Grad School Application Spreadsheet Template

A graduate degree is a big step in your academic and professional journey. But the path to getting accepted into your dream grad school can be overwhelming. With multiple application deadlines, varying requirements, and many documents to keep track of, it’s crucial to stay organized throughout the process. One effective way to do this is by creating a grad school application spreadsheet template, which will become your go-to tool for managing and tracking your applications. In this article, we’ll walk you through creating a comprehensive and user-friendly template to simplify your grad school application journey.

The Importance of a Grad School Application Spreadsheet Template

Before diving into the step-by-step guide, let’s understand why a grad school application spreadsheet template is vital. Applying to multiple graduate programs involves a significant amount of administrative work. From researching various universities and their requirements to gathering and submitting documents, it’s easy to get overwhelmed without a proper organizational tool.

A grad school application spreadsheet template helps you keep track of deadlines and allows you to monitor the progress of each application. With a well-designed template, you can easily view the status of recommendation letters, test scores, transcripts, and essays for each program. Moreover, a spreadsheet enables you to identify any missing documents and ensures that everything is submitted on time, ultimately increasing your chances of success.

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Step-by-Step Guide to Creating a Grad School Application Spreadsheet Template

Step 1: Determine the Key Categories

Start by determining the key categories you want to include in your grad school application spreadsheet template. Ensure the categories are relevant to your application process and provide a comprehensive overview. Common types to consider include:

  1. Program Name: The graduate program you are applying to.
  2. Application Deadline: The date when the application is due.
  3. Required Documents: A list of all required documents for the application, such as transcripts, statement of purpose, CV, and letters of recommendation.
  4. Document Status: Track the status of each document, whether it’s submitted, in progress, or pending.
  5. Test Scores: Keep track of your GRE, GMAT, TOEFL, or other test scores required for admission.
  6. Application Fee: Note the cost of the application fee for each program.
  7. Contacts: Include the contact information of program coordinators or admission office representatives.
  8. Notes: Additional notes or comments to remember essential details or observations.

Step 2: Set Up Your Spreadsheet

Once you’ve determined the key categories, it’s time to set up your spreadsheet. Depending on your preference, you can use popular spreadsheet software like Microsoft Excel, Google Sheets, or Apple Numbers. Follow these steps to create your grad school application spreadsheet template:

  1. Open a new spreadsheet and add column headers for each category.
  2. Resize the columns and rows to display all information clearly.
  3. Create additional tabs for each graduate program you plan to apply to. This helps in keeping the information organized and separate for different applications.
  4. Add the relevant information under each column for each program, such as the application deadline, document status, test scores, and contacts.
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Step 3: Customize and Personalize

You can make your grad school application spreadsheet template personalized and tailored to your needs. Here are a few ways to customize it:

  • Add color coding to identify each application or document’s status quickly.
  • Use conditional formatting to highlight approaching deadlines automatically.
  • Create dropdown menus for document status to simplify data entry.

Please feel free to experiment with different formatting options until you find a style that suits your preferences and makes the spreadsheet more appealing.

Step 4: Regularly Update and Track Progress

Once your grad school application spreadsheet template is set up, regularly update it and track your progress. Consistently reviewing and updating the spreadsheet will help you stay on top of deadlines and ensure that you complete all essential steps in the application process.

As you receive confirmation emails for submitted documents or test scores, mark them accordingly in the spreadsheet. Similarly, update the status of recommendation letters as soon as they are submitted. This will allow you to identify any missing components and take necessary actions quickly.

Step 5: Leverage Technology for Efficiency

While a spreadsheet is a powerful tool, remember to leverage technology to streamline your application process further. There are various online platforms and tools available that can make your life easier. For instance:

  • Application Tracking Systems (ATS): Some graduate programs use ATS to manage their application process. These systems can automatically update the status of your application and provide real-time feedback. Be sure to input the relevant information from ATS into your spreadsheet.
  • Task Management Apps: Consider using tasks like Todoist or Trello to create to-do lists and reminders for each application. Link these tasks to your spreadsheet for a seamless workflow.
  • Cloud Storage: Save electronic copies of your application documents in cloud storage services like Google Drive or Dropbox. This ensures easy access to your files from anywhere and eliminates the risk of losing your application materials.
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Combining the power of a grad school application spreadsheet template with modern technology can streamline and simplify your application process.


Creating a grad school application spreadsheet template is a game-changer for effectively managing and organizing your application process. By following the steps outlined in this guide, you can create a personalized and comprehensive template that will keep you on track and increase your chances of success in securing admission to your dream graduate program.

Remember to regularly update and review your spreadsheet, leverage technology to enhance efficiency, and stay proactive throughout the process. Good luck with your grad school applications!

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