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Excel Gantt Chart

By Madhuri ThakurMadhuri Thakur

Gantt Chart in Excel

Gantt Chart in Excel (Table of contents)

  • Gantt Chart in Excel
  • How to Make a Gantt Chart in Excel?

Introduction to Gantt Chart in Excel

Gantt Chart in Excel is the most valuable tool or chart type by which we can create a complete project schedule, and also we can create a schedule for any part of the project or process with tasks to be performed in that. Basically, the Gantt chart shows the duration of each activity and task and when a task or activity will start and to be scheduled to complete and other subsequent tasks after those shown with horizontal bars with start and end dates. This also shows the milestones reached in any project with dates and remaining work.

Below is an Image of the Gantt Chart in Excel.

Gantt chart

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How to Make a Gantt Chart in Excel?

Gantt Chart in Excel is very simple and easy to create. Let us understand the working of the Gantt Chart in Excel by some examples.

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You can download this Gantt Chart Excel Template here – Gantt Chart Excel Template

Steps to Make Gantt Chart in Excel

For a Gantt Chart to illustrate a timespan for the task of the project, we need a table for the tasks and time defined. For Example, I need to start a new classroom for teaching.

Below are the steps which we will follow:

  1. Please search for a place to open a class (Time allotted to me: 5 Days)
  2. Finalize the deal for the place (Time allotted: 2 Days)
  3. Purchase Furniture’s (Time Allotted: 2 Days)

After going through all the above three steps then I can start teaching to students. Assume the start date for the first task is today, i.e. 30th Nov. Let’s make the table in Excel.

The table looks like this:

Gantt chart step 1

From the above table, it is clear that I can start teaching from the 9th of Dec after completing all the tasks. Now how do we show the above table in the Gantt Chart?

Let us name these steps of making the Gantt Chart process as “PROCESS” and bifurcate them in different steps:

  • Go to Insert Tab.
  • In the charts group, Go to Bar Charts and select a 3-D stacked bar chart(we can choose either 2-D or 3-D, but 3-D gives better illustration so let us stick with it).

Gantt chart step 2

  • We see a blank chart, and we need to input values in it.

Gantt chart step 3

Right-click on the chart and select “Select Data”.

Gantt chart step 4

  • In the legend entries(Legend Entries means data which is located on the right-hand side of the chart), we can see an add button.

Gantt chart step 5

  • Click on it, and an Edit series pops out.

Gantt chart step 6

  • In the series name, select the date cell & in series values, remove the default value and select the range of date.

Gantt chart step 7

  • We need to add a new series so, we again go to add button, and in the series name, we will select “Time allocated”, & in the series, value the range of Time allocated.

Gantt chart step 8

  • After clicking ok, we are again back to our select data dialog box. In the horizontal axis, label click on an edit button.

Gantt chart step 9

  • In the axis label range, select all the tasks.

Gantt chart step 10

  • We have all our data so we can select ok in the select data source tab, and the chart looks like this.

Gantt chart step 11

  • There is a problem in the chart, our tasks are not in order, and our tasks start from 30-Nov, not from 24-Nov. To Fix this, click on Tasks and then right-click and select “Format Axis”.

Gantt chart step 12

  • On the right-hand side, a dialog box appears. Click on Categories in reverse order highlighted. This will arrange the tasks in the right order.

Gantt chart step 13

  • Now the date isn’t the date we wanted. In excel, the Date is in number format. In any blank cell, type our start date, and in the home tab in the numbers group, it is by default selected as custom. Select a number, and we see the number for our start date. Now right-click on a date in the chart and select the format axis.

Gantt chart step 14

  • There is a section of Minimum Bound Values on the right-hand side of the dialog box, which is the start point of our dataset by default. Change it with the number format of our date we want.

Gantt chart step 15

  • Now our project has not yet been started, but the blue bar shows the completion of the task, so to remove that right, click on the blue bar and go to format data series.

Gantt chart step 16

  • In the Fill section, select “No Fill”.

Gantt chart step 17

  • Now we have prepared our first Gantt Chart.

Gantt chart step 18

Examples of Gantt Chart

Let’s understand more about Gantt Charts in Excel with some examples.

