Table of Contents
How can you create a task list in Google Sheets?
Do you want to effectively organize and manage your small business tasks with Google Sheets?
Whether managing a project, organizing daily workflows, or simply keeping track of personal jobs, staying on top of your tasks is the key to success.
And although Google Sheets isn’t technically a task management solution, I believe it’s a flexible and accessible platform for creating dynamic task lists.
So, how can you create a task list in Google Sheets?
How To Create a Task List In Google Sheets?
Creating a task list in Google Sheets is much easier (and more functional) than you think.
And I’m going to walk you through three ways you can fully transform your familiar blank Google Sheet spreadsheet into a powerful task list and productivity tool.
These three methods are:
- Building a task list table from scratch.
- Insert a ready-made template (or build one using Gemini AI).
- Use the built-in task list feature by Sheetify CRM.
Another approach is connecting Google Sheets with Google Tasks via an Apps Script.
However, this strategy is more complex, requiring an advanced understanding of Google Sheets and Apps Script.
So, for this article, I’m focusing only on the three easy methods mentioned above.
These three methods cover everything from managing essential to-do lists to managing more complex, interactive business and sales tasks.
Let’s now delve into how you can create a task list in Google Sheets using these three uncomplicated methods.
Read more: How To Create a Table In Google Sheets?
How To Create a Task List In Google Sheets? (Method 1)
While Google Sheets doesn’t have a native task management system, it still remains a powerful tool for creating and managing task lists.
This is because Google Sheet’s cells, columns, rows, and features can easily store, manipulate, analyze, and manage many different data types.
Here’s how you can set up a functional task list within Google Sheets:
- Start by opening a new spreadsheet.
- Prepare your sheet by creating headers in the top row of your spreadsheet, like the task title, due date, progress status, priority level, and the assignee’s name.
- Adjust the formatting options for the task list by changing the column and row width, text size, background color, borders, and more.
- Add checkboxes next to tasks using the ‘Tickbox’ data validation rule feature.
- Insert conditional formatting and other data validation rules if required.
- Add each task along with its details in the appropriate cells.
- Use @mentions to assign tasks directly to your colleagues within the sheet.
- Add comments and attach detailed notes if required.
- Insert email address tags for team members so they’re automatically updated on task priorities, completion statuses, and other notifications via their inboxes.
Although this approach is relatively basic, it’s a customizable task list solution for individuals or small teams looking to manage their tasks inside Google Sheets.
Plus, did you know that Google Sheets has recently enhanced its task list usability thanks to its new ‘Convert to Table’ feature?
With this feature, you can simply create a task list in Google Sheets, as shown above, and Google Sheets will format it for you (so it looks visually appealing) in a matter of seconds!
Click here to learn more about the ‘Convert to Table’ feature.
Read more: How To Add Checked Boxes In Google Sheets?
How To Create a Task List In Google Sheets? (Method 2)
The second method for creating a task list in Google Sheets involves using a pre-built Google Sheets table.
This method is perfect for those who don’t have the time or resources to build their task list from scratch!
To create a task list in Google Sheets using a pre-built table:
- Open a new Google Sheets spreadsheet.
- Click the ‘Pre-built table’ sidebar on the right-hand side of your Google Sheet interface.
- Select ‘Blank table’ or choose a task list template that suits your task needs (e.g., project tasks, event tasks, inventory tasks).
- Modify the table to align with your business’s branding and needs.
These templates are customizable, accessible, and user-friendly, making task management more efficient, professional, and beautiful.
And the best part is that you hardly have to do any heavy lifting!
Alternatively, paid Google Workspace users can leverage Google’s new AI tool, Gemini AI, to streamline the task list creation process even further.
To create a task list in Google Sheets using Gemini AI:
- Open a new Google Sheets document.
- Click ‘Insert’ and select ‘Help me organize’ from the top menu.
- In the ‘Create a custom template’ sidebar, describe the tasks you want to manage.
- Include specific details for headings and the data you want within those columns.
- Click ‘Create’.
And that’s it! Gemini AI will generate a table filled with placeholders based on the prompt you wrote in just a couple of seconds.
- Once the table has been created, simply edit the dummy data to reflect your own task details and adjust design elements like colors and fonts.
Note: If the table doesn’t quite look right, simply refine your prompt and click ‘Create’ again to generate a new AI task list template.
Check out everything Gemini AI can do within Google Sheets here.
By utilizing these dynamic Google Sheets features, the platform transforms your boring spreadsheet into an efficient management system.
All without the added pressure of setting up and formatting everything from scratch.
