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Add Forms Checkboxes Dynamically To Excel Rows

The code below shows how to create a forms checkbox in one, several or all rows of a worksheet.

Checkboxes come in two flavors: Forms checkboxes (which do not produce any code in the back end but can be linked to a worksheet cell) and Active-X checkboxes, which trigger events coded in VBA. The checkboxes in this example are FORMS checkboxes, not Active-X checkboxes.

Suppose in a given worksheet there are 100 rows, each row with a checkbox in the same column. For this example, let's say the user clicks 23 of the 100 checkboxes to identify the rows that they want to process with a macro. The code below shows how scan through all the checkboxes and determine which rows are selected (each checkbox is associated with a cell (hence a row) when it is created).

There is a VERY LARGE CAVEAT to consider. If checkboxes are generated and then the user deletes rows that contain the checkboxes, the actual checkbox is NOT deleted, and will create an issue with programming that doesn't consider that situation. At the very bottom of this code example is a series of three procedures. One will add checkboxes. The second will delete selected rows. And finally, the third will clean up and delete "stranded" checkboxes that have lost their reference to the linked cell in the row that was deleted. You can use checkboxes in Excel rows, but keep in mind that if the row is deleted, you must perform the cleanup operation.

Program Code

Option Explicit
Sub SampleOfCreateCheckbox()

' ************************************************************************************
' Manipulating Forms Checkboxes
' ************************************************************************************
Dim chk As CheckBox
Dim lngRow As Long
Dim j As Long
Dim shtActive As Worksheet

' ************************************************************************************
' Set Worksheet Variable
' ************************************************************************************
Set shtActive = ActiveSheet

' ************************************************************************************
' Create 5 checkboxes in rows 20 through 24
' ************************************************************************************
For j = 20 To 24
    With shtActive.CheckBoxes
' ************************************************************************************
' Create a Forms (Not Active-X) Checkbox Associated with a cell location
' ************************************************************************************
        .Add(Range(Cells(j, 1).Address).Left, Range(Cells(j, 1).Address).Top, Width:=15, Height:=15).Select
' ************************************************************************************
' Note - The Range Form Used Below Has The Same Results as the statement above:
'       .Add(Range(Cells(j, 1), Cells(j, 1)).Left, Range(Cells(j, 1), Cells(j, 1)).Top, Width:=15, Height:=15).Select
' ************************************************************************************
        Selection.Value = xlOn             ' Turn On The CheckMark
        Selection.Characters.Text = ""     ' Remove the Caption
'                                           '(Note:  .Caption = "" Does Not Work Correctly With Forms Checkboxes)
    End With
Next j

' ************************************************************************************
' Scan All CheckMarks That Are Checked And Determine The Associated Row
' ************************************************************************************
For Each chk In shtActive.CheckBoxes
    If chk.Value = xlOn Then                          ' See If The CheckBox Is On
        Debug.Print chk.Name                          ' Print the Name of the CheckBox
        Debug.Print chk.Value                         ' Print The Numeric Value of the CheckBox
        Debug.Print chk.Caption                       ' Print the Caption
        Debug.Print chk.TopLeftCell.Address           ' Print The Cell Address Associated With The Checkbox
        lngRow = Range(chk.TopLeftCell.Address).Row   ' Compute the Row Associated With The Checkbox
        Debug.Print lngRow                            ' Print The Row Associated With The CheckBox
    End If
Next chk

' ************************************************************************************
' Scan All CheckMarks That Are Not Checked And Determine The Associated Row
' ************************************************************************************
For Each chk In shtActive.CheckBoxes
    If chk.Value = xlOff Then                         ' See If The CheckBox Is Off
        Debug.Print chk.Name                          ' Print the Name of the CheckBox
        Debug.Print chk.Value                         ' Print The Numeric Value of the CheckBox
        Debug.Print chk.Caption                       ' Print the Caption
        Debug.Print chk.TopLeftCell.Address           ' Print The Cell Address Associated With The Checkbox
        lngRow = Range(chk.TopLeftCell.Address).Row   ' Compute the Row Associated With The Checkbox
        Debug.Print lngRow                            ' Print The Row Associated With The CheckBox
    End If
Next chk

' ************************************************************************************
' Turn Off All The Checkboxes
' ************************************************************************************
For Each chk In shtActive.CheckBoxes
    chk.Value = xlOff
Next chk

Cells(1, 1).Select

End Sub


' **********************************************
' Next Example Is A Simple Alpha Cell Reference
' ********************************************
Option Explicit

Sub SampleOfCreateCheckbox()

Dim shtActive As Worksheet
Set shtActive = ActiveSheet
Dim chk As CheckBox
Dim lngRow As Long

