Create a to-do list in Excel

november 15, 2023

A woman with brown hair smiling at the camera, wearing a purple top against a green background.

by Farizat Tabora

To-do lists are helpful for everything from projects at work to chores at home, and using a template saves me a ton of time. Today I’m going to share with you my favorite to-do list template . I rely on it every day to keep my head clear and organized.

You can choose from dozens of free Microsoft to-do list templates on Microsoft Create. I use Excel Web to edit my template, which is completely free!

An image of an Excel to-do list template

Use formatting to easily show priority and due dates

First, I assign a priority level, start date and due date to each task. To make it easier to see which tasks require immediate attention, I like to use conditional formatting to highlight priority.

We'll start by creating the first rule to highlight high priority tasks with red color. To do this in the to-do list template, select the "Priority" column > Conditional formatting > Highlight Cell Rules > Text that contains > type "High", and keep red as the fill color. Select Done to apply the rule.

Next, let's create a rule to highlight normal priority tasks with yellow color. Select the plus sign to create a new rule. Select Specific text , type "Normal" and select yellow as the fill color, then Done .

Lastly, we'll create a rule to highlight low priority tasks with grey color. Again, we can click on the plus sign to create a new rule, select Specific text , type "low" and select grey as the fill color and black as the font color. Select Done to apply the rule.

Now that we've set up conditional formatting, it's easier to identify the priority of each task in the Excel to-do list.

Update your task status to stay on track

As I work on each task in the to-do list template, I update its status using the drop-down menu in the "Status" column. This helps me keep track of what I've accomplished and what still needs to be done. To keep track of my progress, I also update the "% Complete" column as I work through each task. Finally, if I need to add any additional details or notes about a task, I can easily do so in the "Notes" column.

That's it! With this easy-to-use Excel to-do list template, I can keep my tasks organized and stay on top of my work.

Related topics

how to make task sheet in excel

How to Create a Task Tracker in Excel: Free Template

how to make task sheet in excel

Checking tasks off your to-do list feels pretty awesome, right? If only everything in life gave you that instant sense of accomplishment!

A task list earns its keep by helping you schedule, assign, and track all the work that needs to be done for a project. You can also use it to give stakeholders and team members at-a-glance updates on project progress.

With our free Excel task checklist template, you can keep up with all the to-dos you need to knock out—whether you’re focused on an important work assignment or just want to finish up a few projects around the house. We’ve done all the hard work so you can have all the fun marking things done.

Ready to get started? We’ll show you just how easy it is to take your task list from to-do to ta-da! Here’s what we'll cover:

How to create a task tracker in Excel

How to customize your task list template, how to create an online task tracker in teamgantt.

Let’s start with a simple tutorial on how to keep track of tasks at work using Excel.

1. Download our free Excel task tracker template

At TeamGantt, we know how important it is to ensure projects get done on time and on budget. That's why we created this Excel task list template to make tracking project progress a breeze.

Make this task tracker template your own by adding to-do list items and tasks, assigning task owners, and tracking task status, budgets, and costs.

Download your free Excel task tracker template

2. Add to-do list items and tasks

First, find the T ask Name column on your worksheet, and enter a descriptive name for each task you want to track for a particular day of the week.

3. Indicate the status of each task

This sample to-do list template features four different status options—with icons as easy visual cues—so you can see where each task is at a glance: Not Started , In Progress , Complete , and On Hold .

To assign a status to a task, click on the status dropdown menu in that task’s row, and choose the status that applies to the task you’re working on.

how to make task sheet in excel

4. Set task due dates

Set clear expectations for your team by entering the deadline for each task in the Due Date column.

how to make task sheet in excel

5. Assign task owners

Start by specifying which team or department will carry out the work using the Task Type column. Then pair each task with its rightful owner by entering the team member’s name into the Assigned to column.

how to make task sheet in excel

6. Include task budgets and costs

Use the Hours Budgeted column to let team members know how much time has been budgeted for each task.  

‍Once a task is complete, log the time spent on it in the Actual Hours column.

how to make task sheet in excel

Tracking daily and monthly tasks in Excel

We’ve designed this task tracker template to track your weekly to-do list. But you can create additional task lists for monitoring daily and monthly to-dos.

Click Insert > Sheet > Blank Sheet to add a new worksheet. Then give each row and column a header label, and use the formatting tools to design your own daily or monthly task tracker.

how to make task sheet in excel

Once you’ve got the basics squared away, feel free to customize your Excel task list template to ensure it fits your project needs. You can add a title, switch up the colors, add or delete new rows and columns, or even dress your to-do list up with your company logo.

Adding titles

We’ve titled this checklist template “Weekly Task List.” As exciting as that moniker may be, we bet you’ll want to give your to-do checklist your own snazzy (and specific) name.

1. To add or edit the title of your project task list template, double-click your cursor into cell A-2.

2. Enter a new title for your task list. Feel free to include the project name and date range in your title so there’s no doubt what this task tracker covers.

how to make task sheet in excel

3. Format the header text using the same formatting tools you’d use to format any other text in the worksheet.

Changing colors

Want to apply your own brand colors to your task list? Or make it easy to tell Tom’s tasks from Bill’s? No problem!

1. Click to highlight the cell, row, or column you want to change.

2. Go to Format > Cells , and select the Fill tab.

3. Click on the Background Color dropdown, and choose the new color you want to apply to the cell, row or column you’ve highlighted.

how to make task sheet in excel

Adding rows/columns

We’ve outlined a few basic to-do list categories to get you started. But there may be other details you need to track along the way. For example, you might want to add a priority column. Or maybe your Monday has a lot more to-dos than the other days of the week.

1. To insert a new row, click Insert > Rows . A new row will be added above the one you currently have selected, using the same formulas and formatting of the row above.

how to make task sheet in excel

2. To insert a new column, go to Insert > Columns . A new column will be added to the left of the one you currently have selected, using the same formulas and formatting of the column to the left.

how to make task sheet in excel

Removing rows/columns

We may have included details you simply don’t need to track. That’s okay! Deleting extra info won’t hurt our feelings a bit.

1. To delete an existing row, click on the row you want to remove. Go to Edit > Delete , and choose Entire Row .

how to make task sheet in excel

2. To delete an existing column, click on the column you want to remove. Go to Edit > Delete , and choose Entire Column .

how to make task sheet in excel

Adding a company logo

Want to give your project task list template some more flair? Add your company logo to the worksheet.

1. Right-click on the TeamGantt logo/header image in row 1, and select Change Picture .

how to make task sheet in excel

2. Choose the image file you want to add to the worksheet, and click the Insert button.

Printing the to-do list template

By the time you finish customizing your to-do list template, it’ll be so pretty you just might want to print it out and pin it to the wall—and we don’t blame you.

1. First, let’s set the print area. Simply click and drag your cursor to highlight all the cells you want to print out. Then go to File > Print Area > Set Print Area.

how to make task sheet in excel

2. If you want to adjust the scale of the checklist to fit on a single page, click on the Page Layout tab. Then go to Margins > Custom Margins and select the Page tab.

how to make task sheet in excel

3. Once you’ve set the print area and adjusted the scale of your checklist, you’re ready to send your task list to the printer. Click File > Print.

how to make task sheet in excel

Additional resources

  • Project management template library : Use these simple templates in any industry to plan and manage projects, identify and mitigate risk, and communicate effectively at every project step.
  • ‍ Gantt chart Excel template : Save time organizing your project plan with our premade Excel gantt chart template! Simply plug in your tasks and dates, and you'll have a presentation-quality Excel gantt chart.

Want to take the tedium out of task lists? Give TeamGantt’s online gantt chart software a try , and create a customized task tracker in minutes.

With TeamGantt, it’s easy to collaborate on work and streamline workflows. Here are just a few of the handy features you—and your team—will have at your fingertips:

  • Drag-and-drop simplicity
  • Reusable project plan templates
  • Project dependencies
  • File storage
  • Time tracking
  • Resource management
  • Planned vs. actual timelines

And because TeamGantt is all online, everyone on the team can update tasks in real-time. No more juggling a million different spreadsheets or scrambling to capture last-minute updates before a big meeting!

Sign up for your free account and get started. (No strings attached, we promise!) Once you’re in, here’s a sneak peek at just how easy it is to create and manage task lists in TeamGantt.

Setting up your task list project

Before you can set up tasks, you’ll need to answer a few quick onboarding questions and then create a new project.

how to make task sheet in excel

1. Start by entering a descriptive name for your project on the project setup page. We called our example project “Weekly Task List.”

how to make task sheet in excel

2. Then, choose a new Start Date , if you want your list to begin on a day other than today.

how to make task sheet in excel

3. Next, decide whether you want to start from scratch with a blank project or choose a template from our handy library of pre-built options . To make things super easy for you, we created a Weekly Task List template .

Simply click on the Preview templates icon, expand the Admin & Personal category, and select Weekly Task List to preview the template. If you’d like to use it, select Use Template in the bottom right corner of the window.

how to make task sheet in excel

4. If not, feel free to choose a different template option or click anywhere outside of the preview window to return to the Create a new project page.

5. Next, select which days of the week you want to assign and track work for this project. The default is Monday through Friday, but you can choose any configuration of days that make sense for your work schedule.

how to make task sheet in excel

6. Finally, select Create new project to save your changes and get to work.

Adding and editing task lists

Now that you have a project, it’s time to set up your task list! We chose the Weekly Task List template for our example, which gives us a labeled task group for each day of the week.

how to make task sheet in excel

1. Simply click on each task group field, if you want to rename it.

how to make task sheet in excel

2. If you need to add more task groups, click +Group of Tasks , and enter the name of your new task group in the blank field that appears below.

how to make task sheet in excel

3. To add a new task, click +Task and enter a name in the blank that appears below. Then, use the drag-and-drop features to adjust the timelines for each task .

how to make task sheet in excel

4. To delete a task, hover over it and select the trashcan icon that appears to the right of the task name.

how to make task sheet in excel

Assigning team members

To invite other users to your project, select the People tab in the top navigation bar of your project. Then, select Invite People to add new users by name and email address.

how to make task sheet in excel

Once a user has been added to your project, designate them to a task by clicking assign in the Assigned column and selecting the checkbox next to their name.

how to make task sheet in excel

Here’s an in-depth tutorial on how to invite users and assign them to tasks .

Creating dependencies

Dependencies enable you to control the order of tasks in your project. If one task has to wait for another to get done before it can begin, the dependency will account for that. For example, a designer may not be able to design a landing page until the content’s been written.

1. To add a dependency, click on the gray dot to the right of the first task in the gantt chart.

how to make task sheet in excel

2. Then drag the dependency line to connect it to the dependent task below.

how to make task sheet in excel

Changing task colors

To change the color of a task, hover over the task, and choose a new color by clicking on the colored square that appears to the right of the task.

how to make task sheet in excel

Ready to discover just how easy and fast task tracking can be?

This is just a preview of all the fun you can have with task lists on TeamGantt—but there’s so much more to see!

Sign up for your free TeamGantt account today to learn all about the project management possibilities you could have at your fingertips.

how to make task sheet in excel

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Vartika Kashyap

How to create a task tracker in Excel to manage tasks?

how to make task sheet in excel

Introduction

Excel seems like old-school magic.

You can do almost anything in Excel if you know how. You need to remember a few formulas (probably 50 minimum) and along with a little knowledge of creating tables, graphs, charts, and formatting data- you are all set to manage your work with Excel.

Nowadays, with the integration of AI functions such as AI.ASK, AI.TABLE, and AI.FORMAT in Excel, your life is a bit easier. You do not even have to remember all the formulas. AI can do that for you.

Despite all this, Excel is still an old-school magic that takes time and extensive manual effort, is prone to errors, and is the most basic option for managing tasks.

There is much better and more powerful project management software available today to manage complex projects with multiple dependencies and constraints.

In this post, we will look at how to create a task tracker in Excel to manage tasks for simple projects and explore how you can manage complex projects with ease using advanced project management software like ProofHub.

What is a task tracker in Excel?

A task tracker in Excel is a to-do list of tasks in an Excel spreadsheet or workbook with all the key details you need to track a task.

It includes details or information about a task like task name, task ID, start and due dates, priority, project name, task owner, percentage completion, and budget, to name a few.

Creating a to-do list of tasks with all the details helps you keep track of tasks at work in Excel. This helps you keep the team on track and complete the project on time.

How to create a task tracker in Excel?

Creating a task tracker in Excel is easy. A few key elements should be present in a task-tracking spreadsheet. I have provided a step-by-step guide on how to create a task tracker in Excel based on those elements.

Learn how to make a task list in Excel to track project progress, manage resources, and complete projects on time in easy and simple steps.

Step 1: Open the Excel app and create a new workbook

Click the Excel app or access Excel over the internet in your browser. It will take you to the Excel home page. Click on the Blank Workbook to create a new workbook.

Blank Workbook to create a new workbook

Step 2: Add column headers

Add the column headers in the first row of the Excel workbook. You can right-click on the first cell in ‘Row 1’ and under ‘Column A’ to select a cell and start adding column headers across the first row horizontally in the Excel spreadsheet.

Column headers will include the items you want to track for your tasks. It can include task name, task ID, task priority, task start date, task due date, task owner, task status, and notes.

Add column headers

Step 3: Add the task details

Add the information under each column header. It provides you with task details and allows you to organize information.

Here is what the above-mentioned column headers include:

  • Task name: It includes the name of the task to make it easy to remember.
  • Task ID: It includes assigning the task ID to make it easy to share and track the tasks.
  • Task start date and due date: Enter a task start date and due date to track task progress and complete tasks on time.
  • Task priority: It includes assigning a priority level to the task to prioritize tasks based on urgency.
  • Task owner: It includes the details of to whom a task is assigned.
  • Task status: It tells you about the progress status of a task.
  • Notes: In this field, you add any additional remarks you want to share about a task.

Step 4: Use conditional formatting to highlight the priority

Conditional formatting in Excel makes it easy to identify and highlight certain cells. It is generally used in task management to highlight the priority of tasks.

To do this, select the “Priority” column and click on the Conditional formatting.

