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To Do List template

with features to take your productivity to new levels

Excel To Do List

Features & Benefits

to take your productivity to new levels

To Do List template

Download free
To Do List template

How to use your

Excel To Do List template

Before getting started

Your leaders might have already personalized the DV sheet in your master template so that you are starting with typical dropdown lists for YOUR company.

Dropdown lists for faster data entry and fewer mistakes

If you are launching a new team,

then use the same lean leadership tools and systems that you use to launch any team.

Find and open your template

Find and open your To Do List template


in the same way that you find and open your other 150+ Systems2win templates.

Excel Ribbon bar > Systems2win menu

If you don't yet own a license, you can download your free template now.

Save your working document

following the usual document storage and naming conventions established by your leaders

Open a Blank Sheet

When you're ready to start doing your own real work...

click the button to 'Open a Blank Sheet'

Excel Ribbon > Systems2win tab > Open a Blank Sheet

This blank sheet is where you will do your real work

(not on the Sample sheet — which gives you sample data that is extremely helpful for learning how to use your new tool, but is the wrong place to do your real work)

Systems2win menu > Open a Blank Sheet

Rename your new sheet.

Or... Insert Sheet

As an alternative to opening a stand-alone document (as instructed above), you also have the option to Insert Sheet into any other Excel workbook.

If English is not your preferred language

Switch to your language, just like every Systems2win Excel template.

Complete the Learning Exercises on the Sample sheet

The Sample sheet of the To Do List contains a series of short Learning Exercises to help you quickly learn features that you will be able to use with ANY Systems2win Excel template.

Suggestion: Download your free trials

and then start with these
easy learning exercises
that you can use with any other
Excel templates that interest you most

To Do List Video
with Learning Exercises
for Excel and features common to ALL Systems2win templates

To Do List Excel template

The sample sheet in your To Do List template contains learning exercises
that will help you learn features common to all 150+ of your other process improvement templates

Popular ways to use your

Excel To Do List template

  1. A Leader can maintain a master list of assignments for Team Members.
  2. Each Team Member might also maintain his or her own To Do List — containing more details of personal responsibilities.
  3. The To Do List is one of the easiest decision making tools.
  4. An easy-to-use Project Plan.

Task Assignment Board

Perhaps post your To Do List on your Task Assignment Board in a format that is easily archived and socialized

How to handle non-urgent potential future tasks

It is sometimes wise to copy non-urgent potential future tasks to a worksheet named 'Future' so that those non-urgent tasks don't clutter up your current To Do List

Visual Controls


and yet you won't forget about these potential future tasks once the more urgent tasks have been completed.

How to handle completed tasks

Completed tasks can either be:

  1. simply deleted
  2. simply marked 'Done'
  3. moved to a worksheet named Completed'

    (for historical archive purposes)



User-defined Status codes and Priority codes

Use the dropdown lists to choose from your list of user-defined codes.

Like every Systems2win template, all dropdown lists are defined on the DV sheet.

Your user-defined Status codes can turn the cell green or yellow using the same conditional formatting features
that are common to all of your 150+ Systems2win templates

Unlike your other Systems2win templates...

this To Do List template also a special feature To Do List Priority dropdown

to make it even easier to (optionally) define how conditional formatting will turn background colors red, green, or yellow for your user-defined Priority codes.

The background color of any cell in the Priority column

will automatically change when you enter any code that starts with the number, letter, or symbol that you can optionally change for conditional formatting YOUR way.

As delivered from Systems2win, the defaults are:

If any code starts with the number 1, then the background color will turn red.

2 = green, 3 = yellow


If (on the DV sheet), you define the codes 1TopPriority, 1Now, and 1Urgent then when you choose any of those codes from the dropdown list in the Priority column, the background color of the cell will turn red.


How to choose different codes

To Do List colors

Scroll to the right of the header section...

where you will find 3 colored cells for 'Priority - Colors (optional)'

You can optionally replace the numbers 1,2, or 3 with the single-character codes that you prefer.

Learn more about how to use numbers, letters, or symbols for conditional formatting


You might replace the letter 1 with the letter X.

And then, (on the DV sheet), you might define the codes XTopPriority, XNow, and XUrgent

and then when you choose any of those codes from the dropdown list in the Priority column, the background color of the cell will turn red.

Try it for yourself.


Urgent Important Analysis

One popular way to make prioritization decisions is based on Importance and Urgency.

Important (^)

On a scale of 0-10, how important is this task?

(to accomplish your priorities)

Urgent (!)

On a scale of 0-10, how urgent is this task?

to do list thresholds

Important Urgent Analysis provides color coding
based on Eisenhower Matrix Covey quadrants

You can easily change your Color Level Thresholds at any time
to quickly narrow or expand your highlighted alternatives.


The background color of both cells will turn colors based on the following logic:

Pink = the values for both Important and Urgent are greater than or equal to the Color Level Thresholds

that YOU specify in the 2 cells above the gold header row

(circled in red in the illustration)

Green = Important, but not Urgent

Yellow = Urgent, but not Important


Eisenhower Matrix Covey Quadrants

This Important Urgent Analysis is based on the teachings popularized by both:

  1. Dwight D. Eisenhower (president of the United States)
  2. Stephen Covey (author of 'The Seven Habits of Highly Successful People')
Covey Quadrants Urgent Not Urgent




Do it Schedule it


Not Important


Delegate it Delete it


Both of these influential leaders emphasized that your greatest opportunities are in the green zone of 'Quadrant 2'...

Tasks that are Important but not Urgent.

Stephen Covey wrote a follow-up book focusing on just this one essential habit.

It's called 'First Things First'


Reminder: If you don't want to use the Urgent Important Matrix, then you can simply hide those columns.

It's Excel. Use everything you know about familiar Microsoft Excel.


Project Prioritization Matrix

Reminder: If your goal is to analyze, select, and prioritize Lean Six Sigma projects then you might consider using one of your other Systems2win templates.

See the training for Project Prioritization.

Decision Matrix



How to

Personalize Your Page Navigation

Page Navigation serves as a quick way to go to different sections of a long list.

Just overwrite section header text with your desired text.

That's it. That simple.

In the pictured example, you would edit the text in the first (thin) column in the orange header row, overwriting the words 'Major Section 1' with your desired words.

The text that you type in those section headers will also appear in the Contents textbox, and when you click that link icon in the Contents textbox, it will take you to that section.

To Do List - navigation

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To Do List template

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