Create project plans with Sheets

Modified on Mon, 22 Sep at 1:11 PM

Set up your project plan

Create a project plan in Sheets

In Google Drive, click NewGoogle SheetsBlank spreadsheet.
Click Untitled spreadsheet and enter a title for your project plan.
Add columns. For example, you might add columns for tasks, task owners, due dates, status, and comments.
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.

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

Add options or checkboxes

Add a list of options

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

Add checkboxes

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

Focus on tasks using filters

On your computer, open a spreadsheet in Google Sheets.
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.

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.

Filter by values: To hide data points, uncheck the box next to data point and click OK.

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

Share a filter view

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

Share your project plan

Sign in to Google Groups.
At the top, click Create group.
Enter information and choose settings for the group.
Click Create group.
Wait a few minutes for your new group to become active before sending a message to it. Otherwise, you might get a notification that your message couldn't be delivered.

Share the project plan

Create a file in Google Drive, or open an existing file.
In the file, click Share.
In the Invite people field, enter the group's address.
Select the level of access you want to provide the group: Editor, Commenter, or Viewer.
Click Send.

Present the project plan

Attach the project plan to a meeting invite

In Calendar, open your event.
Click Add attachmentGoogle Drive.
Find your project plan spreadsheet and click Insert.
Click Save.

Present the project plan in a team meeting

Join your meeting in Google Meet.
In Sheets, open your project plan.
At the top, click Meet Just present this tab.
Click the tab you want to share and click Share.

Upload the project plan to a team website

In Google Sites, open the page on your website where you want to embed the spreadsheet.
At the top of the page, click InsertSheets.
Choose your project plan and click Insert.

Comment on the project plan

On your computer, open a document, spreadsheet, presentation, or video.
Highlight the text, images, cells, slides, or scenes you want to comment on.
To add a comment, in the toolbar, click Add comment .
Type your comment.
Click Comment.

Chat with collaborators in a spreadsheet

On your computer, open a document, spreadsheet, or presentation.
At the top right, click Show chat . This feature won't be available if you're the only one in the file.
1. Tip: If there are many collaborators in the file, at the top right, to the right of the avatars, there will be a blue circle showing the number of additional collaborators. Click the blue circle Join chat .
Enter your message in the chat box.
When you’re finished, at the top right of the chat window, click Close .

Note: All chats in Google Docs, Sheets, and Slides include anyone viewing the file. The chats aren't saved.

Get notified about spreadsheet changes

Set up email notifications

On your computer, open a spreadsheet in Google Sheets.
At the top, click Tools Notification settings Edit notifications.
In the window that appears, select "when" you want to receive notifications. Notify you when:
- Any changes are made: Set notifications when someone makes a change to a spreadsheet.
- A user submits a form: Set notifications when someone fills out a form.
In the window that appears, select "how often" you want to receive notifications. Notify you with:
- Email - daily digest: Send a daily summary of all changes.
- Email - right away: Send an email for every change.
Click Save.

Archive your completed project plan

You can rename your completed project plan to mark it as archived and then change the permissions on it to view-only. People can view the content but won’t be able to make changes.

Rename your project plan in Sheets

Open the file and at the top, click the file name.
Before the file name, enter [Final] or [Archived].
Press Enter.

Change access to view-only

In Google Drive, right-click your project plan and click Share .
To the right of the group you want to change, click the Down arrow Viewer.
Click Save.