Outlining Your Novel with a Spreadsheet
A Bird’s-Eye View of Your Story
Outlining is one of those divisive topics in the writing world. Some authors swear by it, while others break into hives at the very mention of the word. For me, outlining has been a journey—one that evolved over time as I discovered the tools and approaches that best support my creative process. One of the most surprisingly effective tools in my arsenal? A humble spreadsheet.
Now, before you click away, let me be clear: this isn’t a love letter to Excel/Sheets/Numbers. It’s a practical breakdown of how a spreadsheet can help you get a bird’s-eye view of your story, how it can save you time in rewrites, and where it might trip you up if you're not careful.
Let’s dive into what spreadsheet outlining is, the perks it brings, how to avoid the potential pitfalls, and how to make it work for your writing rather than against it.
What Is Spreadsheet Outlining?
At its core, a spreadsheet is a grid of possibilities. It’s flexible, customizable, and—most importantly—gives you a bird’s-eye view of your entire narrative. Whether you’re crafting a novel, a novella, or even a series, a spreadsheet lets you see how every piece fits together without drowning in the minutiae of prose. Think of it like a map: you can zoom in on a single street (a scene) or pull back to see the whole city (your plot).
You can customize the spreadsheet to fit your needs, but common columns include:
Scene number
Point of view (POV) character
Word count (estimated or actual)
Setting
Time of day
Main characters present
Scene summary
Conflict/tension
Goal (what the character wants in the scene)
Outcome
Notes (like revision ideas, symbolism, or foreshadowing)
This might sound a bit overwhelming at first, but the beauty lies in flexibility. You can start with just a few key columns and add more as needed. Your spreadsheet is a living document that evolves with your story.
The Perks: Why Use a Spreadsheet for Outlining?
One of the biggest advantages is how effortlessly you can track scene details. In a spreadsheet, each row can represent a scene, and columns can hold specific data: setting, characters present, point of view, word count, conflict, or emotional beats. Want to know where your protagonist last appeared? Filter the “Character” column. Need to ensure your pacing isn’t lagging? Check the “Conflict” column to see if you’ve gone three scenes without stakes. It’s like having a personal assistant who never sleeps.
For example, my current WIP (work-in-progress) has a column for “Scene Goal.” Before I write, I jot down what the character wants in that moment. After drafting, I add a “Resolution” column—did they get it, or did something derail them? This keeps me honest about moving the story forward.
The Big Picture at a Glance
A novel can feel overwhelming when you’re knee-deep in chapter ten, wondering if the subplot you introduced in chapter three will ever pay off. A spreadsheet lets you see the forest and the trees simultaneously. You can dedicate columns to plot threads—say, “Mystery Clue,” “Romantic Tension,” or “Villain’s Plan”—and track their progression across scenes. If you notice a thread drops off for ten rows, you’ve got a gap to fix.
At a Glance
This bird’s-eye view is especially clutch for complex stories. Writing a multi-POV epic fantasy? Assign each character a tab or color and watch their arcs weave together. Plotting a thriller with twists? Map out red herrings and reveals to ensure they’re spaced for maximum impact.
Customization for Your Process
Spreadsheets are infinitely adaptable. Unlike pre-made outlining software with rigid templates, a spreadsheet bends to your needs. Are you a three-act structure devotee? Add columns for act breaks. Prefer Save the Cat beats? Label rows with “Catalyst” or “Dark Night of the Soul.” Obsessed with word count goals? Use a formula to tally scenes and watch your progress climb. It’s a blank canvas that reflects how you think about story.
I’ve even added a “Vibe Check” column for mood—because sometimes I need to know if a scene feels “hopeful” or “desperate” to balance the emotional rhythm. Silly? Maybe. Useful? Absolutely.
Spotting Patterns and Weaknesses
Here’s where the spreadsheet shines as a development tool for writers. Once your scenes are laid out, patterns emerge. Are all your big action scenes clustered in the third act, leaving the middle sagging? Is your secondary character hogging the spotlight while your protagonist fades? A quick scan—or better yet, a pivot table—reveals these imbalances. It’s like having an editor’s eye before you’ve even finished the draft.
I once noticed my dialogue-heavy scenes outnumbered my action ones two-to-one. The fix? I shuffled a few rows, merged some talky bits, and injected a chase sequence. The spreadsheet didn’t write it for me, but it showed me where to wield the pen.
