How to Create Gantt Chart for Multiple Projects in Excel

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If you are looking for some special tricks to make a Gantt chart for multiple projects in Excel, you’ve come to the right place. There is one way to create a Gantt chart for multiple projects in Excel. This article will discuss every step of this method to make a Gantt chart for multiple projects in Excel. Let’s follow the complete guide to learn all of this.

In the following section, we will use one effective and tricky method to make a Gantt chart for multiple projects in Excel. To create a more understandable Gantt chart, at first, we organize our dataset, then create a stacked bar chart, and finally, customize the graph by adding graph elements and editing the graph layout. This section provides extensive details on this method. You should learn and apply these to improve your thinking capability and Excel knowledge. We use the Microsoft Office 365 version here, but you can utilize any other version according to your preference.


Step 1: Preparing Dataset of Multiple Projects in Excel

Here, we will demonstrate how to create a Gantt chart for multiple projects in Excel. Let us first introduce you to our Excel worksheet so that you are able to understand what we are trying to accomplish with this article.

  • In the following image, we can see the basic outlines of the dataset.
  • Here, we have Project Name, Task Name, Start Date, Finish Date, Duration, and Progress columns in the following dataset.
  • In the Project Name column, we enter each project name.
  • Then, in the Task Name column, each project’s different task.
  • In the Start Date column, we enter the date when the Task of the specific project starts.
  • In the Finish Date column, we enter the date when the Task of the specific project ends.
  • We get the Duration column by subtracting the date start date from the finish date.
  • In the Progress column, we enter each task’s progress status.

Prepare Dataset


Step 2: Creating a Stacked Bar Chart

Now, we are going to insert a stacked bar chart for our dataset. To do this you have to do the following process.

  • First of all, select the range of the cells D4:D16.
  • Now, in the Insert tab, click on the drop-down arrow of the Insert Column or Bar Chart from the Charts group.
  • Then, choose the Stacked Bar Chart.

Create Stacked Bar Chart

  • By default, you will get the following chart. Make the chart a little bit wider to get more space to work.

  • Next, right-click on the chart and click on Select Data to add other data series on the X-axis and Y-axis

Gantt Chart for Multiple Projects in Excel

  • When the Select Data Source appears, click on Add to another data series as shown below.

  • Then, you will get the Edit Series window, where you have to enter the new data series column name on the Series name box and select values on the Series values box.
  • Next, click on OK.

  • Next, click on Edit from the Horizontal (Category) Axis Labels.

Gantt Chart for Multiple Projects in Excel

  • Afterward, the Axis Labels window will appear, where Task Name column data must be entered.

  • As a result, you will get the following chart.

Gantt Chart for Multiple Projects in Excel


Step 3: Reversing Category Axis Order

In this step, we are going to reverse the category axis order. To do this, you have to follow the following process.

  • On the Category Axis (in the chart the Vertical Axis), the “Task-C-4” takes a position at the top, but the “Task-A-1” should be on the top.
  • To reverse the order double-click on the Category Axis, and the Format Axis task pane appears. In the Axis Options tab, select the Categories in reverse order.

Gantt Chart for Multiple Projects in Excel

  • Therefore, you will get the following chart.


Step 4: Changing Label Position on the Horizontal Axis

In addition, the Horizontal Axis (value axis) changes location when you reverse the Category order. Again, click the Category Axis in the Format Axis task pane, and under the Axis Options tab, select High in the Label Position option.

Gantt Chart for Multiple Projects in Excel

  • As a consequence, you will get the following chart.

  • select the blue bars. In the chart below, you see all the Blue Bars are selected.
  • Next, in the Format Data Series task pane and in the Fill & Line tab, select No Fill.

Gantt Chart for Multiple Projects in Excel

  • Take a look at the chart below. As you can see, we’ve already got a Gantt chart. Use this Gantt chart for the various uses you might have.


Step 5: Changing Minimum, Maximum, and Major Values of the Horizontal Axis

Now, we are going to change the Minimum, Maximum, and Major Values of the Horizontal Axis. To do this you have to follow the following rules.

