# How to Create a To-Do List in Excel (With Checkboxes, 2026)

> Create a to-do list in Excel with native checkboxes: a task table, Insert > Checkbox, a status drop-down, due dates and a rule that strikes out done tasks.

- Source: https://www.taskade.com/blog/excel-to-do-list
- Published: 2022-09-13
- Updated: 2026-10-19
- Author: Dawid Bednarski

You can create a to-do list in Excel in about six steps: a table, native checkboxes, a status drop-down, due dates, a formatting rule and a count of open tasks. Every step in this guide works in Excel for the web, which is free with a Microsoft account.

> **TL;DR:** Type your tasks in a table, select the first column and choose Insert > Checkbox, then add a rule that strikes through a row when its box is checked. A checked box stores TRUE, so formulas can count what is left. Native checkboxes work in Excel for the web, Windows, Mac, iPhone and Android in 2026. ([Microsoft guide](https://support.microsoft.com/en-us/excel/using-check-boxes-in-excel))

## Quick answer

To create a to-do list in Excel, type your tasks in a table, select the first column and choose **Insert > Checkbox**, then add a rule that strikes through a row when its box is checked. Native checkboxes work in Excel for the web, Windows, Mac, iPhone and Android in 2026. The older Developer tab method is only needed in older versions.

Here is the finished sheet in plain text, so you know what you are building:

```
   A        B                     C            D          E
+--------+---------------------+------------+----------+-------------+
| Done   | Task                | Due        | Priority | Status      |
+--------+---------------------+------------+----------+-------------+
| [x]    | ~~Send invoice~~    | 2026-10-20 | 1        | Done        |
| [ ]    | Book dentist        | 2026-10-21 | 2        | Not started |
| [ ]    | Draft Q4 plan       | 2026-10-24 | 1        | In progress |
+--------+---------------------+------------+----------+-------------+
  Open tasks: 2        (=COUNTIF(Table1[Done],FALSE))
```

## What you need before you start

The table below lists what each step uses and where it works. Every feature in the list runs in Excel for the web, so you can follow along without a paid plan.

| Step | Excel feature | Excel for the web | Excel 2024 and older |
|---|---|---|---|
| 1 | Table (Ctrl+T) | Yes | Yes |
| 2 | Insert > Checkbox | Yes | No: use the Developer tab |
| 3 | Data Validation list | Yes | Yes |
| 4 | Date format and Sort | Yes | Yes |
| 5 | Conditional formatting with a formula | Yes | Yes |
| 6 | COUNTIF | Yes | Yes |

Excel for the web is free with a Microsoft account and 5 GB of OneDrive storage, according to [Microsoft's free Office page](https://www.microsoft.com/en-us/microsoft-365/free-office-online-for-the-web), and files must be saved in OneDrive. Microsoft 365 Personal costs $9.99 a month or $99.99 a year if you want the desktop apps.

## How to create a to-do list in Excel, step by step

The six steps below build the list from a blank sheet. Each step ends with a result you can see, so you know it worked before you move on.

### Step 1: Make a table for your tasks

Open a blank workbook and type five headers in row 1: **Done**, **Task**, **Due**, **Priority** and **Status**. Or copy the starter rows below and paste them into cell A1. The columns are separated by tabs, so Excel splits them into cells.

```
Done	Task	Due	Priority	Status
FALSE	Send invoice	2026-10-20	1	Not started
FALSE	Book dentist	2026-10-21	2	Not started
FALSE	Draft Q4 plan	2026-10-24	1	In progress
FALSE	Order printer ink	2026-10-27	3	Not started
FALSE	Plan team lunch	2026-10-30	2	Not started
```

Click any cell in the data and press **Ctrl+T** (Cmd+T on a Mac), or choose **Insert > Table**. Keep **My table has headers** checked. Excel names the table Table1, and every new row you type below it joins the table with the same formatting and rules.

![Applying a table style to a task list in Excel](https://www.taskade.com/static_images/blog/excel-to-do-1.gif)

You are done when the header row shows filter arrows and the rows have banded colors.

### Step 2: Add checkboxes with Insert > Checkbox

Select the cells under **Done** (A2:A6), then choose **Insert > Checkbox**. Each cell gets a checkbox. A checked box stores TRUE and an empty box stores FALSE, which is why the starter rows already hold FALSE.

