SubscribeForm Controls – Adding Interactivity to Your Worksheets
Form Controls
What Are Form Controls?
Form Controls are objects which you can place onto an Excel Worksheet which give you the functionality to interact with your models data.
You can use these controls on worksheets to help select data. For example, drop-down boxes, list boxes, spinners, and scroll bars are useful for selecting items from a list. Option Buttons and Check Boxes allow selection of various options. Buttons allow execution of VBA code.
By adding a control to a worksheet and linking it to a cell, you can return a numeric value for the current position of the control. You can use that numeric value in conjunction with the Offset, Index or other worksheet functions to return values from lists.
Where Are Form Controls?
Form Controls are located on the Developer Tab under Insert Form Control.
PS: If you do not have developer tab, learn how to enable it.
You will notice 2 types of Form Controls, being Form Controls and Active X controls.
This post will only be dealing with Form Controls. The Active X controls, similarities and differences will be discussed towards the end of the post.
How Do I Insert a Form Control
To Insert a Form Control goto the Form Control Menu and click on the Form Control you want to insert.
Now click on the worksheet in the location you want your form control.
Don’t worry about the location or size you can change those later.
What Are The Different Form Controls?
There are several types of Form Controls offering a range of interactivity from a simple display through to interactive controls which allow multiple selection or interactive selection of values.
| Control Name | Description | Function |
| Button | Push Button | Executes a macro |
| Check Box | Allow selection of non-exclusive options | Multiple On/Off options |
| Combo Box | Drop Down selection Box | Select items from a Drop down list |
| Group Box | Layout element which groups common elements | Nil |
| Label | A Text label | Can be static or linked to a cell |
| List Box | Fixed selection box | Select items from a list |
| Option Button | Allow selection of exclusive options | Exclusive Single On/Off option |
| Scroll bar | Allow Horizontal or Vertical scrolling | Increases or decreases a cells value by a fixed amount |
| Spin Button | Increment/decrement a value by a fixed amount | Increases or decreases a cells in steps by a fixed amount |
These are discussed individually below
Form Control Types
Button (Form Control)
The Button Form Control is as its name suggests simply a Button.
Pressing the Button allows execution of a macro.
The Button has no other controls.
Button Text
You can right click on the button and change the buttons Text (Edit Text) and enter the text you want displayed on the button.
The Button’s text can be linked to a cell, select the Button, In the formula Bar enter a link to a cell. eg: =$C$3 and accept. The Button’s text will now change as the contents of the cell C3 change.
You can change the Text Style including Font, Color and Text Direction using the Format Control (Ctrl 1) option.
Assign Macro
Right click on the Button and select Assign Macro
The Assign Macro dialog will pop up.
Select the macro you want to assign to the button.
Label (Form Control)
The Label Form Control is also as its name suggests simply a Label.
The Label will display text either fixed or from a linked cell
You can right click on the button and change the buttons text (Edit Text).
The Button’s text can be linked to a cell, select the Button, In the formula Bar enter a link to a cell
eg: =$C$3 and accept. The Button’s text will now change as the contents of the cell C3 change.
Unlike the Button you cannot change the Text Style, Font, Color or Text Direction.
Typically a label is put in front of another Control to explain or add a title to the control.
Labels would rarely be used on a Worksheet as a label as they have limited text format properties.
Users would be better served using either cell text or a Text Box where full text formatting is allowed.
Labels come into use when setting up custom Dialog Forms which are used by VBA applications for custom data entry or other uses.
Check Box (Form Control)
The Check Box form Control allows selection of a number of non-exclusive options.
That is any number of Check Box controls may be implemented and they independently be on or off and have no relationship to each other.
The Check Box Form Control returns the value indicating its status, either True (selected) or False (not selected), to a linked cell.
To link a Format Control to a cell, Right Click the Format Control and select Format Control…
Option Button (Form Control)
The Option Button form Control allows the selection of an exclusive option from a number of alternatives.
That is only one Option Button Form Control may be selected at a time, the remainder are automatically turned off.
The Option Button Form Control returns the value of the Option Button indicating its status to a linked cell.
