What Is Timeline In Google Sheets?
Timeline in Google Sheets is a feature that helps us work with project information interactively and quickly. So, we can enhance our ability to handle facets such as project milestones, marketing campaigns, and event planning schedules.
Users can utilize the Timeline option in Google Sheets when working with Workspace Essentials, Enterprise Standard, and Business Plus.
For example, we have a set of project milestones and their start and end dates for a construction business.
The aim is to interact with the given data more effectively.
Then, in line with the definition of Timeline in Google Sheets explained before, we can create a timeline view based on the given data using the Timeline feature.
Choose a cell in the given dataset and then choose the Timeline option under the Insert tab to insert Timeline in Google Sheets. We shall see a Create a timeline window displaying the given dataset range address. Click OK to proceed.
Next, we shall see a new sheet, Timeline 1, next to the sheet holding the source dataset. The new sheet helps us view Timeline in Google Sheets for the given dataset.
In the above example, we view the Timeline by Quarters, which we can set using the fourth option to the right of the Search option in the ribbon.
Each card shows a project milestone and its duration in terms of the milestone start and end dates. Furthermore, the cards display the milestones in chronological order.
Alternatively, we can use the Project Timeline in Google Sheets template,available in the Google Sheets template gallery under the Project management category. However, it is static. So, it implies that we will have to carry out all the steps manually, which can be time-consuming.
Table of contents
Key Takeaways
- Timeline in Google Sheets is an option that enables one to represent project information visually, making it interactive. It helps us display the critical events in chronological order as a timeline view.
- The Timeline option in Google Sheets is useful for monitoring the progress during a project schedule. Also, the feature finds applications in Workspace Essentials and Enterprise Standard.
- We can use the Timeline option under the Insert tab to create a Timeline in a Google Sheets file. On the flip side, Google Sheets offers a Project Timeline template, which is useful for project management. We can also use charts such as the Timeline chart and Bubble chart to add a timeline as a plot for the given dataset.
How To Create Timeline In Google Sheets?
We can create or insert Timeline in Google Sheets using the following steps:
- Ensure the given dataset contains all the required tasks in the correct order, with the start and end dates being valid date values. The suggestion is to use the DATEVALUE function, similar to Excel DATEVALUE function, to enter the date values in the source dataset. Also, the source dataset can include each task’s description in a separate column.
- Select a cell in the specified dataset and choose the Insert tab à The Timeline option.
3. The Create a timeline window will open, showing the source dataset range address in the Select your data range field. The window also shows various range suggestions, from where we can choose the desired range address according to our requirements. Click OK or press Enter to proceed.
4. We shall see a new sheet next to the sheet holding the source dataset, where we can view Timeline in Google Sheets.
The timeline view offers a few options at the top of the timeline.
- Search field: It enables us to search the menus or import the file.
- Undo: We can undo a change.
- Redo: We can redo a change.
- Today: It enables us to jump to the current date on the timeline, provided it falls in the timeline range. Otherwise, the option appears disabled.
- View timeline by: We can set the timeline view as Days, Weeks, Months, Quarters, Years or Multiyear.
- Display density:We can set the timeline view density as Comfortable or Condensed. We can also show the cards in collapsed view using this option.
- Text truncation: It enables us to view the text in the timeline as overflowing or clipped.
- Zoom:We can update an appropriate Zoom level to ensure a better view of the timeline details.
- Settings:We can view or close the Settings pane using this option. The Settings pane contains options to edit our timeline view configuration.
- Support: This option opens the Google Help pages regarding this topic.
The Settings pane will show on the right end of the window, which we can use to edit the timeline. We can use the Settings option from the ribbon to open or close the pane.
The mandatory fields in the Settings pane are the following:
- Select data range: The source dataset range that is used to create the timeline view.
- Start date: A task’s start date in a valid date format.
- End date or duration: A task’s end date in a valid date format.