Whether manually tweaking ready-made templates or using Gemini AI, this method is a flexible solution for effectively organizing business tasks.
Read more: How To Merge Cells In Google Sheets?
How To Create a Task List In Google Sheets? (Method 3 Sheetify CRM)
Sheetify CRM is an innovative Google Sheets template that includes a suite of powerful tools and features designed to enhance and streamline business activities.
One of those features is the dynamic built-in task manager.
With Sheetify CRM, you can track your sales and client tasks, set up recurring tasks, and manage your tasks directly from Google Tasks.
It’s important to note that to create a task list with Sheetify CRM, you must first purchase, download, and set up the Sheetify CRM Google Sheets template.
Sheetify CRM divides tasks into two categories:
- Sales Tasks: Created and found within the ‘Contacts & Leads’ sheet.
- Client Tasks: Created and found within the ‘Client Task’ sheet.
A sales task is any task that moves a contact to the next stage of the sales process (sales pipeline).
Let’s say you need to ‘Cold outreach’ a contact to move them from the ‘Qualified Lead’ phase in your sales pipeline to the next stage. Here, ‘Cold outreach’ is the sales task.
To add a sales task in Sheetify CRM:
- Simply add your sales tasks, their due date, and any accompanying notes in the ‘Contacts and Leads’ section of your Google Sheets CRM template.
- You can also view your sales tasks within the ‘Sales Pipeline’ and ‘Sales Calendar’ sheets.
On the other hand, a client task is any task directly associated with managing a current client’s needs or requests.
To log a client task in Sheetify CRM, follow these steps:
- Select the ‘Client Task’ sheet at the bottom of your Google Sheet.
- Enter the task name, a brief description, the associated contact’s name, the task’s priority level and due date, the assigned team member, and its current status.
- You can also view your client tasks within the ‘Client Calendar’ sheet in Sheetify CRM.
And thanks to Sheetify CRM’s integrated Apps Script, task information updates automatically link across your entire Google Sheets template!
Sheetify Google Tasks Integration
I mentioned earlier how Sheetify CRM directly integrates with Google Tasks.
So, how can you send and manage your Sheetify CRM tasks from Google Tasks? Here’s a step-by-step guide:
- In Sheetify, click the task you wish to add to Google Tasks.
- Click ‘Sheetify’ in the top menu.
- Select ‘Taskify’ from the drop-down menu.
- Choose whether it’s a ‘Sales task’ or a ‘Client task’.
After these steps, your selected task (along with its details) will automatically sync to Google Tasks!
You can find and manage this task directly within Google Tasks, which is accessible from the right-hand sidebar of your Sheetify template.
- Mark your task as ‘Complete’ in the right-hand sidebar (or in the Google Tasks App).
- Client-specific tasks can also be reviewed in your ‘Client Calendar’ within Sheetify.
And for tasks that occur regularly, whether for repeat clients or sales activities, Sheetify makes it easy with the recurring tasks feature.
To set up recurring tasks:
- Click ‘Repeat’ on the task sidebar to the right.
- Set the start time, frequency, and end date for your task.
And that’s it! This functionality streamlines and integrates one-time and recurring tasks within your Sheetify CRM and Google Tasks workflow.
Why Create a Task List In Google Sheets?
At first glance, you might be thinking….surely Google Sheets isn’t the best online tool for task lists? Wouldn’t I be better off with a dedicated task management software?
Well, surprisingly, spreadsheets can revolutionize the way you handle tasks!
And for those small business owners already using Google products, Google Sheets is the natural choice.
Think about it: Why pour your valuable resources into an expensive, complicated task management system when Google Sheets offers a familiar, efficient alternative?
Creating a task list in Google Sheets is not only cost-effective and secure but also effortlessly enhances team collaboration.
When combined with a dynamic template like Sheetify CRM, Google Sheets as a task list solution is hard to beat!
Stews Final Thoughts
There you go! You should now be able to create a task list within Google Sheets confidently.
And the best part is, there are three simple ways you can do it!
Whether you’re looking to list and track simple day-to-day tasks or manage all sales and client business tasks, Google Sheets is the perfect small business solution.
Google Sheets is easy to use, accessible, and affordable, making it ideal for businesses that want to organize and oversee their tasks efficiently.
Moreover, combining Sheetify and Google Sheets has the potential to boost collaboration, productivity, and overall task management within your organization.
Plus, Sheetify CRM is not just a task list solution!
You can effectively manage your contacts, leads, deals, customer tickets and communications, emails, invoices, and more with this dynamic all-in-one business toolkit.
You can read more about Sheetify CRM here.
Have you used Sheetify CRM yet? What are you waiting for?
