Creating an effective test case format in software testing is the starting point for reliable quality assurance. Many QA teams still prefer Excel because it’s simple to use, widely available, and doesn’t require additional licensing costs. 

A clear, structured excel template for software testing helps teams capture all the necessary details, track execution, and maintain consistency across projects.

You’ll see how to structure your test case template in Excel to cover prerequisites, steps, expected results, and tracking fields, without overcomplicating the process. For budget-conscious teams or those needing a lightweight approach, this method delivers speed and clarity. 

And with BotGauge, you can turn these Excel test cases into automated scripts, cutting repetitive work and reducing testing time.

Essential Components of Test Case Format in Software Testing

A well-structured test case format in software testing provides a clear test case structure that supports consistent software testing documentation. It answers what to test, how to test, and what results to expect.

Core elements include:

• Test Case ID: Unique identifier for tracking.
• Test Title: Concise description of the case.
• Prerequisites: Setup conditions before execution.
• Test Steps: Actions for execution in a manual test case format.
• Expected Results: Criteria confirming correct functionality.
• Actual Results: Recorded for verification.

Critical Fields for Excel Template for Software Testing

An excel template for software testing should include Priority, Test Data, Environment, Assigned Tester, and Status. Adding Module/Feature, Test Type, and Comments enhances the QA testing template, ensuring accurate reporting and efficient management in both manual and automated processes.

With these components and fields in place, you can design a test case template Excel that’s both thorough and easy to manage, which leads us to its complete structure and a sample use case.

Free Excel Template Structure and Sample Use Case

A practical excel template for software testing should balance detail with usability. Our template contains 12 key columns: Test Case ID, Module Name, Test Scenario, Test Case Title, Prerequisites, Test Data, Test Steps, Expected Results, Actual Results, Status, Priority, and Comments. 

This QA testing template covers all fields needed for effective software testing documentation and tracking. Conditional formatting highlights pending or failed cases, and built-in formulas help calculate pass/fail ratios.

1. Sample Use Case: E‑commerce Login Functionality

Test Case ID: TC_LOGIN_001

Module: User Authentication

Test Scenario: Verify that a registered user can log in with valid credentials and is granted access to the dashboard without errors.

Prerequisites: Active user account, stable internet connection, test environment credentials.

Environment: Chrome v118, Windows 11, App v3.2.

Test Data: Registered username (user@test.com), valid password.

Execution Type: Manual

Test Steps:

1. Launch the application in the specified browser.
2. Navigate to the login page.
3. Enter valid credentials.
4. Click “Login”.

Expected Result:

• User is authenticated.
• Redirected to the dashboard within 2 seconds.
• Welcome message displayed.

Actual Result: To be recorded post‑execution.

Status: Pass/Fail

Priority: High

Defect Link: If failed, reference in bug tracking tool.

Comments: Verify session cookie creation.

2. Sample Use Case: Password Reset Functionality

Test Case ID: TC_PWDRESET_002

Module: User Account Management

Test Scenario: Verify that a registered user can successfully reset their password using the “Forgot Password” feature.

Prerequisites: User account exists with a valid email address, access to the email inbox, stable internet connection.

Environment: Chrome v118, Windows 11, App v3.2.

Test Data: Registered email address (user@test.com).

Execution Type: Manual

Test Steps:

1. Open the login page of the application.
2. Click the “Forgot Password” link.
3. Enter the registered email address.
4. Click “Submit”.
5. Open the email inbox and click the password reset link.
6. Enter and confirm a new password.
7. Click “Save”.

Expected Result:

• Password reset confirmation displayed.
• User can log in with the new password.

Actual Result: To be filled post‑execution.

Status: Pass/Fail

Priority: Medium

Defect Link: If failed, reference defect ID in tracking tool.

Comments: Verify that the reset link expires after the set time limit.

3. Sample Use Case: Add to Cart Functionality

Test Case ID: TC_CART_003

Module: Shopping Cart

Test Scenario: Verify that a user can add an in‑stock product to the cart and view it correctly in the cart summary.

Prerequisites: User is logged in, product is available in inventory, stable internet connection.

Environment: Chrome v118, Windows 11, App v3.2.

Test Data: Product ID – P12345, Quantity – 1.

Execution Type: Manual

Test Steps:

1. Search for the product using the search bar.
2. Open the product detail page.
3. Click the “Add to Cart” button.
4. Navigate to the cart page.

Expected Result:

• Product appears in the cart with correct name, price, and quantity.
• Subtotal updates accurately.