Conditional formatting is placed in the Ribbon under the “Home” tab or you can search “Conditional formatting” in the Excel search toolbar.

Use conditional formatting to highlight priority

Click on the “Conditional Formatting” > Highlight Cell Rules > Text that contains > Type “High”, and keep red as the fill color.

Select the row

Select ‘Done’ to apply the rule.

set priorities according to you

Similarly, you can assign yellow as the fill color to tasks with “Normal” priority and green as the fill color to tasks with “Low” priority.

get highlighted value based on the rule

Now, every entry in the “priority” column will automatically be assigned color and get highlighted based on the rule.

Step 5: Apply filters

You can apply filters to the columns in the Excel workbook to filter the information you want to view.

To do so, simply search the filter in the search bar and click on it. You will see a drop-down list appearing in the header of each column.

Apply filters

Click on the drop-down menu at the extreme right of the column header if you want to apply a filter and uncheck the boxes next to the information you don’t want to view.

For example, in the image below, we have selected the “priority” column and unchecked the boxes “low” and “normal”.

Click Apply to apply filters

Click “Apply” to apply filters.

View applied filtered sheet

Step 6: Sort data

You can sort data in Excel to gain a better understanding of your work.

To sort information, you can click in the drop-down on the column header and sort the information.

sort data in Excel

You can sort the information in various ways based on the column header selected.

Some examples of sort include:

  • Oldest to Newest or Newest to Oldest
  • A to Z or Z to A
  • Sort by color

You can also Custom sort. Here you need to add three things:

  • The column you want to sort
  • Sort on cell values
  • Order you want to sort

Custom sort data

Step 7: Customize

We have created a basic Excel spreadsheet or workbook. You can add as many tasks as you want, edit fields, and add custom colors and fonts to make your workbook customized to your needs.

customize workbook according to your needs

Keep in mind these are just the basic elements of a task tracker. You can add pivot tables, tables, pictures, shapes, graphs, comments, links, and task timelines in Excel to create a workbook for complete task management.

View charts in excel

Want to go one step ahead and learn how to create a Gantt chart in Excel?

Effortlessly visualize project timelines with ProofHub’s Gantt chart tool. Plan, adjust, and track project progress with ease

Tips for using Excel as a task manager

There is no one standard way to use an Excel task manager. Each individual has their way of using Excel.

Here are some tips to effectively use Excel as a task manager:

1. Create multiple sheets in a workbook

Do not try to manage all the aspects of your tasks in one sheet. Create multiple sheets in a workbook to easily organize and analyze data. You can even create one master sheet and create others sheets for easy data and task management in Excel. It provides you with the capability to consolidate data from each sheet and summarize and report results from separate worksheets into a master worksheet.

2. Use conditional formatting

Conditional formatting is the best way to highlight certain aspects of your tasks that are important to track. Use conditional formatting to highlight tasks based on their status, priority, or deadlines.

3. Use data validation  

Data validation is the best way to prevent errors in data entry in Excel spreadsheets. It restricts data entry to certain cells. When a user enters invalid data, data validation displays an error message and prompts users to enter valid data.

4. Use task tracker templates

There are hundreds of task tracker templates available out there. If you need help getting started with Excel, you can use pre-made templates. Microsoft itself provides a range of templates to create a task tracker. You can click here to download Excel task management templates .

5. Customize your spreadsheet

Templates are good for getting started quickly. But to make most of the Excel for task management, you need to customize your spreadsheet based on your business needs. The best way to create an effective Excel task tracker customized to your business needs is to do it yourself from scratch.

Read more: 13 best Microsoft Excel alternatives & competitors for your teams

Benefits of using Excel for task tracking

Benefits of using Excel for task tracking

There are many benefits of using Excel for task tracking. Have a look at some of them.

1. Easy to use

First of all, Excel is super easy to use. People even use Excel for their personal assignments in school and universities. Thus, most are familiar with Excel. To use it in the professional world, you need to learn a few advanced formulas and functions, and that too is not difficult. This is because a huge number of free learning resources are available due to the popularity of Excel.

2. Free software

The biggest benefit of using Excel is that it is free software. There are paid plans available to access premium features, but you do not need them when you have a small team or you are working individually. Excel offers a great free alternative to project management software.

3. Cloud-based software

Excel is now available on the cloud just like Google Sheets. You can create a workbook and multiple team members can co-edit the workbook at the same time from their laptops. Thus, you can easily share and access files from any location.

4. Powerful task management capabilities

Excel provides you with a vast range of task management capabilities. You can create as many tasks as you want, store data in multiple workbooks, add filters to view desired data, sort data for easy understanding, create reports, track progress, collaborate with team members, analyze data, and much more.

5. Customizable software

You can customize Excel to a great extent to suit your needs. You can use different colors for each column, create additional columns to add information, and apply rules and filters to visualize data. This helps you design and modify your spreadsheet to meet your specific needs.

Read more: Best email and Excel alternative for project management

Downsides of using Excel as a task tracker

Excel is an amazing free tool to create a task tracker, but it comes with some serious shortcomings. Have a look at them.

1. Prone to errors

Excel is prone to human error. You can easily make errors in making entries or copying and pasting data. In 2012, a trader for JPMorgan Chase & Co. lost at least $6.2 billion for the company after errors in copying and pasting data across multiple spreadsheets.

2. Manual efforts

Excel is not a time-efficient method for task management. You have to carefully add task data, add information in each column header, and update and track the changes made by team members manually. This can eat up your hours in administrative work and you are not able to focus on the core tasks.

3. Need additional tools for communication and collaboration

Excel does not come with amazing built-in communication and collaboration capabilities. You can add comments and share links to files in the Excel sheet but it gets too clumsy if you have to be involved in discussions with team members. You either have to rely on email or chat apps for team communication and cloud-based storage apps for document collaboration.  

4. Issues with version control

You can track changes in Excel with version history but when more than 10 people are using the sheet at the same time, it gets difficult to track changes. Also, when a massive amount of data is involved in the spreadsheet, Excel gets slow.

5. UI gets messy for complex projects

Last but not least, Excel gets messy when a large amount of data is inserted into the workbook. You will crave the white space on the sheet as from tasks to reports and comments all are on the same spreadsheet.

Read more: 5 Reasons why it’s time to ditch Excel for project management

What’s the solution? Track and manage tasks with project management software

Project management software allows you to perform every function you perform in Excel but with much more ease and efficiency. It provides you with a comprehensive range of features to create and manage tasks, share information and documents with the team, plan projects and create workflow, track progress with reports, and communicate with the team.

ProofHub is all-in-one project management and team collaboration software that brings all your tasks, teamwork, and team communication to one place.

For those who are using project management software for the first time, the interface may look unfamiliar, but it is worth investing time in learning it.

Track and manage tasks with project management software

  • Defined hierarchy to organize data: ProofHub follows a clear and well-defined hierarchy for easy organization of data : Project > Task lists > Task > Subtasks. You can create a project, break a project into tasks, and create subtasks required to complete an individual task.
  • Create and delegate tasks without emails: You can create tasks and delegate tasks to the team members from your dashboard . Every team member can log in to their account and access the details of the tasks. There is no need to rely on emails and chat apps to share details of the task.
  • Easily identify your tasks with a unique ID: You can easily organize all the tasks in a project in one place. Each task has a unique task ID and space under the project. Thus, it significantly reduces the chances of errors due to misunderstanding.
  • Share and organize documents for each task: You can directly attach the files to a task . This makes it easy to share files with team members and find the files quickly when needed; resulting in saved time.
  • Real-time notifications for every change in a task: ProofHub automatically sends notifications to the task assignees for any change in a task. This ensures every change is noticed and tracked.
  • Ensure every step in task completion is followed: You can create a workflow for a series of tasks. This allows you to streamline the company’s operations.
  • Communicate with a team from the same app: You can communicate with team members in real-time with built-in chat . There is no need to switch apps. It also avoids the clumsiness of spreadsheets by keeping the team communication separate from the task details.
  • Create project reports automatically: This is probably the biggest time saver. ProofHub automatically creates project reports from the data in the project. You can overview and analyze the progress by various filters.
  • Take control of productivity with a time tracker: You can track the time spent on tasks of every team member with a built-in time tracker . ProofHub automatically creates timesheets that can be customized.

All of these features are designed to improve productivity, enhance work efficiency, ensure accountability, and make task management easy.

The offering of the day for you is that you can try all the features of ProofHub for free with a free trial and find out whether ProofHub works for you or not!

Organize, manage, and collaborate seamlessly with ProofHub – All-in-one solution for projects, tasks, and teams

Conclusion: choose the right option

Excel is one of the earliest options to create a to-do list of tasks digitally and convert them into a task tracker in Excel. It was an evolution from physical whiteboards and sticky notes, but project management software is an evolution from Excel. No doubt Excel is good for basic task tracking and management, but for complex projects and easy organization of data, you need more competent and advanced technology of project management software. With the right tool like ProofHub , you can save time and manage tasks with ease.

Is Task Tracker in Excel suitable for team collaboration?

Task tracker in Excel is suitable for basic team collaboration teams. If you want team discussions and frequent sharing of files related to a project, you need dedicated platforms that can help you communicate and share files for easy and organized team collaboration.

Is it possible to track task dependencies in Task Tracker in Excel?

Yes, you can track task dependencies in a task tracker in Excel. You have to create a Gantt chart in Excel from scratch to track the task dependencies. Whereas, project management software comes with a built-in Gantt chart. You just have to add the details.

Can you automate tasks in Excel?

Yes, you can automate repetitive tasks in Excel. You have to create and apply the rules to automate tasks in Excel.

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Excel Consulting, Development and Training [Expert Consultants]

How to Use Excel for Task Management: Guide, Tips, and Tricks 2022

Excel Task Management

Monday, February 21st, 2022 / by ExcelHelp

A pioneer in data management and analysis, Microsoft Excel has been around for over 30 years. From inventory management to business analysis, performance reporting to project management, Excel helps millions of individuals and businesses stay on track with strategic goals, record keeping, and project management.

A simpler task within grander project management is task management, a function offered by countless project management tools out there like Asana, GitHub, Microsoft PowerApps, and Jira.

But many of these tools, while useful, are needlessly complex for the simple function of task management. When it comes to task management, it’s best to return to the basics with a Microsoft Excel spreadsheet.

Today we’ll cover the basics about using Excel for task management, tips, and tricks, and a few examples to help you check off every task within your upcoming project. You might even learn a few surprising things about Excel in the process!

How to Use Excel for Task Management

You can create a basic task tracker and lists of tasks within a short amount of time on Excel, even without a template. Here are a few steps to create and track your task list.

1. Add Headers to an Excel Spreadsheet

You don’t need a fancy or familiar template to start your task list. Start by opening a regular Excel spreadsheet and add a few headers to organize your information. “ Task ” should be the first, left-hand header. Moving horizontally to your right, add more qualifiers like:

  • Notes/Updates

2. Fill in the Details for Each Task

Add some information into the tabs to outline your tasks. Fill in each area to allow for filtering when needed.

Here’s an example:

Task Status Deadline Owner Notes/Updates
Interview Article Ongoing 02/25/2022 Bob Awaiting edits from X
Performance Report for Y Employee Complete 02/25/2022 Sarah Report finalized and submitted on 02/02/2022

3. Add a Filter to Your Task List

Each heading should have a drop-down menu so you can sort your tasks. Try sorting them by status to see which tasks are still outstanding. Or, sort them by the deadline to help you prioritize your work schedule.

4. Sort Your Tasks

Highlight a header, then click the Sort and Filter button at the top right corner. You may filter the tasks by the deadline (soonest to latest), status (ongoing, pending, complete), etc.

Tips for Using Excel for Task Management

Creating a task list is quite simple in Excel. But there are ways to make task management more efficient and tailored to your needs. Check out the tips below:

1. Export Tasks to Other Project Management Tools

We think Excel is a sufficient tool for task management. But if you want to see the tasks in the greater context of a project, you can always export your spreadsheet to Microsoft Teams or another app to continue your work.

2. Make it Pop

To-do lists are boring, and many people find Excel boring as well. Add some pizzazz to your task list by customizing colors for each tab. You might highlight all complete tasks in Green, for example.

3. Try Out a Template

If you don’t want to start from scratch, there are plenty of Excel spreadsheet templates that you can use to organize your project’s task management goals. Here are some examples:

  • Simple Excel Task Management Template
  • Daily Task List
  • Projects To-Do List

4. Keep Notes Organized

Task updates may come sporadically, but it’s important to keep them organized. Make sure you input updates chronologically so that another team member can intuitively gather the lifecycle of a task.

5. Make Regular Updates to Status and Notes

Your team should be providing updates to your task list, but they may not always remember at the end of the day. Send emails, make phone calls, and host meetings to ensure the task list is as up-to-date as possible. And, ensure you have a regular schedule for sharing the task list with all relevant parties.

Why Use Excel for Task Management?

Tons of project management tools can handle task management, so why rely on Excel for your task lists? Here are a few benefits of using excel for task management:

Familiarity: Being around for 25 years has its perks. Most team members, young or old; recent or familiar; will know how to use Excel, especially with a function as intuitive as task management.

Reporting: Since Excel’s to-do list templates have reporting tools, you can create charts, tables, and matrices to provide better visualization of the task data and inform strategic decisions.

Accessibility: Most of your team will have access to Microsoft Suite, making Excel an accessible option. If you introduce a new project or task management tool, it may delay progress with the learning curve.

Customizable: Despite its age, Excel has many customizable capabilities, from different headers, filtering, colors, and more.

Millions of people understand basic Excel functions, making the platform a superior choice for simple task management. With its customizability, wide usage, and accessibility, task management is a breeze on Excel.

Interested in learning more about Excel and how you can optimize it to its fullest potential? ExcelHelp supports thousands of businesses in optimizing Excel, be it through training, consulting, analysis, and more. Contact us today to find out more about your potential with Excel!

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15 Excel Spreadsheet Templates for Tracking Tasks, Costs and Time

ProjectManager

Still using spreadsheets to manage your projects? Revolutionize your project management with ProjectManager. Plan projects, manage resources and track progress with powerful features the whole team can use.