With shtActive.CheckBoxes
    .Add(Range("A20").Left, Range("A20").Top, Width:=15, Height:=15).Select
    Selection.Value = xlOn
    Selection.Characters.Text = "Rich"
    .Add(Range("A22").Left, Range("A22").Top, Width:=15, Height:=15).Select
    Selection.Value = xlOn
    Selection.Characters.Text = "Joe"
    .Add(Range("A24").Left, Range("A24").Top, Width:=15, Height:=15).Select
    Selection.Value = xlOn
    Selection.Characters.Text = "Mark"
End With

For Each chk In shtActive.CheckBoxes
    If chk.Value = xlOn Then
        Debug.Print chk.Name
        Debug.Print chk.Value
        Debug.Print chk.Caption
        Debug.Print chk.TopLeftCell.Address
        lngRow = Range(chk.TopLeftCell.Address).Row
        Debug.Print lngRow
    End If
Next chk

For Each chk In shtActive.CheckBoxes
    chk.Value = xlOff
Next chk

End Sub

Program Code To Clean Up Checkboxes From Deleted Rows

Option Explicit

Sub AddCheckBoxes()
' *************************************************************
' Add Checkboxes For Demonstration Purposes
' *************************************************************
Dim b As Boolean
Dim i As Long
Dim d As Double
Dim s As String
Dim chk As CheckBox
Dim cel As Range
   ActiveSheet.CheckBoxes.Delete
   ActiveSheet.UsedRange.ClearContents
   For i = 1 To 25
       d = d + 12
       With Cells(i, 1)
           b = Not b
           s = .Address
           .Value = False
           .Font.Color = vbWhite
           .Offset(0, 8).Formula = "=" & s
           .Offset(0, 9).Value = "orig row " & i
           With ActiveSheet.CheckBoxes.Add(.Left + d, .Top, 15, 15)
               .Value = IIf(b, xlOn, xlOff)
               .Caption = ""
               .LinkedCell = s
           End With
       End With
   Next
   On Error Resume Next
 
End Sub
 
Sub DelSomeRows()
' *************************************************************
' Delete Some Rows To Created Checkboxes With No Valid
' Linked Cell
' *************************************************************
Dim i As Long
   For i = 1 To 25 Step 3
       Rows(i).Delete
   Next
End Sub
 
Sub DelHidden()
' *************************************************************
' Delete Stranded Check Boxes That Lost Their Cell Reference
' And Position The Checkboxes Back To Their Linked Cell
' *************************************************************
Dim chk As CheckBox
   For Each chk In ActiveSheet.CheckBoxes
       If chk.LinkedCell = "#REF!" Then
            chk.Delete
       Else
' Demo How To Ensure Checkboxes Are Positioned Correctly
            With Range(chk.LinkedCell)
                If chk.Left <> .Left Then chk.Left = .Left
                If chk.Top <> .Top Then chk.Top = .Top
            End With
       End If
   Next
 
End Sub

Program Code To Emulate Checkboxes And Avoid Deleted Row Issue

Private Sub Worksheet_BeforeDoubleClick(ByVal Target As Range, Cancel As Boolean)
' *********************************************************************
' Simulate Checkboxes Using Wingdings 2 and Values of 0 and 1
' *********************************************************************
' R E S T R I C T I O N S:
' (1) This Method Can Not Be Used on Merged Cells
' (2) If The Column Width is less than 18 pixels, then the cell should
'     be preformatted to a number format of "\R;;£" to prevent the
'     cell from expanding the column width - otherwise no preformatting
'     of the cell is required - Setting the Number Format with VBA
'     as shown below: .NumberFormat = "\R;;£" causes the column width
'     to expand to 18 pixels.
' *********************************************************************
'
' *********************************************************************
' Toggle The CheckBox To Simulate Clicking A Regular Checkbox
' *********************************************************************
' The Contents Toggles Between 0 and 1
' Note:  The .Number Format Shows Values For Positive, Negative, Zero
'        Hence, "\R;;£" Has Three Sections:
'        (1) If the number is positive, an "R" is displayed
'        (2) The number won't be negative so no effect
'        (3) If the number is zero, an "£" is displayed
'        In Wingdings 2, an "R" is a checked checkbox
'        In Wingdings 2, an "£" is an unchecked checkbox
' *********************************************************************

' *********************************************************************
' Exit If Double Click Is Not In Desired Column ("A" for this Example)
' *********************************************************************
'If Target.Column <> 1 Then Exit Sub

With Target
    .Font.Size = 6
    .Font.Name = "Wingdings 2"
    .Value = 1 - .Value
    If .NumberFormat <> "\R;;£" Then
      .NumberFormat = "\R;;£"
      .HorizontalAlignment = xlCenter
    End If
End With

' *********************************************************************
' Exit out of edit mode
' *********************************************************************
Cancel = True
End Sub