Excel - Exciting! Checkboxes Arrive In Excel - Episode 2628
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- Опубликовано: 4 июл 2024
- Microsoft Excel Tutorial: Checkbox New Feature arrives in Excel October 3, 2023.
To download the workbook from today: www.mrexcel.com/youtube/kunbe...
In this RUclips video, Bill Jelen enthusiastically announces the arrival of checkboxes in Microsoft Excel. They reminisce about the challenges they faced with checkboxes in the past, particularly when working on a report card system for a school district.
Jelen demonstrates how to use the new checkbox feature, emphasizing its location on the "Insert" tab. They show how to insert checkboxes into cells, toggle them on and off, and even use the space bar for quick toggling. The video also explores the underlying true or false values associated with checkboxes and how to remove them to revert to regular true and false values.
Some limitations are discussed, such as the inability to use checkboxes in data validation or within pivot tables. The video also highlights a peculiar behavior where hovering near existing checkboxes seems to automatically insert and activate new ones, though the exact rules for this behavior remain unclear.
The speaker attempts to address the question of displaying words next to checkboxes and mentions that some methods like number formatting didn't seem to work, inviting viewers to share their insights in the comments.
The video concludes by noting that if someone without the feature opens a workbook containing checkboxes, they will see the values as true and false. The speaker expresses gratitude to the Excel team for the feature and thanks viewers for watching, leaving them with the promise of more content in the future.
Buy Bill Jelen's latest Excel book: www.mrexcel.com/products/latest/
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Table of Contents
(0:00) Walkthrough: Checkboxes in Excel
(0:22) Checkbox icon on Insert Tab
(0:38) Spacebar or mouse to Toggle checkbox
(0:48) Stores True/False in the cell
(0:58) Clear formats to remove checkbox but leave True/False
(1:13) Convert formula results to checkboxes
(1:30) Use conditional formatting to change color
(1:50) Validation drop-down does not show checkbox
(2:09) Will not work in pivot table
(2:40) Empty cells near checkboxes have interesting feature
(3:23) Adding a word next to checkbox?
(3:33) If workbook opened on Excel without feature - True/False
(3:56) Clicking Like really helps the algorithm
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For the unusual state where a "ghost" checkbox appears: First: Add checkboxes to a range. Then delete the checkboxes. This leaves the cell in a state where the ghost checkbox appears on hover. Click to add a checkbox with True. This is a great way to avoid clutter. Thanks to Jon Acampora at ExcelCampus for discovering this.
I just left a comment about this and then saw your comment. Haha. Anyways, great video! I’m just happy to see this feature finally make it to Excel! 🙂
Great video!! Just received the update !!
I am positive that the checkboxes were designed On Purpose to be tri state system representations , not only binary. So, the "deleted" state is part of the design, not a bug or unusual behavior. There are 3 states: deleted -> checked -> unchecked.
Examples of tri state logic reasoning: (more versatile than simple binary systems)
Maybe, Yes, No
Non binary, Male, Female
Defective, On, Off
Steady, Up, Down
Not arrived, Arrived, Left
Uncertain, Positive, Negative
Not yet, Passed, Failed
And so on.....
Here is a simple function to monitor these states for a checkboxes range:
YNM(rng,y,n,m) YesNoMaybe function
=LAMBDA(r,y,n,m,IFS(r="",m,r=TRUE,y,r=FALSE,n))
where y,n,m are the strings we want to show when the checkbox is in respective state: checked (y), unchecked (n), deleted (m)
=YNM(B2:B17,"passed","failed","not attended")
Note: The hovering behavior is very welcomed because this certifies the check box still there but in a "maybe" state (deleted)
Thanks, Mr Excel!!!!
Thanks- my hubby is an excellent guru but I am a novice. I love this and now I can show him this function. He uses windows 7 and won’t move into the now!
Nice, Bill! I haven't got them yet, so I'm living vicariously 😂
I wandered around the house yesterday, updating everyone's Excel until I finally got it!
@@MrXL 2 Macs. 1 Windows PC and 4 VM's (on the 2 Macs) and I still don't have it😥
I would like to ask you something about VBA
@@persl8you can post your question in a reply here. Or you can click my channel name, then About and then See Email Address and send an email.
