How to Create a Custom To-Do List in Google Sheets

Spreadsheet apps like Google Sheets are commonly used to organize and present data, but they are also powerful tools for creating custom lists and even apps. With Google Sheets, you can turn such a list into a highly customizable to-do list that fully meets your needs.

Google Sheets already has a to-do list template you can use, but if that list isn’t what you’re looking for, you can also create a to-do list from scratch in Google Sheets. Read on to find out how!

Google Sheets to-do list template

As mentioned earlier, Google Sheets already has a to-do list template built in. If you’re looking for a general list and want to get started quickly, using the template might be a good idea.

1. Open Google Sheets.
2. On the home page at Start a new spreadsheetchoose to-do list.

Google Sheets will now open a to-do list for you. The list is already created. All you have to do is add your tasks and appointments and check them off!

How to create your custom to-do list in Google Sheets

If Google Sheet’s to-do list template doesn’t meet your needs, or you’re just too much of a spreadsheet pro to settle for templates, you can also create your own to-do list from scratch.

To create a to-do list, let’s first create the general structure of the list. Next, we’ll add a drop-down list to determine the status of each task. Finally, we’ll create a filter to sort the tasks, freeze the headers, and then hide the extra columns. With that in mind, let’s create a to-do list in Google Sheets.

Step 1. Creating the general structure

The general structure of the to-do list depends entirely on what you’re trying to get out of the list. In this example we add number, date, task and status.

This step is easy as you only need to enter the headings in the first row of each column. For better readability, both for you and for Google Sheets, it’s best to set the formatting of the date column to date.

1. Choose date Pillar. This is column B in this example.
2. Exclude the first cell from the selection by holding it ctrl and click on it.
3. Go to format Menu.
4. Go to number and then select date.

Step 2. Create a status dropdown list

Now that you’ve added your headings, it’s time to create a drop-down list for the status column. To create a dropdown list in Google Sheets we need to use the data validation tool.

1. Select the first cell below status Headline.
2. Go to Data Menu and then select data validation.

3. Sentence criteria to list of items.
4. In the text box next to it, enter the list of items. In this example we will add Not started, In progress, Completely.
5. click Save on computer.

Now you have a drop down list in the first cell. If you want to add this to the cells below, just grab the AutoFill handle and drag it to the other cells below.

Step 3. Add conditional formatting

Color-coding your to-do list can make it easier to read and give you an instant sense of how you’re doing. Using conditional formatting, you can set the color of each task to change based on its status.

For example, we can make the Not Started, In Progress, and Completed tasks red, yellow, and green.

1. Go to format menu and select Conditional formatting. This will open the Conditional Format pane on the right.
2. Under Enter the entire range without the headers apply area. This can be something like A2:D20. You can always update this if your tasks exceed the scope.
3. change Format cells if to Custom formula.
4. Enter the following script for the formula:

   =$D2="Not Started"

   Since this is a relative reference and not an absolute reference like in Excel, the formula is adjusted accordingly for each row.

5. Change the formatting style to your liking. We’ll go with red.

Now it’s time to create rules for the statuses In Progress and Completed. The process is the same, with a tweak to the formula and formatting style. click Add another rule and change the formula and style.

The formula for In progress will be:

=$D2="In Progress"

and for Completely:

=$D2="Complete"

When everything is set, click Done. Now when you change the status for each task, the color will change accordingly.

Step 4. Creating a filter

Creating a filter for your list adds the useful feature of sorting the entire list based on a column. For example, you can always sort the list by date, number, status, and more.

1. Select the first row. This is the header row.
2. In the right pane of the toolbar, select the funnel icon with the label Create a filter.

That’s it! An icon appears next to the headers. As soon as you click on this, you can sort the table according to your wishes.

Step 5. Hide the extra columns

Since you won’t be dealing with any columns other than those of the list, it’s best to hide them to give the list a better look.

1. Select the first column that you want to hide. In this example, this is column E.
2. Scroll all the way to the right to column Z.
3. Stop change on your keyboard, and then click on Column Z. Columns E through Z should now be highlighted.
4. Right-click a column.
5. Choose Hide columns EZ.

Your list should now look much better!

Finally, it’s time to freeze the headers so you don’t lose them after scrolling down. Once you freeze the headers, they stay in place no matter how far away you scroll.

1. Select the header. In this example, that is A1:D1.
2. Go to outlook Menu.
3. Go to Freeze and then select 1st row.

Now try scrolling down your list. You’ll find that the headings stay the same, so you always know what you’re looking at.

Get things done with Google Sheets

Google Sheets was already a huge productivity booster by making calculations and data collection easier, but now you can use Google Sheets to improve other aspects of your daily life.

There are hundreds of to-do list apps out there, but none can be as good as one you create yourself. Now that you know how to create your own to-do list in Google Sheets, it’s time to go ahead and get your tasks done!