top of page
Search

How to Use Checkboxes in Google Workspace

  • Feb 12
  • 2 min read

Tickboxes in Google Sheets and Google Docs can be a really useful tool for Project Management in Google Workspace. We like to use checkboxes in Google Sheets, Google Docs and Google Keep.


  1. Checkboxes in Google Sheets can be used to cross out items, change cell colours, or even filter entire datasets.


To insert a checkbox in Google Sheets, highlight the cells where you want the boxes, and go to Insert > Tick box / Checkbox. By default, a ticked box will equal true and an unticked box will equal false.


To use tick boxes with conditional formatting, highlight your data and go to Format > Conditional formatting.


Spreadsheet menu showing options like Theme, Text, Alignment, and Conditional Formatting. Highlighted option: Conditional Formatting.

We are going to use conditional formatting to turn the 'true' boxes pink.


We need to select "Custom formula is" 


Conditional format menu in a spreadsheet app. Options like "Text contains" and "Date is" appear. Column range G55:G60 is selected.

Then we need to enter -$g55=true as that is where the checkboxes are that we want to conditionally format, and we want them to turn pink, so we have selected that custom colour.


Google Sheets conditional format panel showing settings for range G55:G60 using a custom formula with pink text style.

Once we click 'Done', when we select the boxes, they will become true and change colour.


Spreadsheet column with purple cells containing check marks and text "Date posted". Other white cells have unchecked boxes.

  1. Checklists in Google Docs can be used to assign tasks, which makes it great for project management. The tasks with a person's Google Tasks and Google Calendar.


To start, go to Format > Checklist menu and select a list.


Menu options in a document editor showing Format > Bullets and numbering with submenus for Numbered, Bulleted, and Checklist menus.

List your tasks, then use the 'Assign as a task' button.


Checklist with tasks: Create training materials, Send invites, Send reminders, Create feedback form, Check sheet results. Cursor on task.

Once you enter their details and assign the task from the checklist, they will receive an email, and the task will appear in their list.


Checklist with tasks next to checkboxes. A task "Check the sheets results" is assigned to an email. Date: 13 February 2026.

If you would like to learn more about using Google Workspace for Project Management, book one of CloudShed's live sessions or purchase our on-demand courses.

bottom of page