Set up your project plan

On this page

• Create a project plan in Sheets
• Add descriptions to columns
• Add options or checkboxes
• Focus on tasks using filters

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Create a project plan in Sheets

1. In Google Drive, click NewGoogle SheetsBlank spreadsheet.
2. Click Untitled spreadsheet and enter a title for your project plan.
3. Add columns. For example, you might add columns for tasks, task owners, due dates, status, and comments.
4. Add content to track the tasks in your project.

Add descriptions to columns 

If your column heading needs a bit of explanation, you can add a descriptive note.

1. In your spreadsheet, select the column or cells where you want to add a note.
2. Select InsertNote.
3. Enter your description.
4. Click anywhere outside the note to close it.

Add options or checkboxes

You can specify options for the cells in a column. For example, a task status column might have the options Not started, In progress, or Complete. You can assign a color to each option so you can see overall progress at a glance. Or, you can use checkboxes to show that a task is complete.

Add a list of options

1. In Google Sheets, highlight the cell or range of cells where you want to add a list of options.
2. Click DataData validation.
3. Click Add rule.
4. Under Criteria, select Dropdown.
5. Enter your options. 
6. (Optional) To assign color, at left, choose a color for each option.
7. (Optional) To add more options, click Add another item.
8. Click Done.

Learn more at the Google Docs Editors Help Center

Add checkboxes

1. On your computer, open a spreadsheet in Google Sheets.
2. Select the cells you want to have checkboxes.
3. In the menu at the top, click Insert Checkbox.
4. To remove checkboxes, select the checkboxes you want to remove and press Delete.

Learn more at the Google Docs Editors Help Center

Focus on tasks using filters

You can create filters so people can focus on the tasks assigned to them. For example, you might create a filter to show only the tasks for your sales team. The sales team can turn the filter on or off to see only their tasks or see all tasks in the project spreadsheet.

Important:

• When you add a filter, anyone with access to your spreadsheet will find the filter too. Anyone with permission to edit your spreadsheet will be able to change the filter.
• The “Create a filter” option is unavailable under certain conditions. Learn more about these conditions.
• Your filter settings are saved, ensuring consistent filtering even if the data you filter on is removed. To reset filter settings, you can remove the filter from your data range.

1. On your computer, open a spreadsheet in Google Sheets.
2. To create a filter, select an option:
   • Select a range of cells, then click Data Create a filter.
   • Right click on a cell or a range of cells, then click Create a filter.

   Learn why ”Create a filter” is unavailable

   The option to “Create a filter” can be unavailable due to:

   • Formatting
     • Check for any merged cells or hidden rows or columns in the sheet. Try to unmerge the cells and unhide the rows or columns.
     • Check for any conditional formatting applied to the sheet.
       1. Go to Format.
       2. Select Conditional formatting.
          • Make sure there are no rules applied.
     • Data validation
       • Check for any data validation rules applied to the sheet.
         1. Go to Data.
         2. Select Data Validation.
            • Make sure there are no rules applied.
     • If none of the above solutions work, you might not have access. To get access:
       1. Create a copy of the sheet.
       2. Check if the filter option is enabled in the copy.
          • If it is, you can use the copy of the sheet instead.
3. To find the filter options, go to the top of the range and click Filter .
   • Filter by condition: Choose conditions or write your own custom formulas.

     Custom formula examples

     Find unique values within a data range

     • Select Custom formula is
     • Type =COUNTIF(data_range, data_range)=1

     Find text matching “Good” or “Great” within a data range

     • Select Custom formula is
     • Type =OR(REGEXMATCH(data_range, "Good"), REGEXMATCH(data_range, "Great"))
     • You can filter cells that have valid or invalid data validation rules.
   • Filter by values: To hide data points, uncheck the box next to the data point and click OK.
     • To create a filter and filter by cell value, right click on a cell then click Filter by cell value.
   • Search: Search for data points by typing in the search box.
   • Filter by color: Choose which text or fill color to filter by. You can filter by conditional formatting colors, but not alternating colors.
4. To remove the filter, select an option:
   • Click Data Remove filter.
   • Right click on any cell then click Remove filter.

Once filtered, at the bottom right users can find the number of rows being displayed out of the total rows in the table.

Share a filter view

1. On your computer, open a spreadsheet in Google Sheets.
2. Apply the filter view .
3. Copy the URL.
4. Share the filter view link.

Learn more at the Google Docs Editors Help Center

 

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