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

Many Excel users tend to create drop down list with multiple checkboxes in order to select multiple items from the list per time. Actually, you can’t create a list with multiple checkboxes with Data Validation. In this tutorial, we are going to show you two methods to create 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 which you will locate the selected items
C: Insert a shape to help output the selected items
Easily create drop down list with checkboxes with an amazing tool
More tutorial for drop down list...


Easily create drop-down list with checkboxes in Excel:

The Drop-down List with Check Boxes utility of Kutools for Excel can help you easily create drop-down list with checkboxes in a specified range, current worksheet, current workbook or all opened workbooks based on your needs.
Download the full feature 30-day free trail of Kutools for Excel now!


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

As below screenshot shown, in current worksheet, all names in range A2:A11 will be 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. To achieve this, 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, right click it and then select Properties from the right-clicking menu.

3. In the Properties dialog box, you need to configure as follows.

  • 3.1 In the ListFillRange box, enter the source range you will display in the list (here I enter range A2:A11);
  • 3.2 In the ListStyle box, select 1 - fmList StyleOption;
  • 3.3 In the MultiSelect box, select 1 – fmMultiSelectMulti;
  • 3.4 Close the Properties dialog box. See screenshot:

B: Name the cell which you will locate the selected items

If you need to output all selected items into a specified cell such as E4, please do as follows.

1. Select the cell E4, enter ListBoxOutput into the Name Box and press the Enter key.

C. Insert a shape to help output the selected items

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

2. Draw a 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 Macro dialog box, click the New button.

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

VBA code: Create a list with multiple checkboxes

Sub Rectangle2_Click()
'Updated by Extendoffice 20191114
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 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.

6. Click on the rectangle button will fold or expand the list box. When the list box is expanding, checking the items in the list box, and then click the rectangle again to output all selected items into cell E4. See below demo:


Create drop down list with checkboxes with an amazing tool

The above method is too multistep to handle easily. Here recommend the Drop-down List with Check Boxes feature of Kutools for Excel for you. With this feature, you can quickly create checkboxes for items in drop-down list in Excel.

Before applying Kutools for Excel, please download and install it firstly.

1. Open the worksheet that you have set data validation drop-down list, click Kutools > Drop-down List > Drop-down List with Check Boxes > Settings. See screenshot:

2. In the Drop-down List wit Check Boxes Settings dialog box, please configure as follows.

  • 2.1) In the Apply to section, specify the applying scope where you will create checkboxes for items in drop-down list. You can specify a certain range, current worksheet, current workbook or all opened workbooks based on your needs.
  • 2.2) In the Mode section, choose an style which you want to output the selected items;
  • If you choose the Append option, the item you have selected lately will be added to the end of the cell value;
  • If you choose the Modify option, the cell value will be modified based on the selected items.
  • 2.3) In the Separator box, enter a delimiter which you will use to separate the multiple items;
  • 2.4) In the Text Direction section, select an text direction based on your needs;
  • 2.5) Click the OK button.

3. The last step, click Kutools > Drop-down List > Drop-down List with Check Boxes > Enable Drop-down List of Check Boxes to activate this feature.

From now on, when you click the cells with drop-down list in a specified scope, a list box will pop up, please select items by checking the checkboxes to output into cell as the below demo shown (Take the Modify mode as an example).

For more details of this feature, please visit here.

  If you want to have a free trial ( 30-day) of this utility, please click to download it, and then go to apply the operation according above steps.


Related articles:

Autocomplete when typing in Excel drop down list
If you have a data validation drop down list with large values, you need to scroll down in the list just for finding the proper one, or type the whole word into the list box directly. If there is method for allowing to auto complete when typing the first letter in the drop down list, everything will become easier. This tutorial provides the method to solve the problem.

Create drop down list from another workbook in Excel
It is quite easy to create a data validation drop down list among worksheets within a workbook. But if the list data you need for the data validation locates in another workbook, what would you do? In this tutorial, you will learn how to create a drop fown list from another workbook in Excel in details.

Create a searchable drop down list in Excel
For a drop down list with numerous values, finding a proper one is not an easy work. Previously we have introduced a method of auto completing drop down list when enter the first letter into the drop down box. Besides the autocomplete function, you can also make the drop down list searchable for enhancing the working efficiency in finding proper values in the drop down list. For making drop down list searchable, try the method in this tutorial.

Auto populate other cells when selecting values in Excel drop down list
Let’s say you have created a drop down list based on the values in cell range B8:B14. When you selecting any value in the drop down list, you want the corresponding values in cell range C8:C14 be automatically populated in a selected cell. For solving the problem, the methods in this tutorial will do you a favor.

More tutorial for drop down list...


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  • To post as a guest, your comment is unpublished.
    Chez Baker · 4 months ago
    How would you make the output names display to different cells instead of being put together in one? Thank you!
    • To post as a guest, your comment is unpublished.
      crystal · 1 months ago
      Hi Chez Baker,
      With the below VBA code, you can fill the multiselection in different cells on the same row. Please have a try.

