How to create a preventive maintenance schedule using Excel 

If you don’t want to use a simple digital maintenance management system and want to manually manage your preventative maintenance schedule then in this article we will cover how creating a preventive maintenance schedule using Excel is a straightforward process.

A preventive maintenance schedule helps you stay organised, reduce unexpected breakdowns, and extend the life of your equipment. While there are specialised tools for this, many teams start with something familiar: Microsoft Excel. Below is a simple, structured way to build your own preventive maintenance schedule from scratch.

Follow these step-by-step instructions:

Step 1: Set Up Your Excel Worksheet

1. Open a new Excel workbook.
2. Rename the first sheet to something clear like “Preventive Maintenance Schedule.”
3. Create the key column headers you’ll need, such as:
   • Asset/Equipment
   • Maintenance Task
   • Frequency
   • Last Maintenance Date
   • Next Maintenance Date
   • Status (optional)

This sets the foundation for a structured and easy-to-read schedule.

Step 2: List All Assets and Their Maintenance Tasks

Populate your sheet by listing every asset or piece of equipment that requires preventive maintenance.

In the Asset/Equipment column, enter each item.
In the Maintenance Task column, describe what needs to be done—for example, "Replace air filter" or "Lubricate bearings."

Step 3: Define Maintenance Frequency

In the Frequency column, choose how often each task should occur. This might be:

• Daily
• Weekly
• Monthly
• Quarterly
• Annually
• Based on usage hours or cycles (you can still track this manually in Excel)

Being consistent here will make your future calculations easier.

Step 4: Enter the Last Maintenance Dates

Record the last time each task was completed in the Last Maintenance Date column.
This forms the basis for calculating the next due date, so keep it accurate.

Step 5: Calculate the Next Maintenance Date Automatically

Excel can calculate your next due date using formulas.

For example, if a task is monthly, use:

=EDATE([@[Last Maintenance Date]], 1)

For weekly tasks, you might use:

=[@[Last Maintenance Date]] + 7

This saves time and eliminates manual errors as your list grows.

Step 6: Highlight Due and Overdue Tasks

Use Conditional Formatting to make your schedule visual and actionable.

For example:

• Highlight tasks due within the next 7 days (e.g., yellow).
• Highlight overdue tasks (e.g., red).
• Highlight tasks completed today or this week (e.g., green).

This instantly shows what needs attention.

Step 7: Add Useful Extra Columns (Optional but Recommended)

Depending on your operation, you may want to include:

• Assigned To / Technician
• Priority
• Parts Required
• Cost
• Notes
• Completion Date

These additions help you track more than just dates and turn a simple sheet into a lightweight maintenance tracker.

Step 8: Keep the Schedule Updated

Save your file and update it regularly as tasks are completed.

An Excel-based schedule only works if it stays current—so set a reminder or build it into your team’s routine.

Step 9: Print or Share With Your Team

You can share the spreadsheet digitally or print it for noticeboards, maintenance rooms, or weekly team meetings.
Use filters to show only tasks due this week, or only tasks for specific equipment.

When Excel Stops Being Enough

Excel is great for small teams or simple operations. But over time, most teams run into challenges:

• Harder to maintain as asset lists grow
• No automated reminders
• No work order management
• No easy reporting
• Mistakes or outdated data become more common

That’s usually the point where businesses look at a CMMS (Computerised Maintenance Management System).

A CMMS gives you:

• Automatic preventive maintenance scheduling
• Work orders and mobile access
• Asset history and centralised records
• Real-time dashboards
• Better compliance and accountability

It’s designed for maintenance, not spreadsheets, so it saves time and reduces risk as your operation becomes more complex. Try FaultFixers today.