Click a box to check it, or select one or more boxes and press the **Space bar**. To remove checkboxes, select them and press **Delete**: the first press unchecks them, and a second press removes them. These facts come from Microsoft's [checkbox guide](https://support.microsoft.com/en-us/excel/using-check-boxes-in-excel) and its [checkbox announcement](https://techcommunity.microsoft.com/blog/excelblog/introducing-checkboxes-in-excel/4173561), which says the feature reached web and mobile users in January 2026.

You are done when each Done cell shows a box and the formula bar shows TRUE or FALSE as you toggle it.

### Step 3: Add a Status drop-down

Select the cells under **Status** (E2:E6). Choose **Data > Data Validation**, set **Allow** to **List**, and type the options in **Source**, separated by commas:

```
Not started,In progress,Done
```

Click **OK**. Each Status cell now shows a small arrow with the three choices, so nobody types "in prog" or "done!".

![Setting up a Data Validation drop-down list in Excel](https://www.taskade.com/static_images/blog/excel-to-do-3.gif)

You are done when you click a Status cell and a drop-down with three options opens.

### Step 4: Add due dates and a priority

Select the cells under **Due** and choose a date format from **Home > Number Format**, such as Short Date. Give each task a **Priority** from 1 (urgent) to 3 (can wait). Then click the filter arrow on **Due** and choose **Sort Oldest to Newest**, so the next deadline sits at the top.

To sort by priority first and date second, use **Data > Sort** (in desktop Excel, **Custom Sort**) and add two levels: Priority, then Due.

You are done when the list runs from the nearest due date down, and the Due column shows real dates, not text.

### Step 5: Strike through and gray out done tasks

Select the task rows (A2:E6). Choose **Home > Conditional Formatting > New Rule**, then pick the rule type that uses a formula, and enter:

```
=$A2=TRUE
```

Click **Format** and choose a gray font with strikethrough. The `$` before `A` locks the rule to the Done column, so each row reads its own checkbox. Add a second rule to flag late work in red:

```
=AND($A2=FALSE,$C2<TODAY())
```

![The Conditional Formatting menu in Excel](https://www.taskade.com/static_images/blog/excel-to-do-2-1024x636.jpg)

You are done when checking a box grays out its row, and any open task with a past due date turns red.

### Step 6: Count what is left

Click a cell to the right of the table, for example G1, type **Open tasks**, and put this formula in G2:

```
=COUNTIF(Table1[Done],FALSE)
```

Add the share of finished work in G3 and format it as a percentage:

```
=COUNTIF(Table1[Done],TRUE)/ROWS(Table1[Done])
```

To see only open work, click the filter arrow on **Done** and keep only FALSE. You are done when the count drops by one each time you check a box.

## Formula reference for an Excel to-do list

Six formulas cover almost every to-do list question: how many tasks are open, how many are late, what is due this week, how far along you are, and how many days a task has left. Each formula below reads the table from Step 1, so it updates the moment you check a box.

| Question | Formula | Result |
|---|---|---|
| How many tasks are open? | `=COUNTIF(Table1[Done],FALSE)` | A count, such as 4 |
| How many open tasks are late? | `=COUNTIFS(Table1[Done],FALSE,Table1[Due],"<"&TODAY())` | A count of overdue tasks |
| What is due in the next 7 days? | `=COUNTIFS(Table1[Done],FALSE,Table1[Due],">="&TODAY(),Table1[Due],"<="&TODAY()+7)` | A count for this week |
| What share is done? | `=COUNTIF(Table1[Done],TRUE)/ROWS(Table1[Done])` | A percentage, such as 40% |
| How many days are left? (new column) | `=IF([@Done],"",[@Due]-TODAY())` | Days left, blank when done |
| A text progress bar | `=REPT("■",ROUND(G3*10,0))&REPT("□",10-ROUND(G3*10,0))` | ■■■■□□□□□□ |

For a visual bar instead of text, select the percentage cell and choose **Home > Conditional Formatting > Data Bars**. To keep the checkbox values but drop the boxes, select the cells and choose **Home > Clear > Clear Formats**, as [Microsoft's checkbox guide](https://support.microsoft.com/en-us/excel/using-check-boxes-in-excel) explains. The cells keep TRUE and FALSE.