Yeah, that feature was asked by my boss anxiously..😂😂😂 for the preparation of reports. 😊😊😊
I needed it this week for a big project that I wanted to track. Glad it is finally rolling out.
Great! And it would be fantastic if we could easily group them somehow and allow only one box checked in each group!
Seems like this should have been done long before now.
The competitive spreadsheet program actually did it a year ago.
Mr.XL is excelling the excel. Keep it up.
Yes, thanks
Great video Bill! In regards to the cells that are showing the checkboxes on hover, I believe there were checkboxes in those cells that were deleted. I experienced this same behavior.
I actually like this as it allows for a third “inactive” state in scenarios where you might not want to have a a lot of blank checkboxes in a row/column. It could reduce some clutter and also not make the checklist feel overwhelming.
I love this channel. Especially that is short and to the point!!! Vey unique
Excellent..😊
Thanks!
Thanks for watching. Thanks for commenting!
Am I looking forward to logging in for work on a Wednesday hoping to be on the 50% of users with this activated? Am I giddy like a kid on Christmas Eve? Am I seriously nerding out over checkboxes?! YESSSSS!!!!!
Having used them for 16 hours, I can't picture a time in the past where I ever survived without them.
I've used the insert checkbox in the PK's Utility Tool V3.0 which can only insert into blank cells but it will work around cells with data. Looking forward to testing this out as well.
I had a video last year using the DOSE for Excel add-in with cool checkboxes. This new feature will make that less necessary!
Thanks for this heads-up, Mr. Excel! I usually collapse the ribbon, so it would have taken me a long time to stumble across it.
It is very simple in its use, but leaves me wondering: why not just make it a (nice) option in the Number Format panel?
I mean: it fits right in, conceptually. In Power Query we have a boolean data type (aka. "logical", "True/False"), and in Excel we don't.
It would fit right in and the graphic representation could be a sub-option.
BTW: I very much like the simplicity of its workings, much simpler than using objects and helper cells,... so I welcome this addition. 🙂
I agree... it should be an option in Number Format. Except then fewer people would ever find it.
FINALLY!!!!!!!!!!!!
Similar thing being done with Form Control checkbox but that's quite cumbersome when inserting and linking too many of them. I remember using VBA code for this long back to cater to my client's ask and that was just insane! I am looking forward to this new feature in my excel 👍
Those forms controls really slow things down and won't ever work in Excel Online.
@@MrXL true
That will save a whole bunch of time. Maybe a formula to sum & count by cell colour next????
That would be a tricky one! If colours from the colour theme are used, just think about if the user selects another theme. Or, what if a cell contains a fill colour that exists in the colour theme but actually is a custom colour. Just to mention two examples.
@@TSSC I agree but that's the same if someone uses a VBA solution to address the issue. We can all write formulas that can get 'broken' pretty easily.
@@TSSC I would even be willing to put the right color in cell ZZ26 and ask for SUMIFBYCOLOR(A2:A99,B2:B99,$ZZ$26). That way if the theme changes, it all still works.
That's pretty much what I'd envisaged. That way people could set up their own colour criteria easily.
@@MrXL why not a SUMBYFORMAT(sumrange,examplecell)?
Yes, at long last. Now images in Power BI pivot tables, please.
Images in power bi pivot tables would be great!
I have been using WINGDINGS CHAR(168) CHAR(254) and a few lines of VBA code for years to toggle "faux" check boxes. But because of its text --- no need to worry about 20,000 objects on a worksheet. plus, you can format it like text. I don't seem to have that ghost check box hover feature, maybe next update. BTW - they don't expand if you put them in a table, in case anyone has asked.
Yes! That’s how that school report card did it.
In a video on LinkedIn, Jon Acampora has a theory that deleting checkboxes causes the ghost boxes. I also found that data validation plus Paste Formats causes them. Thanks for watching.
Thanks for the post! I follow a LOT of Excel channels, and you seem to post new Beta features first more often than not.
Small ask. I'm on the Beta channel, and pulled in an update when I saw this post and pulled in "(Version 2311 Build 16.0.16926.20000) 64-bit" - copied from File -> Account -> About Excel window. It would be helpful if you posted what version you have! Thanks again.
One of my computers has it. Running Version 2311 Build 16.0.16926.20000) 64-bit
Based on chatter from others, it seems like they rolled it out to 25% of insiders beta. (That is not official, just a guess).