Actual Result: To be recorded post‑execution.

Status: Pass/Fail

Priority: High

Defect Link: If failed, link defect ID in bug tracking tool.

Comments: Verify cart updates when changing quantity.

4. Sample Use Case: Checkout Process Functionality

Test Case ID: TC_CHECKOUT_004

Module: Order Processing

Test Scenario: Verify that a logged‑in user can complete a purchase successfully using a valid payment method.

Prerequisites: User is logged in, product is added to the cart, shipping address is saved in the account, payment method is active.

Environment: Chrome v118, Windows 11, App v3.2.

Test Data: Product ID – P12345, Quantity – 1, Payment – Visa ending 1234.

Execution Type: Manual

Test Steps:

1. Navigate to the cart page.
2. Click “Proceed to Checkout.”
3. Select saved shipping address.
4. Choose the default payment method.
5. Review order summary.
6. Click “Place Order.”

Expected Result:

• Order confirmation page displayed with order ID.
• Confirmation email sent to user.
• Payment is processed successfully.

Actual Result: To be recorded post‑execution.

Status: Pass/Fail

Priority: High

Defect Link: Add defect ID if failure occurs.

Comments: Verify tax, discount, and shipping charges in order summary.

5. Sample Use Case: Retrieve User Profile API

Test Case ID: TC_API_PROFILE_005

Module: API – User Management

Test Scenario: Verify that the API returns the correct user profile details when a valid user ID is provided.

Prerequisites: Valid authentication token available, user record exists in the database, API endpoint is active.

Environment: Postman v10.21, Windows 11, API version v2.1.

Test Data: User ID – 1024, Auth Token – valid JWT.

Execution Type: Manual/API Testing

Test Steps:

1. Send a GET request to /api/v2/users/1024 with valid authentication headers.
2. Verify the response status code.
3. Validate the JSON response body for expected fields.

Expected Result:

• Response code 200 OK.
• JSON contains correct name, email, contact, and address.
• Data matches the database record.

Actual Result: To be recorded post‑execution.

Status: Pass/Fail

Priority: Medium

Defect Link: Add defect ID if response data is incorrect.

Comments: Verify response time is under 500ms.

6. Sample Use Case: SQL Injection Prevention on Login Form

Test Case ID: TC_SEC_SQLI_006

Module: Security – Authentication

Test Scenario: Verify that the login form rejects SQL injection attempts and does not expose database information.

Prerequisites: Application is deployed in the test environment, security logging enabled, valid test account available.

Environment: Chrome v118, Windows 11, App v3.2.

Test Data: Username – admin’ OR ‘1’=’1; Password – any string.

Execution Type: Manual/Security Testing

Test Steps:

1. Open the application’s login page.
2. Enter the SQL injection payload in the username field.
3. Enter any text in the password field.
4. Click “Login”.

Expected Result:

• Application displays a generic error message without revealing SQL or database details.
• Access is denied.
• Security event logged for review.

Actual Result: To be recorded post‑execution.

Status: Pass/Fail

Priority: High

Defect Link: Add defect ID if injection bypasses authentication.

Comments: Verify application follows secure coding and parameterized queries.
7. Sample Use Case: Load Testing on Product Search Feature

Test Case ID: TC_PERF_SEARCH_007

Module: Performance – Search Functionality

Test Scenario: Verify that the product search feature handles high user load without significant degradation in response time.

Prerequisites: Test environment mirrors production configuration, performance testing tool set up (e.g., JMeter), product database populated with at least 10,000 items.

Environment: JMeter v5.6, Windows 11, App v3.2.

Test Data: Search keyword – “Laptop”.

Execution Type: Automated/Performance Testing

Test Steps:

1. Configure 500 concurrent virtual users in the performance testing tool.
2. Send search requests simultaneously using the given keyword.
3. Monitor response times, throughput, and error rates.

Expected Result:

• 95% of requests respond within 2 seconds.
• No application crashes or service interruptions.
• Error rate remains under 1%.

Actual Result: To be recorded after execution.

Status: Pass/Fail

Priority: Medium

Defect Link: Add defect ID if performance thresholds are not met.

Comments: Capture system resource usage (CPU, memory) during the test.

8. Sample Use Case: Mobile App Push Notification Delivery

Test Case ID: TC_MOB_PUSH_008

Module: Mobile Notifications

Test Scenario: Verify that a push notification is delivered and displayed correctly on both Android and iOS devices.

Prerequisites: Test devices enrolled, app installed and logged in, push notification service configured in the test environment.

