Sorting project task list with merged cells

Hi all,

I’m a bit of an excel newcomer and I know this has been brought up time-and-time again…

I have a project plan that is defined over several stages. Each stage has multiple tasks/subtasks that each have their own date, status, delivery method, etc.

I’m trying to implement a drop down menu that would let the users (my boss) quickly make a selection and see only the tasks/subtasks of that stage. That is, I want to be able to sort by stages, but the way I have it setup right now (merged cells) does not let me do this. Is there any way to sort by stage without doing something like I've done in stage 3 (as a sample)?

What are the best practices and standards for something like this? How can I keep the same look and feel without making everything so cluttered.

Thanks,
Ian

You could insert a conditional formatting so that if a cell value is the same as the value above it, the font color is white. Then the Stage will only appear on the top row.
You definitely want to avoid merged cells at (virtually) all cost.
I would even suggest splitting the "TASK" and "SUBTASK" classifications into two different columns, as then every entry will have a task and subtask associated with it, and on the same row. But that is your call.

The attached should give you a better idea. You only need one conditional formatting for every cell in column A:B.
I definitely think this is better than the original version because EVERY row is formatted the same way, making it easy to insert a new row and enter in whatever you want (A new stage, a new task, or a new subtask) and the font color will automatically be grey if it is the same as the cell above, and be black if it is different.
Hopefully it is easier to see the benefits of this structure now.

Here is an even better version.
Starting in B16 type "Stage #2 - Task #2 - Subtask #2" and you can see the table adjusts and formats appropriately.
Insert a row above row 14, and type in "Stage #1 - Task #4 - Subtask #2" and the formatting is automatic as well.

Did you try the newest version i posted? it seems to work fine. Formatting the whole thing as a table helps, as when a new row is added to the table, it understands the formatting should carry through.
In the most recent file I attached, if you go to cell B16 and enter "Stage 2" the conditional formatting has carried over. If you insert a row, for example above row 13, the formatting should still apply as well.

If you are still having issues, there are ways to deal with that.
You can "manage conditional formatting" and make it apply to a larger range, such as "=$B$3:$C$1000". If the cells are blank, it won't matter, and when you start to use them the conditional formatting will already be set.

When you delete a row, (for example row 12), you have deleted the row that row 13 was comparing itself against, and that is where the error comes from. Once you have completed any changes you want to make, you can simply highlight cells B3:C3, select "format painter", and paste the formatting on all of the cells below. It seems to fix the conditional formatting, and make it so only one rule exists.