Excel spreadsheet templates are a great tool to track the costs, time and performance of your team. We’ve collected ProjectManager’s 15 best Excel spreadsheet templates for tracking that you can download and use for free.

1. Dashboard Template

A dashboard is how you keep track of your work, including the time spent on tasks, what you’re spending and if you’re making progress as planned. ProjectManager’s free dashboard template for Excel gives you an overview of how you’re doing on your work. This information is vital to know if you’re overspending or running behind on your schedule.

Project Dashboard Template for tracking

ProjectManager’s free dashboard template has several widgets that monitor metrics in your work. For example, there’s a color-coded task graph that shows if your tasks are complete, in progress, not started or overdue. There’s also a workload chart for managing teams and making sure their workload is balanced.

There’s another task graph that measures the duration of the tasks, which is helpful in seeing what’s getting done on time and what’s taking too long. Finally, there’s a cost bar chart to help you stay on budget.

This Excel dashboard template can manage your work, but it’s a static document that must be updated manually. Project tracking software automates that process. ProjectManager is better than Excel spreadsheet templates as it helps to accumulate real-time data, crunch the numbers and display it. Get started with ProjectManager free today.

ProjectManager's real-time project management dashboard

Not all project management software offers the same project dashboards. ProjectManager’s project dashboard comes equipped with the right project management features to help you keep track of time, tasks, costs and more.

2. Task Tracker Template

ProjectManager’s free task tracker for Excel template can organize and keep track of your work. It’s similar to a to-do list, where you just need to add the work and manage it. Having a task list is the first step to controlling your work.

This task tracker spreadsheet captures the details of your work. Add the name of the task and include dependent tasks. You can assign it to yourself or someone on your team.

free task tracking template

Next, set the priority and when you expect to finish. Finally, there’s a column to mark its status, which is essential to track your work. It has everything you need to track your tasks at a basic level with an Excel spreadsheet.

3. Budget Spreadsheet for Cost Tracking

Managing costs in your work is as important as meeting deadlines. ProjectManager’s free budget template for Excel helps you keep to your budget by tracking your financial details on one spreadsheet.

Project budget spreadsheet for tracking

Tasks cost money, and the budget defines the costs of the resources you’ll employ to deliver those tasks to completion. First, the spreadsheet template has a numbered list that corresponds to your work breakdown structure (WBS) . Then, there are labor costs including planned vs. actual hours plus the cost per hour. Materials are broken down by units and cost per unit.

There’s also room for other line items on your budget, which include travel, equipment, fixed and miscellaneous costs. Finally, there are columns to collect the budgeted and actual cost for each line item, then a balance showing if the line item is above or under budget.

Related: How to Track Project Expenses

4. Timeline Template

ProjectManager’s free timeline template in Excel is perfect for scheduling your project from start to finish in Excel. It’s a way to view all your tasks and keep on schedule. You can even add milestones!

Timeline template for tracking

To get started with this free timeline template, you first need to list your tasks and give them a name. Each task must have a start date and an end date, plus the time you think it’ll take to complete.

You add all that data to the left side of the template, which is a normal tracking spreadsheet. Then, on the right, you’ll see the timeline that lays out your tasks as horizontal bars across a timeline. It’s easy to see how long it’ll take to complete each task.

Excel spreadsheet templates are good for beginners, but if you want to take your planning even further, upgrade to online software that lets you build timelines in minutes. ProjectManager has online project timelines that update instantly as the team collaborates on tasks. Track costs, workload, planned vs actual progress and more. Get started for free.

Online project timeline for tracking projects

5. Action Plan Spreadsheet

Managing work means outlining the steps you must complete to achieve your goals. Use ProjectManager’s free action plan spreadsheet for Excel to track tasks and detail the strategy you’ll use to complete your work on time and within budget.

Action plan spreadsheet for task and project tracking

We’ve broken up this action plan template into three sections. The first is the action steps, which note the priority and list tasks, phases and assignments. There’s also space to note the status of your tasks and track their progress.

Section two of this Excel spreadsheet template is a timeline, with start and due dates, including planned hours. Finally, section three focuses on resources; for example, which department is responsible for which task, what materials are needed and what are the resource costs?

6. Status Report Template

Knowing where you are at any particular point in the project life cycle is how you manage time and costs. Our free status report template is a great tool to track your progress and stay on schedule.

Status report template for tracking in Excel

This free status report template is made up of five sections: project information, project status summary, project health, risk management overview and a conclusion that includes recommendations for the future.

A status report is a cornerstone of tracking your work. It’s used in project management and work management alike because it gives managers a picture of their planned vs actual progress. It’s also a powerful tool when presenting to stakeholders.

7. Risk Tracking Spreadsheet

No matter how well-planned your work is, there are unknowns that can impact your progress. Use ProjectManager’s free risk register spreadsheet to help you plan for risks in your work.

Risk tracking spreadsheet for Excel

This free risk register for Excel has columns to ID the risk to make it easier to track. There’s a column to describe the risk and explain how it’ll impact the work you’re doing if it goes from a risk to an actual issue .

For each risk you identify on the template, you can add a risk response, which is the response you’ll take if the risk actualizes. You can also note the risk level. Then, if you’re working in a team, you can assign the risk so that the team member is responsible for identifying and rectifying it.

8. Change Tracking Spreadsheet

Download ProjectManager’s free change tracking spreadsheet for Microsoft Excel to manage change when it impacts your work management. It’ll help you control change so it doesn’t make you spend too much overtime or incur additional costs.

Change log template for tracking changes

A change log Excel spreadsheet is one of the most important Microsoft Excel templates we offer. It’s a spreadsheet template that captures change when it happens. You can number changes for better tracking and note when the change first came up and who discovered or requested it.

You can then prioritize the change, and you or a team member can take ownership to see it through to completion. The Excel spreadsheet tracks the change from discovery to recovery and ensures that no change order is lost in the cracks.

9. Time Tracking Spreadsheet

There’s no better template to track the time you spend on your tasks than with ProjectManager’s free time tracking spreadsheet . This timesheet is great for you or team members to record the amount of time spent on work.

Timesheet template for time tracking

This timesheet Excel spreadsheet template has space for your name or the name of the employee, their department, supervisor and hourly rate. The template collects their hours, such as their start time and end time for their workday. There’s even a place to add overtime and lunch.

Then, the total for the week is added and multiplied by the pay rate to show the total amount the employee is owed. Finally, there’s a line for the employee to sign and the supervisor to look it over and sign it, if accurate.

10. Multiple Project Tracking Template

When you’re managing a portfolio or program, you have to monitor all your projects in one place to make insightful decisions as to how to allocate resources. Using our free multiple-project tracking template for Excel gives you a high-level overview of every project for which you’re responsible.

ProjectManager's multiple project tracking template for Excel

Once you download the free Excel template, you’ll find it’s formatted with three projects, one stacked on top of the other. You can copy and paste to add as many projects as needed. You can also add columns if you need to track something not already on the template.

Each project spreadsheet allows you to list all the project tasks by name and description, as well as if they’re dependent on another task. There’s space to add who’s assigned to each task. Each task has a start and planned end date, and planned cost, with an actual end date and actual cost to help you track the project.

11. Issue Tracking Template

Issues are problems that arise while executing your project. These issues must be quickly identified and resolved to keep the project on schedule and within its budget. With our free issue-tracking template for Excel , you have the tools to monitor the progress of resolving those issues.

ProjectManager's free issue tracking template for Excel

The free template is ideal to capture risks, which become issues if they in fact show up in your project. When they do, you already have them described in the template and what their potential impact is. Next, you can define its priority, from low to critical, which helps you determine which risks need your immediate attention.

There’s also a place to note the date the issue first was discovered and when it was closed, as well as the team member who’s responsible for resolving it. Finally, the free template states the department that’s handling the issue and there’s a column to note its status when tracking the issue.

12. To-Do List Template

Everyone has work to do, and getting that work done efficiently requires task management. At its most basic, that means having a list of your tasks. It’s the first step to getting organized. That’s where our free to-do list for Excel comes in handy.

Free to-do list template in ProjectManager

A to-do list is a simple but highly effective tool. Simply list the tasks you’ve been assigned or you can even use it for household chores. Next, you’ll want to give each task a start and due date. This is the duration or timeframe in which you want the work completed.

Now, you’ll want to track your progress. The free to-do list template shows the percentage complete for each task. It’s a satisfying feeling to see the cell move from 25 percent to 100 percent. Then there’s a column to note the progress. Before you know it, your work is done.

13. Inventory Template

If you’re a manufacturer or have a company with which you carry stock that you need to run your business, then you need our free inventory template for Excel . Use it to prevent production delays by keeping track of what you’re warehousing.

Inventory tracking template for Excel by ProjectManager

Use this free template to record the level of your inventory and track its turnover. First, each line is numbered to make it easier to find the item you want. Then the item is listed and described, with the unit price noted and the quantity you have in stock.

Now you can calculate the inventory price, which is the unit price multiplied by the number in stock. This Excel spreadsheet template does this automatically. There’s a column to note whether you need to reorder, what level to reorder, how long it takes to restock and what that reorder quantity should be.

14. Progress Report Template

Project reports are essential for a number of reasons. One, they help you monitor your progress and performance, and two, they’re a great tool for keeping stakeholders updated. Our free progress report template for Word captures an overview of the activities and tasks that occurred over a specific period.

ProjectManager's progress report template for Excel

The free progress report is broken up into a number of different sections. There’s a summary, which provides a quick overview of what’s to follow, including pertinent data, such as the project scope, schedule, cost and risk for the time period being reported on.

Then there’s a section in this Excel spreadsheet template that goes over the tasks that have been executed over a period of time covered in the report. There’s space to note the status of tasks that aren’t yet completed and a section to list issues, talk about the budget and more. It’s a great way to capture a snapshot of the project in time.

15. Work Schedule Template

Need help managing your human resources or operations planning? Check out our free work schedule template for Excel . This free template lists all your employees and their working hours, including responsibilities, over a day, week or month.

ProjectManager's free monthly work schedule template for Excel

Use the work schedule template to keep your employees productive and help with tracking your resource utilization and scheduling. You can also use it to prioritize tasks and balance your team’s workload, which leads to greater productivity and happier employees.

Our free spreadsheet template has a weekly and monthly work schedule. Both list your employees, their tasks, which project they’re working on and then their hours, either day-by-day or over the course of a month. This will help most organizations and even long-term projects.

Use ProjectManager to Track Time, Costs and Tasks Better Than Excel

Templates and Excel spreadsheets for tracking are great, but as noted, they can only do so much. ProjectManager is online work management software that connects everyone, no matter where they work, what time, department or skill level. It does so in real-time to ensure that everyone is collaborating and working on the most recent data.

Automatically Fill Out Timesheets

Take timesheets, for example. Instead of having your employee fill out the timesheet, ProjectManager’s timesheets autofill their tasks and update the time they’ve spent. This streamlines payroll but also offers a window into tracking the time they spend on their tasks. That way, you know if they’re meeting their quota. Once submitted, timesheets are locked and secure.

ProjectManager's timesheet view

Work the Way That Suits You

Multiple project views allow everyone on the team to work how they want. Managers can plan ahead on Gantt charts that show all their tasks on a timeline. The duration bar that connects each task’s start and end dates automatically shows progress based on how much of it is shaded. Teams can use task lists, kanban boards or calendars if they prefer, all of which are updated and show progress. No tool is more flexible for planning and tracking work.

A screenshot of a gantt chart in ProjectManager

Generate One-Click Reports in Seconds

Tracking time, costs and more is easy with ProjectManager’s one-click reports. Get status reports, reports on tasks, timesheets, expenses and more. These reports take complicated data and turn it into insightful and easy-to-read reports to monitor progress and more. Reports can also be filtered to see only the data you want and then shared to keep stakeholders updated.

ProjectManager's status report filter window

Related Excel Project Management Content

While Excel is not a project management software, it can still be a very helpful for managing various aspects of your projects. That’s why we’ve created dozens of blogs, templates and guides to help you use Excel for project management.

  • Essential Excel Report Templates
  • Free Manufacturing Excel Templates
  • Free Excel Construction Templates
  • Free Word & Excel Templates for Business
  • How to Create a Project Timeline in Excel (Free Template Included)
  • How to Make a Gantt Chart In Excel Step-By-Step (Template Included)
  • 25 Must-Have Project Management Excel Templates and Spreadsheets

ProjectManager is award-winning project management software for teams. Our real-time tool tracks time, costs and more to ensure you’re always on schedule and never spending over your budget. Join the 35,000+ people using our software to track tasks, cost and time. Get started with ProjectManager free today.

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Task List Templates

The Excel task list templates on this page demonstrate some of the many ways that you can track tasks using a spreadsheet, from simple to do lists to more advanced Gantt charts. These templates demonstrate using icon sets to display priorities, using conditional formatting to display a progress bar, creating a gantt using using a stacked bar chart, and using a check mark to cross out tasks when they've been completed.

Tell me what you think about these templates: Leave a comment on the related blog article " Add Cool Features to Your To Do Lists ."

This Page (contents):

  • Project Task List
  • Simple Task Tracker
  • Task List with Gantt Chart

Task Checklist Template

Printable task list templates, project task list template.

Project Task List Template

License : Private Use (not for distribution or resale)

Description

This spreadsheet demonstrates the use of conditional formatting to highlight the Priority column, to add a progress bar to the % Complete column, and to create a functioning check box via data validation. It also includes columns for entering budget and hours spent on each task.

Update 9/23/2019: Added the Google Sheets version - replaced the icon sets with in-cell checkboxes. Google Sheets does not yet have in-cell data bars (for the % Complete column).

Simple Task Tracker Template

Screenshot of the Task Tracker Template in Excel

This task tracker template demonstrates the use of custom icon sets via conditional formatting to show a priority rating of 1-4 with different color circles. It uses a similar technique for the checkbox in the Done column.

Project Task List with Gantt Chart

Project Task List Template with Gantt Chart

A gantt chart can be created from a task list using a stacked bar chart in Excel. This is a functional template that can be used for real project management tasks, but the primary purpose is to demonstrate how the data table is set up to create the gantt chart.