  • Now our first task of the Project “Task-A-1” starts on the date 01/01/2022, so our horizontal axis will start from this date. So, double-click on the horizontal axis, and the Format Axis task pane appears.
  • Next, in the Axis Options, the minimum value is set as 44562; we know that this “44562” actually represents the date  01/01/2022. The maximum value is automatically set, but we change it to 44582. And we change major units to 2.

Gantt Chart for Multiple Projects in Excel

  • In order to present the horizontal axis in a more presentable way, click on the Number option, and change your required date format from the Type option.

  • Therefore, you will get the following Gantt chart.

Gantt Chart for Multiple Projects in Excel


Step 6: Formatting Gantt Chart in Excel

It is now time to format the above chart. To format the Gantt chart, you have to follow the following process.

  • Choose any of the red bars from the Duration data series, then click the Format Data Series task pane. Under Series Options, change the Gap Width value to 30%. It will decrease the Gap between the Category Axis position.

Format Gantt Chart

  • Next, in the Format Data Series, you have to select Fill & Line and then choose Solid Fill. Then, you have to enter your required color for the Data series.

Gantt Chart for Multiple Projects in Excel

  • Afterward, form the Format Data Series, select 3-D Format, and select Angle type bevel from the Top Bevel dropdown.

  • Next, if you want to show the Data Labels for this data series. To do that, click on the Chart Elements icon on the top-right corner of the chart. From the menu select the Data Labels option.
  • Then, change the Chart Title content to Gantt Chart for Multiple Projects and make the Chart Title bigger in size. We want to show Horizontal grid lines.
  • It is possible to use a variety of background colors for your chart area, as well as dashed grid lines. Ultimately, it’s up to you.
  • After Formatting, you will finally get the following Gantt chart for multiple projects in Excel.

Gantt Chart for Multiple Projects in Excel


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Conclusion

That’s the end of today’s session. I firmly believe that from now you may be able to make a Gantt chart for multiple projects in Excel. If you have any queries or recommendations, please share them in the comments section below. Keep learning new methods and keep growing!


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Saquib Ahmad Shuvo
Saquib Ahmad Shuvo

Saquib Ahmad Bhuiyan, holding a BSc degree in Naval Architecture & Marine Engineering from Bangladesh University of Engineering and Technology, skillfully integrates engineering expertise with a passion for Excel. He provides solutions to complex issues as an Excel & VBA Content Developer for ExcelDemy Forum. He demonstrates an enthusiastic mindset and adeptness in managing critical situations with finesse, showcasing his commitment to excellence. Apart from creating Excel tutorials, he is interested in Data Analysis with MS Excel, Rhinoceros,... Read Full Bio

6 Comments
  1. How do I change the colour of the fill based on the project? The way this is set up it only lets me change the colour for all at once?

    • Reply Avatar photo
      Saquib Ahmad Shuvo Mar 1, 2023 at 3:57 PM

      Hello JORDAN,
      Greetings. You can easily change the color of the fill based on the project by following the steps below.
      First, double-click on the particular task of the specific project in the Gantt chart. Therefore, the Format Data Point window will appear. Next, in the Format Data Point, you have to select Fill & Line and then choose Solid Fill. Then, you have to enter your required color for the data point. You have to follow the same procedure for the other tasks in the specific project. You can alter the fill’s color in accordance with the project in this way.

      The steps listed below must be followed if you want to instantly change the Gantt chart’s color.
      First, click on the task of any project in the Gantt chart. Therefore, the Format Data Series window will appear. Next, in the Format Data Series, you have to select Fill & Line and then choose Solid Fill. Then, you have to enter your required color for the Data series. Based on the color you enter, this process will create a similar color for the entire Gantt chart.

  2. Hi,
    This is exactly what I was looking for. Thank you very much for your article, it’s very helpful.

  3. Hi,

    how could I use this approach to generate something like a projects’ milestones summary graph?

    F.e. let’s say Y axis values are names of projects (similar to your tasks), X axis is a timeline (=dates, same as in the above example) and multiple milestones marks are shown in one line of Gant chart per project (= gate 1, gate 2, gate 3 …). So not really a Gant chart as such, but a summary graph.

    Ideally I would like this to be a pivot chart that can change depending on slicers filtering the source data.

    I’m happy to provide more explanation if need be, just let me know if you can help.

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