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Build timelines in PowerPoint or online. Play Video. Microsoft Excel has a Bar chart feature that can be formatted to make an Excel Gantt chart. If you need to create and update a Gantt chart for recurring communications to clients and executives, it may be simpler and faster to create it in PowerPoint.
On this page, you can find each of these two options documented in separate sections. First, we will give you step-by-step instructions for making a Gantt chart in Excel by starting with a Bar chart. Then, we will also show you how to instantly create an executive Gantt chart in PowerPoint by pasting or importing data from an. Break down the entire project into chunks of work, or phases.
These will be called project tasks and they will form the basis of your Gantt chart. In Excel , and , enter your data by listing the Start Date and Finish Date of each task, along with their duration count of days required to complete that task. Make sure to include a brief description for each task, and then sort them in order, by placing the earliest start date first and the latest date last, as shown in the image below. In this tutorial, we will convert this table into an Excel Gantt chart and then into a PowerPoint Gantt chart.
Read on to learn how. Within the same worksheet that your Excel table is on, click in any blank cell. In the Charts section of the ribbon, drop down the Bar Chart selection menu. Click on the Add button to bring up Excel's Edit Series window where you will begin adding the task data to your Gantt chart. First, we need to name the data Series we will be entering. Click and place your cursor in the empty field under the title Series name , then click on the column header that reads Start Date in your table.
Staying in the Edit Series window, move down to Series value. This is where you will enter your Task start dates. It is easy to do. To the right of the Series values field you will see an icon with an arrow pointing up.
Click on the icon and Excel will open a smaller Edit Series window. Now simply click the first start date in your task table and drag your mouse down to the last start date. This highlights all of the start dates for your tasks and inputs them into your Gantt chart. Make sure you have not mistakenly highlighted the header or any extra cells. When finished, click on the arrow icon again , which will return you to the previous window called Edit Series. Once here, click OK.
Your Gantt should now look like this:. Here is where you will add the duration data to your Gantt chart. In the Edit Series window, click in the empty field under the title Series Name and then in your task table again, on the column header that reads Duration.
Staying in the Edit Series window, move down to Series value and click once more on the spreadsheet icon with a black arrow on it called Edit Series Button. Select your Duration data by clicking on the first duration in your project table, and drag your mouse down to the last duration so all durations are now highlighted.
To exit, click again on the small spreadsheet icon with the black arrow, which will return you to the previous window. Click OK again to update your Gantt chart which should now look something like this:. Right-click on one of the blue bars in the Gantt chart, then click on Select Data again to bring up the Select Data Source window.
Select the Edit button to bring up a smaller Axis Label windows. Again, click on the small spreadsheet icon. Then click on the first name of your tasks in our example, the first task description is "Preparatory Phase" and select them all. Be careful not to include the name of the column itself.
When you are done, exit this window by clicking on the small black arrow icon again. Now your Gantt chart should have the correct task descriptions next to their respective bars, and should look something like this:. Up to this point, you have really built a Stacked bar chart.
Now we need to format it so it looks like a Gantt chart. To do that, we must make the blue parts of each task bar transparent so only the orange parts will be visible. These will become the tasks of your Gantt chart. To select all of the task bars at once, click on the blue part of any bar in your Gantt chart, then right-click and select Format Data Series , which will bring up the Format Data Series window in Excel.
Don't close the Format Data Series task pane because you're going to use it in the next step. You will probably notice that the tasks on your Gantt chart are listed in reverse, with the last task on top of the Gantt chart and the first task listed at the bottom. However, you can easily arrange them in counter direction in Excel.
To do so, click on the list of tasks along the vertical axis of your Gantt chart. This will select them all and it will also open the Format Axis task pane. In the Format Axis task pane, under the header Axis Options and the sub-header Axis Position , tick the checkbox called Categories in reverse order. You will notice that Excel not only arranged your tasks from first to last on your Gantt chart, but also moved the date markers from beneath to the top of the graphic. Now it is really starting to look more like a Gantt chart should.