Screenshot of the Task Checklist in Excel

This task list template demonstrates how to create a checkbox using a data validation drop-down and how to use simple conditional formatting conditions to display HIGH, MEDIUM and LOW priority values. It also uses conditional formatting to change fonts to a gray strike-through when the checkbox is checked.

► How to Insert a Check Mark in Excel (on youtube)!

More Templates For Tracking Tasks

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  • How to Use Conditional Formatting in Excel at vertex42.com
  • Create a Drop Down List in Excel at vertex42.com

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Prioritize Tasks and Be More Productive with this Excel Template (Task Matrix)

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This is the 100th blog post from Trump Excel. I have loved every bit of this journey, and I hope to continue to contribute and share all that I learn about Excel Spreadsheets.

If you wonder what was my first post, here it is – Trump Excel’s First Post .

Now coming back to cool Excel stuff, in this post I am sharing an amazing  Excel Template that can help you manage your daily/weekly tasks with ease (and its fun to use) – TASK MATRIX

Before you jump away and download it, here is some background to this template.

Have you heard of 7 Habits of Highly Effective People ? It is a book by Stephen R Covey. If you haven’t read it, you should definitely go and get a copy today.

In this book, Stephen talks about a time management technique (the Eisenhower Decision Matrix), which suggests dividing your tasks into 4 categories:

  • Important and Urgent
  • Important and Not Urgent
  • Not Important and Urgent
  • Neither Important Nor Urgent

The idea is to focus on 1st category followed by 2nd, 3rd and 4th.

Excel Template - To Do List

We all create To Do Lists , but if we have this matrix right in front of us, our productivity could take a huge leap. If this looks like a lot of work, don’t worry. Here is the Excel Template that will do it for you. All you need to do is create a simple To Do List (the same way you create every morning) and just mention if it is important and/or urgent.

Download File Pic

Key Highlights of the Task Matrix Template

Exce Template - TASK MATRIX - Add Task

Here is a short Video on how to use this template effectively:

I hope this Excel Template help you become more productive and save time. I would love to hear your feedback and any improvements that can be made to this template. Also, if you find this useful, do share it with your colleagues and friends and help them become more productive.

UPDATE: If you are looking to add more tasks, here is the updated template that will let you add 50 tasks per category and a total of up to 200 tasks. Click here to download .

More Productivity Excel Templates:

  • Download To Do List Templates in Excel.
  • Calendar Integrated with a To-do List .
  • Employee Timesheet Calculator .

Other Excel Resources:

  • Free Excel Templates .
  • Excel Functions Explained – With Examples and Video .
  • Online Excel Training .

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89 thoughts on “Prioritize Tasks and Be More Productive with this Excel Template (Task Matrix)”

When I add my second task my previous task gets the position of the new task and the new tasks title doesn’t show up anywhere. What am I doing wrong? I really would like it to work. Thanks

Hi Sumit Bansal, I’ve downloaded your excel template (task matrix) and it is beautiful!!! Beautifully organized, and your excel mastery is certainly shown. I appreciate you sharing your talents, your knowledge, your time creating this task matrix template and then sharing it with the world to help thousands of people who don’t have such excel mastery. This template is what I’ve been looking for and I have tried it and it just works. A thousand thank you’s for helping improving my to do’s. I’ve also read all the comments and what people have suggested as new features. The features requested will take your template to the next level.

You are a helpful and kind human being. Thank you again.

I am unable to download this template – can you email it to me. Seems great.

Hi. I’m unable to download the “Task Matrix (To Do List) – Excel Template”,. Can you please mail me a link of it. Thanks in advance!

How do I unprotect the Task Matrix tab in the Excel download?

Hi yes that a great ideas you created ! I am super love you creatons. Kindly help me to provide one more things that last year’s leave balance ?author I know where should I add in ?

May I know where should I add in for last year’s leave balance?

This was such a useful guide and i enjoyed using it . But one doubt, i added one more column in the to do list page but while performing the “remove completed task” action only cells up to “Status” is getting deleted and the new column content remains the same. How to resolve this issue?

Hello Sumit,

I’m unable to download the “Task Prioritization Matrix (To Do List) – Excel Template”, Would you kind be able to email me this? This is exactly what I’ve been looking for get started on my internship project. I would greatly appreciate if you could either fix the link or email me the spreadsheet. Thanks in advance!

I’m unable to download the “Task Prioritization Matrix (To Do List) – Excel Template”, Would you kind be able to email me this? This is exactly what I’ve been looking for get started on my internship project. I would greatly appreciate if you could either fix the link or email me the spreadsheet. Thanks in advance!

I was unable to download your TASK MATRIX Excel Template. Is it no longer available?

i cant download the template (the matrix one)

The excel link for the eisenhower matrix does not seem to work?

sir you are great

HI Sumit I’ve been using the to-do-list template at work since the beginning of January… its great. I have one question though, is there a way of keeping a record of all the completed tasks, so I can look back on all I have done over the year.. would really help when it gets to filling out my Performance at the end of the year.? Also, when i select completed at the moment the line no longer goes green ? i’m on line 77. thanks Tash

pretty cool spreadsheet, thanks for making it available. How do I expand the view to show more than 24 rows?

Is there a way to expand to see all 50 tasks in a category?

I have downloaded it but it’s not working as like what you shown in the video.

Could you please help out this issue ?

Thanks so much for sharing this. Much appreciated.

Hi Sumit, Thank you so much to share this great template. Unfortunatly, I have a few bugs : “Yes or No” Lists don’t work ; The Status List is empty ; When I Double-Clik, no Cross…anyway it works because : > When I double-click on the matrix, no cross but in the table, task is green and status “completed”.

If you have and idea…Thanks again for you help

Very good start. Thank You.

This site is amazing! What I would like to do is make sure I am not neglecting things that are important to my values. I’m wondering if I can add to what you’ve built so that I just write the to-do item and answer a few more questions. Ideally, the weightings of those questions will then categorize each item into one of the four quadrants for me. In other words, it does the same thing as what you built, but in addition assigns the quadrant of the task for me. The way I envision it, in order to make sure I am not neglecting certain values like family time vs time spent trying to make more money, it would assign a diminishing marginal utility as I did more of an item that only improved one part of my life while neglecting others. So, if say I had spent the last month working very long weeks, but had spent very little time with people close to me, doing specific things with them would jump to the top of the priority list. If it could also determine how much time and resources I should put into any one thing in terms of time, money, etc that would be extremely helpful. I don’t think it would be that hard, I am just not sure how to do it myself, especially the marginal utility part.

Hi Sumit, I have found this template very useful!! However, there seems to be a strange bug. If I add a task that is neither important nor urgent (ie. it ends up in WASTE), if I scroll my list of tasks in FOCUS (Important, Not Urgent) using the scroll bar, it simultaneously scrolls the tasks in WASTE? I don’t know much about VB so I couldn’t fix this.

However I modified the data in the first tab so that it includes a column called Rank, which allows me to assign an order to my tasks, thus I can sort that table and my items will appear in the second tab in the order I want to complete them. It would be great if this was automatically managed in the VB side of things so I don’t have to manually sort the data table, but either way it’s doing the job.

I am getting an error while adding a task https://uploads.disquscdn.com/images/2e5824603b33d91e8c2917795749ec519665b01fe723445fb8683a11ab5be6b0.png https://uploads.disquscdn.com/images/ebf411678f4bdeae2810dfbfd2d6362dcca0c1a15762bea890689dc128f6b3aa.png

How to changes the form for add new task

Thank You! Really Helpful. Cheers!

Very nice and exactly what I was looking for! This works smoothly and is very helpful.

Hi great tool and there is something i think would make this awesome tool more awesome. That would be the ability to have Champion (person assigned the task) and Department (i.e. Personal, business, etc). If this was entered at the task list stage when you see everything populate on the task matrix you could then show all or select just those people who have been assigned. You could also select just the areas of your life or what business. The benefit of this is you can have one master task list that then you can slice and dice on the matrix and give a particular person task you have assigned them.

This is an excellent spreadsheet and it will be very useful. Is it possible to update the sheet so that the completed tasks are not deleted but removed from task sheet tab and the matrix tab and placed in another tab say ‘completed tab’ so that one can keep a running history of completed tasks. Of course this action all being done when the ‘Removed Completed Tasks’ button is selected

I’m trying to use this and it says “The cell or chart you’re trying to change is on a protected sheet. To make a change, unprotect the sheet.”. Using excel 2016.

Dear Mr. Sumeet. Good morning. Great job! This is an excellent work. I badly wanted such simple and easy to execute Urgent- Important task matrix. Is there anything similar for Urgency – Impact matrix? regards Brig (Retd) V Pawar

I had downloaded this template, but when i click on completed tasks it not working, Currently I using Excel 2007

you can use radio buttons for yes no instead of combo boxes to speed up adding

Thanks,, Id been following you since just this month it seems i am learning a lot from your tutorial. Keep up the good work bro..:) thumbs up..

Thanks for the kind words Julius.. Glad you’re finding the tutorials helpful 🙂

Hi I love the template. is it possible to make an archive on the completed task? for example if you already click the complete task it will go to another sheet.

Hey Reymark.. That’s a good suggestion. I will try and update the template with it.

Are there any Google Sheets versions of this out there?

Hey Adnan, Since it uses VBA in the backend, it works only with Excel.

hi sumit, its a great template, but when i double clicking task to strike it off.. compile error message is flashed on the screen ..i m using 2007 microsoft office

pls help me out

When I attempt to run the Excel file, Excel crashes every time. It opens fine, but once I enabled content.. crash. The first attempt to use the file gennerates the following error…

An unhandled win32 exception occurred in EXCEL.EXE [1068]

Any additional attempts never even open, just crash with the same error…

An unhandled win32 exception occurred in EXCEL.EXE [9664] <– note the different codes An unhandled win32 exception occurred in EXCEL.EXE [9998] An unhandled win32 exception occurred in EXCEL.EXE [11588] … etc…

I've also tried saving the file as an Excel 97 .xls file, but same result.

I am running Excel 2013 (MS Office Pro Plus 2013 v15.0.4569.1506) on in Windows 10.

I would really like to give this template a try. Any insight is much appreciated.

This is EXACTLY what I was looking for. So easy to use!

This is EXACTLY what I was looking for! I figured out how to add more tasks, but how can I display more than 10 tasks in each category on the Matrix tab? I want to see my complete list.

Hi Sumit Bansal. I am Brazilian. Thank you for this Excel template. I donwload this yesterday and it have been very usefull!!

Thanks for dropping by and commenting Lucas.. Glad you found the template useful 🙂

sumit, this is great, thank you. possible idea for you (a version of this i’d like and dunno how to make myself) – add a third sheet which allows a person to break down each activity by the steps required to complete the activity, and which automatically fills and clears when the activity is added or crossed off/removed. (e.g., put simply, an activity is added and prioritized, then we can go to sheet three and find the activity with space underneath to list and check off the steps required to complete it.)

thanks again!

Hi, I downloaded but can not save after I edit the file. What could be the problem?

Sumit, thank you for the tutorial and the templates.

Thank you for sharing your hard work.

Please consider the following in a future update:

1. Drag and Drop between Quadrants from the “Task Matrix”, if possible.

2. Hierarchal sub-tasks so that a major-task is broken into sub-tasks. Maybe automated indenting under bulleted major-task? Sub-indentation with a hyphen?

3. Font of done items to be in Grey font with a double strike-trough applied.

Best Regards

are there any plans to show the status of a task on the Task Matrix sheet maybe by a colour? and how about a ‘Delegated’ Status

Just downloaded it and do far so good but I plan to show it to my manager and he may want me to move tasks to a different box – can this be done without deleting and re-creating

Thanks for commenting Nigel.. Glad you like the template..To move certain tasks to another box, simply change the Importance and Urgency value of that task in the ‘To Do List’ worksheet.

Whenever you add a task, it automatically gets recorded in the to-do-list worksheet.

“You can have anything in life you want if you’ll just help enough other people get what they want.” Zig Ziglar You my friend are doing just that and I hope that God blesses you for that. Thank you for sharing.

Thanks for such kind words Jimmy.. I am glad you find the tutorials and templates helpful 🙂

As usual great work. like your many other videos, it would be nice if you could give us a video on how to create this template.

Hi Dear, I really liked it, but i can’t double click to cross the complete and also can’t Remove Completed Tasks from the button, I used MS Office 2013,

Hello Sok.. I checked on 2013 and it is working fine on my system. This is a macro enabled and you will need to enable macros before you can use it. When you open this template, it will give you the option to enable content (in a yellow bar). Click on enable content and you should be able to use it

Very good! Appreciated!

Thanks for commenting Cindy.. Glad you liked it 🙂

How can I remove the video link from the To do list worksheet?

Hello Jeff.. To remove the video, go to developer tab and click on design mode. Now you can click on the video and delete it. Here is a tutorial on how you can do this – http://trumpexcel.com/2014/07/embed-youtube-video-in-excel/

Thank you Sumit

Hi; This function doesn’t work with EXCEL 2007. Does it need to be updated? I can’t double click to cross it off, and I cannot use the Remove completed Tasks button. All in all, its a great product.

Hi Sumit, thank you for the great tool. Do you plan to also add a deadline to each task ?

Thanks for commenting Tom.. This is a good suggestion and I will try and update the template with timelines

This is great – is it possible to get it working in Google Spreadsheets?

Thanks for commenting Andrew.. I don’t think this can be made in Google Spreadsheets. This has a a VBA code working in the back-end which is specific to Excel. As far as I know, Excel and Google spreadsheets are not very friendly in integrating codes

Hi Sumit, currently this does not work with Excel 2011 for mac. Is there a fix or way I can transfer this over? I’d love to use it! Thanks

Hello Tim.. Unfortunately I do not have a Mac so couldn’t test the code in it. I believe the structure works fine in Mac too, but the code might change

Hello Sumit… Great work!!!! But, I am unbale to strike off the completed activities. Well My office laptop has MS Office 2007. Wherein I did click on Enable Content, still unable to strike off the completed activities.

