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Learn how to use VBA in Excel to manage form control Checkboxes, ensuring that when one is checked, all others are automatically unchecked.
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This video is based on the question https://stackoverflow.com/q/78066119/ asked by the user 'Ramadan' ( https://stackoverflow.com/u/23273703/ ) and on the answer https://stackoverflow.com/a/78066666/ provided by the user 'FunThomas' ( https://stackoverflow.com/u/7599798/ ) at 'Stack Overflow' website. Thanks to these great users and Stackexchange community for their contributions.

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How to Ensure Only One Checkbox is Checked in Excel Using VBA

Managing multiple checkboxes in Excel can often lead to confusion, especially when you want to enforce a single selection from several options. If you have more than one checkbox and need to ensure that only one is checked at a time, you're in the right place. This post will walk you through a clean and efficient solution using VBA to handle this common challenge.

Understanding the Problem

Imagine a situation where you have three form control checkboxes on your Excel sheet. You want to allow the user to select only one checkbox at a time. By default, if a user checks one checkbox, the other ones remain unchecked, but how do you implement this behavior programmatically, especially since these are linked to cells? Unfortunately, Excel's IF function is not capable of controlling checkbox state changes directly due to cell linkage.

The checkboxes we’ll be working with are:

Check Box 16

Check Box 17

Check Box 18

The Solution: Using VBA to Link Checkboxes

To achieve the desired functionality, we'll need to use Visual Basic for Applications (VBA). Here’s a step-by-step guide to implement the solution.

Step 1: Set Up the VBA Code

Open the VBA Editor:

In Excel, press ALT + F11 to open the VBA editor.

Insert a Module:

Right-click on any of the items in the Project Explorer.

Choose Insert > Module to create a new module.

Add the Following Code:

[[See Video to Reveal this Text or Code Snippet]]

Step 2: Assign the Macro to Checkboxes

After adding the code, you need to assign the macro to each checkbox.

Go back to your Excel sheet.

Right-click on a checkbox, select Assign Macro, and choose Checkbox_Click.

Do this for all three checkboxes.

Step 3: Modifying for Grouped Shapes (if Applicable)

If your checkboxes are grouped, you'll need to use a slightly different approach due to the grouping feature in Excel.

Use the following modified code:

[[See Video to Reveal this Text or Code Snippet]]

Important Notes

Change the Group Name: Ensure to change “Group 4” to the name of your group if your checkboxes are grouped.

Dynamic Handling: The code can handle independently grouped sets of checkboxes if you adapt the array or group name accordingly.

Conclusion

By following these steps, you can ensure that only one checkbox is selected at a time in Excel. This not only enhances the user experience but also increases data integrity and prevents unintended selections. Embracing the power of VBA allows you to customize your Excel experience and streamline processes that traditional formulas cannot accomplish.

Give this a try and see how much cleaner your forms become with this simple but effective solution!