how to create a gantt chart in excel

how to create a gantt chart in excel

What’s a Gantt chart?
The flat bar graph visually reflects the progression of a project strategy as time passes. Many Gantt graphs reveal the status of every and every step in the project, in addition to the stakeholders.

Even though Gantt graphs vary by team and organization, there are generally a few Important elements:

To begin with, the activity list runs down the left-hand side of the graph. It clarifies project work and is frequently arranged into groups and subgroups.

Secondly, the deadline runs horizontally through the surface of the graph and defines the progression of this project.

Third, the flat bars across the right-hand side of the graph represent progress toward a specified target.

Use Gantt graphs whenever you want to plan and program projects for your group, delegate responsibilities and see the way the jobs are proceeding more than time. The graphs are also excellent tools for cooperation, because they’re easily shareable among staff members and stakeholders.

The advantage of Gantt graphs is they enable you and your staff to rapidly observe a project’s tasks, how long they’ll take, and who’s working on every and every one. They also explain to you how jobs interrelate and match together.

Create your personal Gantt graph
Miro’s whiteboard instrument is the best canvas to produce and discuss your Gantt chart. To Establish a Gantt chart:

Measure 1: Start with an inventory of jobs on the left and also a timeline at the top. Each job is represented by a bar; the position and duration of this pub to reflect the beginning and finish dates and duration of each action.

Measure 2: Invite some of your staff members to collaborate in your Gantt chart, plus they will have the ability to see any adjustments such as jobs done or new processes added in real time. You can also use the sticky notes and remarks feature to describe and share tasks when staff members want clarification

Options for Producing Gantt chart

Microsoft Excel includes a Bar graph feature which may be formatted to create an Excel Gantt graph. Should you have to make and upgrade a Gantt chart for recurring communications to customers and executives, then it could be easier and quicker to make it in PowerPoint.

With this page you can view both ways. I will provide you step-by-step directions for producing Gantt chart in Excel by beginning with a Bar graph. I’ll also explain to you the way you can instantly make an executive Gantt graph in PowerPoint by copying or importing data from an .xls file. Should you would like to understand how to create a deadline in Excel, please visit our deadline tutorial .

Break down the whole project into balls of job, or stages. These can be known as project jobs and they form the cornerstone of your Gantt chart.

In Excel 2007, 2010, 2013 or 2016, input your information by set the Start Date and End Date of each endeavor, and it’s Duration (count of times needed to finish that job ). Also include a brief outline of this undertaking. Be certain that you sort these jobs in sequence, by setting the first start date initially and the most recent start date .

In this tutorial, I’ll convert the next table in an Excel Gantt chart along with a PowerPoint Gantt graph:

Begin creating your Excel Gantt by placing it up as a Stacked Bar graph
By precisely the exact same worksheet your Excel table is around, click in any blank cell.

From the finished section of this ribbon, drop the Bar Chart choice menu.

Select Stacked Bar that will add a large blank white graph space on your Excel worksheet (don’t pick 100% Stacked Bar).

Insert the beginning dates of your Tasks into the Gantt graph
Click the Insert button to bring up Excel’s Edit Series window and here you’ll start incorporating Task information for a Gantt chart.

Now we are likely to include your job information.

I. First, we must name the information (Series) we’ll be entering. Click and put your cursor in the empty area below the name Series title , then click on the column header which reads Start Date on your desk.

ii. Remaining in the Edit Collection window go down to Series worth . This is where you may enter your Task begin dates. It’s simple to accomplish. On the right of this Series values area you will notice an icon that appears like a spreadsheet using a red arrow on it.

Click here on the initial start date on your activity table and then drag your mouse to the previous start date. This highlights each the start dates to your own tasks and inputs them in your Gantt chart. Ensure that you have not wrongly highlighted the header or some additional cells.

iii. When completed, click the little menu again (the one using the red arrow) that will return you to the window named Edit Series. Click on OK. Your Gantt should look like this:

Insert the durations of your Tasks into the Gantt graph
Remaining in the Select Data Source window, then Click the Insert button to bring up Excel’s Edit Collection window.

Here we’ll add the length data for your Gantt chart.

i. From the Edit collection window, then click on the empty area below the name Series Title , then enter into your Task table , on the column header which reads Duration.

ii. Remaining in the Edit collection window proceed down to Series worth and click spreadsheet icon with a red arrow on it .

iii. Select your own Duration info by clicking on the very first Duration on your project table and then drag your mouse to the previous length so all durations are now emphasized.

iv. To depart, once more click the little menu icon using the red arrow which will return you to the window.