Hello this is a very good template. I was wondering it would be even better if we can see the status for each task in the task matrix tab. Is there a way to include that ?

Nice template – thanks! I wanted to make the quadrant matrix look like the Covey diagram – 2×2. So I moved the 2 right areas under the 2 left ones in the Task Matrix tab. Once I did that, double-clicking to complete the task no longer works. Using the drop-down in the To-Do tab still works.

I can’t see how the double-clicking is set up. Is there a way to set it up with the new layout for the quadrants?

I’m using Excel 2013. Thanks

Hi Sumit, great and helpful file!! I moved the boxes like Mike did and got the same result, how can that be solved? Regards,

Summit…i would like to change the title of the column “Not important & Urgent.” How would i do that?

Thank you…!

Nice job, I like it.

May I know please: 1. how to add more than 50 Task? 2. is it possible to show how much job is doen by persentage? 3. how about assign the job? just name.

Hello Farhad.. I have added another template which can take up to 50 tasks per category

excellent work Sumit

Thanks Shryja.. Glad you liked it 🙂

Thanks Sumit. Its a great work. Is it possible to include the time?

Hi Mohamed.. Glad you liked it. Good Suggestion. It can be done. I will try and update this soon.

This is great. You might consider making a video or instructions on how you made this Template. It would be an instructive Excel learning tool to know how you constructed the whole thing.

Thanks Lecram.. Sure thing. Will soon make a video tutorial on how to create this from scratch.

Has this video been made to show how to make from scratch?

Nice! Thanks for sharing 🙂

Thanks Raymond. Glad you liked it!

I downloaded this template, good one, appreciated

but when I am trying to double click on completed task, the striking-off option does not works can you check and rectify .

Hi Abdul.. Which version of Excel are you using? Also, there is a macro in the workbook, so when you start, you need to click on ‘enable content’ button that appears right above formula bar. Let me know if this works

I am using 2010 I enabled macro but result was same

Can you mail me the template you have at [email protected]

Dear Sir, i want to implement this sheet for my work. but i am not able to delete the completed work by double clicking. some debugging issue. Can you help me.

Hello Mohan.. This workbook has macro, so you will need to enable it first. It prompts ‘Enable Content’ when you open the workbook

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Create A Task List Spreadsheet In Excel

Project Management Task List Template in Excel

The 5 Best Excel Project Management Templates

  • Last updated March 21, 2024

Fact Checked By Cindy Wong

Looking for Excel project management templates? You’ve come to the right place! I like using pre-designed templates because they save time and help me manage my project more effectively.

If you’re looking for project management templates in Excel, click “ Home ” > “ More Templates .” Then, you can search for an appropriate template that fits your needs.

Table of Contents

Benefits of Using Excel for Project Management

An Excel project management template is handy for several reasons, including:

  • Efficiency and Saving Time: Excel templates save you time because you don’t need to create your own from scratch. They’re also dynamic, changing depending on the input, making them very efficient.
  • Clear Task Assignment and Management:  Excel project management templates help break down project tasks into manageable components. They assign responsibilities to team members, set deadlines, and track task progress, all aided by helpful features like checkboxes, drop-down lists, and progress bars.
  • Communication and Collaboration:  The templates help to establish effective communication between you and your team. Comments, notes, or discussion sections within the template allow team members to communicate and provide feedback on tasks or project components.
  • Resource Management: They help you plan for and manage project resources, including human resources, inventory , materials, equipment, and finances. And there are many more for businesses. Check out my expense report templates .
  • Quality Management:  They define quality standards and requirements for project deliverables, establish quality assurance processes, and implement quality control measures to ensure that project outcomes meet you and your team’s expectations.
  • Change Management: Excel project Templates help you manage changes to project scope, schedule, and budgets, especially when working with a large team. Additionally, you can track document change requests and obtain necessary approvals before implementing changes.
  • Progress Tracking and Reporting : Project management templates help you monitor project progress against established milestones and timelines and track key performance indicators (KPIs). They also make it easy to generate progress reports to keep you and your team informed about project status and performance.
  • Document Management:  The templates help centralize project documentation, including project plans, schedules, inventories, meeting minutes, and other relevant documents, to ensure easy access and retrieval by your team members.

The most efficient Excel project management templates include the following features:

  • Project plans
  • Budget sheets
  • Risk assessment forms
  • Communication plans

How To Find Excel Project Management Templates in the Excel Template Gallery

As mentioned earlier, Excel has a wealth of free Excel project management tracking templates that you can easily access.

If you have never used the Excel gallery before, follow these simple instructions and enter a new world of efficiency.

Here’s how to find a project management template in Excel’s template gallery :

  • Open Excel and go to “ Home” > “More Templates .”

Excel project management templates—Click on More Templates

  • Type “ Project ” in the search bar and hit “ Enter .”

Type Project in the search bar and click enter.

  • Scroll and find a template you like.
  • This will open a new workbook with your template, and you can start customizing it.

New template workbook.

Depending on your version of Excel, you can also go to the “ Home ” menu, click “ New, ” and search for free project management Excel templates from there.

Now, let’s look at some of my favorite project management Excel templates.

Some of my favorite project management templates in Excel are free in the online template gallery. Below is a mix of templates available in Excel’s gallery or my pre-made templates.

If you want to use any of these templates, you download and customize the template rather than making one from scratch.

How to edit an Excel template.

Just make sure you click on “ Edit a copy ” in the top right corner or “ File ” > “ Save as ” > “ Download a copy .”

1. Project Planner Template

Project Planner Template

Access the Template

The Project Planner Gantt template is a free Excel project management template that you can find in the template gallery.

This template has a simple table for inputting your activities and periods and a Gantt chart dashboard for visualizing the timelines for each activity.

I particularly like this template because it is excellent for tracking the timelines of tasks in a project. However, the downside is that it uses periods for intervals instead of dates, which might not suit your project (that’s why I’ve included a custom Gantt chart in this list, too).

The template has the following features:

  • Columns for activity names, statuses, planned start, start duration, and end duration.
  • A Gantt chart to visualize the timeline for each activity in the project
  • Visual indicators, such as color-coded cells or icons, indicate the progress of the project statuses  (e.g., plan duration, actual start, completed).
  • Filters and sorting options to organize projects by status, priority, or deadlines.

2. Custom Project Management Spreadsheet Template

Project Management Spreadsheet Template

Access Template

If you’re looking for an all-rounder Excel Gantt chart template for project management, this template is for you.

Our Project Management spreadsheet template is versatile and suitable for various project management components.

It’s similar to the standard Microsoft Excel library, but I’ve made it easier to track calendar dates. I have also included more room for project details.

The best features of this template include:

  • Detailed task list with columns for task names, descriptions, assigned resources, start dates, end dates, durations, and statuses.
  • Drop-down function to highlight overdue tasks, upcoming deadlines, and completed tasks.
  • Filters and sorting options to organize tasks based on various criteria.
  • A Gantt chart to visualize the timelines for each task.
  • Automatic calculation of task durations and end dates based on start and end dates.
  • Task tracking for complex projects.

3. Project Tracker Template

project tracker template

This project plan template is simple and easily customizable, with features that let you track multiple projects.

It is a straightforward solution for maintaining a centralized list of projects. This project-tracking Excel template is designed to help project managers monitor and oversee the progress of multiple projects simultaneously and divide labor throughout the projects’ workload.

The key features include:

  • A comprehensive table view to track multiple projects simultaneously.
  • Columns for project names, descriptions, statuses, start dates, end dates, and assigned employees and project managers.
  • A color-coded progress bar to track the progress of each task.
  • Work breakdown structure for several projects as part of
  • Interactive features, such as drop-down menus, for user-friendly navigation and data entry.

4. Project List Excel Template

Project List Excel Template

This template is also part of Excel’s online template gallery. It is a simple table with columns for different aspects of the project you want to track.

This Project List Excel template is the best for beginners since it’s easy to understand and edit.

One thing to note is that there is no Gantt chart or other visualization, making it more appropriate for smaller projects with fewer stakeholders or employees.

It offers a structured approach to task management, enabling users to create task lists, prioritize activities, assign responsibilities, and track progress seamlessly.

It includes the following features:

  • Customizable spreadsheet with columns for different project management components (e.g., task name, assigned to, duration, and work hours).
  • Standardized formats for documenting project information.
  • Built-in formulas for automatic calculations, data analysis, and reporting.
  • Conditional formatting to flag work hours under specific values.
  • A “setup” tab will allow you to alter drop-down lists.

5. Project Timeline Excel Template

Project Timeline Excel Template

The Project Timeline template is another Excel template available in the online template gallery.

Using timelines as project management tools makes it easy to visualize the business plan throughout the entire project.

It provides a clear and concise overview of project milestones, deadlines, and critical events, enabling you to understand project progress and milestones at a glance. This task management Excel template is an excellent asset for time-sensitive projects.

  • A simple list format to track basic project information such as activities, start dates, end dates, and notes.
  • An editable timeline to highlight critical project milestones or deadlines.
  • Various sorting options to arrange projects alphabetically, by start date, or by status.

Frequently Asked Questions

How can excel be used for project management.

Excel has many useful features for project management. These include:

  • Drop-down menus
  • Progress bars

These features create an excellent project management template, depending on your needs. I like to incorporate task list tables with a Gantt chart in my templates to keep track of project components, but there are plenty of options in the template library.

Does Excel have a Project Management Template?

Plenty of free project management Excel templates exist in Excel’s template gallery. Alternatively, you can visit Excel’s template gallery to see the full range. Go to “ Home ” > “ More Templates .”

Wrapping Up

In this guide, I’ve explored five of the best Excel project management templates, including some from Excel’s template gallery and some of our own.

These templates are designed to streamline project planning, execution, and monitoring. Each template offers unique features tailored to specific project management needs. Alternatively, look at our guide for the best Excel business templates . I also have a guide especially for project managers who use Google Sheets. You can find that guide here .

Which template did you find most useful? Are there any from the template library you think we should add to our list? Let us know in the comments section below.

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How to Create a Gantt Chart in Excel

Learn how to create a comprehensive yet organized Gantt chart in Excel that will help track the progress of project tasks, set timeline for completion, and more.

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Table Of Contents

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Key takeaways

  • Spreadsheets in Excel make it easy to enter, organize, and analyze data about projects, such as tasks, durations, goals, and resources.
  • Excel is a good tool for making Gantt charts because it is easy to use, flexible, and works well with other Excel features.
  • An effective and useful Gantt chart should have a clear layout that shows tasks, durations, and dependencies at a glance.

A Gantt chart is a visual tool that displays project assignments, durations, and dependencies in a timeline format. Gantt charts help project managers and teams monitor progress, allocate resources, and manage timelines efficiently. If you want to know how to make a Gantt chart in Excel, you came to the right place.

Project management software programs like Asana, Wrike, and Smartsheet can help you create a Gantt chart . However, one software that stands out is Microsoft Excel. Its grid-based interface allows for easy organization of tasks, durations, dependencies, and milestones.

Excel’s customization options enable you to tailor the chart to your specific needs, such as adding labels, colors, and progress indicators. The good thing is that you don’t need to be an Excel expert to create a Gantt chart. While having some familiarity with Excel can certainly be helpful, creating a basic Excel Gantt chart can be achieved by following these simple steps below.

How to make a Gantt chart in Excel: A step-by-step guide

Here’s a straightforward step-by-step guide on how to create a Gantt chart in Excel . By following these instructions, you’ll be able to visualize your project timeline effectively and track your tasks with ease.

1. Make a table for all of your project information.

Before creating the Excel Gantt chart , you must prepare the data upon which it will be based. In the Excel sheet, input your project details in table format. Since a Gantt chart resembles a timeline, the following information must be included in your table:

  • Task names (or task descriptions)
  • Task duration

To get the value for task duration, simply subtract the start date cell from the end date cell. Here is a sample of how it would appear in Excel. Assuming your start date is in cell B2 and your end date is in cell C2, you can calculate the duration using the following formula in another cell (let’s say cell D2): =C2 – B2

Also read: How to Use an Agile Gantt Chart for Project Management

how to make task sheet in excel

2. Add an Excel bar chart

Excel offers a variety of bar chart types, but a Stacked bar chart should be used to construct a Gantt chart. This will be the substructure of your Gantt chart.

To create an Excel stacked bar chart:

  • Click on a blank cell on the same sheet as your project table. 
  • Select the Insert tab from the Excel menu.
  • Select the 2D Bar group within the Charts group, followed by the Stacked Bar option.
  • A blank box will then appear. 

3. Using the data from your project to create the bar chart.

For the bar chart to appear, it has to reflect data. Right-click on any space in the chart area and click Select Data . A dialogue box will appear, and this is where you can start entering the data.

Begin by adding the start dates.

  • Under the Legend Entries (Series) , click Add .
  • The Edit Series pop-up box will appear.
  • For the Series Name , click on the “Start Date” cell.
  • For the Series Values , you should highlight the full range of the start dates.

The next set of data that you need to add is the duration.

  • In the Select Data dialogue box, click Add .
  • For the Series Name , click the “ Duration ” cell.
  • Similarly, highlight the range of cells under duration for the Series Values . 

At this point, the stacked bar Excel chart will start to resemble a Gantt chart. It will look something like this:

Now that the data for the horizontal axis are all set, it’s time to add the data for the vertical axis.

  • Start by launching the Select Data box (right-click on any space in the chart and click Select Data ).
  • This time, click Edit under Horizontal (Category) Axis labels . You can find this on the right-hand panel.
  • Highlight the range of the tasks or task descriptions (excluding the column header).

Guide continues below. ↓

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4. format the chart.

Now that your stacked bar is up and it reflects the data you need for a Gantt chart, it’s most likely in blue and orange looking like this:

If it does, that’s great! That means you’re only a few steps away from turning it into a proper Gantt chart. It just needs a few tweaks and customization.

  • First, right-click on the blue section of the bar and click on Format Data Series .
  • The formatting options will appear on the right-hand side of the screen.
  • Click the icon that looks like a paint bucket, and then click Fill .
  • Tick the bullet point for No Fill.