In the Example above the Option Buttons are linked to cell E2.
You only need link one Option Button to cell E2, Excel automatically links the remaining option buttons to teh same cell.
Selecting a Different Option Button automatically deselelects the other Option Buttons and changes the linked cells value
List Box (Form Control)
The List box allows the selection of one or more items from a list.
The list is sourced from a Range of cells in the above case it was F2:F17.
The List Form Control returns an Index Number or position of the selected item to the Cell Link, 5 in the example above.
The Input Range and Cell Link are setup by Right Clicking the control and select Format Control…
The Number of items visible in the list box is determined by the size of the list box
If there are more items than will fit in the list box then a scroll bar is automatically added to the list box to enable there selection.
Combo Box (Form Control)
The Combo Box allows the selection of one or more items from a drop down list.
The Combo Box use is similar to the list box except that it has a drop down selection list instead of a fixed length selection list.
The list is sourced from a Range of cells in the example below it was F2:F17.
The List Form Control returns an Index Number or position of the selected item to the Cell Link B10, 9 in the example below.
The Input Range, Cell Link and size of the Drtop Down Box are setup by Right Clicking the control and select Format Control…
Spin Button (Form Control)
The Spin Button is a simple toggle button that allows the increase or decrease of a linked cells value by a certain pre-defined amount.
The Cell Link and Lower, Upper Limits and Step Size parameters are setup by Right Clicking the control and select Format Control…
The Lower, Upper Limits and Step Size must be Integers. If you want to increase a cell by fractional amounts you will need to for example set the range from 0 to 1000 in steps of 1 and then devide the linked cell by 10 which will give a Range of 0 to 100 in steps of 0.1
Scroll Bar (Form Control)
The Scroll Bar Form Control often referred to as a Slider is a simple linear slider that allows the increase or decrease of a linked cells value by sliding a bar either left/right or up/down.
Scroll Bars can be placed either Horizontally or Vertically by dragging the corner.
Scroll bars are incremented by the Step Size by clicking the ends of the bars or dragging the slider or by a Page Jump Size by using Page up[/down or clicking either side of the slider bar.
The Cell Link, Lower, Upper Limits, Incremental Change and Page Change parameters are setup by Right Clicking the control and select Format Control…
The Lower, Upper Limits, Incremental Change and Page Change must be Integers. If you want to increase a cell by fractional amounts you will need to for example set the range from 0 to 1000 in steps of 1 and then devide the linked cell by 10 which will give a Range of 0 to 100 in steps of 0.1
Group Box (Form Control)
The Group Box Form Control isn’t really a Form Control at all, as it allows no interactivity.
What it is used for is grouping similar controls so that functional groups of controls can be maintained and the users flow is directed around a form.
Using the Form Controls
General Use
The use of the information from a form control is limited by your imagination.
Typical uses are
- Selecting items for a chart
- Selecting data sets
- Moving data sets
- Adjusting values in a model
As described in each of the above Form Controls is that the Form Controls do not return a value directly from a list, they all return either a number or an index number relative to the position of the item in a list.
Examples of all the Form Controls and examples of their use can be found in the attached file:
Excel 2003 Examples or Excel 2007+ Examples
or
Have a browse through the dashboards presented during Dashboard Week
or
For some Extreme Examples of Spreadsheet Interactivity using Form Controls and a little bit of VBA code:
Running Macros
Apart from the Button Form Control whose only purpose is to Run Macro’s, all Form Controls can be linked to a Macro.
This is done by Right Clicking on the Form Control and selecting Assign Macro.
It is worth noting that the macro is only executed after the control is released.
EG: If you have a macro linked to a Spin Button, If the Spin Button is held down and hence repeatedly increments its value, the macro will only be executed after the control is released.
Moving and Resizing Form Controls
You can move and resize form controls as with all other worksheet Objects.
Select the form control by right clicking on it
Use the handles to resize or drag the edges to move the controls
Hint: You can use Alt while dragging or resizing to snap the control to cell boundaries.
