Checklist in Numbers over Multiple Sheets combined in a Main Checklist

MasterLuzu wrote:

i don't want to have a huge checklist over one Spreadsheet, because it gets very confusing over time.

Congratulations on the new MacBook.

I think you will find it less confusing, and far more efficient, to keep one big checklist and use the power of built-in filters in Numbers to manage the tasks and steps. Much easier than keeping different checklists scattered through your document and trying to get an overview of those.

For example suppose you have three tasks each with multiple steps. You can put them all in one table, something like this:

To see just the steps for Task A (temporarily hiding steps for other Tasks) simply Quick Filter on column A like this:

To see unchecked/"forgotten" steps in all your tasks simply reset the filter on column A (Select All) and Quick Filter on column C.

This works equally well with many more tasks and steps.

Using the power of built-in tools in Numbers is much easier than setting up many different checklists and then trying to get an overview of them.

SG

A cell can be for data entry by the user (such as typing in a X into a cell or checking a checkbox) or can have a formula that gets data from other cells and spews out a result. It cannot be both. You will not be able to have a column of checkboxes that get checked based on something else in your spreadsheet. With that in mind:

If your main table is a list of all the tasks in one column and checkboxes in another column and your other tables are lists of some of these tasks and a column of checkboxes, you could make it so that if a task is checked off in either place it changes the color of that task in both places. It won't check the checkbox on the other sheet but it can change the color of the cell background or text color of the task (or the entire row, but that is more complicated).

The formulas on the main table may get a little long-winded if you have a lot of other tables to look at to see if anything got checked. Or it might take a few columns to do all the work (one per other table).

> You will not be able to have a column of checkboxes that get checked based on something else in your spreadsheet. With that in mind:

Mostly true, although I'm always the fan of a hack.

In this case the OP is looking for a visual check that the checkboxes are all set.

While you're right in that a cell can't be a formula and a checkbox at the same time, you can get something close.

For example, this formula counts all the TRUE() (i.e. checked) cells in column B and compares it to the number of non-blank cells, if it matches it puts the symbol of a checkbox in the cell using a simple IF() formula:

the checkbox image is available via Edit -> Emoji and Symbols.