Producing a Gantt Chart Using Microsoft Excel s Bar Graph Functionality

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1 Producing a Gantt Chart Using Microsoft Excel s Bar Graph Functionality Introduction Gantt Charts are used in a variety of settings, especially when complex projects are implemented. Gantt Charts give a visual representation of the order that a project should be completed, by linking dependent functions. These instructions provide an outline on how a simple Gantt Chart can be produced using Microsoft s Excel. In this example a Gantt Chart will be produced for painting a room. Items Needed Computer with Microsoft Excel List of items to be completed for project Intended Audience These instructions are written for persons familiar with Excel and its basic functions. Knowledge of advanced concepts is not necessary to complete or follow these instructions. Constructing and Entering Data into Spreadsheet Label Column Headings and Entering Data 1. Begin by labeling each column with the proper headings; label column A Function ; label column B Start Date ; label column C Days to Complete ; the spreadsheet should look something like pictured below, after column width adjustments.

2 2. Input data within each column as seen below, Function Start Date Days to Complete Select Color 9/1/ Buy Paint 9/11/ Buy Painting Supplies 9/11/ Sand and Clean Walls 9/12/ Apply First Coat 9/15/ Apply Second Coat 9/16/ After data from above has been entered within Excel, the spreadsheet should look like below: Constructing The Gantt Chart 4. Select and highlight Cells A1 to C7. 5. After selecting range the chart will need to be produced, click on the Chart Wizard button, or select Insert and Chart from the task bar menu.

3 6. After selecting the chart function, the following window should appear.

4 7. For Step 1 of 4, select the Custom Type tab and select the chart type of Floating Bars. 8. Click Next to go to step 2 of 4.

5 9. In the step 2 of 4 window, select the series tab with the following options. Values are entered in the box by clicking on the button to the right of each and highlighting the ranges listed below. (As seen in the below screen shot): a. Values: Cells B2:B7 b. Category X-axis labels: Cells from A2:A7

6 10. After selecting the above ranges for the values and category (X) axis labels, click on the Add button under the series box. It is necessary to add another series so the chart is graphed correctly. (See below)

7 11. Select the button next to name and select cell C1. Then select the button next to Values and select cells C2 to C7. Once complete these boxes should contain the following values as seen in the screen shot below: 12. Click Next to go to Step 3 of 4. Use default settings, click Next to go to Step 4 of 4.

8 13. In Step 4 of 4 allow for default setting of chart to be located as object in Sheet1, click Finish. Once these steps are complete, the graph should look something like the following: Apply Second Coat Apply First Coat Sand and Clean Walls Buy Painting Supplies Buy Paint Slect Color 8/21/200 8/26/200 8/31/200 9/5/2005 9/10/200 9/15/200 9/20/ The last steps will change some of the formatting to allow for easier reading. 15. First, Double Click the task descriptions (along left side of graph) within the graph area; this will show a Format Axis window. From this window select the Scale Tab. Once the scale tab is selected, check the box noted as Categories in Reverse Order. (As seen below) 16. Click OK to close the Format Axis Window.

9 17. Double Click on the dates listed at the bottom of the graph area; this will show another format axis window. Within the format axis window, select the font tab and select a font size of 8. (As seen below)

10 18. Next, select the Alignment Tab, and either rotate the text alignment gauge counter-clockwise to 60 degrees, or simply input 60 in the degrees box, refer to screen shot below: 19. Once these selections are made, click on the OK button. Now with these formatting options completed, the final graph should look like below. Slect Color Buy Paint Buy Painting Supplies Sand and Clean Walls Apply First Coat Apply Second Coat 8/21/2005 8/26/2005 8/31/2005 9/5/2005 9/10/2005 9/15/2005 9/20/2005

11 Congratulations, production of a Gantt Chart is complete! Helpful Hints: If the chart does not look exactly like the one pictured above, the default settings in Excel could be different than the one used to produce this chart. Additionally, if difficulties are encountered, please refer to Microsoft s help menu by pressing the F1 key or selecting on Help in the task bar.