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)


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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task tracker in excel

How to Create a Task Tracker in Excel: Free Template

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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 .

task tracker in excel

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

task tracker 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 .

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.

task tracker 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.”

task tracker in excel

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

task tracker 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.

task tracker 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.

task tracker 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.

task tracker in excel

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

task tracker 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.

task tracker 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 .

task tracker in excel

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

task tracker 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.

task tracker 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.

task tracker 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.

task tracker in excel

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

task tracker 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.

task tracker 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.

task tracker in excel

Excel Dashboards

Excel Tutorial: How To Track Tasks In Excel


Task tracking is an essential aspect of project management, and Excel provides a simple and effective way to keep track of tasks, deadlines, and progress. Whether you are a small business owner, a project manager, or a freelancer, having a clear overview of your tasks can significantly improve productivity and organization. In this tutorial, we will explore how to track tasks in Excel and leverage its powerful features to stay on top of your to-do list.

The objective of this tutorial is to provide a step-by-step guide on using Excel for task tracking, from setting up a simple task list to utilizing advanced features such as conditional formatting and pivot tables to analyze and manage tasks effectively.

Key Takeaways

  • Task tracking in Excel is essential for improving productivity and organization in project management.
  • Setting up the Excel sheet with proper headers and formatting is crucial for effective task tracking.
  • Utilizing formulas, functions, filters, and sorting can streamline task management and analysis.
  • Incorporating visual elements such as charts and progress bars can provide a quick overview of task progress.
  • Implementing task tracking in Excel can lead to improved productivity and efficient task management.

Setting up your Excel sheet for task tracking

When it comes to tracking tasks in Excel, setting up your spreadsheet properly is key to effectively managing your workload. Here are the steps to create the ideal setup for task tracking in Excel:

A. Create headers for different task attributes

  • Task Name: This header is where you will input the name or title of each task.
  • Due Date: This header will allow you to specify the deadline for each task.
  • Status: Use this header to track the progress of each task, whether it's "Not Started," "In Progress," or "Completed."
  • Assignee: If tasks are assigned to specific individuals, include a header for the person responsible for each task.
  • Priority: You can use this header to designate the priority level of each task, such as "Low," "Medium," or "High."

B. Format the cells for easy data entry and visibility

After creating the necessary headers, formatting the cells in your Excel sheet can greatly enhance the usability of your task tracking system. Here are a few formatting tips to consider:

  • Use data validation to create drop-down menus for the "Status" and "Priority" columns, ensuring consistent input and easy selection of options.
  • Apply conditional formatting to highlight approaching or past due dates, making it easy to identify urgent tasks.
  • Use color coding to visually differentiate tasks based on their status or priority, increasing visibility and helping you quickly identify tasks that require attention.
  • Freeze the header row so that it remains visible as you scroll down the sheet, providing easy access to the task attributes at all times.

Inputting tasks and relevant information

When it comes to tracking tasks in Excel, it is crucial to input all the necessary information in a clear and organized manner. This not only helps in keeping track of the tasks but also provides a comprehensive view of the overall progress. Here are some key points to consider when inputting tasks and relevant information in Excel:

  • Designate specific columns for listing the tasks to ensure clarity and consistency.
  • Use one row for each task to avoid clutter and confusion.
  • Insert the deadline or due date for each task to stay on top of time-sensitive activities.
  • Assign priority levels to tasks to distinguish between urgent and non-urgent items.
  • Apply color-coding to visually differentiate between different types of tasks or priority levels.
  • Use conditional formatting to automatically highlight overdue tasks or upcoming deadlines.

Using Formulas and Functions for Task Management

Excel is a powerful tool for task management, and by using formulas and functions, you can easily track and prioritize your tasks. Here are some ways to utilize these features for effective task management:

Counting Completed Tasks:

Summarizing task status:, calculating task priority:, conditional formatting for visual prioritization:, utilizing filters and sorting for effective task management.

Excel provides powerful tools for tracking and managing tasks, including the ability to use filters and sorting to organize and prioritize your tasks effectively. By mastering these features, you can streamline your task management process and stay on top of your workload.

Filter by status:

Filter by priority:, filter by assigned team member:, sort by due dates:, sort by priority:, sort by task type:, adding visual elements for better task tracking.