At this point, only the orange bars are visible, and it’s starting to look like a Gantt Chart.

What you need to do next is to rearrange the project tasks correctly.

  • Begin by right-clicking on the vertical axis (in this case, the tasks or task descriptions) to launch the Format Axi s pane on the right-hand side.
  • Under the Axis Options , you have to put a check in Categories in reverse order.   
  • Once you do that, the data markers will move from the bottom to the top, making it look like a proper Gantt chart.

Also read: Gantt Charts for Project Management: A Guide

5. Customize your Gantt chart

After following all the steps above, you are now familiar with how to create Gantt chart in Excel . You now have a proper visual of your project tasks and duration. But you can make this chart even better by customizing the colors according to your preference.

Here are some additional customizations you can do:

  • Change the bar charts from 2D to 3D format. You can even add shadows.
  • Modify the color of the bars.
  • Adjust the width (make them wider or thinner).
  • Add chart elements such as a chart title, legend and gridlines.

how to make task sheet in excel

Remember, a good Gantt chart should have a clear structure, show the project timeline, and how resources are used. To ensure its reliability, you should update the data accurately and promptly. You can also use color coding and conditional formatting to show success and make the chart easy to read. By following these steps, you can make a clear Gantt chart for planning and managing projects.

Looking for the latest in Gantt Chart solutions? Check out our Gantt Chart Software Guide .

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Excel template for task management.

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How to create a Task Tracker in Excel

Elements in task management templates, manging task in excel template, download: free excel template for task management.

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Seamlessly manage your projects with our powerful & multi-purpose templates for project management.

Excel Task Management Template helps you to manage list of Tasks. This Excel template for task management is created using simple formulas and function in Excel. It is very easy to use and enter data into the Task Management Sheet.

This is the best Excel template for task management to manage multiple tasks using our Free Excel Template. Download the Excel Template below and open and Enter the list of tasks to manage your project tasks items. You can enter both tasks and sub tasks using this Excel Task Management Tracking Template.

Follow the below steps to create Task Tracker to manage list of tasks in Excel. You can download our free template or follow the steps below to create your own Task Management Template.

Task Management Task List

  • Open Excel and Create Two Worksheet
  • Rename the Sheet1 as “Task Tracker”
  • And rename the Sheet2 as “Summary”
  • Now Insert a Table (List Object) in Task Tracker Sheet
  • Create Task ID, Task Title, Responsible, Start and End Date Fields
  • Now Enter Your list of tasks in the table
  • Create Summaries in the Summary Sheet
  • You can use SUM, COUNT, COUNTIF formulas to prepare this.
  • Alternatively, download our free template and manage your tasks

Here are the important elements and sections in the Excel Task Management Template.

  • Project Details: You can enter the Project Title, Manager Name and Project Background in this section.
  • Summary: Top-Right portion of the template includes Task Summary. You can view all tasks aggregated by status.
  • Task Manger: Add list of tasks and assign to responsible person. Set Start and End Date of the task. You can update Progress and Status of tasks regularly.
  • Gantt Chart: You can visualize all your tasks and timeline on Gantt Chart. It is very useful to understand all list of tasks in one view.

We have provided all important variables required for effectively manage your tasks using our Free Task Management Excel Template. You add Task details as shown below and Plan your Tasks.

Task Management Data Sheet

  • Task Title: Helps you to add the Task name or task description. This is useful to the responsible person to understand the requirement and finish the task and sub tasks related the respective task.
  • Assigned To: Every Task must be assigned to a person. He/she will take the responsibility to complete task and deliver the outputs on time.
  • Start Date: You should have clear understanding of your task and mention the Start date of your task when to start working on it.
  • End Date: Task must be finished on or before End Date of the task. You must complete the task before due date.
  • Progress%: It is important to update your task Progress on daily basis to check the overall progress of your Tasks.
  • Status: You can mark your task as completed, in progress or not yet started.

Here is out Free Excel Task Management Template, you can download the open with Microsoft Excel. Go to Task Management Sheet and add your task to manage in Excel.

Download – Excel Task Management Template

A Powerful & Multi-purpose Templates for project management. Now seamlessly manage your projects, tasks, meetings, presentations, teams, customers, stakeholders and time. This page describes all the amazing new features and options that come with our premium templates.

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Thank you for the Task Management Template, it is very useful and easy to use.

Great Template, I am very impressed and found very useful features!

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Best 10 Task Template Excel That Will Help to Make Excel Sheet

Task Template Excel is a list of templates that demonstrate some of the ways you can use a spreadsheet to track tasks, from simple to-do lists to advanced Gantt charts. 

As they demonstrate, these templates show how icon sets are used to display priorities, conditional formatting is used to display progress bars, stacked bar charts are used for Gantt charts, and check marks are used to cross out tasks as they are completed.

Now, it’s time to explore the several templates of WPS Office. Have a closer look at the list of task template excel!

1.Group Project Task List Template

Using this Excel group task list template, everyone on the team will know what tasks they need to complete and when they need to complete them. You can organize your team's resources and collaborate more efficiently with this simple task list template for group projects.  

2. Project Task List Template

To complete a project, you (or your team) must complete a task list. It contains the specific tasks assigned to a task and when they need to be completed. Try WPS’s this project task list template formula and maintain your tasks!

3. Company Project Task Checklist Template

With WPS's template, teammates can easily connect and achieve common goals by sharing ideas, documents, feedback, and more. To manage your company projects use WPS’s this template that will help you!

4. Simple Business Task List Template

A small business owner has a lot to take care of, so it's not surprising that he or she works long hours on a weekly basis. To manage your team’s working hours use this template.

5. Fresh Blue Task Sheet Template

Every planner loves the satisfaction of crossing something off their to-do list. Create a colorful to-do list and use it to meet your organizational needs if you want something new and fresh sheets. 

6. Yellow Daily Task List Template

Organize your day with this easy-to-use daily task list template. Every important event, special occasion, and holiday gets its own list, and a daily to-do list keeps you organized. Highlight tasks for the day by typing a date in the yellow box.

7. Modern Business Task List Template

Every project is composed of tasks and subtasks, each of which contributes to the project's success. Projects can only be successfully completed if their associated tasks are managed efficiently. To manage your business tasks use this template!

8. Fresh Green Task Checklist Template

If you’re wondering to create a task checklist then open WPS Office and choose a fresh green task checklist template that will help you to create a checklist of fresh tasks.

9. Task to-do List Template

If you’re a worker then you need to manage your daily task list. To keep your personal and professional endeavors on track, use the task to-do list template!

10. Product Inspection Checklist Template

Perform a thorough quality assessment of products before they are sent to the sales floor with this product inspection checklist template.

To sum up, we can say that WPS Office provides hundreds of templates including task template excel. So, download WPS Office and ease your personal and professional life. Share your reviews in the comment section.

  • 1. Top 10 Weekly Task List Template Excel Download
  • 2. 10 Best Excel Task List Templates: Track Your Tasks Like a Pro
  • 3. Top 10 task tracker excel templates
  • 4. 10 best action tracker task tracker templates for excel
  • 5. 10 top employee task list templates in Excel free download
  • 6. 10 Free Editable Checklist Template Excel: Simple Blue, Fresh Green Task, and More

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.

How To Make a Work Schedule in Excel (+ Free Template)

how to make task sheet in excel

Michael Graw

Michael is a prolific author in business and B2B tech, whose articles can be found on Business Insider, Entrepreneur, TechRadar Pro, IT Pro Portal, Tom's Guide, and more, covering everything from international tech regulations to corporate finance and emerging tech brands and markets. A successful copywriter and entrepreneur, Michael has worked with dozens of SaaS and tech companies, and has his finger firmly on the pulse of B2B tech, finance and business.

how to make task sheet in excel

David is Connecteam's Senior Editor. With over a decade of experience as a journalist and content professional, David leads the production of industry-leading content to help professionals take their businesses to the next level. He is passionate about creating engaging, informative, and thought-provoking content that resonates with readers.

Updated on June 26, 2024

Guides Scheduling

Learn how to make a work schedule in Excel in a few easy steps.

Step 1: Create Your Template

Step 2: add your shifts, step 3: customize your schedule’s look, step 4: save your schedule, creating schedules with overlapping shifts in excel, creating schedules in excel vs. scheduling software, create your work schedule today.

Creating a work schedule in Microsoft Excel is a great way to quickly visualize the week ahead or build a custom schedule for your employees. However, it’s important to ensure your Excel schedule is laid out clearly. Otherwise, you and your employees could miss shifts or meetings. 

In this guide, we’ll explain how to make a work schedule in Excel and share a free template you can use to get started.

Key Takeaways

  • To make a work schedule in Excel, download our free Excel template, adjust the dates, and then add your shifts to create an Excel work schedule in minutes. You can customize your schedule with color-coding, cell borders, and more.
  • Excel schedules can work well for small teams, but they lack the flexibility that larger businesses need. Dedicated team scheduling software like Connecteam helps you build advanced schedules, maintain compliance, and reduce no-shows.

We’ll focus on how to create a weekly Excel work schedule where each day is divided into shifts that don’t overlap. While more complex schedules are possible in Excel, these are much more challenging to create using this program.

There are 2 ways to start making a work schedule in Excel: you can use our pre-made template and customize it, or start from scratch and create your own template. We cover both approaches in detail so you can develop the perfect scheduling template to reuse from week to week.

Check out W3School’s introduction to Excel course if you’re completely new to spreadsheet software.

Use our Excel schedule template

The easiest way to create a work schedule in Excel is to download our free weekly schedule template. With our template, you can choose the week and hours you want to schedule, then dive straight into adding your shifts. You don’t have to manually add days and times , making the process much faster.

Open the template

To get started with our template, double-click on the downloaded file to open it. Depending on your version of Excel, it may open the template in Protected View, which doesn’t allow editing. If your template is in Protected View, click the Enable Editing button at the top of the spreadsheet to activate editing. (This button is usually located within a yellow banner.) 

The locations of various buttons and functions will vary depending on which version of Excel you’re using. If you’re having trouble finding something in Excel, refer to the Help section for specific instructions. You can also search for solutions in the Microsoft Support forums.

Choose date and time ranges

Our template lets you select the date range and starting time for your schedule. In cell A2, enter the date of the first day of the week you want to schedule. Our template uses Monday as the first day of the week, so you must enter a Monday date in this cell . (Failing to do this will result in scheduling errors.) In cell B2, enter the time you want your schedule to start. The template will update automatically.

Example schedule in Excel with color-coded employee shifts.

Build your own scheduling spreadsheet

If you prefer to create your own scheduling spreadsheet instead of using our template, you can set up a custom schedule following these steps.

Add week and starting time

The first step to making a schedule in Excel from a blank spreadsheet is to set the date and time ranges for your schedule. Select cell A1 and enter Starting Date . In cell B1, enter Schedule Start Time .

In cell A2, enter the date that your week will begin using the format MM/DD/YYYY . You can decide whether your week should begin on a Sunday, Monday, or a different day. 

In cell B2, enter the time you want your schedule to start at—for example, 8:00 AM . 

Starting date and time for a work schedule in Excel.

Prepare your schedule’s frame

Next, you can add the days of the week and time intervals to your schedule.

Add the days of the week starting in cell B4 and extending horizontally to cell H4. Make sure that you start with the same day of the week that you chose in Step 1 (i.e., if your week starts on Monday, enter Monday in cell B4).

In cell B5, enter =A2 to add the date you inputted into cell A2. Enter =B5+1 in cell C5, then extend the formula to the right to add the date to each day of the week . You can do this by clicking on the square in the bottom-right corner of cell C5 and dragging your mouse over to cell H5.

In cell A6, enter =B2 to add the starting time of your schedule. Then enter =A6+Time(0,30,0) in cell A7 and extend the formula down to the last time you want to include in your schedule. This creates a list of 30-minute time intervals down the left side of your schedule.

You can modify the “30” in this formula to schedule it in 15 or 60-minute increments. Shorter or longer increments are also possible as long as they are entered in minutes (for example, to enter 2 hours, you must enter “120” minutes).

Now you’re ready to add shifts to either our template or your own custom scheduling spreadsheet. 

If you’ve created your own custom scheduling spreadsheet, the best way to do this is to write out an easy-to-read description of your shift in the cell corresponding to its day and start time.

For example, say you want to schedule employees to shifts, and your first shift starts at 8:00 am on Monday. In the corresponding cell, enter a description like “Shift: John Doe” or “Morning shift: Trina, Todd, Jamie.” You can add more detailed information to shift descriptions, such as the location or information employees need to know.

Then select all the cells from the shift’s start time to its end time. In the ribbon above your spreadsheet, click Merge , then select Merge and Center to create one large cell that spans the shift’s entire duration . Click the Align icon (it looks like a stack of horizontal lines), then select Middle Align to move the text to the center of the cell.

Repeat this process for all shifts you want to add to your schedule.

If you need to unmerge cells, select the cell and click Merge , then Unmerge. 

To use our template, you can use the shifts we’ve created or create your own. To create your own shifts, you’ll need to unmerge the cells so that you can follow the steps above for adding your own custom shifts.

At this point, you have a functional schedule. However, a few customizations can make your schedule more visually appealing and ensure that you and your employees don’t miss shifts.

Highlighting your frame

A great place to start customizing your schedule is to highlight the days of the weeks and schedule times. Select the cells you want to highlight, then click on the paint bucket icon and choose a fill color. It’s a good idea to use the same color for the days of the week and times of day to create an easy-to-see frame for your schedule.

You can also increase the font size of the days of the week and times, use bold text, or even change the text color to ensure this key information stands out.

Color-coding shifts

It’s also a good idea to color-code shifts on your schedule according to the employee they’re assigned to or the shift type. That way, it’s easy for your employees to see when they must be at work.

You can color-code shifts manually using the fill color tool. Alternatively, you can use Excel’s conditional formatting rules to automatically color-code your shifts.

As an example, say you’re creating a shift schedule where you’ve assigned each shift to one employee—and want to assign a different color to each employee. Select all the shift cells in your schedule, then click Conditional Formatting. Select Highlight Cell Rules, then Text that Contains.

