How to Insert a Checkbox in Word (Clickable or Printable)

A tickable box sounds like a tiny thing, but it's what turns a plain list into a client onboarding form, a launch checklist or a packing list your team can tick off on screen. The confusing part is that Word hides the clickable version on a tab most people have never switched on.

I'll cover the clickable box on Windows and Mac, the much quicker Checklist button in Word for the web, and the print-only version for lists that'll end up on paper.

First decide which kind of Word checkbox you need

Word offers two quite different things, and choosing the right one saves you a lot of fiddling.

Checkbox type	Can you click it?	Best when
Check Box Content Control (Developer tab)	Yes, on screen	Forms and lists people fill in digitally
Checklist button (Word for the web)	Yes, on screen	Quick to-do lists in the browser
Box symbol as a bullet	No, it's just a character	Lists you print and tick with a pen

Turning on the Developer tab in Word for Windows

The clickable checkbox lives on the Developer tab, which is off by default. Microsoft's help gives these steps:

1. Select the File tab.
2. Go to Options, then Customize Ribbon.
3. Under Main Tabs, tick the Developer check box.
4. Select OK.

Microsoft says the tab stays visible until you clear that box again or reinstall the program, so it's a one-time job.

Inserting a clickable checkbox in Word on Windows

1. Type your list first, one item per line.
2. Click at the start of the first line.
3. Go to Developer and select Check Box Content Control.
4. Copy that checkbox and paste it at the start of each remaining line.
5. Select any box to tick it. By default Word fills it with an X.

If you'd like a neat gap between the box and the text, Microsoft suggests a hanging indent. Select the list, open the Paragraph dialog launcher on the Home tab, set Left to 0.25 under Indentation and choose Hanging under Special. Word sets By to 0.5 inches by default, which you can change.

Inserting a checkbox in Word for Mac

The Mac steps are close, but the button is simply called Check Box.

1. Create your list and put the cursor at the start of the first line.
2. Open the Developer tab and select Check Box.
3. Add a space or a Tab after the box. Microsoft says to use a Tab if you want a hanging indent.
4. Select the box and the space or Tab, then copy with Cmd + C.
5. Click at the start of each item and paste with Cmd + V.

If you can't see the Developer tab on a Mac, it needs switching on in Word's ribbon settings first. Menus vary by version, so look for the option to customise the ribbon.

Adding a checklist in Word for the web

This is the quickest route of all, and you don't need the Developer tab. According to Microsoft, go to Home, open the Paragraph group and select Checklist. You can also press Ctrl + , (the comma key). Each line gets an empty box, and you select the box to the left of the text to tick it.

It's ideal for a quick to-do list you keep open in a browser tab while you work.

Changing the Word checkbox from an X to a tick

Plenty of people want a tick rather than an X. On Word for Windows, Microsoft's steps are:

1. Click the checkbox in your document.
2. On the Developer tab, select Properties.
3. In Content Control Properties, select Change next to Checked symbol.
4. Choose a tick or other character and select OK. If you can't see one, switch the Font list to Wingdings 2 or Segoe UI Symbol.
5. Repeat for each checkbox.

The same dialog lets you add a Title, which Microsoft says shows as a tooltip when someone hovers over the box, and set Show as to None to hide the control's outline. It's a nice touch for client-facing forms.

Stopping people from editing your Word checklist

Once the list is finished, you can lock it so nobody accidentally deletes a box or rewrites an item. Select the list and its checkboxes, then go to Developer, Group, Group. Microsoft says to choose Group, then Ungroup, when you need to make changes again.

Making a print-only checkbox list in Word

If the list is going on a clipboard rather than a screen, use a box symbol as a bullet instead. On Windows, go to Home, select the arrow next to Bullets, choose Define New Bullet, then Symbol, and pick a box character. Microsoft says to change Font to Wingdings or Segoe UI Symbol if you don't see one. Select OK twice.

On a Mac, select the whole list, go to Home, select the arrow next to Bullets, choose Define New Bullet, then Bullet, and pick a symbol. Wingdings is again a good font to look in.

Where Word checkboxes fit for small businesses

I like checkboxes for onboarding questionnaires, content approval lists and event run sheets. If your team already tracks work in a spreadsheet, here's the same tickbox idea in Google Sheets, which is handy for task trackers you'd rather keep in a grid. And if you're a new freelancer building your first client process, my guide to starting freelance writing with no experience covers the basics a simple checklist can support.

Frequently asked questions

Why can't I find the checkbox option in Word?

On Windows and Mac, the clickable checkbox sits on the Developer tab, which is hidden by default. On Windows, go to File, Options, Customize Ribbon and tick Developer under Main Tabs.

Is there a keyboard shortcut for a checklist in Word?

In Word for the web, Microsoft lists Ctrl + , (comma) for the Checklist button in the Paragraph group on the Home tab.

How do I make a Word checkbox show a tick instead of an X?

Click the box, go to Developer, Properties, and select Change next to Checked symbol. Pick a tick, trying Wingdings 2 or Segoe UI Symbol if you can't see one, and repeat for each box.

Can I print a Word checklist with empty boxes?

Yes. Use a box symbol as a bullet through Home, Bullets, Define New Bullet. Microsoft suggests Wingdings or Segoe UI Symbol for box characters.

How do I stop a Word checklist from being edited?

Select the list and the checkboxes, then go to Developer, Group, Group. Use Group, Ungroup when you want to edit it again.