γ2.3 Creating GANTT Charts with MS Excel Tutorial

About GANTT Charts

  • When they hear project plan, most project managers think Gantt chart. A Gantt chart is a horizontal bar chart that displays tasks over time. Visually someone can tell how long projects will last and which components occur concurrently.
  • Many ways exist to create Gantt charts. This tutorial explains two. Using Microsoft™ Word is the simplest, but is also the least feature-rich. Microsoft™ Excel is the best option particularly with Office 2007 or newer, because as data is edited throughout, the project the chart automatically updates.
  • The most widely used product in industry is Microsoft™ Project. Other free programs (e.g., GanttProject) have useful features

 

Creating A GANTT Chart with MW Excel

  1. Create and complete columns that include the tasks to be completed, start dates, and end dates.
  2. Label the fourth column as Duration.
  3. The duration column will be calculated based on start and end dates. You must adjust start or end dates during the project duration. These will automatically be adjusted as well.
  4. In the first duration cell subtract the start date from the end date. You can use function or type in the cell.
  5. Copy the function that you just created to the cells below by hovering over the bottom right corner of the cell until a cross appears. From there, click hold and drag over the cells below. Push play on the video to the right to see this step demonstrated.
  6. With nothing selected, under the Insert tab, choose a Stacked Bar chart. The chart will be blank at first since no cells are selected.
  7. Right click in the blank table and choose Select Data.
  8. Choose Add.
  9. For the Series name, choose the cell with the start date title, and for the Series values choose the cells that contain the start dates. Push play on the video to the right to see this step demonstrated.
  10. Add a second series using the same method. For the Series name, choose the cell that contains the duration title, and for the Series values, choose the cells that contain the duration values. Your bar chart should look similar to the one on the right. Do not close the Select Data Source box.
  11. Choose Edit under the Horizontal (Category) Axis Labels title. For the data range, highlight the cells that list the tasks. Click OK.
  12. Select the bars to the left to highlight them, then right click and choose Format Data Series.
  13. Choose Fill and then No Fill. Choose Border Color and then No Fill.
  14. Right click on one of the tasks in the chart and choose Format Axis. Check the box labeled Categories in reverse order, and click Close.
  15. Excel reads dates as numeric values. You will determing the numeric values of the earliest start date and the latest finish date. Copy the earliest date. Right click in a nearby cell, choose Paste Special. Click Paste Link. Do the same for the latest date. Highlight the dates and change their format to General in the Number Format box. You now can see their numeric values. Using Paste Special is important because if you adjust either date, the cells that contain the numeric values will automatically update as well. Copy the value for the earliest date.
  16. While hovering over one of the dates in the chart, right click and choose Format Axis.
  17. Under Axis Options, change the Minimum to "Fixed." Paste the value into the box and then subtract 2.
  18. Copy the value of the latest completion date. Paste that value in the box and add 2. NOTE: You can increase or decrease the number of displayed dates by adjusting the value in the Major Unit box.
  19. Delete the legend.
  20. If you click once on the chart, under the Chart Tools and then choose Design tab, you can choose among different Chart Layouts and Chart Styles. Layout 5 and Style 26 are shown to the right as an example.
  21. Set Up Complete.