How to make Gantt charts by weeks in Excel

In this article, we will learn How to create Gantt charts by weeks in Excel.

Scenario:

Sometimes we need to represent the data in the weeks format. What does it mean by weeks format? Let's consider we have to plan a course schedule for the syllabus. So we need to visualize the weeks spent on each chapter of the syllabus data. Another example could be, if you like to represent the weeks spent on each step of making a product in Excel. The problem occurs as you don't find the type of chart you are looking for. Below is the explanation of the type of chart, you might want which is the Gantt chart. 

What is the Gantt chart in Excel?

As we already studied how to make GANTT chart by days in Excel. You must be wondering, why Excel doesn't offer this Gantt chart as a template. Don't worry, as it is easy to do. MS Excel has a Bar chart feature that can be used to make an Excel Gantt chart. If you need to create or update a Gantt chart for recurring communications, it will be simpler and faster than any other chart used. Let's understand the Gantt chart and how to create it. I will give you step-by-step instructions for making a Gantt chart by weeks in Excel by starting with a Bar chart.

 

Example :

All of these might be confusing to understand. So, let's test this formula via running it on the example shown below. Here we have data showing house construction plans. Each task has a start date, start week of the year and End week of the year and duration (in weeks). 

Now that we have the data, we can proceed to create the chart. Follow the below steps with images to understand better.

  • Select any blank cell.
  • Click Insert - > select any Bar chart that you like to proceed on from the list shown as below.

  • Now right click on the chart and Click Select Data option as indicated in image shown below.

  • Now you will show a Select Data Source dialog box which will take input fields of data. Dialog box will be seen as shown below.

  • Now we start adding the data in the Edit Series dialog box.. First we add the start week number (D3) as Series name: and start week array D4:D10 as shown below. ($ char freezes the cell reference). Click OK.

  • Now we add the next values which is the duration of days. Click Add -> Fill the duration field as shown below. Click OK.

  • Till this step we created a bar chart and following steps would be used to customize the bar chart till required gantt chart by weeks .You will view the layout as shown below. 

Now we continue with the Gantt chart:

  • Click Edit with the Yellow shaded part as shown in the above snapshot to select the tasks to be replaced with numbers shown on the vertical axis.

  • The above process fills the Description Column as shown below and Now click Enter.

  • Now we will change the outer layout. These customization can be done as per accordance. Add chart title and enable legends clicking + option on right just above the brush option.

  • Now enable Legend (label) also in the bottom of the chart as shown in the above image.
  • Now click on the right side brush look alike option of chart, select the type of style you like to select. 

  • Delete the non essential axis Title and Fill up the Chart Title. (This step can be done any time.
  • Now we need to vanish the blue bars. So we click the bar once. Then right click the blue bar and Click Format Data Series - > Then on a right side Format Data Series panel appears as shown below.

  • Now fill the bar with No fill to make it disappear. You will see, the blue bars are vanished now.

  • Reverse the order of the data. Date values on the top. Select the vertical axis and Tick the box saying Categories in Reverse Order as shown below.

  • Now your table will be something like as shown below.

This is our chart required chart.

Gantt charts illustrate the weeks (duration) as bars of the tasks along with task descriptions of the House Construction Plan. Here are all the observational notes regarding using the formula. 

 

Gantt Chart structure using the Conditional formatting :

Here we will create a Gantt chart structure using the formula option in conditional formatting. We will check the date value is between the start_date and the end_date. Dates are given along the green background region. 

Now we will use the conditional formatting in Excel. Follow the steps explained below.

Select the E5 cell (first cell) and choose Conditional formatting - > New Rule as shown in the image below.

A dialog box will appear in front. Select the option Use a formula to determine which cells to format. And box will show you a formula box as shown below.

Use the formula:

=AND(E$4>=$C5,E$4<$D5)

Explanation:

  • Excel stores dates as numbers. So we check the date that the date must be after the start_date and before the end date. 
  • This formula returns the cell with formatting if condition stands True else blank cell.

Now Click Format and select the type of formatting you require. Here we selected that back ground color of the cell turns Blue if condition stands True as shown above.

Click OK and copy the formula along the column using the Ctrl + D and to copy formula along the particular row using Ctrl + R.

As we can see in the above image a chart structure is displayed. This graph is quite similar to the type gantt chart created before. Here each block denotes a week duration. Each colored block denotes whether the work is going on or not. You can also match the colored box with Description to know which task is going on.

Here are some observational results.

Notes:

  1. Gantt charts can be used to show current schedule status using start week and duration values.
  2. Optimizing the Gantt chart, density of the weeks in chart and thickening Task bars are some finishing tools that generally polishes your chart.
  3. Date and time values are stored as numbers in Excel and so use input date carefully, to count the number of days

Hope this article about How to make Gantt charts in Excel is explanatory. Find more articles on different types of charts and their corresponding advanced charts here. If you liked our blogs, share it with your friends on Facebook. And also you can follow us on Twitter and Facebook. We would love to hear from you, do let us know how we can improve, complement or innovate our work and make it better for you. Write us at info@exceltip.com

 

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