3D, Printing & Locking Form Controls
You can lock Form Controls as well as enable them to be printed or not
Right Clicking the control and select Format Control…
Use the Size, Protection and Properties Tabs as required.
The 3D option enables a 3D version of the Control instead of a flat control, which can add a bit of sparkle in some instances.
Limitations of Form Controls
Form controls offer a limited set of functions but do those functions very well.
Limitations are Form Controls:
- Form Controls can only increase or decrease by integer numbers
- Form Controls only return the index of an item in a list
- Form Controls have limited format properties (Font, Color etc)
What are the Active X Controls
Active X controls are like Form Controls on Steroids in that they have a much wider range of properties than Form Controls.
They also have much better ties to VBA in terms of programmability and have a number of events that can be accessed programmatically.
The main limitation of Active X controls are that they use a Microsft Active X component. This means that if you are sharing your workbook with an Apple Mac user using Excel for Mac these functions wont be available as Active X isn’t avilable on that Platform.
Workbooks with Form Controls will happily work on a an Apple Mac.
Other Controls Available in Excel
A number of other Excel objects can be used to add interactivity to your worksheets.
Shapes
These include:
- Shapes
- Charts
- Text Boxes
- Word Art
All these can have macro’s linked to them which effectively act the same as a Button Form Control without the moving button effect.
A stunning example of using Text Boxes was recently posted at: The Grammy Bump Chart
Where the Artists Stats Box (Top Left of Chart) is using several Text Boxes linked to cells to show the Selected Artsists Statistics.
HyperLinks
Inserting Hyperlinks at stratgic locations throughout worksheets provides a great way to simplify navigation around pages and between pages
Other Links
Where have you used Form Controls ?
Where have you used Form Controls?
Let us know in the comments below:
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Tags: Button, Check Box, combo box, Form Control, Group Box, Label, List Box, Option Button, Scroll Bar, Slider, Spin Button |
At Chandoo.org, I have one goal, "to make you awesome in excel and charting". This blog is started in 2007 and today has 450+ articles and tutorials on using excel, making better charts. 
50 Responses to “Form Controls – Adding Interactivity to Your Worksheets”
how to change the font and font size in list box or combo box?
@Kyrel
You cannot change the font size/type in a List or Combo Box Form Control
The Active X versions do give you that functionaility.
tq so much…
[...] link [...]
Just curious, has anyone been able to get a valid cell link from a list box when multiple selections are made? With both the combo and list boxes, I can get them to work okay when selecting 1 entry, but as soon as I try to get multiple selections, the list box seems to simply stop working.
FYI, I’m using XL 2003.
Great post.
@Luke
You can only access the Multi Select options through VBA programming and is beyond the scope of the post.
@Hui
Thanks for the response. I was thinking that was the case, but figured it didn’t hurt to hope this was somehow available. Great post on explaining all the different forms.
Luke,
I discussed different techniques of implementing a multi-select input feature in Excel. A combobox / listbox and some other. As Hui already pointed out, there is some VBA needed. However it is not too complicated and the post provides all example workbooks for free download:
http://www.clearlyandsimply.com/clearly_and_simply/2009/01/approach-with-caution.html
Great Post. I use form control whenever I can. The only thing I don’t quite understand when to use form control or active x control. Most often I’d do a trial and error and see which fits my needs. If one doesn’t then most often than not it’s the other control that I’ll need.
I like form control very much as it makes things cleaner to look at, and limit how others interract with my spreadsheet.
question on list box: what if I pick “Multi” under control on List box format control? I have never use that one. How would chosen 1st, 4th and 7th and 9th on the list would make an impact on follow up formula/equation??
@Fred -VBA code need to be used to untangle choices with a box that allows multi selection. i have not found any example code.
Why not have just one (Form Controls or ActiveX Controls) and make it work on all platforms? Wouldn’t it be a lot simpler?
Also, it would have been good if we’re able to format Form controls.
Something for Microsoft to think about.
@Roji
Form Controls have been around for a long time in Excel.
Active X is the relatively new boy in town.
Microsoft has always tried to maintain backward compatibility with file formats and I would suggest that is why it is maintained.
