Secret Santa Organizer Spreadsheet: Online Gift Exchange (.xlsx)

Run an online Secret Santa from one spreadsheet: sign-ups, wishlists and addresses, a draw where nobody can get themselves, and a tracker for who has shipped and who has received.

What's inside:

- Setup: exchange name, spending limit, sign-up deadline, ship-by date, reveal date, and whether gifts are shipped or given in person.

- Participants: up to 100 people with contact (email or handle), an optional household or team, wishlist and likes, things to avoid, sizes, a wishlist link (as plain text) and a mailing address. Status shows Ready, Needs address or Not in draw, and duplicate names are flagged.

- Draw: works out automatically once 2 or more people are in. Everyone is put in a shuffled order and gives to the next person, with the last giving to the first, so nobody can draw themselves and everyone gives and gets exactly one gift. Want a different draw? Type a new Shuffle number. A household check flags couples or roommates matched together so you can reshuffle.

- Lock the draw: paste the matches as values into the Locked match column once you announce them, so a late sign-up can't change anyone's match. The Dashboard flags locked matches where someone has themselves or a name is picked twice.

- Tracking: each giver's match with the match's wishlist, things to avoid, sizes and address, plus a ready-made message to copy and send privately. Type the ship date and tracking number, then mark Received. Status shows Not shipped, Shipped, Received or Late (past the ship-by date).

- Dashboard: sign-ups, people in the draw, missing addresses, the draw check, shipped vs. received, late gifts, progress and countdowns to the ship-by and reveal dates.

- Instructions tab first, dropdowns, locked formula cells, and ZIP codes that keep their leading zeros.

How the draw is made: a fixed shuffle worked out from a number you choose, with no random functions and no macros. The same number and the same list always give the same draw, so it doesn't change every time the file opens.

Who it's for: organizers of online and long-distance gift exchanges, such as friend groups, clubs, remote teams and families.

Good to know: the file shows every match, so only the organizer should open it. If the organizer also plays, they will see their own match; ask someone outside the exchange to run it if that matters. Everything is typed in by hand. Nothing sends emails, connects to a shipping carrier or checks tracking numbers. The sample group is made up.

Format: one .xlsx file. Open it in Excel, or upload it to Google Sheets. It uses only standard formulas that both support. No macros, no add-ons, no links to other files.

Delivery: instant download after checkout. The download link is also in your receipt email.

Questions or a problem with the file? Use this store's Contact page, or email the address in your receipt. If the file doesn't work for you, we'll fix it or refund you.

License: personal use. Use it for yourself and your household. Please don't resell, share or re-upload the file.

Built and tested with AI assistance.