A project task list is a document used to outline all the activities required to complete a project. It keeps everything organized by breaking down work into smaller tasks and tracking each one until completion. This Excel project task list template uses conditional formatting and data validation to manage assignments, monitor budgets, set priorities, and track progress.
How to Use this Project Task List Template:
This template organizes tasks under project phases and includes built-in logic for tracking progress, assignments, and budgets. To begin:
- Start by listing your tasks. Add task names under the designated column. Each task should represent a specific activity or deliverable.
- Assign team members. Use the drop-down in the “Assigned To” column to select a team member. This list can be customized to add or update the team members in the settings or source data.
- Set priority levels. Choose Low, Medium, or High from the priority drop-down. These statuses can be customized by updating the conditional formatting for different colors or changed in the settings sheet.
- Enter start and due dates. Input the planned start and end dates for each task. The template will use these to calculate the duration in days.
- Input estimated budget. Add a budget amount for each task. The total of each phase will be calculated by the sum of all the tasks in that phase.
- Track status and progress. Update the “Status” column with options like Not Started, In Progress, or Completed. Fill in the progress percentage to reflect task advancement. The task statuses can be customized in the settings sheet.
- Review summary insights. At the top of the sheet, keep an eye on key stats like total tasks, completed work, and overall budget to monitor how the project is moving forward.
FAQs
The template includes space for 11 default names. You can customize these in the settings sheet. To expand the list, add more names and update the data validation range used in the “Assigned To” column. The dropdown will reflect the changes.
Copy the rows from the last existing phase, including all columns, and paste them below the final task. Then update the phase name and task details to match the new section.
Yes, you can manually create links to other sheets within the same workbook or to external files. Use formulas like VLOOKUP, XLOOKUP, or cell references to pull in data. This is optional and depends on your workflow.