A general observation – if you put too many of these controls on any one sheet ie Checkboxes then that sheet takes for ever to take focus so I am reluctant to overdo it
Chandoo – Just downloaded your excellent “Excel 2007+ Examples” file. Most useful !
What I can’t quite figure out is on the Check Box tab how the TRUE/FALSE indicators show or hide the data line / chart element ? A brief explanation would be gratefully received.
Many Thanks
I just design an example of how to add interactivity to worksheets.
I’ve been playing with the pictures of shapes to create a solitaire where cards are generated in VBA from scratch. You can view and download from my blog.
@MarkyB: Thank you so much for your purchase. See http://chandoo.org/wp/2010/08/31/dynamic-chart-with-check-boxes/ for an example on what you are asking.
@MarkyB
The Check Boxes and other Form Controls don’t show or hide the data line.
That is they don’t control the chart.
.
They can be used to control the data that feeds the chart
I don’t plot the data directly but via an intermediate range where I can use formulas to control the data
.
There are 2 techniques I use to do this
.
When a Check box is ticked a linked cell will be true
a) So use a formula for your data to make it say 200 when the Y Axis is set to a Maximum of 100
eg: =if(b1=TRUE,a10,200)
or
b) set the cells value to na()
eg: =if(b1=TRUE,a10,na())
.
Either way the point wont be plotted on your chart.
.
An Example of This is on the Check Box page of the example file above
http://rapidshare.com/files/455058939/Form_Controls.xlsm
I didn’t realize ActiveX controls didn’t work in Excel for Mac so I tested it out and you’re absolutely correct. In fact, any VBA code that references an ActiveX control will fail when run by the compiler.
With form controls you can really look like a spreadsheet master. It also make it really easy for other users to enter data and ensure the integrity of the formats. Great information, thanks!
Hi there,
I have a question, It’s very simple for you, I guess!!!
How can I get a vertical scroll bar (I get it yet) and an horizontal scroll bar (the challenge) in the same table?
The main idea is to show a 10×10 table, wich contains more than 100 rows and 100 columns?
I appreciate your advise a lot!!!
Kind regards,
pibfer
@Pibfer
You can use scroll bars linked to a cell and then use an Offset in your table to do what you want
Refer an example at: https://rapidshare.com/files/4271493887/Table_Scroll.xlsx
[...] Using form controls♥ Dynamic Charts with Check [...]
Is there a way to wrap text in a form control list box? I do not want to increase the horizontal size of my box to fit my list choices. Thanks!
[...] Using Form Controls [...]
How do we get the vale of a dropdown box in excel ?
@Pooja
Right click on the Drop Down box and Look at the Cell Link cell Reference
That cell has a number which can be used to lookup using Vlookup or Index the value from the source range
Lets say your source Range was AA1:AA10 and cell link was AB1
You can put =INDEX(AA1:AA10,AB1,1)
anywhere to return the value displayed in the DropDown
Verging on off-topic, but an important consideration! The Selected property of the listbox on the Mac appears to be broken, so it seems useless cross platform. If you looking to iterate through to work out which items are selected using (for example):
For i = 1 To .ListCount – 1
If .Selected(i) Then
Action here
End If
Next i
The method works on Excel 2010 but seems not be supported in Excel 2011.
Anyone got a work around?
I’d like to use the radio-select buttons on one sheet, for multiple things. Example… Question 1… Select Yes or No. “Yes” performs a function, “No” performs another. Works great on the first question. However, when I get to question 2…. My Yes / No button’s cell reference defaults to the cell references in question 1. If I change it, question 1 defaults to question 2. Can you only use these form controls once-per sheet? ugh!
@Eric
Insert 2 radio buttons
Set their properties, cell links, text
Then add a group box
Group the 3 items
.
Repeat
Is there a way to completely lock an option button or check box so when it is selected and you have protected the workbook/sheet, no one else can change it. Currently anyone can click on a checkbox and remove the check.
Is there a way to lock the checkbox so it can not be unchecked by the user? I would like the checkbox to “default” to checked and not let the user change it.