### Worked example: a Monday morning list

The list below has 5 tasks on Monday, 19 October 2026. Two are checked, and one open task was due last Friday. The formulas above return these numbers:

```
 DONE  TASK                DUE         DAYS LEFT
 [x]   Send invoice        2026-10-16
 [x]   Book dentist        2026-10-19
 [ ]   Renew insurance     2026-10-16  -3        <- red: late
 [ ]   Draft Q4 plan       2026-10-23   4
 [ ]   Plan team lunch     2026-10-30  11

 Open: 3    Late: 1    Due in 7 days: 1    Done: 40%
 Progress: ■■■■□□□□□□
```

## Which to-do list layout fits your job?

The same table works for a daily list, a weekly plan, a project checklist or a team tracker. Only the extra columns change. Pick the row closest to your job, add its columns to the Step 1 table, and keep the checkbox, the formatting rule and the counts as they are.

| Layout | Extra columns | Sort by | Best for |
|---|---|---|---|
| Daily list | Time slot | Time slot | A single workday |
| Weekly plan | Day (Mon to Sun drop-down) | Day, then Priority | Errands and routines |
| Project checklist | Phase, Owner | Phase, then Due | A launch or a move |
| Team tracker | Owner, Notes | Owner, then Due | A small shared team |
| Priority dashboard | Urgent, Important | Priority | Eisenhower-style triage |

Prefer a finished file? In Excel for Windows choose **File > New**, or on a Mac **File > New from Template**, then search for "to do list". Microsoft also lists free [to-do list templates](https://excel.cloud.microsoft/create/en/project-planning-to-do-lists/) online. For the priority layout, our [Eisenhower Matrix guide](https://www.taskade.com/blog/eisenhower-matrix) explains the urgent and important split.

## How the checkbox drives the list

A checkbox in Excel is a cell value, not a drawing, so every rule and formula reads it directly. The diagram shows how one click moves through the sheet.

```mermaid
graph TD
    A[You check a box in the Done column] --> B[The cell value changes from FALSE to TRUE]
    B --> C[Formatting rule =$A2=TRUE grays out the row]
    B --> D[COUNTIF lowers the Open tasks number]
    B --> E[Filter on Done = FALSE hides the row]
    style A fill:#2a1225,color:#ff8fa3,stroke:#ff2d60,stroke-width:2px
    style B fill:#1e1e2e,color:#94a3b8,stroke:#475569
    style C fill:#0d1b2a,color:#7dd3fc,stroke:#38bdf8,stroke-width:1.5px
    style D fill:#0d1a0e,color:#86efac,stroke:#22c55e,stroke-width:1.5px
    style E fill:#1a0d24,color:#ce93d8,stroke:#6a1b9a,stroke-width:1.5px
```

## Make the same list in Google Sheets

Google Sheets has the same checkbox menu. Select the cells, then choose **Insert > Checkbox**, as [Google's help page](https://support.google.com/docs/answer/7684717) describes. A checked box stores TRUE and an empty one FALSE, so the formatting rule `=$A2=TRUE` and the `COUNTIF` formula work the same way. Use **Format > Conditional formatting > Custom formula is** for Step 5, and **Data > Data validation** for the Status drop-down.

## Using Excel 2024, 2021 or older?

Microsoft lists native checkboxes for Excel for Microsoft 365 (Windows and Mac), the web and mobile. One-time-purchase versions such as Excel 2024, 2021 and 2019 are not on that list. If your Insert tab shows no Checkbox, use the form-control checkbox from the Developer tab, which Microsoft's [form controls guide](https://support.microsoft.com/en-us/excel/form-controls) covers. It is a small drawing on top of the cell, so each box needs its own linked cell:

1. Turn on the Developer tab: **File > Options > Customize Ribbon**, then check **Developer** (on a Mac, **Excel > Preferences > Ribbon & Toolbar**).
2. Choose **Developer > Insert > Check Box (Form Control)**, then click inside cell A2.
3. Right-click the box, choose **Format Control**, and set **Cell link** to A2.
4. Copy the cell down the column, then fix each copy's cell link to its own row.