Environment: Android 14 (Pixel 6), iOS 17 (iPhone 13), App v4.1.

Test Data: Notification title – “Limited Time Offer”, Message – “Get 20% off your next order.”

Execution Type: Manual/Mobile Testing

Test Steps:

1. Trigger the push notification from the admin panel.
2. Monitor both Android and iOS test devices.
3. Open the notification on each device.

Expected Result:

• Notification received on both devices within 5 seconds.
• Title and message match test data.
• Tapping notification opens the correct in‑app page.

Actual Result: To be recorded post‑execution.

Status: Pass/Fail

Priority: Medium

Defect Link: Add defect ID if delivery or display fails.

Comments: Verify notification behavior when the app is closed and in background.
9. Sample Use Case: Screen Reader Compatibility on Checkout Page

Test Case ID: TC_ACC_CHECKOUT_009

Module: Accessibility – Checkout Flow

Test Scenario: Verify that the checkout page content is fully accessible and readable through screen readers for visually impaired users.

Prerequisites: Screen reader software installed (NVDA, VoiceOver), user account with an item in the cart, stable internet connection.

Environment: NVDA v2024.2 on Windows 11, VoiceOver on iOS 17, App v3.2.

Test Data: Product ID – P67890, Quantity – 1, Payment – MasterCard ending 5678.

Execution Type: Manual/Accessibility Testing

Test Steps:

1. Launch screen reader software.
2. Open the checkout page.
3. Navigate through all form fields and buttons using keyboard or touch gestures.
4. Complete the purchase.

Expected Result:

• All form labels are announced correctly.
• Button functions are clearly described.
• No visual‑only indicators block completion.

Actual Result: To be recorded post‑execution.

Status: Pass/Fail

Priority: High

Defect Link: Add defect ID if accessibility compliance fails.

Comments: Validate against WCAG 2.1 AA standards.

Best Practices for Test Case Management in Excel Template for Software Testing

Managing test cases in Excel works best when structure and consistency are maintained.

• Use a clear test case format in software testing with standard IDs, concise titles, and defined statuses.
• Organize the excel template for software testing by separating sheets for functional, regression, and integration tests.
• Apply consistent manual test case format rules so every tester follows the same structure.
• Color‑code statuses for quick progress tracking.
• Lock header rows to prevent accidental changes.
• Review and update the QA testing template regularly to match project needs and keep it relevant for both manual execution and automation integration.

Table 1: Best Practices for Test Case Management in Excel Template for Software Testing

Collaboration and Maintenance Tips

Effective collaboration keeps the excel template for software testing accurate and easy to use across the team.

• Protect critical cells like headers and formulas, allowing edits only in designated input fields.
• Use dropdown lists for Status, Priority, and Test Type to maintain manual test case format consistency.
• Share the file through a secure, version‑controlled platform so updates are tracked and previous versions can be restored.
• Schedule quarterly reviews to refine the QA testing template, remove outdated cases, and incorporate team feedback.
• Keep the template aligned with project goals to ensure smooth test case management.

Table 2: Collaboration and Maintenance Tips

How BotGauge Can Help Streamline Your Test Case Automation

BotGauge is one of the few AI testing agents with unique features that set it apart from other test case format in software testing tools. It combines flexibility, automation, and real‑time adaptability for teams aiming to simplify QA.

Our autonomous agent has created over a million test cases for clients across multiple industries. With 10+ years of software testing expertise, the founders built one of the most advanced AI testing agents available today.

Special features include:

• Natural Language Test Creation: Convert plain‑English inputs into automated scripts.
• Self‑Healing Capabilities: Update test cases automatically when UI or logic changes.
• Full‑Stack Test Coverage: Handle UI, APIs, and database testing seamlessly.

These capabilities not only support the excel template for software testing workflow but also enable high‑speed, low‑cost QA with minimal setup.

Explore more AI‑driven testing features → BotGauge

Conclusion

Poorly structured software test cases often lack clarity, omit prerequisites, or fail to track results consistently. This leads to missed defects, duplicated effort, and unreliable software testing documentation, causing delays, higher costs, and reduced product quality.

Without a standardized excel template for software testing, QA teams struggle to maintain uniformity across projects. 

BotGauge solves these issues by transforming well‑designed Excel test cases into automated, self‑healing scripts, enabling faster execution, better coverage, and measurable results. The result is efficient, consistent, and cost‑effective test case management.Streamline your test cases and accelerate QA. Connect with BotGauge today.