Insert the descriptions of your Tasks into the Gantt graph
Click on the little menu. Click the first name of your endeavors (my very first Task description is”Preparatory Stage”) and pick all of them. Take care to not add the title of the pillar . When you’re finished, exit this window by simply clicking the little menu icon.

Click OK then OK again to depart the Select Data Source window, and your Gantt chart should have the right Task descriptions near their individual bars.

You’ve built a Stacked bar graph. We will need to format it so that it appears like a Gantt chart. To do that, we have to create the blue pieces of every and every task bar transparent so just the orange components will be observable. These can turn into the activities of your Gantt chart.

To pick each the tasks bars simultaneously, click on the blue portion of a pub on your Gantt chart, then right-click and choose Format Data collection , which will bring up the Format Data collection window at Excel.

Under Load , Pick the No Load radial button and beneath Border Pick the No Line alternative. Do not shut the Format Data Series task pane since we are likely to use it at another step.

You probably also understand that the tasks in your Gantt chart are listed in reverse order using the previous task in addition to the Gantt chart and also the first Task recorded at the base. This is simple to modify in Excel.

I. To do this click on the listing of jobs across the perpendicular axis of your Gantt chart. This will select all of them and it is going to also start the Format Axis job pane.


iii. From the Format Axis job pane below the header Axis Options along with also the sub-header Axis Position Place a check to the checkbox Named Categories in reverse order.

You’ll see that Excel organized your jobs into proper sequence, list them from first to last in your Gantt chart. You’ll also see that Excel transferred the date mark from below to the peak of the Gantt chart. Now it’s actually beginning to seem more as a Gantt chart if.

Complete your Gantt chart with all these styling hints
Optimize the Gantt graph

To eliminate a number of the white area in the graph, click the dates over the task bars. Click should select all of the dates, then right click and choose Format Axis to deliver up Excel’s Axis Options window.

From the Axis Options window, below the header known as Bounds, notice the present amount for Minimum Bounds. It signifies the leftmost border of your Gantt chart. This provides you with the chance to try out quite a few different configurations before you find that the one that makes your Gantt graph look best.

Adjust the density of these dates Throughout the top of your Gantt graph

At the exact same Axis Options window below the header Components, you can adjustment of the spacing between each of the dates listed on peak of the flat Axis. If you raise the unit amount your Gantt chart will expand the distance between every date, which will also decrease the amount of dates that your Gantt chart reveals. Doing the contrary, lowers the distance between every date and so audiences more dates on your Gantt chart.

Thickening Task bars onto your Gantt graph to reduce space

Right-click on the primary Task bar and select Format Data Series to start up the Format Data Series control. Underneath the Series Options header, you’ll come across the Gap Width controller. Sliding it up or down increases or decrease the total size of your Task bars onto your Gantt chart. Play around until you discover something which best works for you.

PowerPoint is graphic and also a much better option for making Gantt graphs which will be utilized in customer and executive communications. Office Timeline is a PowerPoint add-in which makes and upgrades Gantt charts by pasting or importing from Excel.

From the steps below I shall demonstrate how to reverse the Excel table that you made above in Step 1, right into a PowerPoint Gantt graph using Office Timeline Plus.

1. Open PowerPoint and glue your desk to the Office Timeline Plus wizard.
Inside PowerPoint, browse into the Office Timeline Plus tab and then click on the New button.

This may open a gallery which will make it possible for you to select a template or style to your Gantt chart.

In the gallery, then double-click any template or design to choose it and click Use Template from the preview window to start the Data Entry Wizard. In this presentation, I’ll use a customized template. NOTE: Should you would like to import and synch your Excel table, instead of copy-paste, pick Publish .

It is possible to copy all of them at one time, but make certain not to replicate the name.

Now only paste the information into PowerPoint with the Office Timeline Plus Glue button. After that, make any edits you want (change shapes or colors, remove or add objects, etc.) and click on Produce .

Your Excel table is going to be transformed into a PowerPoint Gantt chart.
Based on the template or style chosen, You’ll Have a Gantt chart that looks like this:

From here, you may easily personalize the Gantt graph farther , including landmarks, formatting fonts and colours, and adding a variety of details like percentage notes or complete. It’s simple to accomplish at Office Timeline. In my instance I used Office Timeline Plus to include landmarks, move task names and date texts, change shapes, and include the percent complete.


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