Collaboration and Revision
If you’re co-writing or working with beta readers, a spreadsheet can be a shared roadmap. Export it to Google Sheets, and your partner can tweak scenes or leave comments in real-time. During revisions, it’s a lifeline. Mark completed edits with a checkbox or highlight scenes needing a rewrite. It keeps the chaos of revision from swallowing your sanity.
The Downsides: Where Spreadsheet Outlining Can Go Wrong
Now, let’s flip the coin. Spreadsheets aren’t a one-size-fits-all solution, and they come with traps that can stall your writing if you’re not careful.
Not Everyone Thinks in Rows and Columns
Some writers thrive on intuition, not data. If you’re a pantser who feels boxed in by structure, a spreadsheet might stifle your creativity rather than spark it. The grid can feel cold and clinical when you’re used to the organic flow of a mind map or a scribbled notebook. My friend Sarah, a brilliant discovery writer, tried my spreadsheet method and lasted ten minutes before declaring it “soul-crushing.” Her brain dances; mine marches. Neither is wrong—it’s about fit.
If you’re unsure where you land, test it with a short story first. See if the structure frees you or freezes you.
The Time Sink Trap
Here’s the biggie: it’s easy to spend more time building the perfect spreadsheet than writing the damn book. I’ve been there—tweaking fonts, adding formulas to calculate act percentages, color-coding every cell until it’s a rainbow of procrastination. An hour passes, and I’ve written zero words of actual story. The tool is supposed to serve the writing, not replace it.
To dodge this, set a timer. Give yourself 30 minutes to outline, then force yourself to switch to drafting. The spreadsheet’s job is to guide, not to become the project.
Over-Planning Paralysis
A detailed spreadsheet can trick you into thinking you’ve got it all figured out—until you start writing and realize the characters have other ideas. Over-planning can sap the spontaneity that keeps a story alive. I once mapped a romance subplot down to the dialogue beats, only to find my characters had zero chemistry on the page. The spreadsheet said “kiss here”; they said “nah.” Flexibility matters—treat it as a living document, not scripture.
Learning Curve
If you’re not spreadsheet-savvy, the initial setup can feel daunting. Terms like “filter” or “freeze panes” might as well be Martian. You don’t need to be an Excel wizard—basic functions suffice—but there’s still a hurdle. YouTube tutorials can help, or start with a pre-made template from a writing community (NaNoWriMo forums are goldmines for these).
Finding Balance: Spreadsheet as Ally, Not Overlord
So how do you reap the perks without falling into the traps? It’s about balance and self-awareness—two skills every writer needs anyway.
Start Small: Outline a single act or a handful of scenes. Build confidence before tackling a 100,000-word epic.
Stay Flexible: Let the spreadsheet evolve with your draft. If a scene shifts, update it—don’t cling to the original plan.
Timebox It: Cap your outlining sessions to avoid the spiral of perfectionism. Fifteen minutes a day keeps it useful without overwhelming.
Know Yourself: If grids make you twitchy, try a hybrid approach—pair the spreadsheet with freeform notes or a corkboard app like Scrivener.
My Journey with Spreadsheet Outlining
I stumbled into this method during my first year as a professional author and I came across a YouTube video showing how you can track your scenes in Google Sheets. Curious, I took the work in progress I had at the time and plugged the scenes in simular to how the creator did. Suddenly, I could see that I was Act 1 heavy, had no middle, and the climax was pathetic (too early), where the stakes flatlined (too often), and where my subplot vanished (oops). That draft experience showed me a lot about my novel that I couldn’t see while digging through the weeds of it.
Now, I use a spreadsheet for every project. It’s not rigid—I still discovery-write within scenes—but it’s my compass. The bird’s-eye view keeps me grounded, even when the story tries to run wild. It also makes my editor super happy to have on hand while they edit my work.
Is It Outlining with a Spreadsheet Right for You?
Outlining with a spreadsheet isn’t a magic bullet, but it’s a powerful tool for writers who love structure or need help wrangling a sprawling tale. Its ability to track scene details and reveal the big picture can sharpen your craft and boost your confidence. But if it feels like a cage, or if you’d rather spend your energy on words than cells, that’s okay too. Writing is personal—your process should fit your mind.
Try it for a week. Map a short story or a tricky chapter. See if the grid lights up your creativity or dims it. At worst, you’ll waste an hour. At best, you’ll unlock a new way to conquer your story. And isn’t that what developing as a writer is all about—finding what works, tweaking it, and making it yours?
What’s your outlining style? Have you tried spreadsheets, or do you swear by another method? Drop your thoughts below—I’d love to hear how you tame the beast of a story!