Checklists are a great freebie to grow your email list. They provide quick solutions to a problem. But taking that checklist and making it digital allows you to help your audience on multiple platforms.
Being able to use a checklist on a phone or tablet, makes it the perfect tool for this electronic world.
There are a couple ways that you can make a digital checklist and the best part is that they are SUPER EASY to do. The hardest part for you will be figuring out what you want to include on your checklist.
Of the two options, you can go either the pretty way or the basic. Both are great. The only difference is that with the pretty option you can add your artistic flair!

For me though, I have been loving the basic digital checklist (I will show you why further down the post). So let’s get into the two digital checklists and take your freebie to the next level.
Table of Contents
What Is A Digital Checklist?
Before we go any further, let me first describe what I mean by digital checklist. A digital checklist is one that a person is able to access and use on an electronic device like their computer, tablet, or phone.
That means they are able to check off items to that list wherever and whenever.
Take a moment and think about how enticing that will make your opt-in freebie. Now your subscribers have the ability to use your product at any opportunity. They are not limited by needing it printed.
Instead, they can use it as soon as they get it.
How Do You Make A Digital Checklist?
So like I said above, there are two ways that you can make a digital checklist. Before you make your list, I recommend using the word document of your choice (Google Docs or Microsoft Word) and write the list.
If your list has many items within it, then I recommend dividing them into sections. This will make it easier for your subscribers to read.
Okay, onto making the lists!
Digital Checklist #1: Spreadsheet
This is the basic checklist and my mind was blown when I discovered this was something I could do! Both Microsoft Excel and Google Sheets give you the ability to do this.
I mean, how awesome is it that you can make a simple checklist where people can mark off items and you can access it anywhere!
I had no idea until one day, I decided to do a Google search on how to make a digital checklist. At that time I was trying to find other ways to make an editable PDF but got lucky and found this.
Out of the two options, I prefer Google Sheets for making this type of checklist. The process is a little simpler compared to Excel. There is only a small difference that does not matter if you prefer to use Excel.
There Are Two Kinds Of Checklists You Can Make In A Spreadsheet.
How nifty is that? Now you can create a little personalization to your checklist. You are not stuck with only one option.
One style is a checkbox and the other is a drop-down menu. And the best part is that you follow the same process to make each.
How To Make A Digital Checklist In Google Sheets
Step 1: Open A New Google Sheets
Step 2: Highlight Cells
Select all the cells that you will be using for the checkmark portion of your list. If you are unsure, which cells you want to use then start with selecting only one cell. You can always duplicate it later.
Step 3: Create List With “Data Validation”
You can do this by either right-clicking a cell OR clicking the Data tab in the top menu bar. Click Data validation (for either method).
Step 4: Choose Your List Style
Open the drop-down menu for Criteria and select either List of items or Checkbox.
Step 4: Choose Your List Style
Open the drop-down menu for Criteria and select either List of items or Checkbox.
If you choose List of items, then you will need to enter what you want the drop-down list to say. Also, don’t forget to use commas to separate the items.
For example, you can use “complete, still working on it, not started”.
You can do any kind of combination of words you want or only choose one word. The final product is what you envision!
Step 5: Click Save
You have now created a section to check off your list.
Checkbox Option
Drop-Down Menu Option
Bonus Step: Duplicate
Need to make more checkmark boxes or drop-down menus? One method is to do the standard copy and paste. This works better if you already have created a large number of checkmark boxes.
Or the easier method is to move your mouse to the bottom right-hand corner of the cell. When you see a plus sign, left-click and drag to where you want it to go.
How To Make A Digital Checklist In Microsoft Excel
To create a drop-down menu style checklist, you can use either the desktop application or the app that comes with your Outlook email. Unfortunately, the free version that comes with Outlook does not have the ability to create a checkbox.
First I am going to show you how to create a drop-down menu checklist. The process is similar to Google Sheets.
Drop-Down Checklist
Step 1: Open A New Microsoft Excel Spreadsheet
Step 2: Highlight Cells
Select all the cells that you will be using for the checkmark portion of your list. If you are unsure, which cells you want to use then start with selecting only one cell. You can always duplicate it later.
Step 3: Create List With “Data Validation”
To find the Data Validation option, you will click the Data tab in the top menu. It is located in the Data Tools section. Click Data Validation to open the settings window.
Open the drop-down menu for Allow and select either List. Enter what you want the drop-down list to say. Also, don’t forget to use commas to separate the items.
For example, you can use “all done, still working on it, not started”.
You can do any kind of combination of words you want or only choose one word. The final product is what you envision!
Checkbox Checklist
This checklist can only be completed with the paid version of Microsoft Excel.
Step 1: Open A New Microsoft Excel Spreadsheet
Step 2: Inserting Checkbox From Developer Tab
Go to the Developer tab on the top menu. In the Controls section, you will see a drop-down menu for Insert. Click it and select the checkbox in form controls.
Then click a cell of your choice for the checkbox to be inserted. When you select the checkbox, you can move it to the cell of your choice.
