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5. Use Data Validation to Track and Assign Tasks

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In the previous video, your group organized project tasks in sequence and set reasonable deadlines.

Then, you added notes for some of the tasks.

In this video, you will use data validation to assign task owners and track the status of each task.

Data validation enables you to create a drop-down list within a cell.

As you and your group work on your project, you will use the drop-down list to see whether a task has been started, is in progress, or is finished.

Using a drop-down list saves time and reduces the possibility of typing errors.

To begin, return to your spreadsheet and select one member to insert a new column to the right of the Deadline column.

Label the new column Status.

Then, add data validation to track the status of each task as your group works on the project.

Select “List of items” as your Criteria.

Then type in “Not started,” “In progress,” and “Complete” in the box, separated by commas, to describe the different stages of your project.

Click save.

Now, use the drop-down list to assign task status.

The data validation acts as a checklist to ensure each task is completed on time and nothing is forgotten along the way.

As your group works on your project, update the status of each task.

Add new items to the data validation list to describe different status benchmarks.

Data validation also can be used when assigning task owners.

The owner is the person responsible for completing each task.

Use data validation again -- this time listing each group member’s name.

Add All to the list of names for tasks that everyone will work on, such as researching your topic.

Use the drop-down list to assign an owner to each task.

Good job!

Your group has used data validation to create a clear way to track status and assign task owners.

This will help you stay on track and reduce the possibility of errors.

Now it's your turn: Insert a column for Status to the right of the Deadline column.

Use data validation to list the status of each task.

And use data validation to list the group member assigned to each task.

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Instructions
  1. Insert a column for Status to the right of the Deadline column.
  2. Use data validation to list the status of each task.
  3. Use data validation to list the group member assigned to each task.