Extensions

In this extension, you will track the time you spent on each task in your schedule spreadsheet.

You’ll use a function to calculate the total time spent on your tasks.

A "function," or preset formula, tells the spreadsheet to perform a calculation in specific cells.

Tracking the amount of time you spend working on each task will help you understand if you’re managing your time well or if you need to change due dates to allow more or less time to complete a task.

To begin, open your schedule spreadsheet from the main lesson.

Add a column header to track time spent.

Enter the time you spent on each task in the new column.

You can track your time in hours or minutes.

Then, add a row to your spreadsheet.

Label it “Total." This is where you will track the total hours you spend on your tasks.

You could do simple addition to calculate the total number of time spent, but adding the numbers could take a long time if there’s many.

Instead, use the "SUM" function in your spreadsheet to complete this task automatically.

The "SUM" function is a formula that adds the values in cells.

Functions in Google Sheets always start with an equals sign.

Next, type "SUM." As you begin typing, an autofill menu appears with an option to select the SUM function.

The menu may give you a suggested set of cells to add together.

In this case, it is the cells in rows 2 through 9 in column D.

When selected, this will add together all of the values in column D in those specific rows.

Now that you know how much time you are spending on each task, you can use this information to decide if you’re spending too much time or not enough time on each task.

This will help you adjust your schedule to keep working toward your goal.

It is also helpful when you create a new schedule in the future.

Now, it’s your turn: Add a "time spent" column to your spreadsheet, enter time spent on each task in this column, add a total row, bold the title, and use the SUM function to total the hours.

In this extension, you will use conditional formatting to color-code your progress in your schedule.

"Conditional formatting" automatically changes 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.

When a task is complete, the background color can change to one color, like green.

Or, when a task hasn’t been started yet, the background color can change to another color, like red.

Using color to clarify or highlight information in a spreadsheet is one way to track the status of a particular task, and to help keep track of upcoming task deadlines.

To begin, open the spreadsheet you created in the main lesson.

Select the "Status" column of your spreadsheet.

Next, 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.

You might add rules for each of the task status options such as “Complete”, “In Progress”, and “Not started.” Now, select a fill color...

...and apply the rule.

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

Now, add a new rule.

This time, apply the rule to the cells that contain the text “In progress.” Select a fill color.

Then, repeat the process for the status “Not Started.” Now you can use color to see the status of each of your tasks.

The ability to quickly and easily track your progress on each task is very useful for working towards a goal.

Now it’s your turn: Open your spreadsheet, 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 statuses.

Working with someone who shares the same goal as you can be helpful, fun, and motivating.

In this extension, you will add a column to assign tasks to you and a partner.

You will also digitally share your spreadsheet with a partner.

To begin, open the spreadsheet you created in the main lesson.

Add the heading “Task Owner” to a column.

The owner is the person responsible for completing each task.

Next, divide the tasks between you and your partner.

For example, you might want to split up the tasks of outlining the chapters.

And adjust the column width to fit the text.

Add additional tasks, if you’d like.

Create a new row for each additional task.

Then, share your spreadsheet with a partner.

Include a short note for your partner.

Select the permission you want to use: "Editor" means the person you share it with can make changes directly in your spreadsheet, "Commenter" allows them to make comments, but not change the spreadsheet, and "Viewer" lets them see your spreadsheet only.

Select the "editor" permission so your partner can make edits to the spreadsheet.

When your partner opens the spreadsheet, they will see the updates that you’ve added.

Now it’s your turn: Open your schedule spreadsheet, add a “Task Owner” column, adjust the column width, and share your spreadsheet with a partner.