Your Free Project Scheduling and Gantt Chart Tool Using Microsoft Excel

main introduction download help pages excel vba useful resources books sponsor / advertise forum author's profile

Features Explanation

Project Title Activate / De-activate Filter Insert New Tasks, WBS, WP Level Formatting Simple WBS Tasks for Work Packages Filter Selection Start Date / End Date Calendar Days Workdays Gantt Chart Formatting Tasks Status Tracking Calendar Gantt Chart Project Information and Notes Adjusting and Extending Calendar Date Range

1.    Project Title

A pre-formatted text entry field. Enter your project title.

[back to top]


2.    Activate / Deactivate Filter

Click on the Activate / De-activate Filter button will invoke the macro to turn-on / turn-off the Excel Auto-Filter feature for the tasks table. By using the drop-down arrow button, you can use the normal filter features to analyze and track your project tasks and status.


[back to top]


3.    Insert New WBS Level or Work Package

To insert a new task, place your cursor in any cell on the line above where you want to insert your new tasks and click on the Insert New Tasks button. A duplicate line with all the formulas will be inserted just below the line where you place your cursor. Proceed to replace the WBS, Tasks Description, Start-Date and End-Date with the new task information.

To delete any line, all you need to do is to highlight that row, right-click and delete the line.

[back to top]


4.    Level Formatting

Level Formatting allows you to use simple indicators to highlight the entire row based on pre-set colors.

  • A single [.] indicates that this is the Heading of the project and will be highlighted in Grey.

  • Two [..] indicates that this is the Level 1 of the WBS and the line will be highlighted in Blue.

  • Blank entry in this column indicates is the Level 2 of the WBS or Work Package and the line will not be highlighted.

[back to top]


5.    Simple WBS

You have to manually enter the WBS.

I have been trying to find a way to automate the generation of WBS but still am not too successful. You may want to create your own formula to generate it.

[back to top]


6.    Tasks or Work Packages

Simply just enter your WP or Task description in this field.

[back to top]

7.    Filter Selection (when filter is activated)

When Filter is activated, you can click on the drop-down area above each column to show a list of filter criteria or to customize your own filter.

[back to top]

8.    Start-Date / End-Date

Enter your Start-Date and End-Date of each work package or task.
Dependencies are not available and there is no auto adjustment of dates. When you change the date of a task you will have to adjust the rest manually.

Hint: you can further use a "= cell+1" or similar formula to achieve some level of auto date adjustments.

[back to top]


9.    Calendar Days (calculated field)

Calendar days between the End-Date and Start-Date are calculated automatically.

[back to top]


10.    Workdays (calculated field)

Workdays between the End-Date and Start-Date are calculated automatically.

Hint: You may further tune the formula to take into consideration of any public holidays by maintaining a holiday lists.

[back to top]


11.    Gantt Chart Formatting

By using [.],[..] or [x] you can change the color format of the graphics auto generated and displayed in the Gantt Chart. There is no fix rule, you may use different indicators to represent different importance of the tasks.

[back to top]


12.    Tasks Status Tracking

A conditional formatting is use to for 2 different tasks status. These are [completed] and [partial]. You are free to modify the conditional formatting rules to suit your own needs.

[back to top]


13.    Calendar (with weekend highlighting)

The formula of the Calendar Dates will automatically highlight the weekends in Red.

[back to top]


14.    Gantt Chart (auto creation)

If you use a daily time-scale, the Gantt Chart will be plotted to the exact day based on the Start-Date and End-Date.
If you use a weekly time-scale, the Gantt Chart will be plotted to the nearest week.

[back to top]


15.    Project Information and Note

You may use the Project Information and Note box to enter the project information. You are free to adjust and create your own Project Information area as necessary.

[back to top]


16.    Extending or Adjusting the Calendar Day Range

An easy way to extend, create or adjust the Calendar is to highlight the row above the date (top blue row) to the last row of the task (bottom grey row) and use the normal Excel drag function and drag to the right till the desired date range. By doing so, all the formula for the plotting of Gantt Chart will be copied. Note, always extend the date by one more column more than your last desired date. The rest are just simple formatting like adjusting the box borders to make the chart more presentable.



[back to top] [back to XL-EasyGantt main page]