Try the example, then check the result.
Download the fictional material and follow the steps below. The video uses English illustrative diagrams; it does not present a live app recording. Product controls may vary by version.
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The video uses English illustrative diagrams; it does not present a live app recording. English captions. Product menus may differ in your account.
Count completed tasks from Google Sheets checkboxes using COUNTIF with TRUE. Compare a three-task fictional tracker with a live completion count.
Use the fictional practice data and answer check. Work in a copy.
Before you start
The companion video uses clearly labelled illustrative diagrams based on the downloadable example. Menu wording may vary with app version or account. Keep the source file available for comparison.
1. Build a small checkbox tracker
Paste the fictional task list into a fresh Sheet. Put task names in column A and use B2:B4 for the completion state. Select B2:B4 and use Insert > Checkbox to create ordinary checkboxes. Set Draft brief and Publish page checked, leaving Review copy unchecked. Verify the three states are TRUE, FALSE, TRUE before adding the count.
Check: B2 = TRUE; B3 = FALSE; B4 = TRUE.
2. Enter the checked-box count
In a separate summary cell, enter =COUNTIF(B2:B4,TRUE). COUNTIF tests each cell in B2:B4 against TRUE. The expected answer is 2 because B2 and B4 are checked. Place the formula outside B2:B4 so it cannot replace a checkbox or accidentally count itself.
Check: =COUNTIF(B2:B4,TRUE); Expected result: 2; Keep summary outside range.
3. Test that the count is live
Uncheck the Publish page box in B4. The count should drop from 2 to 1 without editing the formula. Check it again and the count should return to 2. This is a useful diagnostic: if the count does not change, inspect whether the summary range points at the actual checkbox cells and whether the boxes use custom values instead of standard TRUE and FALSE.
Check: Uncheck B4 → 1; Recheck B4 → 2; Formula stays unchanged.
4. Why COUNTA is the wrong count
COUNTA counts cells that are not empty. An unchecked standard checkbox still contains FALSE, so =COUNTA(B2:B4) can return 3 even when only two tasks are complete. =COUNTIF(B2:B4,TRUE) asks which cells are checked. Keep that distinction clear if you later calculate a completion percentage.
Check: COUNTA may return 3; COUNTIF TRUE returns 2; Unchecked is FALSE, not blank.
5. Check for customized checkbox values
Sheets can be configured to use custom checked and unchecked values in checkbox data validation. If your own checklist stores words such as Done and Open, a TRUE criterion will not measure it correctly. Inspect the checkbox rule or a cell's underlying value, then adapt the criterion to the actual checked value. The supplied exercise uses ordinary true and false checkboxes.
Check: Standard boxes → TRUE/FALSE; Custom values need new criterion; Inspect validation settings.
Expected result
After inserting standard checkboxes in B2:B4 and setting TRUE, FALSE, TRUE, =COUNTIF(B2:B4,TRUE) returns 2. Uncheck B4 and the result changes to 1.
Common mistakes
- Checkboxes with custom values may not store TRUE/FALSE; inspect the data-validation setting before using this formula.
- COUNTIF(B2:B4,TRUE) counts checked values only; COUNTA counts nonempty cells, including unchecked boxes.
- Use a bounded range for the example so headings or unrelated booleans are excluded.
Official references and evidence
- https://support.google.com/docs/answer/7684717?hl=en
- https://support.google.com/docs/answer/3093480?hl=en
References checked 15 October 2026. The sample and answer check are original fictional material. Video panels are illustrative, not app screen recordings. The documented workflow is sourced to the product owner; this lesson has not been reproduced in a fresh signed-in session for this batch.
Practice downloads.
The exercise files contain invented information. Save a local copy before editing.