The Microsoft Excel spreadsheet editor is a great program for creating all kinds of charts. However, it is worth highlighting one that is excellent for displaying time periods, and it is called the Gantt chart. Its construction is somewhat different from others, so this article will detail how to build a Gantt chart in Excel.
Preparatory stage
Initially, before building the Gantt chart in Excel, you need to prepare the table itself, because it must have the proper form, otherwise nothing will work. Temporary variables must be included in it, which is why the article will build on the example of a schedule for employees to go on vacation. It is also important that the column with the names of employees is not entitled, that is, its heading is empty. If you entered a name there, then delete.
If your table is created by analogy with the above, then you will succeed, and we can continue to talk about how to build a Gantt chart in Excel.
Stage 1: building a bar chart with accumulation
However, before you build a Gantt chart in Excel, you need to create another - a ruler. To do this, follow these steps:
- Select your table. To do this, move the cursor in one of its corners and, holding the left mouse button (LMB), drag to another corner located diagonally.
- Click the "Insert" tab.
- Click on the "Ruled" button, which is located in the "Charts" tool group.
- In the drop-down menu, click on any accumulated chart. In this case, it is “Volumetric ruler with accumulation”.
Once you have done this, the corresponding diagram will appear on the program sheet. This means that the first stage is completed.
Step # 2: formatting the chart
At this stage of constructing the Gantt chart, in Excel it is necessary to make the first row invisible, which in our case is indicated in blue, that is, it is necessary that the chart has only a vacation period, highlighted in red. To do this, you need:
- Click LMB on any blue area.
- Call the context menu by clicking RMB.
- In it, select "Data Formatting".
- Go to the "Fill" category.
- Select "No fill".
- Click the "Close" button.
Now, as you can see, the blue stripes disappeared from the chart, of course, it will be more accurate to say that they have become invisible. On that, the second stage is completed.
Stage 3: changing the axis format
The display of the axes at the moment does not correspond to the correct model, so it must be changed. To do this, do the following:
- Click LMB on employee names to highlight them.
- Click RMB.
- In the menu that appears, click on "Axis Format".
- A window will appear. In it, you need to go to the "Axis Settings" category (usually it opens by default).
- In the category, you need to check the box next to "Reverse Category Order".
- Click "Close."
Now the chart has changed its appearance - the dates above, and the names turned upside down. So, firstly, it will be easier to perceive information, and secondly, it will be correct, so to speak, as required by GOST.
By the way, at this stage it would be nice to delete the legend in the diagram, since it is not needed in this case. To do this, you must first select it by clicking LMB, and then press the DELETE key. Or you can delete it through the context menu called by RMB.
The third stage of the instruction on how to build a Gantt chart is completed, but this is far from the end, so we go directly to the next step.
Stage 4: Period Change
If you turn your attention to the time period in the chart, you can see that its values go beyond its borders, which, at least, looks ugly. Now we are committed to correcting this nuance.
First you need to select the time period itself. Then press the right mouse button on it and select the familiar "Axis format" item from the menu. In the window that appears, you need to be in the "Axis Settings" category. There are two values, "minimum" and "maximum", you will need to change them, however, before starting, turn the switch to the "Fixed" position. After that, enter the length of time that you need. By the way, in this window you can set the price of intermediate divisions if necessary.
Following the completion of all actions, click the "Close" button.
Stage 5: enter the name
There remains the last, fifth stage, which will complete the final formatting of our Gantt chart in Excel. In it we will set the name of the chart. Immediately go to the process itself:
- Go to the tab "Layout", which is a group of tabs "Work with charts." Please note that this group appears only when the chart is highlighted.
- In the "Layout" tab, click on the "Chart Name" button, and select "Above Chart" in the drop-down list.
- In the appeared field in the diagram, you need to enter the name itself. It is advisable to choose one that suits the meaning.
We hope that our example Gantt chart in Excel has helped you, since this is the end of the creation. Of course, you can continue formatting further, but this will already affect the cosmetic part, so to speak. By the way, if you do not want to bother and create it yourself, then on the Internet you can find a bunch of Gantt chart templates in Excel.