Now that your Gantt chart is created, you can further style it to optimize its layout and legibility. Here are a few suggestions in this respect. Removing some of the blank white space where the blue bars used to be will bring your tasks a little closer to the vertical axis of your Gantt chart. To do this, click on any of the dates above the task bars to have all of them selected. In the Axis Options window, under the header called Bounds , note the current number for Minimum Bounds. It represents the left most boundary of your Gantt chart.
Changing this number by making it larger will bring your tasks closer to the vertical axis of your Gantt chart. In our case, we changed the original number which was At any time, you can hit the reset button to restore the original settings. This gives you the opportunity to try several different settings until you find the one that makes your Gantt chart look best.
In the same Axis Options window under the header Units, you can adjust the spacing between the dates listed at the top of the horizontal Axis. If you increase the Major unit number, Excel will enlarge the space between each date and, thus, lessen the number of dates your Gantt chart shows. Doing the opposite will reduce the space between each date and, therefore, create extra room for more dates onto your Gantt chart.
In our case, we changed the original number from 20 to Under the Series Options header, you will find the Gap Width control. Sliding it up or down will increase or reduce the size of the task bars on your Gantt chart.
Play around until you find something that best works for you. As a finishing touch, you may want to add a title to your Gantt chart, change the color of the task bars or use another type of text font. In our case, we chose to:. This will insert a text box at the top of your Gantt in which you need to double-click in order to continue typing in the name for your visual.
PowerPoint is a more graphical tool and a better choice for making Gantt charts that will be used in client and executive communications. Office Timeline is a PowerPoint add-in that makes and updates Gantt charts by importing or pasting from Excel. You can copy-paste , import and refresh the data from your Excel tables in PowerPoint. This will open a gallery that will allow you to choose a style or template for your Gantt chart.
From the gallery, double-click any template or style to select it, and then click Use Template in the preview window to open the Data Entry Wizard. In this demonstration, we will be using a custom template which comes with sample data, but you can delete them. You can copy them all at once but be sure not to copy the title. Then, make any edits you wish change colors or shapes, add or remove items, etc. Depending on the style or template selected, you will have a Gantt chart that looks like this:.
From here, you can easily customize the Gantt chart further , adding milestones, formatting fonts and colors, and adding various details like percent complete or notes. It is easy to do in Office Timeline.
Here are the answers to the most frequently asked questions in relation to making Gantt charts in Microsoft Excel. To create a Gantt chart in Excel that you can use as a template in the future, you need to do the following:. Alternatively, if you want to save time and make a Gantt chart faster, you can do so by importing or pasting your data from Excel into PowerPoint. Large-scale PowerPoint clinical trial roadmap template featuring color-coded elements to highlight the main phases necessary for a drug or procedure to receive FDA approval.
Swimlane timeline template that outlines the major components of business continuity management in order to guide professionals in their risk-mitigation efforts. Swimlane diagram example that includes diverse milestones and tasks to mark distinct phases and major events for managing technological updates in your organization.
Color-coded swimlane sample for showcasing the journey of a product with smartly grouped milestones and tasks, which reduces clutter and eliminates overlapping. Simple Gantt chart diagram with well-defined tasks and milestones that help you clearly outline any project schedule. The Gantt chart template was designed for professionals who need to make important project presentations to clients and execs.
Simple yet professionally-designed project template focusing on major milestones and due dates for you to be able to create easy-to-follow, high-level project timelines for proposals, campaigns, status reports and reviews.
A visual template highlighting project key tasks and milestones so that you can present just the right amount of detail to both project and non-project audiences.
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This service is similar to paying a tutor to help improve your skills. Tip: This setting does not affect other projects. Typically, critical tasks have no slack. But you can tell Project to include tasks with one or more days of slack on the critical path so you can see potential problems coming from farther away. Choose Advanced , and then scroll down to the Calculation options for this project area. Add a number to the Tasks are critical if slack is less than or equal to box.