When it comes to tracking tasks in Excel, incorporating visual elements can greatly enhance the way you monitor progress and assess the status of your tasks. Visual representations can offer a quick and easy way to understand the overall picture, and make it easier to identify areas that may need attention. Here are a few ways you can utilize visual elements for better task tracking:

A. Utilize charts or graphs to visualize task completion rates

Charts and graphs can provide a clear visual representation of task completion rates over time. You can create a bar chart to show the number of tasks completed each day, or a line graph to track progress over a longer period. This type of visual representation can help you identify trends and patterns, and quickly assess how well tasks are being completed.

B. Incorporate progress bars or status icons for quick task assessment

Progress bars or status icons can offer a quick and easy way to assess the status of individual tasks. You can use conditional formatting to add progress bars to cells, showing the completion status of each task. Alternatively, you can use symbols or icons to indicate the status of a task – such as a checkmark for completed tasks, a warning sign for overdue tasks, or a clock for tasks in progress. This visual representation can help you easily identify which tasks need attention or are falling behind.

In conclusion, this tutorial has covered the key steps to effectively track tasks in Excel. We discussed the importance of setting up a task tracking system, creating a task list, utilizing the spreadsheet's features, and customizing views for better organization.

Now it's time to put this knowledge into action. By implementing task tracking in Excel , you can boost your productivity, stay on top of deadlines, and have a clear overview of your workload. So, why wait? Start utilizing Excel for task tracking today and experience the benefits of improved organization and efficiency in your work.

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Project Task Tracker Excel Template

Get your Task Tracking Template for Excel or open it in ProjectManager, the best way to manage your projects online.

task tracker in excel

Download our free Project Task Tracker Excel Template to help start a to-do list, a task list, or to start managing a project. It includes planned and actual columns to help measure project progress as you go. Task tracking has never been simpler than when using this free Microsoft Excel template.

But, if you want to take your task tracking to the next level, then open the task tracking template in ProjectManager. You’ll be able to track your tasks on not just a spreadsheet, but with five different project views: kanban board, Gantt chart, task list, calendar and sheet. Plus, you’ll be able to collaborate on those tasks with your team in real time, and track progress in the software with live dashboards and instant status reports. Get started for free with ProjectManager and start tracking your tasks better.

task tracking template on a kanban board

Why You Need a Task Tracker Template

If you don’t have a task list, then you can’t say if your project is on schedule or not. All the project planning in the world is useless if you haven’t set up a checklist or task management system to track those tasks and know if the work is being completed or if team members are falling behind.

There are hundreds of task management templates available online and most of them achieve the same purpose, despite having different names.

ProjectManager's free task tracking template

Our free task tracking template can be used as any of the task management formats below.

  • Project Task List Template
  • Task Tracker Template
  • Task Checklist Template
  • Project Tracking Template
  • Task Analysis Template

Task management is the process by which you can follow a task through the project life cycle. That includes planning, scheduling, executing and tracking said activity. A project task needs tracking from all sides, which includes its status, priority, time, resources, recurrence, notifications, etc.

Task tracking templates are not the only tool to do this. To take task tracking and task management to a whole new level, you can also use project tracking software equipped with task management features such as Gantt charts, kanban boards and real-time collaboration tools.

ProjectManager’s dashboard view, which shows six key metrics on a project

How to Use a Task Tracker Excel Template

But back to using this project task list template. It’s fairly self-explanatory, but a brief walk-through of the process is never a bad idea. Let’s look at all the columns that make up our project tracking template.

  • Task name / Description: Assign a unique name to each task.
  • Task Dependency: Use a work breakdown structure to identify task dependencies and identify the critical path of your project.
  • Task Owner: Every task needs a task owner, someone who’s responsible for executing it.

task list template elements: task description, task dependencies and task owner

  • Task Priority: Use the work breakdown structure and critical path method to determine the priority of your tasks.
  • Due Dates: Define the start and end dates of each task. To do so, you’ll need to estimate the duration of each task before the project using project management techniques like the PERT chart method.

task tracker template elements: task task priority and due dates

  • Task Status: The very purpose of task tracking is to monitor the status of your tasks and determine whether they’re delayed, paused or have been completed successfully.
  • Notes: Add any additional notes about the task.

status of task and notes

How to Update & Share Your Task Tracker Excel Template

You can’t track tasks if their task status is not being updated. Your project team makes task status updates, which keeps you aware of where they are in the project. If you’re using this free task checklist template for Excel, the team members can add those task status updates to the Microsoft Excel document.

As a project manager, the first thing you’ll have to do is make sure that everyone has a copy of Microsoft Excel. Then an updated project task list template can be saved. You can have one person authorized to make sure that the most current task tracking Excel template is circulating.

