Spreadsheets Tutorial: How to Make a Row Turn A Color When a Box Is Checked (No tech background required!)

This is called conditional formatting, which is just a fancy way of saying: “When this happens, change the color.”

That’s it. That’s the whole idea.

Let's start with the Sample Spreadsheet. Click HERE to make a copy to your Google Drive.

*Excel instructions follow

Step 1: Add a Checkbox

Click the cell where you want the checkbox (example: Column D)

Go to Insert → Checkbox

You should now see a little box you can click.

Step 2: Select the Rows You Want to Change Color

Click the first cell in the row (example: A2)

Drag across the row (example: A2:C2)

You can drag down to include more rows if you want (A3:E50 works great)

Step 3: Open Conditional Formatting

Click Format → Conditional formatting

A panel will open on the side.

Step 4: Add the “Magic Rule”

Under Format rules (format cells if): Click the drop down menu and scroll all the way to the bottom. Choose Custom formula is

Paste this exactly: =$C2=TRUE

What this means to the computer (no need to memorize it):

• Look at column C
• Look at row 2
• If the box is checked
• Change the row color

Step 5: Choose Your Color

• Pick a green fill color
• Optional: change text to dark gray
• Click Done.

Step 6: Try It 🎉

• Click the checkbox.
• The row turns green.
• That’s it. You just taught your spreadsheet how to think.

How to Copy This Conditional Formatting to Other Rows

• Highlight the row you just set up (A2:C2)
• Hover your mouse over the little blue circle in the bottom right hand corner and your sursor will turn into a crosshair. 
• Click the blue circle that your crosshair is hovering over and drag your mouse down however many rows you want on your checklist. 
• Release the mouse. Done. 

Here's a video: 

Why This Is So Helpful for Teachers

• Done tasks visually disappear
• You don’t have to reread everything
• Your brain gets instant closure

This is not about being fancy. It’s about making information easier to see. If this feels confusing at first, that’s normal. You only have to set it up once. After that, it just works.

And if you mess it up? You didn’t break anything. You can always undo or try again.