items from the list, click on the Rectangle to output them into the specific cell E4, and the list box will be hidden as well. See screenshot:

Related articles:

• Auto populate other cells when selecting values in Excel drop down list
• Autocomplete when typing in Excel drop down list
• Create a drop down list calendar in Excel
• Create drop down list with multiple selections or values in Excel

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