      Sub Rectangle2_Click()
      'Updated by Extendoffice 20190924
      Dim xSelShp As Shape, xSelLst As Variant, I As Integer
      Dim xRg As Range
      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"
      Set xRg = Range("ListBoxOutput")
      For I = 0 To xLstBox.ListCount - 1
      If xLstBox.Selected(I) = True Then
      xSelLst = xLstBox.List(I)
      xRg.Value = Mid(xSelLst, 1, Len(xSelLst))
      Set xRg = xRg.Offset(0, 1)
      End If
      Next I
      End If
      End Sub
  • To post as a guest, your comment is unpublished.
    Gustav Benz · 4 months ago
    Thank you so much for this, now how do I put multiple checkbox menus with different macros (as this one only applies to adding one in the excel file)?
    • To post as a guest, your comment is unpublished.
      crystal · 1 months ago
      Good day,
      Sorry can't help you with that. Thank you for your comment.
  • To post as a guest, your comment is unpublished.
    Jorge Valdes · 4 months ago
    hello Crystal, how Can I use this VBA code in order to fill diferents cells, this article is only to fill the multiselection in the same cell... could you help me please?
    • To post as a guest, your comment is unpublished.
      crystal · 1 months ago
      Hi Jorge Valdes,
      With the below VBA code, you can fill the multiselection in different cells on the same row. Please have a try.

      Sub Rectangle2_Click()
      'Updated by Extendoffice 20190924
      Dim xSelShp As Shape, xSelLst As Variant, I As Integer
      Dim xRg As Range
      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"
      Set xRg = Range("ListBoxOutput")
      For I = 0 To xLstBox.ListCount - 1
      If xLstBox.Selected(I) = True Then
      xSelLst = xLstBox.List(I)
      xRg.Value = Mid(xSelLst, 1, Len(xSelLst))
      Set xRg = xRg.Offset(0, 1)
      End If
      Next I
      End If
      End Sub
  • To post as a guest, your comment is unpublished.
    Jimmy · 6 months ago
    Como puedo replicar éste ejercicio en las filas inferiores ?
    How can I replicate this exercise in the rows below?
  • To post as a guest, your comment is unpublished.
    alcatel · 8 months ago
    HELP!!! how output in different ranges (vertically)?
  • To post as a guest, your comment is unpublished.
    alcat · 8 months ago
    Добрый день! Прошу помочь.
    Как сделать так чтобы каждое значение выходило на новой клетке? чтобы по выходило по вертикали?
  • To post as a guest, your comment is unpublished.
    binoy · 10 months ago
    It is working fine, thanks a lot for your help. I have one issue here is that, all the output is coming in the same cell E4, how can we get the output in different cells Eg: output for C4 in E4, C5 in E5 ,C6 in E6 etc.
    • To post as a guest, your comment is unpublished.
      crystal · 9 months ago
      Good Day,
      The problem you mentioned can't be solve yet.
  • To post as a guest, your comment is unpublished.
    Elizabeth Katsman · 1 years ago
    Hello,

    I am wondering if there is a way to direct the pickup options to more than one cell (not just E4), or make the selections a dropdown checklist so that I can select multiple options off a checklist, but do so repeatedly and independent of the other selections I've made. For example, how would I go about using the same list of pickup options to input a different selection of items to E5, E6, E7, etc. from the same pickup list.

    Thank you
  • To post as a guest, your comment is unpublished.
    mark · 1 years ago
    amazing its working but i have one issue after i save the file and open it again the all check from the checkbox list is all gone
    can you help me to this one thank you so much
    • To post as a guest, your comment is unpublished.
      crystal · 1 years ago
      Dear mark,
      We have published an article "How to save or retain selections of ActiveX list boxes in Excel?" which introduces method of saving the selections of list boxes after close and reopen the workbook.
      You can follow this link to get more information: https://www.extendoffice.com/documents/excel/5051-excel-listbox-save-selection.html
    • To post as a guest, your comment is unpublished.
      mark · 1 years ago
      also, it changes the size of the list box and shape always after save and open again the file if someone has a solution for this issue please help me

      thank you so much
  • To post as a guest, your comment is unpublished.
    Angel · 1 years ago
    AMAZING its working but after i close the excel and open it again the check from the checkbox is gone so if i click the button all list will be gone any solution for this
    please someone help me
    Thank you so much in advanced
  • To post as a guest, your comment is unpublished.
    Milind Ghadi · 1 years ago
    i want automatically update names in different columns. is it possible if possible kindly share me the code.
  • To post as a guest, your comment is unpublished.
    manjusha isac · 1 years ago
    "I have created a file using ActiveX list box as you are explained,there i have entered some data and and added some properties too.i have checked some data using the checkbox in the list ,and saved & exit from the file. But while re-opening the file it's not showing any checked data..can anybody give me a suggestion to save those updationes."
    Can anybody help me please.
    • To post as a guest, your comment is unpublished.
      crystal · 1 years ago
      Besides, you need to save the workbook as an Excel Macro-enabled Workbook, and activate the code every time you change the selections of the list box.
    • To post as a guest, your comment is unpublished.
      crystal · 1 years ago
      Good Day,
      Please place the below VBA code into ThisWorkbook code window.
      In the code, Sheet6 is the default name of the worksheet which contains the List Box you want to retain the selections as below screenshot shown. And ListBox1 is the name of the list box. Please change them as you need.

