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Step by Step
The following instructions outline the process for creating a Gantt chart in Excel without
using a chart wizard. For creating other charts and visuals with the wizard, you may use
the documentation entitled "Creating Charts in Excel." The wizard, however, does not
effectively represent the complex information needed for the Gantt chart.
Accessing Microsoft
Excel
Creating a Title
Labeling Data
Adjusting Column
Width
Creating Floating
Bar Chart
o To create
bars
o To change
an
AutoShape
Adding or
Removing Gridlines
and Borders
Numbering and
Labeling Page
Adjusting Page
Orientation
Adjusting Chart to
Fit on One page
o Option#1
Inside Excel
o Option#2
Inside Word
PC Interface
1. Click on the Start at the bottom of the screen
2. Select Microsoft Office
3. Select Microsoft Excel
Creating a Title
Toolbars
Once you have accessed Excel, a page entitled Book1 will appear. Before starting you
will need to ensure that the Standard, Formatting, and Drawing Toolbars are visible. To
open the toolbars, select the View menu bar and choose the toolbars from there.
Title
1. Select cell A1 by clicking on it.
2. Click on the Bold button in the menu at the top of the Workbook.
3. Click on the Font Size pull down menu button and select a larger font (14).
4. In cell A1, type the title of your chart. In the sample chart, for example, the title
"Project Schedule for Basil's Flower house" is entered.
5. Save as be sure to save this to the network.
Labeling Data
Labeling Columns
1. In cell C2, enter the name of the month in which the project will start.
2. In cell C3, enter the day the project was started and in each consecutive cell in
Row 3 enter the dates for the first month. For example, if you are starting the
project October 1st then you enter "October" in cell C2 and 1 in cell C3, 2 in cell
D3, 3 in cell E3, until you have entered all the project days in October, Remember
to Leave out Weekends and Holidays.
3. Select cell C2 and all the adjacent cells in Row 2 that coincide with the days for
October.
4. Click on the Merge and Center button in the formatting toolbar at the top of the
workbook.
5. In the cell following C2 enter the next month, November, then start entering the
days the month below in Row 3
6. Repeat for each month of the project.
7. Select columns in Row 3 that contain the dates entered. Select Format - Column -
Width from the menu bar and set the width to 2.29.
8. Select cell A1 and all the adjacent cells in Row 1 that coincide with the days for
the months entered.
9. Click on the Merge and Center button in the formatting toolbar at the top of the
workbook.
10. Save frequently.
Labeling Rows
1. Drag pointer (appears as large white cross in sheet, appears as downward arrow
on the column headings bar) over the column headings bar at top of the
worksheet. When you reach the border of the column, the pointer will change to a
crosshair with left-right arrows.
2. Double-click on the border of the column heading, and the column will autofit to
the longest entry
Creating Floating Bar Chart
To create a chart, you will need to access the Drawing toolbar if you have not already
done so.
Creating bars
1. Select a cell (day) where you want the bar (task) to begin
2. Select the AutoShapes menu
3. Select an appropriate shape from the AutoShapes menu
4. From Basic Shapes, the rectangle or the cube will work well, or from the Block
Arrows, the left-right arrow option can also be used HINT: Rectangle has a hot
button outside of the AutoShapes menu. Selecting this option can save time
OR
5. Once you have selected the shape, the mouse pointer will turn into a crosshair.
Align center of the crosshair with the lower-left corner of the cell which
represents the day you will begin the task
6. Click, hold, and drag until the center of the crosshair is almost aligned with the
upper-right corner of the cell which represents the day the task is to be completed,
release mouse button. If necessary, resize the shape to fit the shape to the cells
7. While the shape is still selected, click on the Fill button (small paint can on
Drawing toolbar)
You can use other shapes such as a triangle, star, or oval to mark key due dates. HINT:
Selecting the oval button on the toolbar will save time.
1. Select the shape you want to use from the AutoShapes menu
2. Click and hold in the lower-left corner of the cell in which you want to place the
special marker
3. Drag up and to the right to create the shape
Changing an AutoShape
If you decide to change the type of shape you use, you do not have to re-enter each shape.
Excel automatically enters gridlines. Depending on the complexity of your chart, you
may want to remove or add the gridlines. While gridlines make the chart easy to read,
they can make complex charts seem overly cluttered and detailed. If you remove the
gridlines, you will need to add lines and borders to ensure that the data is easy to read.
Gridlines
If you do not want all sections of the chart to have gridlines, you will need to use the
Border feature to indicate where you want lines and borders. (The gridlines button in the
Page Setup should be turned off -- unchecked).
Add
1. Select and highlight the area you want to underline or to which you want to add
borders.
2. For example, select the cells in Row 3.
3. With the area highlighted, click on the Border menu.
4. Click on the option with all lines showing. All gridlines will be added to the
selected area.
1. For example, select all cells in column B from cell B2 down (in this example,
column B has been left empty).
2. Select Border menu.
3. Select Right line option.
Remove
To print or preview the Gantt Chart, you will need to change the orientation of the Chart.
The Excel spreadsheet usually does not fit on one page. To avoid dividing your chart into
two pages (which makes it more difficult for your reader to view), you can fit the chart
onto one page. This, however, may make the chart much smaller and can result in
reduced legibility.
8. Click Microsoft Excel Worksheet Object (Note: this option will not appear if
you have closed Excel)
9. The Chart will appear as a graphic which you can resize to fit to the page.
Caution: When resizing do not overly distort chart image. Note: You will need to
add Appendix label and page number in Microsoft word if you use this option.