To make a Christmas list spreadsheet in Excel, type column headings like Name, Gift, Price, and Bought in row 1, add one person per row, then select the data and choose Home > Format as Table. Turn on the Total Row to add up what you are spending, and use checkboxes to track what you have already bought.
This guide uses features from Microsoft’s Excel tables, Total Row, and checkbox help articles, checked in October 2026. It works in Excel for Microsoft 365 on Windows and Mac; menu names can differ slightly in older versions.
How to Make a Christmas List Spreadsheet in Excel
- Open a blank workbook in Excel. Result: an empty sheet appears.
- In row 1, type your headings. For example: Name in A1, Gift Idea in B1, Price in C1, Bought in D1, and Wrapped in E1. Result: your columns are labeled.
- Starting in row 2, add each person and their gift, one per row. Result: your list takes shape.
- Select all of your data, including the headings. Result: the range is highlighted.
- Go to Home > Format as Table and pick a style. Result: a box asks about headers.
- Check My table has headers and click OK. Result: your list becomes a table with filter arrows on each heading.
The filter arrows let you sort by price or show only the gifts you still need to buy. New rows you add at the bottom join the table automatically. Need ideas for the Gift column? See our list of small tech gifts that people use every day.
How to Add Up Your Christmas Spending
- Click anywhere in the table. Result: the Table Design tab appears.
- On the Table Design tab (called Table Tools > Design in some versions), check Total Row. Result: a total row appears at the bottom.
- Click the cell under Price in the total row and choose Sum from the drop-down. Result: Excel shows your total spending.
Microsoft notes the total row uses the SUBTOTAL function, so if you filter the list, the total only counts the rows you can see. That makes it easy to check, for example, the total for gifts you have not bought yet.
Track What You Have Bought With Checkboxes
- Select the cells in the Bought column (and Wrapped, if you like). Result: the cells are highlighted.
- Select Insert > Checkbox. Result: each cell gets a checkbox.
- Click a checkbox, or select it and press the Spacebar, to check it off. Result: the box shows a check mark.
Microsoft explains that a checked box has the value TRUE and an unchecked one is FALSE. That means you can total only the gifts you have bought with a formula such as =SUMIFS(C:C, D:D, TRUE), where C is Price and D is Bought.
Do not see Checkbox on the Insert tab? It is a newer feature. Instead, make a drop-down list: select the Bought cells, go to Data > Data Validation, choose List under Allow, and enter Yes,No as the source.
Tips for a Better Gift List
- Show prices as money: select the Price column and choose Home > Accounting Number Format.
- Add a budget: add a Budget column and a Left column with a formula like =[@Budget]-[@Price]. In a table, Excel fills it down for every row.
- Color-code gifts: use cell colors to mark gifts that are bought or wrapped. See how to fill a cell with color in Excel.
- Print it on one page: see how to fit a spreadsheet on one page.
- Add a Store or Link column: note where you plan to buy each gift so you can shop faster.
Frequently Asked Questions
Can I make this in Excel on the web?
Yes. Tables, the total row, and filters work in Excel for the web too.
Why does my total change when I filter?
The total row uses SUBTOTAL, which ignores hidden rows. Clear the filter to see the full total.
How do I add more people later?
Type in the first empty row right below the table. Excel expands the table and includes the new row in the total.
More Excel Guides
- How to calculate percentage in Excel
- How to AutoFit columns and rows in Excel
- How to center a worksheet horizontally and vertically in Excel
Matthew Burleigh is the founder, head writer, and editor of Solve Your Tech, which he launched in 2012. He has written technology tutorials since 2008 and worked in IT since 2003, including small-business support, IT management, and consulting. He holds Bachelor’s and Master’s degrees in Computer Science from Arizona State University.
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