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To Do List and Progress Monitor

Overview

Template screenshot
Get a quick glance of task status with Harvey ball
Check an item as complete, conditional formatting automatically crosses it out

You can add to or modify Smartsheet templates as you see fit — a template is simply a starting point for your work.

Create a centralized view of all your responsibilities across multiple projects with this to-do list. Share with your team to create transparency, track task progress with Harvey ball symbols, and flag high-priority items.
  • Manage tasks more effectively with everything in one place 
  • Keep detailed progess notes in Discussions
  • Attach any type of document or links to important resources

Learn how to use this template

Using the Sheet

Customizing Your Sheet

A few tips to get started:

  1. Add tasks. Go ahead and type over the sample data, adding your own tasks to each row. The Tasks column is a Primary Column, so the task name will be featured in task-related alerts. The Primary Column is also where you can collapse and expand row hierarchy. To take full advantage of this column, create clear, distinct task names. 
  2. Add dates. The Started and Due columns have date formatting so when you click on the cell, you can either choose a date from the calendar dropdown, or enter one manually. Set a due date in advance and then edit the Started column when a task is in progress.
  3. Track Status. Symbol columns are a great way to visually track task status. The sheet currently uses harvey balls to show a task’s percent completion and red flags to indicate any task issues. However, you can change these to whichever symbol you prefer in the column properties display window. 
  4. Check it off. Checkbox columns are a quick way to see which tasks have been completed. Currently the sheet uses Conditional Formatting to strikethrough tasks that have been checked off as completed. To edit these format rules, click the Conditional Formatting icon on the left toolbar.
Using Your Sheet
A few keys to managing your to do list:
Change columns Add files & notes Switch views

This sheet includes basic columns for task management. You can insert more columns, drag the column headings to move them, or change column properties as you see fit.

Click the paperclip to attach files or links to task rows on the sheet. Discussions are a great place to log notes, emails, and ideas. Now everything about your tasks will be in one place for your team or manager.

Click the toolbar icons to switch views from spreadsheet grid to a familiar calendar view. To change settings on the Calendar, click the gear icon.

Sharing & Collaboration

sharing

When your sheet is set up the way you like it, click the sharing tab to share it with collaborators so they can see what you're working on.

Give them Viewer permissions so they can see your tasks but not make any changes.

Send a row

If you prefer not to share the entire sheet, but are collaborating with a team member on a task(s), send a row or group of rows. Then, they can only see and edit the row(s) you choose to send them.

Set reminders

Set Reminders to notify yourself and others about key dates. You can set Reminders on each row, or set the sheet to remind you several days in advance of due dates. 

icon view cell history

View cell history

To see a history of cell revisions, right click on the cell and select View History.

Request updates

If you are collaborating with a team member on a task and want a status update, send an Update Request. You can send update requests to anyone -- even people who aren’t shared to your sheet.

More Task Management Tips

hierarchy icon

Organize with hierarchy

To organize tasks under individual collapsible sections, insert a new row between each desired section, then indent all other rows beneath it.

formatting

Auto-format

To call attention to key information, you can automatically change format rules on date and status with Conditional Formatting. To edit these format rules, click the conditional formatting icon on the left toolbar.

icon mobile

Go mobile

Download Smartsheet for your Apple or Android mobile device to add or view real-time task status from anywhere. 

More Resources

Videos

Columns in Smartsheet (2:38)
Columns have special properties that make using your sheet easier and more powerful.
Alerts & Reminders (2:40)
Track changes to your sheet with email notifications and stay on top of key dates with reminders.
Collaborating on Sheets (2:02)
Learn how to use Smartsheet for real-time collaboration.

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