Creating a Gantt Chart using Microsoft Excel – Part 1

If you do not have Microsoft Project but still want to produce a Gantt Chart, you can do so with Microsoft Excel. In this blog, I demonstrate how to do so using Conditional Formatting; in a future blog, I will demonstrate how to do so using a stacked bar chart.

In columns A, B and C, type in the Task Names, Start Dates and anticipated Durations for the tasks within the project plan. As long as durations are at least one day, the End Date in column D can be calculated using the formula =Start Date + Duration – 1.

If you are aware of the relationships between tasks, use formulae to create as many of the Start Dates as possible, based either on previous End Dates or Start Dates, e.g. if you know that the Develop questionnaire task can start the day after the Planning meeting, then the formula in cell B3 is =D2+1.

In cell F1, type in the Start Date of the project and in cell G1, type in the date of the following day. Select F1 and G1, and use the Autofill handle to fill in the series to the expected end date of the project.

Select column F to final column, right click and click Column Width. Set width to 1, then click OK.

Adjust font sizes for the dates and align them to 45 degrees.

If using Microsoft Excel 2003 or earlier:

Click in  cell F2.

Click Format – Conditional Formatting.   The Conditional Formatting dialog box will be displayed.

Under Condition 1, select Formula is from the dropdown.

For the formula, type in =AND(F$1>=$B2,F$1<=$D2).

Click Format. Click the Patterns tab. Select the colour for your bars, then click OK      twice.

Fill the series as far right and down as required for the project. The Gantt bars will appear.

If you change a Start Date or Duration, the Gantt Chart will change accordingly.

If using Microsoft Excel 2007 or Microsoft Excel 2010:

Click in cell F2.

On the Home tab, in the Styles group, from the Conditional Formatting dropdown, click New Rule. The New Formatting Rule dialog box  will be displayed.

Select Use a formula to decide which cells to format.

In the Format values where this formula is true box, type in =AND(F$1>=$B2,F$1<=$D2).

Click Format. Click the Fill tab. Select the colour for your bars, then click OK twice.

Fill the series as far right and down as required for the project. The Gantt bars will appear.

If you change a Start Date or Duration, the Gantt Chart will change accordingly.

To find out more about our Excel training London, UK, visit http://www.jmdtraining.co.uk/microsoft-office-training/microsoft-excel-training.

To find out more about our Excel training Sydney, Australia, please visit http://www.jmdtraining.com.au/microsoft-office-training/microsoft-excel-training

About jdonbavand

I am a trainer of Microsoft Office, Microsoft Project and Crystal Reports. I have called my blog "If Only I'd Known That...." because I hear it so many times in training sessions. In fact, if only I had a £100 (or 150 Aussie dollars)for every time someone says "If only I'd known that." ....
This entry was posted in Microsoft Excel, Microsoft Excel 2003, Microsoft Excel 2007, Microsoft Excel 2010, Project Management and tagged , , . Bookmark the permalink.

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