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Use Conditional Formatting to Show Task Status

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Using color to clarify or highlight information in a spreadsheet allows you to easily see the status of a particular task, and to help keep track of upcoming task deadlines for your project. Conditional formatting lets you change the text style or background color of cells, rows, or columns if they meet certain conditions -- for example, if they contain a certain word or a number.

In this extension, you will add conditional formatting to your project’s spreadsheet by: Selecting a range of cells to format, Adding and customizing formatting rules, And choosing colors that indicate task status.

Begin by opening your project planning spreadsheet.

Then, make a copy.

Highlight the range of cells you want to format -- in this case, the “Status” column.

Then, apply conditional formatting.

Then, add the formatting criteria. Formatting criteria are rules that describe how the cell, row, or column will change whenever it contains certain text or data. This example describes rules for each of the project status options: “Complete”, “In progress”, “Not started”, and “Needs teacher approval”. When a status is “complete”, the cell will turn green. When a status is set to “in progress”, the cell will turn yellow. When a status is set to “not started”, the cell will turn red. And, if a status is set to “Needs teacher approval”, the cell will turn orange. Add the statuses that you want to format...

Select the fill color, Then, apply the rule.

Now, all of the cells labeled “Complete” are highlighted green.

Now, add a new rule. Repeat the process, but this time apply the rule to cells that contain the text “In progress” Select the fill color yellow.

Add another rule for the status “Not Started.”

Select the fill color red.

Repeat this process to create a new rule for the status “Needs teacher approval”.

Now you can use color to see the status of each of your club’s tasks. The ability to quickly and easily track your group’s progress on each task is very useful for a long-term, complex project. You can use conditional formatting in any spreadsheet to see important data, identify patterns quickly, and keep an eye on upcoming deadlines. Now, it’s your turn: Open your spreadsheet and make a copy, Select the range of cells to format, Customize the rules for conditional formatting, Apply the rules to help visualize your data, And continue adding conditional formatting to all of your project statuses.

Choose an Extension
Add Links to Project Planning Resources

Add links to your project planning spreadsheet for your project’s resources.

Filter Tasks By Owner

Create a filter view in Google Sheets in order to clearly and easily see the tasks you own and keep track of which project steps you must complete.

Use Conditional Formatting to Show Task Status

Add conditional formatting to your project planning spreadsheet by selecting a range of cells to format, add and customize formatting rules, and choose colors that indicate task status.