Example #1

A developer needs to automate a program or, say, make software for a client. He needs to research first in the needs of software for the client then gather the data; after that, he analyzes it to make the code and test it, and then finally, it will be ready. The software is to be delivered by 21st of Dec.

Below is the data table for the developer.

Gantt chart Example1

Now we follow the “Process of making Gantt charts in Excel”.

  • Go to Insert Tab & In the charts group, Go to Bar Charts and select 3-D stacked bar chart(we can choose either 2-D or 3-D.

Gantt chart Example 1-1

  • In the legend entries(Legend Entries means a data which is located on the right-hand side of the chart), right-click on the Chart, and we can see a “Select Data” option.

Gantt chart Example 1-2

Click on “Select Data”, a pop-up menu will appear in that go to Legend Series> Add.

Gantt chart Example 1-3

  • Click on it, and an Edit series pops out.

Gantt chart Example 1-4

  • The name selects the date cell & in series value in the series, remove the default value, and select the range of date.

Example 1-5

  • We need to add a new series so, we again go to add button, and in the series name, we will select “Time allocated”, & in the series, value the range of Time allocated.

Example 1-6

  • After clicking ok, we are again back to our select data dialog box. In the horizontal axis, the label clicks on the edit button.

Example 1-7

  • In the axis label range, select all the tasks.

Example 1-8

  • Click on Tasks and then right-click and select “Format Axis”.

Example 1-9

  • On the right-hand side, a dialog box appears. Click on Categories in reverse order highlighted.

Example 1-10

  • Click on the blue bar and go to format data series.

Example 1-11

  • In the Fill section, select “No Fill”.

Example 1-12

  • Below is the Gantt Chart for the developer.

Example 1-13

Example #2

A boss needs to start a new department for his company. He will first make a flowchart to the initial steps to show his partners, then make the guidelines; after that, he can hire workers and train them.

Below is the data table for the company’s boss.

Gantt chart Example 2

Let us follow the same process of making Gantt Charts in Excel:

  • Go to Insert Tab & In the charts group, Go to Bar Charts and select 3-D stacked bar chart(we can choose either 2-D or 3-D.

Gantt chart Example 2-1

  • In the legend entries(Legend Entries means data which is located on the right-hand side of the chart), we can see an add button. Click on it, and an Edit series pops out.

Example 2-2

  • The name selects the date cell & in series value in the series, removes the default value, and selects the range of date.

Example 2-3

  • We need to add a new series so, we again go to add button, and in the series name, we will select “Time allocated”, & in the series, value the range of Time allocated.

Example 2-4

  • After clicking ok, we are again back to our select data dialog box. In the horizontal axis, the label clicks on the edit button and in the axis label range, select all the tasks.

Example 2-5

  • Click on Tasks and then right-click and select “Format Axis”. On the right-hand side, a dialog box appears. Click on Categories in reverse order highlighted.

Example 2-6

  • Click on the blue bar and go to format data series. In the Fill section, select “No Fill”.

Example 2-7

  • Below is the Gantt Chart for the company Boss.

Example 2-8

Along with the various uses of the Gantt Chart, there are some Pros and Cons to it.

Pros and Cons of Gantt Chart in Excel

Given below are the pros and cons mentioned:

Pros:

  • Gantt Chart Gives a clear illustration of project status.
  • It helps to plan, coordinate.
  • It is highly visible.

Cons:

  • Gantt Chart does not show task dependencies. If one task is not completed, a person cannot assume how it is going to affect the other tasks.
  • The size of the bar does not indicate the amount of work; it depicts the time period.
  • They need to be constantly updated.

Things to Remember 

  1. A data table needs to be made for a Gantt Chart.
  2. Tasks need to be in ascending order.
  3. The start date needs to be the first task start date.

Recommended Articles

This has been a guide to a Gantt Chart in Excel. Here we discuss its uses and how to create Gantt Charts in Excel with excel examples and downloadable excel templates. You may also look at these useful functions in excel –

  1. Interactive Chart in Excel
  2. Surface Charts in Excel
  3. Comparison Chart in Excel
  4. Bullet Chart in Excel
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