How to Build an Excel Cheat Sheet with ClickUp
If you manage projects or tasks in ClickUp, building a simple Excel cheat sheet can dramatically speed up your work and make key information easier to use and share.
This how-to guide shows you, step by step, how to turn a basic spreadsheet into a powerful reference system that mirrors the best practices from the official Excel cheat sheet while supporting your ClickUp workflows.
Why Create an Excel Cheat Sheet for ClickUp
An Excel cheat sheet is a compact worksheet that stores the functions, shortcuts, and templates you use the most. When you align it with your ClickUp setup, you get a fast, familiar way to plan and document work before or alongside your workspace.
Benefits include:
- Centralized reference for formulas, shortcuts, and task structures
- Quick training resource for new team members before they jump into ClickUp
- A sandbox for experimenting with calculations and reporting
- A simple way to draft views before building them as Lists or Dashboards
Step 1: Set Up the Core Excel Cheat Sheet
Start by creating a fresh Excel workbook. You will use one worksheet as your master cheat sheet and add supporting sheets as needed.
Name and Structure Your Workbook for ClickUp
- Open Excel and create a new workbook.
- Save it with a clear name, such as ClickUp Excel Cheat Sheet.
- Rename the first worksheet to Shortcuts & Basics.
On this sheet, create simple labeled sections using column headers:
- A1: Action
- B1: Excel Shortcut or Formula
- C1: Description
- D1: Related ClickUp Use Case
This layout makes it easy to scan and connect Excel tips with how you manage Lists, tasks, and reporting.
Document Essential Excel Actions
Next, add rows for common actions that support your ClickUp work, such as:
- Sorting and filtering table data for backlog grooming
- Applying conditional formatting to simulate priority levels
- Using basic formulas to estimate work and capacity
- Creating quick tables for status summaries
For each row, briefly explain how that Excel feature helps you before you build the same logic inside ClickUp.
Step 2: Build a Task Planning Sheet for ClickUp
Now create a second worksheet dedicated to planning tasks, lists, and fields before importing them into ClickUp.
Create a ClickUp Task Template in Excel
- Add a new worksheet and name it Task Planner.
- In row 1, create headers that mirror common ClickUp fields:
- Task Name
- Description
- Status
- Assignee
- Due Date
- Priority
- Estimate (Hours)
This gives you a spreadsheet-ready version of a List. You can quickly capture ideas in meetings, then paste or import into ClickUp when ready.
Use Formulas to Support ClickUp Capacity Planning
Add simple formulas to turn the sheet into a planning tool:
- Use
=SUM(G2:G100)to total estimated hours. - Use
=COUNTIF(C2:C100,"In Progress")to count active tasks. - Use
=COUNTIF(F2:F100,"High")to see how many high-priority items you have.
These lightweight metrics help you test workload and priorities before you commit changes inside ClickUp.
Step 3: Create a ClickUp Status and Priority Cheat Sheet
Consistent statuses and priorities keep your workspace clean. Excel is ideal for designing and documenting these choices.
Design Standard Statuses in Excel
- Add a worksheet named Status & Priority.
- Create a small table with these columns:
- Status Name
- Type (To Do / In Progress / Done)
- Color
- Notes
List the status stages you plan to use across your ClickUp Spaces. For example:
- Backlog
- In Progress
- Review
- Done
Next, add a second table on the same sheet for priorities, including:
- Urgent
- High
- Normal
- Low
This sheet becomes your single source of truth when you configure or audit statuses in ClickUp.
Use Conditional Formatting to Mirror ClickUp Visuals
Apply colors to cells that correspond to each status or priority level. While this is optional, it makes your cheat sheet feel closer to your workspace and speeds recognition when training your team.
Step 4: Build a Reporting and Dashboard Planning Sheet
Many users design reports in Excel before building Dashboards. You can follow the same approach to test metrics and charts that you later recreate in ClickUp.
Plan Key Metrics for ClickUp Dashboards
- Add a worksheet named Reports & Metrics.
- Create a table with:
- Metric Name
- Excel Formula or Method
- Data Source
- Equivalent ClickUp Widget
Examples of metrics to include:
- Open tasks by assignee
- Tasks due this week
- Cycle time by status
- Number of overdue tasks
For each metric, document the Excel formula you use and the ClickUp widget or view you plan to configure, such as a bar chart, pie chart, or table.
Prototype Charts in Excel
Once formulas are in place, turn your metric ranges into:
- Column charts for tasks per status
- Line charts for work completed over time
- Pie charts for priority distribution
When the layout feels right, you can reproduce the visual logic using native Dashboard widgets in ClickUp.
Step 5: Add a Quick Reference Page for Shortcuts
The original Excel cheat sheet puts heavy emphasis on keyboard shortcuts and time-savers. Add a compact page to your workbook to mirror this idea and relate it to how you use ClickUp.
Collect Time-Saving Excel Shortcuts
- Add a worksheet named Shortcuts.
- Set up a simple table with:
- Shortcut
- Action
- Where to Use It
Document shortcuts that help you maintain sheets that support your ClickUp workflows, such as:
- Quickly formatting tables
- Jumping between sheets
- Filling series for dates and sprint numbers
This focused page becomes the fastest part of your cheat sheet to scan during busy working sessions.
Step 6: Keep Your ClickUp Cheat Sheet Updated
Your workspace changes over time, and your Excel workbook should evolve with it.
Schedule Regular Reviews
- Review statuses and priorities whenever you create a new Space.
- Update formulas if your reporting structure changes.
- Add new shortcuts when you discover faster ways to prepare task lists.
Consider versioning the file (for example, v1, v2, v3) to keep a history of how your processes have matured alongside ClickUp.
Additional Resources
To dive deeper into Excel tips that inspired this guide, review the original cheat sheet from the ClickUp blog: Excel Cheat Sheet.
If you need strategic help connecting your Excel planning and reporting to a scalable workspace, you can explore consulting services at Consultevo.
By combining the structure of an Excel cheat sheet with the flexibility of ClickUp, you get a lightweight system for planning, documenting, and iterating on the way your team works—before and after you make changes in your workspace.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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