On the flip side, if we must mention the duration, it should be the amount of time the specific task lasts. Also, the duration should be the count of days or time in the hh:mm:ss format. Furthermore, the weekends will be enabled. So, we can uncheck the Include weekends option to remove weekends from the cited duration.
- Card title: A task name.
Please note that a task’s start date must be a date before the end date. Otherwise, the card will not display a length.
The optional fields are the following:
- Card color: The Card color shows in the timeline view once we select the column as the source of our card background. The column color can be applied from:
- Cell background color we applied manually to a column in our source dataset.
- Conditional formatting of the required column in our source dataset.
- Selecting a specific card in the timeline view to open the Card details pane, where we can set the required color using the CARD COLOR option.
- Card detail: A card’s brief description, as provided in the source dataset.
- Card group: Group the cards in the same timeline view row according to a column.
Please note that any changes made to the source dataset will reflect automatically in the timelineview. Also, the timeline view range automatically adjusts when new rows are added to the source dataset. However, we must ensure that the new rows include the required fields, which are the tasks and their durations.
Furthermore, utilizing different groups, such as categories and owner fields, will enable us to have improved perspectives on our project data. In addition, the colors, whether applied automatically or manually, will help in enhancing the user experience.
Edit Or Access Specific Cards
- Choose the specific card we aim to edit in the timeline view.
Please note that when we enter a URL in a cell in the chosen range, it hyperlinks automatically.
2. The Card details window appears on the right end of the window, where we must select the Edit data option.
The above actions will open the source dataset based on which we created the timeline view. Here, we can edit the highlighted or chosen row of data in the source dataset tab.
Change A Specific Card’s Background Color
Please note that we should not apply conditional formatting to the given dataset or we cannot change a card color.
- Choose a card we aim to edit.
- Select one of the following options:
- Before choosing a specific card, select Settings from the ribbon to open the Settings pane. Set the column from which the required shade will be obtained in the Card Color field to edit the background color from a predefined list.
The CARD COLOR option will be enabled in the Card details pane.
Next, click a specific card in the timeline view to open the Card details pane. Here, we can click the CARD COLOR dropdown button now, to choose the required color for the specific card. Please note that any color edits made to the card in the timeline view will also be reflected in the given data.
- To modify the background color with a color range, click the CARD COLOR dropdown button and choose Customize. Next, using the color range, select the required color.
Change A Background Color Based On Data Source Format
Please note that we can use conditional formatting in the card color we select.
- Click the Settings option in the ribbon to open the Settings pane. Set the column from which color will be obtained in the Card color field in the Optional fields section.
- Click the tab that holds the source dataset based on which we created the timeline. The specific sheet opens.
- Edit the background color of the cells in the column of the source dataset, specified in the Card color field, according to the requirements. The card’s new shade will be reflected in the Timeline tab.
Examples
The examples below help us understand the meaning of Timeline in Google Sheets explained earlier effectively.
Example #1 – Project Milestones
We have a project’s milestones and their start and end dates at a firm.
While we can use the Project Timeline in Google Sheets template from the Google Sheets template gallery, we shall create the timeline using the Timeline feature.
Step 1: Click a cell in the source data and choose Insert – Timeline.
The Create a timeline window will open, with the field Select your data range showing the source data range. We also see range suggestions, which allow us to select a different range according to our requirements.
Click OK or press Enter to view the timeline in a new sheet, as depicted below.
The Settings pane is on the right end of the window, showing the timeline settings explained in the previous section.
Step 2: Click the Card color field’s dropdown button to set the source data column based on which we shall set the color of the cards in the timeline. In this case, we shall set the field value as Project Milestone.
Step 3: Assume we must highlight the first and third milestones in unique colors in the timeline.
Then, click the first card in the timeline to open the Card details pane on the right of the window.
Next, click the CARD COLOR dropdown button to choose the desired color from the existing options.
The specific card in the timeline appears in the chosen color.
Furthermore, when we select the Edit data option in the Card details pane, the sheet containing the source dataset opens. Here, we shall see the first milestone in the specified column highlighted in the chosen shade.