In the formatting box that appears, enter the name of one of your employees and assign them a color. To do this, click Format with , then Custom format . Then select Fill and select a color from the dropdown menu. When you’re finished, click Done. (The exact steps may vary depending on your version of Excel, so use additional support if necessary.) 

Excel will automatically highlight all cells that contain that employee’s name the color you chose. You can repeat this process for all of your employees, assigning each one a unique color. 

Please note that the above method won’t work if you’re assigning multiple employees to each shift. In that case, you might want to come up with a different color coding approach—for example, you might use a specific color for the morning shifts and another color for the afternoon shifts. 

To use conditional formatting to color code these shifts, include the name of each shift (e.g., “morning shift”) within the shift. Then, enter this name in the formatting box that appears when you follow the above conditional formatting instructions. 

Example of a weekly schedule in Excel with color-coded morning and afternoon shifts. 

Don’t go overboard when color-coding shifts. Trying to use unique colors for different combinations of employee, shift type, and shift location can be confusing and cause employees to miss shifts. 

Cell borders

Adding borders to your cells can also increase the visual clarity of your Excel schedule. Select all the shift cells of your schedule and click the Borders icon (it looks like a window pane), then All Borders . You can then further customize the look of your borders using the Border Color and Border Style options within the Borders menu.

Excel has its own programming language called Visual Basic . You can use this to customize your schedule further and add automations, like sending shift reminders to employees by email.

When your schedule is finished, remember to save it as an Excel file (.XLSX) or CSV and share it with your employees.

When creating schedules for future weeks, you can open your current schedule and use it as a template. However, you should never overwrite schedules —keeping them is important for compliance with labor regulations, and they could be important if you face a labor dispute.

Save each new weekly schedule with a unique filename that includes your business name, what the schedule is for (e.g., a department or location), and the time period covered by the schedule. A good example is “My Restaurant – Kitchen – June 1-7.” You can keep all your saved schedules in the same folder on your computer so they’re easy to find.

Make sure employees have a way to view your schedule on their mobile device. It may be helpful to share your schedule in multiple formats, including as a PDF or JPG.

It’s easy to use your personalized Excel schedule as a template for future weeks. Just highlight all the shift cells and click Merge , then Unmerge Cells . Now you can add new shifts to your schedule and stretch them to the appropriate duration.

–> View the finished schedule template and make your own copy <–

Creating schedules with overlapping shifts is possible in Excel, but it’s complicated and time consuming since it takes so much manual work. 

Here’s one way to do it. 

Instead of a weekly schedule, create a daily schedule by setting up time intervals representing the hours your business operates in the top row of your spreadsheet (e.g., 5:00 am, 6:00 am, etc.). (You can use a variation of the Time formula from Step 1 up above to do this quickly.)  

Then, list your workers’ names in the leftmost column of your spreadsheet. Merge cells horizontally across the schedule to represent the duration of each employee’s shift, and use different colors to distinguish between various tasks and shifts for easy visualization. 

Here’s what this can look like: 

Example daily work schedule for a cafe showing overlapping shifts for employees with color-coded tasks.

You’ll need to create a separate schedule for each day your business is open, so your employees will have to check each day’s schedule individually. This can make it difficult to keep track of shifts across the week and can lead to employees missing work.

Making a schedule in Excel can be a good solution for businesses with only a few employees to schedule or uncomplicated shift patterns. However, building schedules in Excel can quickly get complicated as your business grows. You must make sure everyone is scheduled to the right shift and keep track of employees’ time off—all while ensuring employees have the necessary qualifications for certain shifts.

That’s where dedicated scheduling software like Connecteam can come in handy. Connecteam makes it easy to build custom schedules of any complexity in minutes.

Let’s take a closer look at just how creating a schedule in Excel vs. using scheduling software like Connecteam stack up. 

Building your work schedule

When building schedules in Excel, you must assign employees to shifts manually one at a time. It’s a time-consuming process that’s also prone to errors —you could accidentally assign team members to conflicting shifts or give a single employee many more hours than their colleagues.

It’s also difficult to build more complex work schedules in Excel. It can be very complicated to create a schedule with multiple employees working—particularly if they have overlapping shifts.

An illustration showing Connecteam’s scheduling interface

Schedule software is designed to make it easy to create complex schedules. For example, with Connecteam, you can assign multiple employees to a single shift or create overlapping shifts. Connecteam also automates schedule creation with a 1-click scheduling feature that automatically assigns employees to shifts based on their availability, work hour preferences, and qualifications. 

Finally, Connecteam ensures shifts are distributed equally and works to minimize the amount your business has to spend on overtime. It’s a great way to save time and reduce scheduling errors.

Check out our complete guide to schedule employees .

Validating shifts

Dedicated scheduling software typically has automatic shift validation to ensure that your schedule is correct. For example, in Connecteam, you’ll get a notification if you assign an employee overtime or try to assign them to a shift that requires qualifications they don’t have. Connecteam can also flag potential compliance issues, such as forgetting to give an employee required break periods.

This kind of automatic validation isn’t possible in Excel unless you know how to code in Visual Basic.

Communicating with employees

Another limitation to Excel is that if employees have questions about their schedule or can’t take a shift, communicating about this is difficult. You can leave comments on shared Excel spreadsheets, but employees and managers may not see this in time to proactively solve problems.

picture of connecteam's schedule on a cell phone

Not all scheduling software offers a way to communicate with employees, but Connecteam does. It automatically sends employees a notification when they’re assigned to a shift. Connecteam also includes integrated team instant messaging so that managers and employees can easily communicate about shifts. Group messages offer an easy way to find potential replacements for a shift or check in with employees ahead of a busy week. 

Enabling shift swaps

Enabling employees to swap shifts is a great way to ensure all of your business’s tasks are covered while giving employees more flexibility to shape their schedules. Unfortunately, shift swapping isn’t possible in Excel —employees must agree to a swap and then contact their manager to make a change to the schedule.

With scheduling software like Connecteam, employees can organize a shift swap in the app and send the proposed change to their manager for approval. It’s very easy, and Connecteam’s shift validation rules ensure swaps don’t result in unnecessary overtime or compliance issues. 

Adding information to shifts

Connecteam and other schedule platforms enable you to attach documents, forms, checklists, photos, and more to a shift . That ensures employees have the information they need to work effectively when they show up for a shift.

As employees complete tasks during a shift, your schedule will update in real time to show their progress. So, you get a live overview of how employees’ work is going.

In contrast, the only way to attach extra information to a shift in Excel is to use comments . This is very limited, as you can only include text or links. It’s also easy for employees to miss comments on cells that may contain important information.

Reducing no-shows

Once you create a work schedule in Excel, you can share it with employees—but that’s it. If you want to remind employees about an upcoming shift, you must do so manually. In addition, complex Excel schedules can be visually overloaded and confusing for employees to interpret, potentially leading to missed shifts.

Connecteam, on the other hand, can automatically send push notifications to an employee’s phone to remind them of an upcoming shift . This is a highly effective way to prevent disruptive no-shows.

Creating a work schedule in Excel is easy with our ready-to-use template. Just download our scheduling spreadsheet, add shifts, and assign employees to work. You can also improve your schedule with color-coding to make it easier for employees to see what shifts they’re assigned to.

While Excel can work well for scheduling small teams to simple shift patterns, it has very limited functionality compared to dedicated scheduling software like Connecteam. Connecteam helps you automatically schedule employees to work, maintain compliance, eliminate no-shows, and more.

Get started for free with Connecteam to see how it can help you create custom employee schedules in minutes.

Should I use Excel to make a work schedule?

Small businesses may be able to use Excel to make simple work schedules, but it’s not a good solution for larger businesses. Excel doesn’t offer ways to remind employees about upcoming shifts or ensure that employees have the qualifications required for a shift. It also can’t alert you to scheduling conflicts or uneven shift distributions.

How do I create work shifts in Excel?

You can create work shifts in an Excel spreadsheet by first assigning a time to each row of a blank workbook (e.g., 9:00 am, 9:15 am, 9:30 am, and so on). Then select all cells from the start of the shift you want to its end—and click Merge and Center to combine them into a single cell that represents your shift.

Is free scheduling software better than Excel?

Free employee scheduling software like Connecteam can be much more effective for creating work schedules than Excel. Connecteam can automatically assign employees to shifts in a single click and will remind them about upcoming shifts. Connecteam also makes it easy to reduce overtime and add shift information (like checklists) that employees need to hit the ground running.

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How-To Geek

Don’t spend hours batch-creating new folders—use excel to do it in minutes.

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Key Takeaways

  • Use Excel's FlashFill to create hundreds of MD folder names quickly and easily.
  • Copy the folder list from Excel to Notepad and save it as a ".bat" file.
  • Manage the folders by using Windows 11 File Explorer tabs.

Batch-creating new folders in File Explorer can be time-consuming and tedious. However, using Excel's FlashFill, you can generate hundreds of folders in just a few quick steps.

Open a new Excel workbook and either type or copy and paste the list that you want to convert into folder names in column A under an appropriate column header (in our case, we're using singers' names).

In column B, type Folder name as the column header, and type the first folder name using the following format:

MD Tom_Jones

where Tom_Jones is the folder name, and MD prompts the creation of a directory. If you have more than one word in the names, make sure you include the underscore (_)—otherwise, separate folders will be created for both Tom and Jones.

An Excel sheet containing a list of names in column A and the corresponding MD format in the first cell in column B.

Select the cell you've just typed in, and press Ctrl+E. This will FlashFill the rest of Column B with the folder names in the MD format.

An Excel sheet containing a list of names in column A and the corresponding MD format in column B.

Select all the data in column B (excluding the column header), and press Ctrl+C to add it to your clipboard. Then, open Notepad (type Notepad into the search box on the taskbar), and press Ctrl+V to paste the list.

As Notepad automatically saves your work, you might find that there is already text present from when you last used the program. If this is the case, click File > New Window, and this will create a blank Notepad canvas for you to work on.

A list of names in Notepad, pasted from Excel, written using the MD format.

Press Ctrl+Shift+S to bring up the Save As dialog box, and select where you want the folders to be generated. In the File Name field, give your file an appropriate name and add .bat to the end (for example, Singers.bat ). Then, click Save.

The Save As dialog box in Notepad, with the location, file name, and Save button highlighted.

Locate and double-click the ".bat" file you just saved to prompt it to run. Then, after a few seconds, you see the individual folders appear in the same location.

Singers' individual folders in the Windows Explorer Desktop folder.

You can now close Excel and delete the ".bat" file.

That's it! Who knew that such a long-winded and laborious task could be made so simple and quick? To make managing these folders a little easier, consider using the Windows 11 File Explorer tabs .

  • Microsoft Excel

ExcelDemy

How to Make Daily Activity Report in Excel (5 Easy Examples)

Md. Meraz al Nahian

Here’s an example of a daily activity report for a company. We’ll create templates similar to the one shown in the image, which you can modify later.

how to make daily activity report in excel

How to Make a Daily Activity Report in Excel (5 Easy Examples)

Example 1 – making a daily activity report in excel to understand the work progress.

We have the Serial number for the tasks, Work Title, and the Status of the task. We also have an overview of the percentage of work done in this report.

  • Use the following formula in cell B6 .

how to make task sheet in excel

This formula puts a serial number for each work project automatically.

  • Use the Fill Handle to AutoFill the lower cells.

how to make daily activity report in excel

  • Put an entry in the first cell of the Work Title. You will get 1 in cell B6 .

how to make task sheet in excel

  • Enter all the other work entries in the D column and you will see all the Work Titles are marked with a serial .

how to make daily activity report in excel

  • Select the cell G6 and go to Data , then select  Data Validation

how to make task sheet in excel

  • In the Data Validation dialog box , select List in the Allow: section and insert Done, Ongoing in the Source: box .

how to make daily activity report in excel

  • You will see a drop-down icon in cell G6 . Use the Fill Handle to AutoFill the column. This will create a drop-down list in each cell of column G .

how to make task sheet in excel

  • You can see the options Done and Ongoing if you click on the drop-down icon .

how to make daily activity report in excel

  • Choose the entries as you wish.

how to make task sheet in excel

  • To see the percentage of work done , use the following formula in a cell outside the main dataset, such as G1.

how to make daily activity report in excel

The COUNTIF Function will count the number of times “ Done ” is present in the Work Status column. The COUNTA Function will count the number of cells through the range G6:G13 . After dividing, we will get the fractional value of the ratio between work done and total work .

  • Hit Enter and you will see the percentage of work done in that cell.
  • To see the value as a percentage , go to the Number ribbon and select Percentage .

how to make task sheet in excel

  • Select Insert and choose 2D Bar Chart .

how to make daily activity report in excel

  • A Chart will appear.

how to make task sheet in excel

  • Right-click on the blue bar and click on Select Data.

how to make daily activity report in excel

  • Click on Add in the Legend Entries

how to make task sheet in excel

  • In the Edit Series dialog box , set Series values as 1 and click OK .

how to make daily activity report in excel

  • Move up Series2 by clicking on the up arrow icon next to Remove.

how to make task sheet in excel

  • Uncheck all the Chart Elements .

how to make task sheet in excel

  • Right-click on the bar and select Format Data Series…

how to make daily activity report in excel

  • Set Series Overlap and Gap Width to 100% and 0%,  respectively.

how to make task sheet in excel

  • Resize the bar and drag it where you want it.
  • Right-click on the blue part of the bar and select Fill, then choose a color you want.

how to make daily activity report in excel

  • Set a color for the left part of the bar . The green part of the bar represents the fraction of work done .

how to make task sheet in excel

  • Go to Insert and choose  Text Box.

how to make daily activity report in excel

  • Put the Text Box over the bar in the chart and select it. Insert the following formula in the formula bar.

how to make task sheet in excel

This formula will provide the value of the percentage of work done in the Text Box . We stored the result   in cell G1 , so we’ll put its reference in the Text Box .