Step 3: Editing the Checkbox
After you add the checkbox to your spreadsheet, you will notice that there is text associated with it. I recommend deleting the text leaving only the checkbox.
Instead, add text to the cell adjoining your checkmark box. This will make duplicate the checkbox much easier for you.
Bonus Step for Both Types of Checklists: Duplicate
Need to make more checkmark boxes or drop-down menus? One method is to do the standard copy and paste. This works better if you already have created a large number of checkmark boxes.
Or the easier method is to move your mouse to the bottom right-hand corner of the cell. When you see a plus sign, left-click and drag to where you want it to go.
Digital Checklist #2: Editable Printable
This type of checklist allows you to be more creative. Use a graphic design tool like Canva or PowerPoint. These programs allow you to use graphic elements to make it unique from others.
Once you have created your checklist, you will then save the file as a PDF.
From there, you need to use a PDF tool that lets you make it editable. If you have Adobe Acrobat, then this option is available through their program.
Here is Adobe’s guide to creating an editable printable.
If you are not using a paid PDF program, then I recommend using PDFescape. This is a free PDF tool that you can use to make your printable editable.
Want some help in learning how to use this free PDF tool? Then check out this blog post HERE.
And that’s it! You can now make a digital checklist whenever you want. Whether you choose to use a spreadsheet or make your PDF editable, they are a great tool to help grow your blog and help your audience.
Why Should You Use A Digital Checklist?
There are three simple reasons why you need to create a digital checklist and they are:
1. Easy To Create
Digital checklists are incredibly easy to create and will not take too much of your time. The hardest part will be you figuring out what you want to include in your checklist.
Creative Tip:
Either change the text color of the fill color of the cell to organize your checklist. It also lets you add some personalization to your spreadsheet.
2. Access Anywhere
Your subscribers can use this checklist at any point no matter where they are. That is a powerful tool. So let’s say that you created a baby nursery checklist or a bridal registry checklist, your subscriber can both access it and edit it as they use it.
That is supremely powerful. People are always on their phones and giving them the ability to use your product at any point is a good business strategy.
3. Simple To Deliver
Google Sheets or Microsoft Excel (both the online and desktop versions) provide you with the ability to share your content easily. All you need to do is locate the share button and copy the link. It is that simple.
For both Google Sheets and Microsoft Excel, you can share your digital checklist by either clicking the share button in the top-right corner OR in the File tab located in the main menu.
Google Sheets:
Microsoft Excel:
Paste the link into your opt-in form OR you could insert it into a button.
Final Thoughts On Digital Checklists
I absolutely love these types of checklists. They provide me a way to help my readers in another platform. I mean who doesn’t love being able to access what they need wherever they want it,
I personally like to use a combination of a printable checklist and a digital checklist. This way my reader will use the one that works best for them.
So quick reminder on the best practices when creating a checklist to make the process easier for you.
- Write out or type your list before you begin making your opt-in freebie.
- If it is a big list, then break it into sections that are easier for your subscribers to use.
- Give your readers the option of both a printable checklist and a digital checklist.
So what do you think?
Do these checklists sound like a freebie you can use to grow your blog? Which digital checklist do you like best?
Tell me about in the comments below or feel free to email your thoughts at caitiej@theprintablesblog.com.
Happy Days –

Hi, I’m CaitieJ. I’m a quirky lady married to the love of her life and raising two wonderful little boys. I’m also the nerd who loves everything about creating printables and opt-in freebies. This blog is all about helping fellow bloggers learn how to create unique freebies that will grow an incredible email list. Check out more about me and my blog right here!
wow! I can’t thank you enough for sharing this nifty post.
I’ve been struggling to create freebies for my email list, and this post will be of great help to me.
thank you so much for sharing this awesome post!
This is such a useful guide! Thank you for sharing!
These are some really great tips! Really helps to make the whole idea off a spreadsheet much more digestible.
Especially for someone who struggles with digital formatting!
LOVED this post! So useful and handy as I was actually looking for a post such as this one – wow so glad I came across your post🙌🏽
So, I admit that I have a love/hate relationship with Excel, even after taking a class. But, darn it if spreadsheets aren’t useful and this is the perfect example! Thanks for the step by step directions for people like me!
Great post! I always wondered how people designed in excel and how to make a pdf you could edit. Bookmarked your post for future reference!
I’ve just started making freebies for my blog, and this exact question has popped into my mind this past week. How to make them interactive so they don’t have to print it off, unless they want to. Thanks, super helpful
This is by far one of the best tutorials I have seen! I have been struggling with digital products for so long. I can’t wait to use this – thank you!
This is amazing, thanks for sharing this 😊
I use Microsoft to-do list app
Thank you for creating such detailed blog post. It is very helpful. I love making printable for my own and my family. The ready made planners and checklists rarely have room for customization.
Thanks for the step by step instructions. I’ve always wondered how some of the more professional looking checklists were made. I need to make a few more content upgrades and this should help.