![Inserting a form-control checkbox from the Developer tab in older Excel](https://www.taskade.com/static_images/blog/excel-to-do-5.gif)

Steps 3 to 6 above work unchanged after that, because the linked cell holds TRUE or FALSE.

## When a spreadsheet to-do list stops working

A spreadsheet list works well for one person. It has no reminders, no task owners who get notified, and no phone alerts, and it gets harder to use once two people check boxes in the same file. The table below shows where the line usually falls.

| Need | Excel list | Task app |
|---|---|---|
| A personal checklist | Works well | Works well |
| Due-date reminders | Not built in | Built in |
| Assign a task and notify the person | Not built in | Built in |
| Recurring tasks | Copy rows by hand | [Recurring tasks](https://www.taskade.com/learn/projects/recurring-tasks) repeat on a schedule |
| Check off a task on a phone | Possible in the Excel app | Designed for it |

The decision often comes down to two questions:

```mermaid
graph TD
    Q1{Do two or more people share the list?} -->|No| Q2{Do you need reminders?}
    Q1 -->|Yes| APP[Move the list to a task app]
    Q2 -->|No| XL[Keep the Excel list]
    Q2 -->|Yes| APP
    style Q1 fill:#1e1e2e,color:#94a3b8,stroke:#475569
    style Q2 fill:#1e1e2e,color:#94a3b8,stroke:#475569
    style XL fill:#0d1a0e,color:#86efac,stroke:#22c55e,stroke-width:1.5px
    style APP fill:#2a1225,color:#ff8fa3,stroke:#ff2d60,stroke-width:2px
```

If you move, you do not have to retype anything. Save the sheet as CSV and [import the CSV into Taskade](https://www.taskade.com/learn/import/csv-import), where each row becomes a task with its due date. From there you can open the same tasks as a list, a board or a calendar, and an AI agent can sort them or draft the next steps for you. Our list of the [best to-do list apps](https://www.taskade.com/blog/best-ai-to-do-list-apps) compares Taskade with other task apps.

![Taskade turning a spreadsheet file into a project with tasks](https://www.taskade.com/static_images/blog/csv-import-1080p-1.gif)

### Turn the list into a live app

A to-do list can also grow into a small app. In [Taskade Genesis](https://www.taskade.com/wiki/genesis), one prompt builds a live app with its own database, such as a team task tracker or a client to-do portal, and Taskade EVE edits it with you in chat. An [AI agent](https://www.taskade.com/agents) can sort tasks or draft next steps, and [automations](https://www.taskade.com/automate) with 100+ integrations send reminders or pull in new tasks from a form.

[![A task list board app built in Taskade Genesis, with tasks grouped by status](https://www.taskade.com/static_images/community-apps/6yiwydrh8g65g4v6-task-list-board.webp)](https://www.taskade.com/app/task-list-board-6yiwydrh8g65g4v6)

Clone the [task list board](https://www.taskade.com/app/task-list-board-6yiwydrh8g65g4v6) or the [minimalist to-do app](https://www.taskade.com/app/minimalistic-to-do-app-xs3sf6v0cr8o7f9j) from the [Taskade App Factory](https://www.taskade.com/apps), and share it with a link. The Free plan includes 3 Taskade Genesis apps, 1 AI agent and 2 members, and starts with 0 AI credits. Pro is $10 a month billed annually. [Build an app from a prompt](https://www.taskade.com/create)

To start from a ready list instead, open a [to-do list template](https://www.taskade.com/templates/to-do-list), browse our [to-do list templates](https://www.taskade.com/blog/to-do-list-templates), or describe your week to the [AI to-do list generator](https://www.taskade.com/generate/ai/to-do-list). For a deeper move from sheets to live dashboards, read [how to migrate spreadsheets to AI dashboards](https://www.taskade.com/blog/migrate-spreadsheets-to-ai-dashboards).

## Limitations of an Excel to-do list

An Excel to-do list is a good personal tool with three hard limits:

- **No reminders.** Excel never sends a notification when a task is due, so a red row only helps if you open the file.
- **No real assignments.** An Owner column holds a name, but Excel does not tell that person about the task.
- **Shared files need OneDrive or SharePoint.** Teammates edit together only when the file lives in Microsoft's cloud, and macros do not run in Excel for the web.

