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excel gantt chart

Excel Gantt Chart Tutorial

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Straying from usual VBA topics let us explore today another tool that can be easily created in Excel. Who said you need MS Project to play with Gantt Charts? Today we will explore the Gantt Chart and answer questions like “How to create a gantt chart in excel?”. You will find a useful Excel Gantt Chart Template that automatically regenerates using VBA.


What is a Gantt Chart?

So what is a Gantt Chart?

gantt chart example
An example Gantt Chart

A Gantt Chart is a chart that visualizes the amount of work done or planned with a series of horizontal lines (or rectangles). Gantt Charts are useful in managing projects, planning production and resource management. The Gantt Chart is easily one of the basic tools used in Project Management.
gantt chart explained
Simple Gantt Chart

Above you can see a very simple Gantt chart. In its most simple form a Gantt Chart consists of a list of Tasks with Start and End Dates.

From experience I can tell that you rarely need more than this to manage the everyday progress of your projects schedule.

Modern Gantt Charts (e.g. created in MS Project) consist of many more elements such as Dependencies, Milestones, Assigned roles and much more.

Excel Gantt Chart Tutorial

Now that you know what a Gantt Chart is let us explore a simple way to create a Gantt Chart in Excel:

Create an Excel Table

gantt chart tableCreate an Excel Table with the following columns:

  • Tasklist of tasks to be performed
  • Start Datethe start date of the task
  • End Datethe end date of the task (last date when task is to be performed)
  • Duration (Calendar Days)the amount of calendar days between the start and end dates
  • Duration (Work Days)the amount of work days between the start and end date

The Excel Table contains 2 formulas:
gantt end date formula
The formula above calculates the End Date of the task based on the duration provided in Work Days.

This formula uses the WORKDAYS function which returns a date (End Date) by adding a specified number of Work Days to a certain date (Start Date).
gantt duration formula
The formula above calculates the amount of Calendar Days between the Start Date of the Task and the End Date automatically calculated earlier based on the amount of Work Days.

The approach above assumes End Dates are calculated based on the Duration (in Work Days of the activity).

Want to set dates manually and have the Duration (in Work Days) calculated instead? Move to my Gantt Tips & Tricks section below.

Create a 2-D Stacked Bar Excel Chart

Now that we have our source table we can use it to create an Excel Gantt Chart. Select the Start Date column and create a 2-D Stacked Bar Excel chart.

Create a 2-D Stacked Bar Excel Chart
Create a 2-D Stacked Bar Excel Chart

Add Duration series and Task labels to Gantt Chart

Now we need to add the Duration data series to the Chart as well as add Tasks as labels on our vertical axis.

  1. Right-click on the chart and select Select Data.
  2. Click the Add and add the Duration column data series and click Ok
  3. Now click the Edit button on the right and in Axis label range select the tasks in the Tasks column of your table and click Ok
  4. Click Ok on the Select Data Source form to close
Add Duration series and Task labels to Excel Chart
Add Duration series and Task labels to Excel Chart

Hide Start Date bar on Gantt Chart

The charts above don’t resemble an actual Gantt Chart yet. What is still bothering is the blue bar on the left. To hide this bar right-click and select Format Data Series. Next go to the Fill section and select the No Fill radio button as shown below:

Set Start Date data series Fill to "No Fill"
Set Start Date data series Fill to “No Fill”

Our Gantt Chart should now look like the one below:
Excel Gantt Chart after removing the Start Date data series
Excel Gantt Chart after removing the Start Date data series

Again one thing bothers us – the Tasks are in the incorrect order!

Reverse Tasks vertical axis order

The last thing left for us to do is reverse the order of the Tasks on our vertical axis. To do this right-click on the Tasks vertical axis and select Format Axis next in Axis Options select the Categories in reverse order radio button.

That is it! You have now a wonderful and simple Gantt Chart that will refresh automatically based on your Excel Table.

excel gantt chart final
Final Excel Gantt Chart

Gantt Chart Template

Don’t have time to create your own Gantt Chart from scratch? Get it now and support new great posts from AnalystCave.com!

Excel Gantt Chart Template overview
Excel Gantt Chart Template overview