How to Insert a Checkbox in MS Word

There are two ways to insert a checkbox on MS Word.

You can insert a checkbox in Word via the Developer tab. Such checkboxes toggle between an ‘X’ and a blank space on click.

Similarly, you can also insert static checkboxes as symbols.

This guide will explain how to insert and customize these checkboxes in Word.

Insert Interactive Checkbox in Word

MS Word has the feature to insert clickable checkboxes. When you click on these boxes, MS Word will insert an ‘X’ mark inside the box. You can switch between an empty box and the X by clicking the checkbox.

To insert this box, you’ll have to enable the Developer tab. You can then proceed to insert the checkboxes from there on.

Step 1: Enable Developer Tab

1. Head to File > Options.
2. Choose Customize ribbon from the sidebar.
3. Select Main tabs and select the box next to Developer.
   
4. Click the OK button.

Step 2: Insert Checkbox

1. Enter your list item and position your i-cursor where you wish to enter the checkbox.
2. On your document, head to the Developer tab.
3. Select the Checkbox icon from the Controls section.
   
4. Use copy-paste (Ctrl + C, Ctrl + V) to duplicate the checkbox on your document.

Step 3: Use the Checkbox

1. Click on the checkbox to mark it with X.
2. To remove the X, click on it again.
   

Insert Static Checkbox in Word

You can also insert checkboxes in your Word document in the form of bullets. However, this method is not interactive. This makes this method best if you wish to print your sheet.

You can either insert only the box or an already checked box using these steps:

1. Launch your Word document.
2. From the Home tab, drop the menu for bullets > Define new bullet.
   
3. Choose Symbol.
4. To enter checked box, set: 

• Font name: Wingdings 2
• Character code: 163
  

5. To enter just the box, set:

• Font name: Segoe UI Emoji
• Character code: 25A1
  

6. Select OK.

Customize Checkbox in Word

By default, checked boxes are presented as a cross symbol inside the box. However, MS Word does offer the flexibility of changing the symbol from the cross symbol on a checked box.

You can customize how your checkbox appears on Word from the Developer tab.

1. Select the checkbox from the document.
2. Click Properties from the Developer tab.
   
3. Next to the Checked symbol, select Change.
   
4. Choose from the symbol, then click OK twice.

Create a Shortcut to Insert a Checkbox in Word

It would be quite daunting to keep repeating the above-mentioned steps, every time you wish to insert checkboxes. 

For such repetitive tasks, you can create a macro, and then assign it a shortcut. This way, when you hit the key combinations, Word will command the macro to run.

You don’t have to be a programming expert to record a macro. Follow these steps to record a macro to create a shortcut to insert a checkbox in Word:

1. Go to the Developer tab.
2. Select Record Macro in the Code section.
   
3. Give your macro a name then, click on Keyboard.
   
4. Under Press a new shortcut key hit a key combination.
5. Select Assign > Close.
   
6. Insert a checkbox from the Developer tab. Make sure you do nothing else.
7. Click Stop Recording from the Code section.
   

Now, every time you wish to insert a checkbox in Word, insert the key combination you assigned as a shortcut.