Taskade has limits too: Free covers 2 members, AI features use AI credits and Free starts with none, and Pro is $10 a month billed annually for up to 10 users. See the [Taskade plans](https://www.taskade.com/pricing) for the full table.

## More guides on lists and spreadsheets

- Prioritize the list with the [Eisenhower Matrix](https://www.taskade.com/blog/eisenhower-matrix)
- Build a board from the same table: [how to create a kanban board in Excel](https://www.taskade.com/blog/how-to-create-a-kanban-board-in-excel)
- Put the due dates on a grid: [how to create a calendar in Excel](https://www.taskade.com/blog/how-to-create-a-calendar-in-excel)
- Read the [history of the to-do list](https://www.taskade.com/blog/todo-list-history) and the [history of spreadsheets](https://www.taskade.com/blog/spreadsheet-history)
- Turn a task list into [AI tasks](https://www.taskade.com/ai/tasks) that an agent can plan
- Learn why lists work in [the power of checklists](https://www.taskade.com/blog/the-power-of-checklists-in-distributed-teams) and plan time with the [best time-blocking apps](https://www.taskade.com/blog/best-time-blocking-apps)
- Learn the method behind a good list: [Getting Things Done](https://www.taskade.com/blog/get-things-done)
- See every to-do view in Taskade: [List view](https://www.taskade.com/learn/projects/list-view) and [Calendar view](https://www.taskade.com/learn/projects/calendar-view)

## Frequently asked questions

### How do I add a checkbox in Excel?

Select the cells where you want checkboxes, then choose Insert > Checkbox. A checked box stores TRUE and an empty box stores FALSE, so formulas can read it. Click a box or press the Space bar to toggle it. Native checkboxes work in Excel for Microsoft 365 and in Excel for the web, iPad, iPhone and Android.

### How do I make a to-do list in Excel with checkboxes?

Type your tasks into a table with the columns Done, Task, Due, Priority and Status. Select the Done column and choose Insert > Checkbox. Then add a conditional formatting rule with the formula =$A2=TRUE that grays out and strikes through each row when its box is checked.

### How do I cross out a completed task in Excel?

Select the task rows, open Home > Conditional Formatting > New Rule, and use a formula rule such as =$A2=TRUE, where column A holds the checkboxes. Set the format to strikethrough with a gray font. Each task now crosses itself out when you check its box.

### Is there a to-do list template in Excel?

Yes. Excel for Windows and Mac offers to-do list templates under File > New when you search for "to do". You can also build your own in a few minutes with the starter table in this guide, which works in any version that has tables.

### Can I make a to-do list in Excel for free?

Yes. Excel for the web is free with a Microsoft account, includes 5 GB of OneDrive storage, and supports tables, native checkboxes, data validation and conditional formatting. Files must be saved in OneDrive. Macros do not run in the browser, and this guide uses none.

### How do I create a task list in Excel for a team?

Save the workbook to OneDrive or SharePoint and share it, so teammates edit the same file at the same time. Add an Owner column with a drop-down of names, and filter the table by owner. Excel does not notify a person when you give them a task, so agree on a daily check.

### How do I count completed tasks in Excel?

Use =COUNTIF(Table1[Done],TRUE) to count checked tasks and =COUNTIF(Table1[Done],FALSE) for open ones, where Done is the checkbox column. Divide the done count by =ROWS(Table1[Done]) and format the cell as a percentage to show progress. Add Home > Conditional Formatting > Data Bars for a visual bar.

### Do checkboxes work in Excel 2021 or 2024?

Microsoft lists the Insert > Checkbox button for Excel for Microsoft 365 on Windows and Mac, the web and mobile. One-time-purchase versions such as Excel 2024, 2021 and 2019 are not on that list. In those versions, turn on the Developer tab and use Insert > Check Box (Form Control), with a linked cell for each box.

### Can Excel send reminders for tasks?

No. Excel has no built-in task reminders. A conditional formatting rule can turn overdue rows red, but nobody gets a notification. For alerts, use a task app with due-date reminders, Microsoft To Do, or an automation tool that reads the sheet.

### What is a better tool than Excel for a shared to-do list?

A task app is better once two or more people share the list or you need reminders. Microsoft To Do, Todoist and Taskade send due-date reminders and work on a phone. Taskade Free covers 2 members, and Pro is $10 a month billed annually for up to 10 users.