When using Find & Replace to replace checked (√) checkbox fields, re-entering TRUE in the search field is often required

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Level 1

4 points

When using Find & Replace to replace checked (√) checkbox fields, re-entering TRUE in the search field is often required

The following behavior feels like a bug, or at least a UI flaw, but I thought I'd ask here first before posting to the Apple suggestions page, and in case there is any other method to achieve what I'm after.

macOS 14.8.2 (23J126)

Numbers version 14.4 (7043.0.93)

I have a sheet with a column containing a couple dozen rows of checkboxes (used to check-off linear actions; I run this process twice a month).

Before I start checking (√) the checkboxes, they are all in an unchecked state (I uncheck them all after completing the work, so they are in that state the next time I do the actions).

When I'm done with the actions, I uncheck the checkboxes this way:

Select the column that contains the checkbox fields.
Find (cmd-f).
If not already in place, choose Search & Replace in the pop up.
Enter TRUE in the search field, and FALSE in replace field.
Click Replace & Find until the final checked field appears, then click Replace to replace the last instance in the column (so that search doesn't jump to another sheet with "TRUE" in it—it would be nice if you could constrain the search to the section).
Close the Find dialog.

This generally works fine, but I just noticed that just after unchecking all the checkboxes that way, if I then check some checkboxes and run Find again, the Find dialog retains it's previous state, i.e., TRUE and FALSE remain in the search and replace field, however the Replace All, Replace and Find, and Replace buttons are all greyed out and not able to be clicked. If I delete "TRUE" (or type over it) and type "TRUE", the display of the checked checkboxes change from "√" to "TRUE" (as expected), and those three buttons become active. It seems to me they should be active without needing to reenter "TRUE", which is already in the search field.

Initial state:

After re-entering "TRUE" in the search field:

Note: To make the checkboxes unchecked, I can't just select the cells and delete, nor use Clear All, because both cause the checkboxes to be deleted.

Posted on Dec 25, 2025 10:44 AM

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Answer 1

Badunit

Level 7

30,564 points

Dec 25, 2025 11:32 AM in response to bob7

It needs to do a fresh search to find your changes, it isn't continually searching. Click in the search box with "true" in it and hit Return to do a new search.

An easier way would be to select all the checkboxes you want to change, press the space bar to set all the checkboxes to the same thing. Press it again if necessary. If the first checkbox was FALSE it will set all of them to FALSE on the first press. If it was TRUE, it will set all of them to TRUE and you'll have to press it again to make them all FALSE.

Here is a shortcut that will reset all selected checkboxes to unchecked state. The spacebar trick is quicker, though.

https://www.icloud.com/shortcuts/ae3adcec78cb443db441981799c2f6ad

Here is the description of the shortcut:

-- Select a range of cells in a Numbers table then run the script/shortcut.

-- Formula cells will be ignored/unchanged.

-- Data cells will be set to "" (null string/blank)

-- Structured input cells will be reset.

-- Star ratings to 0

-- Checkboxes to unchecked

-- Sliders and Steppers to min value

-- Pop up Menus to the "start with" item

If you prefer it as an AppleScript, which can be turned into a service and assigned a keyboard shortcut, you can copy the script out of the shortcut.

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Answer 2

bob7 Author

Level 1

4 points

Dec 25, 2025 11:55 AM in response to Badunit

The shortcut works great!

And pressing return works to activate the replace button. It does seem, however, that if the Find & Replace dialog is closed (as opposed to simply returning to it if left open), and then reopened, that it ought to refresh, as pressing return does.

Thank you.

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Answer 3

Badunit

Level 7

30,564 points

Dec 25, 2025 12:32 PM in response to bob7

Did you try the spacebar trick? One advantage of it that I did not mention is you can select cells that are not in a contiguous "range", the selected cells can be anywhere. The shortcut/script works only on ranges (a column or row or a rectangular selection of cells).

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Answer 4

bob7 Author

Level 1

4 points

Dec 25, 2025 12:50 PM in response to Badunit

I didn't know of the spacebar trick. That's perfect (my range of interest is contiguous).

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When using Find & Replace to replace checked (√) checkbox fields, re-entering TRUE in the search field is often required

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