Anyone know if there’s a way around the fact that the Extend option for Forms listboxes no longer works?
In 2003, if you checked Extend in a listbox, you could select multiple entries by keeping the CTRL button pressed while clicking each entry. In 2010, when you press the CTRL button and click on an entry in the listbox, the whole listbox gets selected.
I’d prefer not to use the Mutli option.
Thanks!
Is there a way to make the vertical scroll bar on an active x drop down list wider? The one I’m working with is super tiny & I haven’t found in the properties how to change it.
@Infinitedrifter
Not that I am aware of
hi there! tanks for the post.
im starting familiarizing those control.. i want to have an idea of making an option form as reference to any formula..and how it works when it is included in the equation.. Tnx..
is this possible to assign a value to each button and it will appear to the linked cell?
Hi! Thanks for the tips! All I need are scroll bars to increase/decrease cell values, for which I use excel mixer pro (convexdna.com, I think). It makes amazing charts, on top of providing sliders. Has anyone tried it on excel 2011 for Mac? Do you know of any other similar tool?
Hi!
I am trying to add insert tick box. I have thousands of documents that i am recieving and would like to tick the box when i have recieved this information so i need to have alot of tick boxes over a wide cell range, how can i insert tick boxes over a wide range without individually adding them? I also would like to lock this box once i have selected it so that i cant mistakenly click it, is this possible?
Thanks!
@AB
You may want to have a look at this solution which Daniel at ExcelHero.com posted a while back
http://www.excelhero.com/blog/2011/03/excel-dynamic-checkmark.html
hello,
i wonder if there is a way to ajuste a range size controling a spinbutton.
ex:
when spinbottun says 1, the range became (a10:a10)
when spinbottun says 2, the range became (a10:a12)
when spinbottun says 3, the range became (a10:a13)
and so on
….
and i wonder if ther is a way to establice a range size with a formula inspired in this thing: =(a1:a”(=COUNTA(b1:b10000)”)
thanks
@Silva
Q1- Maybe
Do you mean like
=OFFSET(A10,,,Spinbuttonlink,)
or
=Sum(OFFSET(A10,,,Spinbuttonlink,))
.
Q2 – Yes, Use Indirect
=INDIRECT(“A1:A”&COUNTA(A:A))
or as a range
=SUM(INDIRECT(“A1:A”&COUNTA(A:A)))
is there a way that you can show like an order form with check boxes on a facebook page then once submitted it will be compiled in another workbook or page where it cannot be accesed by visitors or viewers anymore? I am trying to prevent pranksters from vandalizing clients orders on an order form I am trying to create using excel. thanks.
I have spread sheet with Name of player in Row and his career highlights in column. I wanted to fetch particular details of player in one click so I created the combo box from form control. Combo box will give list of player and respective position in input range. Using if statement the data will be fetched to show particular details of player. I got what I wanted using simple “if” statement.
In my actual spread sheet the column and rows are more than 15. Is there any better alternate formula or neat formula for this?
@Ashwin
Have a look at Using Index(Match( ))
Refer: http://chandoo.org/wp/2008/11/19/vlookup-match-and-offset-explained-in-plain-english-spreadcheats/
how to use button (form control) to function like spin button, to increase value to an existing cell?
eg. value 10 in cell A1, and with a click of the button, it increases to 11
thanks
@Raymond
have a read of: http://chandoo.org/wp/2011/03/30/form-controls/
I saw a question here earlier and wondering if anyone knows the answer. Tim asked above in September. I think I have same question. I’m working on a form where we complete some data and customer completes the rest – we use the protect sheet featuer. I have used the locked cell option to lock down cells from customer changes. It doesn’t seem to work for drop down lists though. If I click format control on the drop down list and select “locked” on the protection tab it doesn’t work. When I protect the sheet, the user can still change the value slected in the drop down. Looking to lock that down. Thanks in advance for any help.
If you are working within a sheet using data validation it is possible to enter a ‘new’ value if there is a blank cell within the drop down list range and ‘Ignore blank’ is checked – may be a clue to your data entry form problem – Good luck