WPS Spreadsheet: Organize an Excel To-Do List by Status
Question details
The user needs to organize a task list so completed and incomplete work can be identified by status without manually moving tasks between separate columns.
- Product
- WPS Spreadsheet
- Device & OS
- not provided
- Scenario
- The user is creating an Excel-compatible to-do list with task details and wants an efficient way to manage progress.
- Observed behavior
- Tasks need to remain in one list while users identify, filter, sort, and visually distinguish statuses such as To Do, In Progress, and Completed.
Decide which status values your team will use, such as To Do, In Progress, and Completed. Prepare columns for Task, Owner, Due Date, and Status before adding the drop-down list.
Create a WPS Spreadsheet task table with a Status drop-down
Use this method to keep every task in one organized table while allowing users to update and filter progress.
A dedicated Status column is easier to maintain than separate columns for completed and incomplete work. A data-validation list keeps status entries consistent, while table filters and sorting make each work category easy to view.
Open WPS Spreadsheet and enter headers such as Task, Owner, Due Date, and Status in the first row. Select the range and choose Insert > Table, then confirm that My table has headers is enabled.
Click the first cell under the Status header, then select the remaining Status cells where users will choose a progress value.
Open the Data tab and choose Data Validation. Set Allow to List, enter To Do, In Progress, Completed in the source field, and click OK.
Use the filter arrow in the Status table header to display one or more statuses, or choose a sort option to group tasks by their current progress.
Highlight task status with conditional formatting
Use this enhancement when you want completed or active tasks to be recognizable at a glance in the same table.
Manage status-based to-do lists in WPS Spreadsheet
WPS Spreadsheet lets you build an Excel-compatible task table, add a controlled Status drop-down, filter or sort work, and apply visual formatting without manually separating tasks into multiple columns.
- 1. Open WPS Spreadsheet: Launch WPS Office and select Spreadsheet from the home screen.
- 2. Build the task table: Enter Task, Owner, Due Date, and Status headers, select the range, and choose Insert > Table.
- 3. Add status validation: Select the Status cells, open Data > Data Validation, choose List, and enter the approved status values.
- 4. Organize the view: Use the Status filter arrows to show selected work or sort the table to group tasks by progress.
Frequently Asked Questions
How do I add a To Do, In Progress, and Completed menu in WPS Spreadsheet?
Select the cells in the Status column, go to Data > Data Validation, choose List, enter To Do, In Progress, Completed as the source values, and click OK.
Can I filter the task list to show only incomplete work?
Yes. Click the filter arrow in the Status header and select To Do and In Progress while clearing Completed. The table will display only the selected statuses.
How can I make completed tasks stand out automatically?
Select the task range, choose Home > Conditional Formatting > Highlight Cells Rules > Text that Contains, and create a rule for the text Completed.
Should completed tasks be moved to a separate column?
No. Keep all tasks in one table and update the Status value. This preserves sorting, filtering, due-date tracking, and a complete task history.