      Private Sub Workbook_BeforeSave(ByVal SaveAsUI As Boolean, Cancel As Boolean)
      Call SaveSelections
      End Sub

      Private Sub Workbook_Open()
      Call RestoreSelections
      End Sub

      Private Sub SaveSelections()

      Dim arr() As Variant, i As Long, j As Long

      With Sheet6.OLEObjects("ListBox1").Object
      If .ListIndex > 0 Then
      For i = 0 To .ListCount - 1
      If .Selected(i) Then
      j = j + 1
      ReDim Preserve arr(1 To j)
      arr(j) = i
      End If
      Next
      Names.Add Name:="Selections", RefersTo:=arr, Visible:=False
      End If
      End With

      End Sub

      Private Sub RestoreSelections()

      Dim arr As Variant, i As Integer

      arr = [Selections]

      With Sheet6.OLEObjects("ListBox1").Object
      For i = 1 To UBound(arr)
      .Selected(arr(i)) = True
      Next
      End With

      End Sub
      • To post as a guest, your comment is unpublished.
        manjusha isac · 1 years ago
        Thank you for the reply sir ,but its not working in the case of my file , can u please send your mail id , so that i can mail you my file to you.
        Thanks in advance
        • To post as a guest, your comment is unpublished.
          crystal · 1 years ago
          Dear manjusha isac,
          Please send your file to zxm@addin99.com. Hope I can help.
  • To post as a guest, your comment is unpublished.
    Amit Sood · 1 years ago
    Work perfectly as per the Instructions. But, How can I use this on a Protected sheet. Currently If I use this after protecting the sheet It gives me and error "Run-time error '-2147024809 (80070057)': The Specified Value is out of Range"
    • To post as a guest, your comment is unpublished.
      crystal · 1 years ago
      Dear Amit Sood,
      Before protecting the worksheet, please format the Output cell as unlocked and then apply the below VBA code. Thank you for your comment.

      Sub Rectangle2_Click()
      Dim xSelShp As Shape, xSelLst As Variant, I As Integer
      On Error Resume Next
      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
  • To post as a guest, your comment is unpublished.
    Amit Sood · 1 years ago
    It works perfectly as per the instructions, However if I protect the sheet it gives and error. Any workaround for this?
  • To post as a guest, your comment is unpublished.
    Randy · 1 years ago
    I'm a newbie to this but can anyone tell me how to create a mult-selection ListBox that will open, e.g., when I select a name. I want the list box to fit in a single.
    EXAMPLE: I have a list of names with contact info, etc. I want to create a duplicate Listbox for each name in my list. I'd like it to open automatically when I select a name and collapse back into the cell when I go to another row of info. Please advise. Thanks in advance.
  • To post as a guest, your comment is unpublished.
    MartSkot · 2 years ago
    Thank you! It is great and it works!
  • To post as a guest, your comment is unpublished.
    VBR looser · 2 years ago
    Once the output is done and press the button again, the previous selected items in the list box cannot be changed. How to resolve?
  • To post as a guest, your comment is unpublished.
    gimmic · 2 years ago
    could you please explain how can i easily copy this listbox for 100 rows? (seperate listboxes for each of 100 rows)
  • To post as a guest, your comment is unpublished.
    gimmic · 2 years ago
    Hello
    How can copy this listbox for multi cells. Just copy and paste is not working. Could you please explain for example in each cells (E5,E6,E7,E8,...) how can i put this selection box?
  • To post as a guest, your comment is unpublished.
    harshit · 2 years ago
    can you please explain how you have added ListBoxOutput on E4 cell
  • To post as a guest, your comment is unpublished.
    Chris M · 2 years ago
    This is just what i have been looking fo, is there a modification to the code that will put the next selection from the listbox in the next line. for eg
    one
    two
    three
    Instead of :
    one, two, three
  • To post as a guest, your comment is unpublished.
    Chris M · 2 years ago
    This is exactly what I have been looking for, can the code be modified to allow the selected data to display in separate cells down the column? so instead of:
    Monday, Tuesday, Wednesday,
    display as.
    Monday
    Tuesday
    Wednesday
  • To post as a guest, your comment is unpublished.
    Gazali Yakubu · 3 years ago
    This is fantastic. But will be better if the multi selection can be placed at where the cursor is active. Not necessarily what the code specifies.