  • Hit Enter and you will see the percentage in the Text Box .

how to make daily activity report in excel

  • Right-click on the Text Box and select Fill, then choose No Fill .

how to make task sheet in excel

  • Format and set the orientation of the bar according to your preference.

how to make daily activity report in excel

  • If you change any of the work statuses , you will see the percentage change in the bar .

how to make task sheet in excel

There are 5 tasks done out of a total of 8 , which means 62.5% of the work is done. See it in the following figure. As we take the rounded percentage , you will see 63% in the bar as a result.

how to make daily activity report in excel

Example 2 – Using an Excel Table to Make a Daily Activity Report in Excel 

We’ll make the template from Example 1 as a table . Let’s go through the process below.

  • Select the range B5:H13 .
  • Go to Insert and choose Table.

how to make task sheet in excel

  • A dialog box will show up. Check My table has headers and click OK .

how to make daily activity report in excel

  • You will see the template converted to a table .

how to make task sheet in excel

  • Insert a new entry , it will automatically create the serial number and a drop-down list for work status .

how to make daily activity report in excel

  • Choose Ongoing in the drop-down list and see the percentage change in the bar .

how to make task sheet in excel

Read More: How to Make Daily Production Report in Excel

Example 3 – Making a Daily Activity Report in Excel for Sales Management

We’ll create a table for the daily report on sales and quantity sold by an organization

  • The company sells electronic devices. We entered some electronic devices, their prices, and sold quantity .

how to make daily activity report in excel

  • Insert the following formula to calculate the sales amounts of individual products in column F.

how to make task sheet in excel

  • To find out the total sales and total items sold , make some modifications and use the following formula in cell E2 .

how to make daily activity report in excel

  • Press the Enter button and you will see daily total sales .

how to make task sheet in excel

  • Use the following formula in cell F2 and press Enter . You will see the total quantity sold in F2 .

how to make daily activity report in excel

Read More: How to Make Sales Report in Excel

Example 4 – Making a Daily Activity Report for Hospital Entries

  • Create a table like the following picture and add columns if you need to put other information.

how to make task sheet in excel

  • If you want to see the total patients admitted, use the following formula.

how to make daily activity report in excel

  • Hit Enter and you will see the number of the total patients .

how to make task sheet in excel

  • If you put a new entry , you will see the number of total patients automatically changes.

how to make daily activity report in excel

Example 5 – Daily Activity Report for a School

  • Make an Excel chart like the following image.

how to make task sheet in excel

  • Make drop-down lists in both the Attendance and Remarks.
  • To create a drop-down list with Data Validation , follow the process in Example 1 .
  • We chose Present and Absent options for the Attendance column.

how to make daily activity report in excel

  • We also selected Good , Satisfactory, and Bad for the Remarks column.

how to make task sheet in excel

  • Use the drop-down list to fill the cells according to the student activities.
  • To see the percentage of present students, use the following formula.

how to make daily activity report in excel

  • Press the Enter button and you will see the attendance percentage.

how to make task sheet in excel

Practice Section

Use the download file with sample datasets to practice with the templates.

how to make daily activity report in excel

Download the Practice Workbook

Related Articles

  • How to Create an Expense Report in Excel
  • How to Create an Income and Expense Report in Excel
  • How to Make Production Report in Excel
  • How to Make Monthly Report in Excel
  • How to Make a Monthly Expense Report in Excel

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Meraz Al Nahian

Md. Meraz Al Nahian has worked with the ExcelDemy project for over 1.5 years. He wrote 140+ articles for ExcelDemy. He also solved a lot of user problems and worked on dashboards. He is interested in data analysis, advanced Excel, statistics, and dashboards. He also likes to explore various Excel and VBA applications. He completed his graduation in Electrical & Electronic Engineering from Bangladesh University of Engineering & Technology (BUET). He enjoys exploring Excel-related features to gain efficiency... Read Full Bio

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how to make task sheet in excel

Publish task lists to define and track work in your organization

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As an operations manager or similar business leader, you can centrally create a list of tasks for many teams in your org and monitor for completion of work. This feature is designed to make task management easier for organizations with frontline workers distributed across many different geographic locations.

This capability is available to you in the Planner app in Microsoft Teams if your organization  enabled task publishing for you and your team.  

In this article

Before you get started

Create a publishable task list

Make changes to a list that hasn't been published yet

Publish a task list

Make changes to a published task list

View reporting for published tasks

With task publishing, your organization can centrally define tasks and distribute them to the teams who must perform the work. If enabled for you by your organization , you’ll find this functionality in the Planner app in Microsoft Teams.

In the task publishing experience, you start with a task list, which you can add tasks to. You have control over the details for each task in a list so you can add notes, set the priority, attach documents and photos, or apply requirements for completion. When you add at least one task to a task list, you can publish that list to the teams (locations) that you choose. After publishing a list, you’ll see a reporting view that reflects completion status of the work across locations, and:  

Frontline workers can see all tasks assigned to them in the Planner app in Teams on mobile, desktop, and web.

Frontline managers can use Planner to track task progress and completion for their locations.

Organization leaders can use Planner to see task progress across all locations.

Frontline workers and managers won’t be able to delete the tasks published to their team. The title, notes field, and checklist item fields are also protected for published tasks, so frontline employees can't change the details of the work.

Screenshot showing the Publishing page in the Planner app.

Important:  You'll only see the Publishing page if your organization enabled task publishing by uploading a hierarchy and you're a member of a team in that hierarchy. If publishing is available for you, the Publishing page allows you to broadly publish to teams you're not a member of. The My Tasks & Plans page shows your individual tasks for yourself and the tasks you're working on directly with teammates (in your teams and channels). Plans in My Tasks & Plans can't be published.

Before you get started 

Learn about the types of lists you can create and publish .

There are two types of task lists in task publishing. You can create lists with tasks for each team  (known as standard task lists) and lists with tasks  for each team member . Here’s more information about each type of list and when to use them.

List

When to use

Behavior when published

Example



For tasks that need to completed once per team.

You can make these lists recurring.

For each team selected, a copy of the task is created in a plan for that team.

As soon as one frontline manager or worker completes the task, it’s considered completed for the whole team.

Reza, the operations manager at a manufacturing org, creates a task list for implementing a new production line. Reza publishes that list to the set of plant locations meant to pilot the new line.

Each selected location receives one copy of the task. When any manager or worker there marks the task complete, it reflects as completed for the entire location.



For tasks that everyone on the team must complete.

For each team selected, copies of the task are created. For every member of the team, a copy of each task is created in a personal plan for that team member, and the task is assigned to that individual.

All team members must complete the task for their location to reflect 100% completion of that task.

Camille, the operations manager in a retail org, has a new workplace health policy that all employees must acknowledge. Camille publishes a task list with a task for reviewing and signing off on the new policy.

Every employee at each selected location sees a task created for and assigned to them. Each employee must complete their own task. When a user marks their task complete, it won’t affect the tasks assigned to their teammates.

Get familiar with the Publishing page

Screenshot showing the Drafts, Scheduled, Published, and Unpublished sections of the Publishing page of the Planner app.

Section

List state and behaviors

Can tasks in the list be edited?

Are tasks visible to members of the recipient team?

Drafts

Not yet published or scheduled for publication.

Yes

No

Scheduled

Scheduled to publish at a specified day and time.

Yes

No

Published

The list is published, or publishing is in progress.

Yes

Yes

Unpublished

The list is unpublished, or unpublishing is in progress.

No

No

Note:   Some users will also see a Received section where they see lists published to their team by teams higher up in the hierarchy. Most publishing users won’t see this section.

Create a new task list

Screenshot showing options for creating a new publishable task list.

For each team .   Use for tasks that need to be completed once per team, also referred to as a standard task list.

For each team member . Use for tasks that everyone on the team must complete, such as training or policy acknowledgement tasks.

Important:  After you create a list with tasks for each team , you can’t change it to a list for each team member and vice versa. You’ll need to create a new list.

Name your list.

If you belong to more than one team that can publish, select the team to publish from. The teams that receive the task list publication will be able to see which team the task list was published from.

Select  Create . The new list appears under  Drafts .

Under  Task title , give the first task a title, and select Enter .

Select the task title to open the task and add or edit any of the following.   

Bucket. Use to categorize tasks. For example,  Warehouse  or  Sales Desk  buckets could be used to identify the work group who will perform the task.

Priority. Options are Urgent, Important, Medium, and Low.

Start date or due date

A checklist of up to 20 items. You control the items, order, and whether the  checklist is required for task completion . Task recipients control marking each item complete. 

An attachment 

Requirements for task completion. Task recipients must complete the requirements before they can mark the task complete. To learn more, see Set requirements for task completion in a task list . 

Required form : Link up to two forms that task recipients must fill out. You can create a new form or use an existing form.

Required approval : Add an approval requirement for task recipients to request and receive approval from a manager. This is only available for tasks lists created using the For each team option (also known as standard task lists). 

To add another task, enter a task name in the  New task  field.

Tip:  After you create tasks, you can bulk edit the priority, due date, or bucket for all the selected tasks. 

 If you created your list using the For each team option (also known as a standard task list), you can make it recurring so that it automatically publishes on a repeating schedule. To do so, select Does not repeat , choose the recurrence settings for the list, and then select Save . To learn more about working with recurring task lists, see Use recurring task lists . 

Duplicate a task list

You can create a copy of any task list using the Duplicate action. This action creates a new list with a copy of the tasks in the original list. You can choose the name of the new list and which team it should be created for. Then, you can edit the tasks in the new list to prepare it for publishing.

More options button

Name the list and select the Publish from team. If you belong to more than one team in your organization’s hierarchy, you'll see multiple choices. The teams that receive the task list publication will be able to see which team the task list was published from.

Select Duplicate . After the list is duplicated, it appears under Drafts . You can interact with the list just like other draft lists.  

Make changes to a task list that hasn't been published yet 

Edit tasks in a draft or scheduled list.

Under  Drafts or Scheduled , select the task list you want to edit. 

To change a task, select its title to open the task, and then do one of the following:

To change any of the task's fields, select the field and edit as needed. You can also add or remove attachments and requirements.  

Rename a list

You can rename a draft list before you publish it. 

Enter the new name in the Title box, and then select Save .

Delete a task list from Drafts or Unpublished

Important:  You can't delete a list in the Published state or a recurring list series in the Scheduled state. You must first unpublish the list or cancel the list series and then unpublish it, which deletes all tasks in the list or lists from all recipient teams. After unpublishing the list or list series, it appears under  Unpublished.

You can delete any task list under Drafts  or  Unpublished .

Under Drafts or Unpublished , go to the task list you want to delete.

Publish a task list 

Publish a task list .

When your task list is ready to go, publish it to the teams whose members will do the work. 

Note:  After you publish a list, you can  make changes to the tasks but you can't make changes to the teams selected to receive those tasks.

Under  Drafts , select a task list, and then in the upper-right corner, select  Publish  or Publish series (if it's a recurring task list ). 

Choose how to select the recipient teams. You can select the teams from a hierarchy or upload a custom list of teams. Learn more about these options . The following steps show selection from a hierarchy.

Dialog for choosing who receives the published task list

To select all the teams within a branch of the hierarchy, select the check box next to it. For example, selecting "North America" selects all the locations in that region. 

To publish to only locations with certain attributes, select a filter. For example, to select all locations with a large layout, select the "Large" filter. In the example image, the task list will be published to all large stores in North America.

Choose whether to notify recipient teams.

Select  Next , and then review your publication plan. To make changes, select  Back .  

Select the  Ready, everything looks good here check box, and then choose  Publish . 

As soon as the publishing process begins, the task list moves from Drafts to Published to indicate that tasks are being sent and becoming visible to recipients. 

Task publishing can take a little while if there are a large number of tasks in your task list or if you select a large number of recipient teams. It’s okay to leave the publishing screen and come back later— the tasks will continue publishing in the background. 

When publishing is done, you'll see a message at the top of the  Publishing page indicating your tasks were successfully delivered.

Important:  If alert icons appear, select  View details  to help resolve the issues.

Edit tasks in a published list

You can edit tasks in a published list by putting the list into edit mode. When the list is in edit mode, you can update tasks in the list, delete tasks from the list, or add new tasks to the list. Changes aren't published to recipient teams until you select the  Publish changes  and confirm the summary. 

When you publish changes to a task in a published list, the values in the task fields in the updated task will overwrite the values of those task fields in each recipient team, with the exception that the status of the task isn’t reset. For this reason, we recommend editing a task in a published list when you want to clarify what needs to be done. If there's a correction that requires the task to be completed again even if it was completed per the previous task details, we recommend deleting the original task and creating a new one.

Under  Published , select the list you want to edit, and then choose Edit list .

When you're ready to publish the changes, select Publish changes in the upper-right corner to publish the changes to all the original recipient teams.   Alternatively, you can choose to cancel the edits you made, and the list will revert back to its previously published state.

Unpublish a list 

Caution:  Unpublishing a task list removes all tasks in the list from all teams that received them. They will lose all comments and any attachments they added.

If you need to unpublish a task list, it's best to do so as soon as possible to reduce the assignment and completion of tasks that are wiped out. An unpublished list moves to the Unpublished  section and can be duplicated but can't itself be republished.   

Confirm you want to unpublish the list, and then choose Unpublis h.

After the list appears under  Unpublished , you can delete it or duplicate it, edit the copy, and publish the edited copy.

 View reporting for published tasks

Track assignment and completion of published tasks.

After you publish a task list, you'll likely want to track teams' progress in assigning and/or completing the tasks you sent them. Select a list in the Published section. From here, you can view details for the published tasks in a few different ways. 

Note:  Users in your organization can view reporting for any team they're a part of. For example, a user who is part of the Store 100 team can view reporting for that location. A user who is part of Region 1 can see reporting for all locations reporting up to Region 1 in the hierarchy.

Screenshot of the Task report view for a published task list.

In either view, you can select any branch of the hierarchy to expand it or select any team to see the status for that specific team. To return to a high-level view after looking at the details, select the task list name that appears above the team name.

Note:  Everyone to complete lists (lists created using the For each team member option) show the reports in a slightly different presentation. These tasks are automatically assigned at creation time, so the report focuses on completion status. 

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