Keeping a project on track does not need expensive software. This free tracker gives you one clear list of tasks with owners, dates, status and priority, plus a summary at the top that shows progress at a glance. Overdue tasks turn red automatically.
Download the free project tracker (.xlsx)
What is inside
| Feature | How it works |
|---|---|
| Summary tiles | Total tasks, done, in progress, overdue and % complete update automatically |
| Task list | Up to 30 tasks with owner, start date, due date and notes |
| Status drop-down | Not started, In progress, On hold, Done |
| Priority drop-down | High, Medium, Low (High shows in bold red) |
| Days left | Days until the due date; negative means overdue |
| Automatic colours | Overdue tasks in red, done tasks greyed out with a line through them, in-progress in blue |
How to use it
- Download and open the file in Excel. For Google Sheets, upload it to Google Drive and open it with Sheets.
- Name your project in cell F1.
- List your tasks one per row. Keep each task small enough to finish in a few days.
- Add an owner and dates for every task. A task without an owner usually does not get done.
- Update the status from the drop-down as work moves. A quick weekly update is enough for most projects.
- Check the summary at the top before each team meeting.
The example tasks use dates relative to today, so they always show how overdue and upcoming tasks look. Replace them with your own.
How the formulas work
- Overdue count:
=COUNTIFS(E9:E38,"<"&TODAY(),F9:F38,"<>Done",B9:B38,"<>")counts tasks with a due date before today that are not done. - % complete: done tasks divided by total tasks.
- Days left:
=E9-TODAY(), left blank for done tasks. - Red rows: a conditional formatting rule checks the due date and status of each row. Learn how in our conditional formatting guide.
Tips for running a small project
- Break big work into tasks of 1–3 days; progress becomes easy to see.
- Agree due dates with the owner, not just for them.
- Review weekly: sort by due date, look at red rows first, then at “In progress” tasks with no recent change.
- Use “On hold” for blocked tasks and write the reason in Notes.
- Share it online in Google Drive or OneDrive so everyone updates the same file.
When to move to a project app
A spreadsheet works well for one project with a small team. If you run several projects, need reminders, comments on tasks or file attachments, try a dedicated tool. See Notion vs ClickUp to choose.
FAQ
Is it free for business use?
Yes. Use it for as many projects as you like. Please do not resell the template.
Can I add more than 30 tasks?
Yes. Insert rows inside the table (above the last row) and copy the formulas in columns A and H down. The summary will include them.
Does it work in Google Sheets?
Yes. Drop-downs, colours and formulas all carry over when you open it with Google Sheets.