We can edit the details pertaining to the first milestone in the source data if required. The changes will automatically show in the timeline view.
Step 4: Click the third card in the timeline to access the Card details pane.
Click the CARD COLOR field dropdown button and select the Customize option.
Next, using the color spectrum, select the required color.
Next, clicking OK will show the chosen card in the specified color.
Step 5: Click the View timeline by field dropdown button to select the option Months. We do so to view the entire timeline clearly.
Example #2 – Event Planning Schedule
Assume we have a conference event planning schedule. It includes a list of tasks, task details, and their start and end dates.
Here is how we can create a timeline view for the given data.
Step 1: Select a cell in the specified dataset and then Insert – Timeline.
The Create a timeline window appears showing the source dataset range address in the Select your data range field.
Press Enter or OK in the window to view the timeline in a new sheet. Also, the Settings pane will be on the right end of the window.
Step 2: Scroll down the Settings pane to the Card details field in the Optional fields section. Click the Card details field dropdown button to select the source data column Task Details from the list of source data columns.
Now, we can view each task’s detail in the timeline view.
Example #3 – Sales Pipeline Stages
The given dataset shows the different stages in the sales pipeline of a firm.
The steps to view a timeline for the given dataset are as follows:
Step 1: Choose a cell in the specified dataset and then Insert – Timeline.
The Create a timeline window will open, showing the given dataset range in the Select your data range field.
Press Enter or OK in the window to view the timeline in a new sheet, as depicted below.
Step 2: Click the View timeline by field dropdown button to set the field as Months.
We can view the entire timeline more clearly.
Impotant Things To Note
- When we want to create a Timeline in Google Sheetsbased on the given dataset, the best way to enter the date values in the source dataset is to use the DATEVALUE(). This method will ensure the dates are valid in the specified dataset.
- Ensure the Start date falls before the End date for a task. Otherwise, the specific card will not show a length.
- Any data changes made to the source dataset will show automatically in the timelineview. Also, the timeline view range automatically updates when we add new rows to the source dataset. However, the new rows must contain the required fields, the tasks and their durations.
Frequently Asked Questions (FAQs)
We can use the Project Timeline template in Google Sheets using the following steps:
1. Select File – New – From template gallery in the current Google Sheets files. Otherwise, search for Google Sheets in Google Search to open Google Sheets Sign In page URL https://docs.google.com/spreadsheets/u/0/?ftv=1.
2. Click on the Template gallery option at the top right corner of the window to view the templates, if accessing Google Sheets from the sign-in page.
3. Scroll down the page to select the template Project timeline by Smartsheet under the Project management section.
Once we click on it, the template will be loaded as a new sheet.
Here, we can add the Project Title, Project Manager, Company Name, and Date in the template.
4. The multiple columns in the template indicate the dates. They enable us to add our project data and modify the width of the boxes to represent the concerned task’s durations.
For instance, the first task starts from the second week of January until the second last week of February. We can display this by selecting all the specific cells and choosing the Format tab – The Merge cells option – The Merge all option.
Please note that the project titles are color-coded. However, we can customize the titles and modify the colors of the existing ones. For that, we must choose the cell range and select the Fill color or the Text color options from the ribbon.
We can use charts to create a Timeline in Google Sheets.
For instance, we can use the Timeline chart under the Other category in the Chart editor pane, which opens when we choose the source data range and Insert – Chart.
Furthermore, the source dataset for a Timeline chart should be as follows:
The first column should hold the dates or date-time values.
The second column should contain the data pertaining to a specific date or date-time.
We can have additional columns for another curve in the plot.
You can troubleshoot your timeline view in Google Sheets as explained below:
If the card date range displays a single day, it could be because of the following reasons:
The date value in the source data is not in a valid date format.
The specified start and end dates in the source dataset are the same.
Assume you see an error message for the timeline view. Then, follow the error correction instructions to fix the issue and display the timeline view correctly.
Download Template
This article must be helpful to understand the Timeline In Google Sheets, with its formula and examples. You can download the template here to use it instantly.
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