ProjectManagementF › curriculum › HS › BMS › BI › S… · Web viewProject Management: Using Excel to Generate Gantt Charts. Open a blank workbook in Microsoft® Excel®

Project Management: Using Excel to Generate Gantt Charts

1. Open a blank workbook in Microsoft® Excel®. Decide on a name for your project and save the file using this name.

2. Create three columns with the headings Tasks, Start Date, and End Date.

3. Identify all tasks necessary to complete the problem and list each milestone under the Tasks heading. For each task identify the proposed start and end date for the necessary work. Think about how long you might need to complete this task. Enter the start and end dates in the correct columns.

4. Create a fourth column and label it Duration.

5. The Duration column must be calculated based on the start and end dates. Therefore, if you have to adjust start or end dates during the project, duration will automatically be adjusted as well. In the first duration cell, subtract the start date from the end date. You can insert a function in the cell to complete this subtraction or type directly into the cell.

6. Copy the function you created to the cells shown in the following image by hovering over the right corner of the cell until a cross appears. From there, click hold and drag the cells down. Numeric values will appear.

© 2018 Project Lead The Way, Inc.Biomedical Innovation Project Management: Using Excel 2018 to Develop Gantt Charts – Page 1

7. With no cells selected, under the Insert tab, choose the Insert Column or Bar Chart icon. Then, under 2-D Bar, select Stacked Bar. The chart will be blank at first as no cells have been selected.

8. Right-click in the blank table and choose Select Data.


9. Choose Add.


10.For the Series Name, choose the cell with the start date title. For the Series Values, choose the cells that contain the start dates.

11.Add a second series using the same method. For the Series name, choose the cell with the Duration title. For the Series values, choose the cells that contain the duration values. Click OK. Do not close the Select Data Source box yet. Your bar chart should look similar to the chart that follows.


12.Choose Edit under the Horizontal (Category) Axis Labels title. For the data range, highlight the cells that list the tasks. Click OK. Click OK to close the Select Data Source box.

13.Add a legend to the graph by clicking on the Add Chart Element icon, then Legend, and then Right, as shown in the picture.


14.Return to the chart. Click on the bars to the left (the blue section of the bars) to highlight them. Right-click and choose Format Data Series.


15.Choose Fill and then click the dot for No fill. Choose Border Color and then click the dot for No line.


16.Click the X to exit the Format Data Series box.

17.Right-click on one of the tasks in the chart and choose Format Axis.

18.Check the box labeled Categories in reverse order. Select X to close.


19.Excel reads dates as numeric values. You will need to know numeric values of the earliest start date and the latest finish date. Right-click on and copy the earliest date listed. Click on an empty cell, right-click, and Paste Special to insert this value. Choose Paste Link from the dialog box. Do the same for the latest date.

20.Highlight the two dates. Locate the Number Format box at the top of the page. The default drop-down option most likely says Date. Click on the drop-down menu and change the format to General. You can now see their numeric values. Using Paste Special is important because if you adjust either date, the cells that contain the numeric values will update automatically as well.


21.Copy the value for the earliest date. While hovering over one of the dates in the chart, right-click and choose Format Axis.

22.Under Axis Options, enter 40085 for the minimum and 40339 for the maximum values for the bounds.


23.Close the Axis Options box.

24.Delete the legend by clicking on the chart and select the plus sign (chart elements). Uncheck legend.


25. If you click once on the chart under the Chart Tools (top of the page) and then select Design tab, you can choose among different Chart Layouts and Chart Styles. Layout 5 and Style 26 are shown in the following image. Choose a layout and style that work for you.

26.Click on the chart title, right-click, and choose Edit Text. Type a new name for your chart.


27.Customize your Gantt chart to fit the needs of your project and your group. If desired, change the bar colors to represent the individual/individuals responsible for each task. Select the desired bar. Right-click on the bar and choose Format Data Point.

28.Choose Fill from the menu. Click Solid Fill, Gradient Fill, or Picture and Texture Fill, and choose your desired look.



29.Add additional keys if you need to explain color coding. Add these elements directly on your Excel sheet or copy your chart to a Word® document and make additions on this document.

30.To print your chart, click on the chart to select this item. Choose print from the menu and make sure that Selected Chart is marked.


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ProjectManagementF › curriculum › HS › BMS › BI › S… · Web viewProject Management: Using Excel to Generate Gantt Charts. Open a blank workbook in Microsoft® Excel®