Excel is a fantastic tool for working with extensive data and user inputs. When working with user inputs, it is a frequent scenario that the users are needed to choose options or list things. In this regard, creating a drop-down Checklist is a magnificent approach. In this article, I will show you all steps to create a drop-down checklist in Excel.

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Steps to Create a Drop Down Checklist in Excel

Say, we have a dataset of several students’ names. Now, of these students, only 3 passed. Now, we want to create a drop-down checklist containing these students’ names. Then, we want to check the passed students’ names and get an output in another cell containing only the passed students.

Follow the step-by-step guidelines below to accomplish this result.

Step 1: Create Drop Down Checklist Options

To create a drop-down checklist, the first thing that you need to do is to create the drop-down checklist options.

• To do this, first and foremost, click on the Developer tab on your Excel ribbon.
• Following, click on the Insert tool >> ActiveX Controls group >> List Box (ActiveX Control) option.

• As a result, a list box will be in your control.
• Now, drag your mouse to determine the list box area.
• Following, right-click on the list box area and choose the Properties option from the context menu.

• Consequently, a Properties window will appear.
• Following, write checkList in the (Name) text box.
• Subsequently, refer to the cells B5:B12 in the ListFillRange text box.
• Following, choose option 1 – fmListStyleOption from the ListStyle option list.
• Last but not least, choose option 1 – fmMultiSelectMulti from the MultiSelect option list.

• Thus, there will be a drop-down checkbox list with the student’s names.
• Now, to get the passed students’ names in a cell, create a header and name the output cell as CheckListOuput in the NameBox.

As a result, your Dropdown Checklist options are created properly and the output cell is also declared with a proper name.

Step 2: Add an Interactive Button to Extract the Result

Now, you need to add a button to make the checklist interactive and extract your desired result.

• In order to do this, first, go to the Insert tab.
• Following, go to the Illustrations group >> Shapes tool >> Rectangle option.

• As a result, you will have control over a rectangle now.
• So, drag your mouse to create your button area and fill the rectangle with your desired color.
• Afterward, right-click on your mouse inside the rectangle area and choose the  Assign Macro… option from the context menu.

• As a result, the Assign Macro window will appear.
• Now, name your macro as Button_Click on the Macro Name: option and click on the New button.

• Consequently, the VB Editor will open automatically creating a new module named Module1.

• Now, inside the module’s code window, write the following VBA code.

Sub Button_Click()
Dim buttonShape As Shape, listOption As Variant, M, N As Integer
Dim xP As String
Set buttonShape = ActiveSheet.Shapes(Application.Caller)
Set checkListBox = ActiveSheet.checkList
If checkListBox.Visible = False Then
    checkListBox.Visible = True
    buttonShape.TextFrame2.TextRange.Characters.Text = "Tick the Passed Students"
    resultStr = ""
    resultStr = Range("CheckListOutput").Value
    
    If resultStr  "" Then
         resultArr = Split(resultStr, ";")
    For M = checkListBox.ListCount - 1 To 0 Step -1
        xP = checkListBox.List(M)
        For N = 0 To UBound(resultArr)
            If resultArr(N) = xP Then
              checkListBox.Selected(M) = True
              Exit For
            End If
        Next
    Next M
    End If
Else
    checkListBox.Visible = False
    buttonShape.TextFrame2.TextRange.Characters.Text = "Click Here"
    For M = checkListBox.ListCount - 1 To 0 Step -1
        If checkListBox.Selected(M) = True Then
        listOption = checkListBox.List(M) & ";" & listOption
        End If
    Next M
    If listOption  "" Then
        Range("CheckListOutput") = Mid(listOption, 1, Len(listOption) - 1)
    Else
        Range("CheckListOutput") = ""
    End If
End If
End Sub

• Afterward, press Ctrl + S on your keyboard.
• As a result, a Microsoft Excel window will appear.
• Following, click on the No button.

• Consequently, the Save As dialogue box will appear.
• Following, choose the Save as type: option as .xlsm file and click on the Save button.

• Thus, the code is saved and workable now.
• At this time, close the code window and go back to your main Excel file.
• You will see there will be interactive checkboxes and the Tick the Passed Students button.
• Now, click on the passed students’ names Lily, Mathew, and Naomi.
• Following, click on the Tick the Passed Students button.

• As a result, you will find your result in cell F5 and the button will be named Click Here now interactively.

Thus, you will be able to create a drop-down checklist in Excel and will be able to use the checklist to generate results.

Conclusion

So, in this article, I have shown you step-by-step guidelines to create a dropdown checklist in Excel. You can also download our free workbook to practice. I hope you find this article helpful and informative. If you have any further queries or recommendations, please feel free to comment here.

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