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User Story and Acceptance Criteria Backlog

A working product backlog: structured user stories, Given/When/Then acceptance criteria, MoSCoW priority, story points and automatic readiness checks.

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Free Excel workbook. A working product backlog: structured user stories, Given/When/Then acceptance criteria, MoSCoW priority, story points and automatic readiness checks. Download it, add your project details and use it today: no sign-up for software, no paywall.

A practical backlog workbook for business analysts and product owners. Capture each story as role, capability and benefit, and the sheet assembles the full user story sentence for you. Link any number of Given / When / Then acceptance criteria per story, and the backlog counts them and flags whether the story meets a simple Definition of Ready. MoSCoW priority, business value and story points give a value-per-point ranking, oversized stories are flagged for splitting, and the Summary tracks status, points done and test results. Works for ERP, CRM and custom software delivery, in Scrum or hybrid projects.

What's inside

  • Backlog: One row per user story. The story sentence, value per point, size check and readiness check calculate automatically.
  • Acceptance Criteria: Given / When / Then criteria. Each row links to a Story ID on the Backlog sheet.
  • Summary: key numbers calculated automatically from your data
  • Drop-down lists, worked example rows and formulas you can rely on

How to use it

  1. Group work into epics and features first, then write one row per story on the Backlog sheet.
  2. Fill 'As a', 'I want' and 'So that' separately. The full story sentence builds itself, which keeps wording consistent.
  3. Add acceptance criteria on the Acceptance Criteria sheet using the same Story ID. Cover the happy path plus at least one negative or edge case.
  4. Set MoSCoW priority, business value (1-10) and story points in refinement. Value per point helps order stories of the same priority.
  5. Use Ready check before sprint planning: a story is Ready only when all three story parts, at least one acceptance criterion and an estimate exist.
  6. Split any story flagged 'Split story' (13 points or more) before committing it to a sprint.
  7. Update Status and acceptance criteria results during testing, and review the Summary in each sprint review.

Who it's for

Business analysts, product owners and consultants who capture, model and manage requirements.

Let's connect

I'm Pranshu Shubham, a Microsoft Dynamics 365 F&O Solution Architect and PMP-certified program lead with 8+ years of ERP and AI transformation across the USA, Europe and APAC. I created this resource from real project experience, and I'd love to hear how you use it.