How to Create a Gantt Chart in Excel 2016

Edited 2 weeks ago by ExtremeHow Editorial Team

Microsoft OfficeExcelGantt ChartProject ManagementDataVisualizationSpreadsheetPlanningWindowsMacChart

Creating a Gantt chart in Excel 2016 can be a valuable skill, especially if you're managing projects. A Gantt chart is a type of bar chart that shows a project schedule, including the start and end dates of various elements within the project. Although Excel is not primarily designed for creating Gantt charts, it can be done with a few simple steps. This guide will explain these steps in detail to help you create your own Gantt chart in Excel 2016.

Understanding the components of a Gantt chart

Before we start creating a Gantt chart, it is important to understand its components:

• Tasks: These are specific parts or actions within a project. Each task usually has a start date and an end date.
• Time frame: This is the period over which the tasks are scheduled.
• Bars: These represent tasks in the timeline, extending from the task's start date to its finish date.

By understanding these elements, you can better understand how Gantt charts help visualize project timelines and manage tasks effectively.

Steps to create a Gantt chart in Excel 2016

Follow these simple steps to create a Gantt chart in Excel:

Step 1: Setting up your Excel worksheet

The first step is to set up an Excel worksheet with your project data. You'll need to create columns for:

• Task Name: This should list all the tasks related to your project.
• Start Date: The date when each task begins.
• Duration: The number of days it takes to complete each task.

Here's an example of what your data might look like:

| Task   | Start Date | Duration (days) |
|--------|------------|-----------------|
|Task A  |01/01/2023  |5                |
|Task B  |03/01/2023  |3                |
|Task C  |04/01/2023  |7                |

Step 2: Creating the base stacked bar chart

After you've set up your data, the next step is to create a stacked bar chart:

1. Select your entire data range, including headers.
2. Go to the Insert tab on the ribbon.
3. Click Insert Bar Chart and select Stacked Bar.

This will create a basic stacked bar chart based on your data. At this step, the chart will not look like a Gantt chart in any way, but don't worry. The next steps will change that.

Step 3: Formatting the stacked bar chart to look like a Gantt chart

Now you need to make your stacked bar chart look like a Gantt chart:

1. Click one of the blue bars representing the start dates to select them all, then right-click and select Format Data Series.
2. In the Format Data Series pane, select Fill and Line, then click Fill and choose No Fill. This will hide parts of the starting bar, leaving only the duration bar visible.

Step 4: Adjusting the dates on the axis

The dates on the horizontal axis may need some adjustment to make the Gantt chart clearer:

1. Right-click the date values displayed on the horizontal axis and choose Format Axis.
2. In Axis Options, set the minimum limit to the start date of your first task. Excel uses serial numbers for dates, so you may need to experiment with the values:

| Date        | Serial Number |
|------------|---------------|
| 01/01/2023 | 44601         |
| 02/01/2023 | 44602         |

    

3. You can also set the major unit to 1 if the dates are not displaying correctly.

Step 5: Arranging the tasks in proper order

If your tasks appear upside down in the chart (the first task is at the bottom), you can reorder them:

1. Right-click the names of the tasks on the vertical axis and choose Format Axis.
2. In Axis Options, check the Reverse order option for categories.

Step 6: Adding additional customizations

With a basic Gantt chart setup, you can add a number of customizations to improve its clarity and effectiveness:

• Add a title: You can add or edit a chart title by clicking Chart Title above the chart and typing the title you want.
• Gridlines: You can add or remove gridlines by selecting the chart, going to Chart Tools > Design > Add Chart Element, and selecting Gridlines.
• Bar color: To customize the color of bars for different tasks, right-click them, select Format Data Series, and choose the color you want under Fill options.

Conclusion

By following these steps, you can turn a simple Excel worksheet into a comprehensive Gantt chart, making project management easier. Excel 2016 may not have the advanced Gantt chart functionalities like dedicated project management software, but it offers enough flexibility to create a working Gantt chart with the essential features. Once you master these steps, you'll be well-equipped to efficiently manage and visualize your project timelines using Excel. Remember, practice makes perfect, so don't hesitate to experiment with the datasets and chart options that work best for your project.

Gantt charts in Excel 2016 can prove particularly useful because they allow both the visualization of work progress and the customization necessary to meet the unique requirements of each project. With a little practice, you will be able to create clear, concise, and attractive charts that will perfectly align with your project management needs.

  Share This Article

If you find anything wrong with the article content, you can request an update