Checkboxes turn a Word document into a to-do list, a survey, or a form people can fill out. Word gives you two kinds: clickable checkboxes that toggle on and off when you click them, and printable checkboxes that are just box symbols for lists you’ll print and tick by hand. This guide shows how to add both in the Word desktop app for Windows and Mac.
Quick answer
Turn on the Developer tab (File > Options > Customize Ribbon > check Developer), then click where you want the box and choose Developer > Check Box Content Control. For printed lists, use Home > Bullets > Define New Bullet and pick a box symbol.
Step 1: Show the Developer tab
The checkbox control lives on the Developer tab, which Word hides by default.
On Windows:
- Click File > Options.
- Select Customize Ribbon.
- In the list on the right, check Developer.
- Click OK.
On Mac: Go to Word > Preferences (or Settings) > Ribbon & Toolbar, check Developer under Main Tabs, and click Save.
You only need to do this once. The Developer tab stays on the ribbon for every document.
Step 2: Insert a clickable checkbox
- Click where you want the checkbox, usually at the start of a line.
- Go to the Developer tab.
- In the Controls group, click the Check Box Content Control button (it looks like a box with a checkmark).
- Press the spacebar and type the label for that item.
- Press Enter and repeat for the next item. Or copy the first checkbox and paste it at the start of each line.
Click a box to check it and click again to clear it. By default, Word shows an X when the box is checked.
Step 3: Change the X to a checkmark
- Click the checkbox to select it.
- On the Developer tab, click Properties.
- Under Check Box Properties, click Change next to Checked symbol.
- Pick a font such as Wingdings 2 or Segoe UI Symbol and select a checkmark.
- Click OK twice.
The same Properties window lets you give the control a title, change the unchecked symbol, and check Content control cannot be deleted so the box can’t be removed by accident.
Step 4: Protect the form (optional)
If you’re sending the document to others to fill out, you can lock everything except the checkboxes and other controls.
- On the Developer tab, click Restrict Editing.
- Under Editing restrictions, check the box and choose Filling in forms.
- Click Yes, Start Enforcing Protection and add a password if you want one.
People can now tick boxes but can’t change the rest of the text. Click Stop Protection to edit the document again.
How to add printable checkboxes
For a checklist you’ll print, or one where you don’t need clicking, a checkbox bullet is quicker and lines up neatly.
- Select the lines you want to turn into a checklist.
- On the Home tab, click the arrow next to Bullets.
- Choose Define New Bullet, then Symbol.
- Set the font to Wingdings or Segoe UI Symbol and pick an empty box.
- Click OK twice.
Each line now starts with an empty box. These boxes can’t be clicked, but you can swap one for a checked symbol later. Our guide on adding a check mark in Word shows how to insert that symbol.
Clickable vs. printable checkboxes
| Clickable (content control) | Printable (bullet symbol) | |
|---|---|---|
| Can be ticked on screen | Yes | No |
| Needs the Developer tab | Yes | No |
| Best for | Forms, digital to-do lists | Printed checklists |
| Formatting | Separate from text | Follows list formatting |
The legacy checkbox form field
Word also includes an older type of checkbox for traditional forms. On the Developer tab, click Legacy Tools (the toolbox icon in the Controls group) and choose Check Box Form Field. Unlike the content control, this box only becomes clickable after you protect the document with Restrict Editing > Filling in forms. It’s mainly useful if you’re updating an older form that already uses legacy fields. For new documents, the Check Box Content Control is easier to work with.
Tips for neat checklists
- Put the checkboxes in a two-column table, with boxes on the left and text on the right, so long items wrap cleanly. You can hide the borders afterward.
- Copy an existing checkbox instead of inserting a new one each time. It keeps any custom checked symbol.
- If you can’t click a box, make sure the document isn’t open in Protected View or Read Mode.
Related: How to edit a table in Word.
Related: Select multiple pictures in Word.
Related: Insert a square symbol in Word on a Mac.
Related: Make a worksheet in Word.
Related: Add radio buttons in Word.
Frequently asked questions
Why is the Check Box Content Control greyed out?
The document may be in Compatibility Mode (an older .doc file). Save it as a .docx file with File > Save As and the control should become available.
Can I add a clickable checkbox in Word for the web?
Word for the web doesn’t have the Developer tab, so use the desktop app to insert clickable checkboxes.
How do I delete a checkbox?
Click the checkbox, then press Delete or Backspace. If it won’t delete, open Properties and uncheck Content control cannot be deleted.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.