Another solution is to use a Google Sheets task tracker template, so the most recent version of the document is shared by everyone. Or, you can try task tracking software , like ProjectManager, so you don’t have to download Excel task management templates and deal with old versions.

  • Go to the main menu, there, on the upper right-hand corner of the page, you’ll find a drop-down menu.
  • Scroll down until you find “import”, and click on it.
  • This will bring you to a new page, the import page, where there will be several options for you to import various Excel project management templates to your project management software.
  • Now you can view your document, share it with the team or stakeholders and download it as a PDF, Excel, CSV or Microsoft Office document.

How to Track Projects & Tasks in ProjectManager

As mentioned above, our Excel task tracker template can help you visualize a task list and keep track of it. But task management spreadsheets made with Microsoft Excel or Google Sheets are no match for a cloud-based project management software like ProjectManager.

Gantt Charts

With your Excel task tracking template now fully integrated into a robust project management tool like ProjectManager, you can easily create a Gantt chart that allows you to track tasks, identify the critical path, assign resources, among other task management functions.

A screenshot of ProjectManager.com's Gantt chart view, showing a task list.

The duration bar that connects the task’s start date to its deadline will become more shaded in as the task gets done. Now you can see at a glance whether the project task is progressing as planned. You also have a spreadsheet to visualize your task list.

Project Management Dashboards

There are more in-depth task management tools that give you greater insight into if your task is on schedule. A real-time project management dashboard shows the progress of the overall project across six project metrics. Data is automatically calculated for you and displayed in easy-to-read graphs and charts.

There’s a metric on the progress that looks at the different parts of your project and if they’re on track. You can also view tasks and see which are in progress, complete or not started. For a bigger picture, there are graphs on cost, workload and more.

A screenshot of the Project status report popup, where you can choose the data to export into a file.

Generate reports on the overall health of the project, variance, status and more. Task tracking reports can be easily shared or printed out. More importantly, you can quickly filter the reports to show just the task management information that your stakeholders are requesting.

Multiple Views

Project stakeholders aren’t the only people on the project being served by our task management tool. Teams are not going to need all the nitty-gritty included on the Gantt chart. They want to know what tasks they have to do and when they’re due. The kanban board view is a visual representation of the workflow, with cards being tasks and columns the to-do lists of different phases of production.

A screenshot of ProjectManager's kanban board view, with tasks that can be moved through boards.

Tasks can be prioritized, so teams know what to work on when. Project managers can also use the kanban for transparency into the task tracking process and clear up any potential bottlenecks before they affect the project schedule, or even worse, the project plan.

Those are just two project management views. There’s also a project calendar, which is more than just a place to collect dates and a task list. Both these views update with all the other project management tools as new statuses are filed. They also have the same task tracking features as the other views, so teams can work how they want.

Other Free Project Management Templates to Help with Project Tracking

We have dozens of useful free Excel project management templates that you can download on our site. Several of them can be used in congress with the project and task tracking template to give you more control over your project plan. Take a look at the few we’ve chosen below.

Dashboard Template

This Excel template looks at tasks, costs and more to give you a picture of the project as it’s progressing. It is often your first defense against scope creep. It offers you different types of graphs so you can visualize data easier than with a project management spreadsheet.

Change Log Template

What do you do if you get a change request from your stakeholder, or the project management dashboard reveals an issue that requires changes to your project budget or schedule? The change log Excel template is the perfect tool to identify and then track the progress.

Risk Tracking Template

Part of any project plan is a risk management plan. If that potential problem becomes a real one, then you need a risk register template to define each risk, note its priority to the project and potential impact. This Excel template not only helps you prepare to mitigate risk, it gives you the tools to respond to risk.

Related Content

There’s a lot of information on the topic of project and task tracking on the ProjectManager blog, which posts videos and articles every week. Here are a few of the more recent and relevant articles.

  • Ultimate Guide to Project Scheduling
  • Project Tracking Excel Templates
  • How to Track Project Expenses

ProjectManager is an online, cloud-based tool that fosters collaboration and makes sharing information easy for a more effective project. Try ProjectManager today with a free 30-day trial.

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  8. Project Task Tracker Excel Template

    Download our free Project Task Tracker Excel Template to help start a to-do list, a task list, or to start managing a project. It includes planned and actual columns to help measure project progress as you go. Task tracking has never been simpler than when using this free Microsoft Excel template.