Free task tracker template for Excel and Google Sheets
A shared list of tasks with one owner each, a status from a fixed set and a due date. Open tasks past their due date turn red, and a summary sheet counts tasks by status.
The .xlsx file opens in Microsoft Excel, LibreOffice Calc and Google Sheets (File, then Import). No macros.
What is in the template
- ID, task, owner, priority, status, start, due, completed and notes columns for 60 tasks.
- Drop-downs for priority (High, Medium, Low) and status (Not started, In progress, Blocked, Done).
- Red text on tasks that are past due and not done; grey text on done tasks.
- A Summary sheet with counts by status and a count of overdue open tasks.
- Five example tasks you can overwrite.
How to use it
- Agree the four statuses with your team before you start. Change the drop-down list if your stages differ.
- Give every task exactly one owner, even when several people help.
- Add a due date only when the date is real.
- Review the Summary sheet in your weekly meeting and talk about Blocked tasks first.
Keeping a tracker honest
A tracker is only useful if it matches reality. Ask owners to update their own rows, and keep the update to status and dates. Long notes belong in the document or thread the task points to.
If the list grows past a few dozen open tasks, or people start asking who changed what, a task management tool gives you notifications, history and permissions that a spreadsheet does not. Our task management comparison shows which tools fit which teams.
Common questions
How is this different from the to-do list template?
The task tracker is for a team: every task has an owner, a status and a due date, and a summary counts them. The to-do list template is for one person's tasks, with a simple done flag.
Why does an overdue task not turn red?
The rule colors a task red when its due date is before today and its status is anything other than Done. Check that the due date is a real date, not text.
Can I add more statuses?
Yes. Edit the status column's data validation list, and add a matching row on the Summary sheet so the counts stay complete.