You can set up your project schedule to display as many critical paths as you need to keep tabs on your project. Choose Advanced , scroll down to the bottom, and then select Calculate multiple critical paths. But you might need to see more than one for a couple reasons:. If it falls behind schedule, the whole project falls behind schedule. Choose Schedule , scroll to the bottom, and then select Inserted projects are calculated like summary tasks.
If you have saved a baseline for your project, the critical path can show you if your project will finish on time and where the danger points are. To get the most out of critical path analysis:. Regularly view the critical path. Be aware that the critical path can change from one series of tasks to another as you progress through the schedule. The critical path can change as critical tasks are completed or as other series of tasks are delayed. Closely monitor critical tasks. Any task on the critical path is a critical task.
Monitor these tasks regularly to see if any of them slip. If a critical task slips, so does your finish date. Save a baseline and use the Tracking Gantt view to see slipped tasks.
Review series of tasks that may become the critical path. If a non-critical series of linked tasks slips its dates enough, that series of tasks will become the critical path. You can view other potentially risky tasks by showing multiple critical paths in a project. Protect yourself by viewing tasks that can slip without affecting the critical path. By default, the critical path shows the tasks that cannot slip at all or the project date will slip. You may want to view tasks that currently can slip by a day without affecting the critical path, because if they slip by more than a day, they will become critical tasks.
Viewing these tasks with slack helps alert you to tasks that are becoming critical while you still have some buffer. In the Tasks are critical if slack is less than or equal to list, enter the number of days under which a task will be considered critical. When you display the project's critical path , Project shows only a single, overall critical path, which is the only critical path that controls the project's finish date.
However, you can set up your plan so that you can also see an additional critical path for each independent network or each series of tasks. You might find this useful for keeping track of each of the subprojects within a master project, or of each phase or milestone of a project that is divided into multiple phases.
By knowing and tracking the critical path for your project, as well as the resources that are assigned to each critical task, you can identify the tasks that can affect your project's finish date and thus discover whether your project will finish on schedule. Learn more by reading Manage your project's critical path. To verify that adjustments that you make to the project plan don't adversely affect the critical path, you can review the critical path and critical tasks in any of several ways.
Note: By default, Project does not display a project's critical path. To display all tasks again, select All Tasks in the Filter list on the toolbar. You can also group all critical tasks together. On the Project menu, point to Group by , and then select Critical. Follow the instructions in the Gantt Chart Wizard to format the critical path.
By default, the Gantt chart bars and link lines for critical tasks are displayed in red. This format change overrides any direct formatting changes previously made to bar styles or to individual bars. Note that this formatting of critical tasks applies only to the current Gantt Chart view in the current file.
To use the same formatting in another file, you can use the Organizer Tools menu to copy formatted Gantt Charts to other files. On the Tools menu, choose Options , select the Calculation tab, and then select the Calculate multiple critical paths check box.
Important: This procedure is only effective in a consolidated project. If you don't have a consolidated project, you must first create one. On the Tools menu, choose Options , select the Calculation tab, and then select the Inserted projects are calculated like summary tasks check box. This is a project-level setting.
All projects inserted into this project will be calculated like summary tasks. In Project , a critical task has zero days of slack float. However, you can change this default value and define a task as critical that has, for example, one or two days of slack. On the Tools menu, choose Options , and then select the Calculation tab.
In the Tasks are critical if slack is less than or equal to box, enter the maximum amount of slack, in days, that you want to use to define critical tasks. If you want this value to be the default value for all of your projects, choose Set as Default.
To learn how to find a task's slack, see Show slack in your project. For instructions about changing a task's slack, see Set lead or lag time float between tasks.
Tip: To change the sensitivity of critical tasks, on the Tools menu, choose Options.