I have another computer on the same build and no checkbox.
Also, thanks for the note about posting first. It is my commitment to low production values that helps! .😎
Bill, it's weird: if you put =UNICODE(A1) in a cell and then Insert Checkbox in A1, it will report a #VALUE! error. Then if you select the checkbox to make it a true, the UNICODE formula will report 84, which is the code for T; if you uncheck the box, it will report 70, which is the code for F.
My first reaction was that this is unsual. But then I thought about =CODE("Frank") would only return 70 ... it looks at the first letter and nothing else.
With the unchecked box actually storing False, this is consistent behavior, getting the ASCII code or Unicode of the first letter in the cell.
Just checked =MID(A1,2,2) from an unchecked box and they give me AL from FALSE. I wonder if this changes in other languages?
You have to be very careful with the checkboxes when continuing to calculate as text if you change the language.
I have an English Excel and = A1 & "" gives me FALSE.
If I then change my excel to German, the formula still gives me "FALSE", even if I recalculate manually.
But if I activate the checkbox and deactivate it again, the function returns "FALSCH" (false in German). So you should only calculate with the TRUE/FALSE value and not with the text of the cell in different languages.
Excitement 😀 … followed by disappointment 😟 when we realise it is not actually available on Excel yet. Missing the point on this if it’s only in Beta testing only available to a select few.
Is this feature available in all Excel version please?
Not yet. It is rolled out to some portion of the Microsoft Insiders "Beta" channel. See this: insider.microsoft365.com/en-us/join/windows
I wonder if a person who doesn’t have them yet edits a file sent from somebody who does and then sends it back to the original person if the check boxes and formatting return or remain true/false
I just tried this on two computers here. The formatting was missing on second computer. I changed one True to False. Saved. Closed. When I opened on the original computer, the checkbox formatting was applied.
Nice. I'm a bit suspicious of it though! It seems strange that they've singled out the checkbox for special treatment (what about the radio button?). I feel like it should have been a custom format in and of itself [checkbox], rather than just a button on the ribbon. It just feels like it's not very future proof, because they're not going to create a new button each time they decide to add a new icon.
It's weird, because it's a completely new way of interacting with the spreadsheet. Traditionally this would have been VBA, ActiveX control or whatever that sits as an object, so what are we calling this new feature? An "interactive font"? If so, will there be many interactive fonts?
There are too many questions and too many limitations, it feels like it's just been added because they can, with no extrapolation of what it is and what it might become. For example, I can imagine a scenario where I'd want to show a checkbox if a particular condition is met and not if it isn't, but this isnt something that can be expressed in a function or a format. I can't choose to show a checkbox under one condition and a radio button under another. More simply, I can't even default the checkbox to be selected or not. Of course VBA would be able to do all of those things. As someone who uses shapes extensively in Excel, I'm a little underwhelmed.
Not with your video of course!
PS. Could the cells that show the checkbox upon hover be cells that you'd previously added one in and then cleared? It's almost like a retained format.
Oh I need to check that!!!
@@MrXLPlease try writing a formula returning True or False in a cell formatted as checkbox. If it doesn’t work now, hopefully this will be fixed before general release.
Yes, @@TSSC this works as you want it to. Very useful.
Alright Rico... Here is the story. Put checkboxes in 100 cells and then delete them. The cell "remembers" that it was once a checkbox and offers a tri-state of [empty box on hover or select, checked box, completely blank appearance when not the focus]. This behaviour was memorialized in a 4AM short: ruclips.net/user/shorts6q2ki32oXRw
@@MrXL that makes sense. I still don't like it! It's clear that they're treating this as a cell format, but we're not being given access to that format other than via a button and - I assume - VBA. It should be available in the format cells menu and in conditional formatting in my opinion. I think it should be accessible by using square brackets in custom format, much like typing [Green] or whatever. Then you could even combine with text in the cell.
Bummer. I am one of the 50% without this. Just my luck 😂
This isn't happening for me for some reason
They are slowly rolling it out to people who opted in to the beta channel of Microsoft Office Insiders. You can opt in to the Office Insider program at the beta level (Google for instructions). There is still a chance you won’t be in the lucky 50% for another week or so.