Make Schedule in Excel  Step by Step Guide ▷ 2020

Perform a schedule with the tools of Excel It can certainly be one of the easiest ways. The reason is that This program has different tools that will help you represent the activities of your project in different ways. In addition, you can incorporate visual elements to highlight different sections.

The built-in templates within Excel are very useful, since they act the same way as the Gantt diagram, but providing a broad breakthrough. They can be customized to your liking, which will help you maintain good coordination and operation of all with a unique design.

Taking into account all of the above, we will explain below how to make a schedule using Microsoft Excel tools. You can do it through the templates available, or manually. Keep reading to know the step by step!

Steps to make an activity schedule in Microsoft Excel like an expert

A Activity schedule is very effective in order to organize your daily tasks in order of importance, type of tasks and much more. In this way, you avoid overlooking commitments or jobs that you must fulfill.

Therefore, we will give you the step by step of how to create yours in a personalized way like an expert:

With a template

Template to make an activity schedule in Microsoft Excel like an expert

The essential thing before moving forward is have in mind and already defined a draft well detailed schedule to be carried out, where each activity or task to be executed is presented taking each one with its tentative dates.

Having that in hand we get to it:

  • The first thing we will do is open the Excel program and go where the bar appears “Search for” in the upper right.
  • By clicking there, we will place the name of the template to search. In this case we will use the template “Gantt Project Planner.”
  • Select template displayed with that name to start working on it.
  • To start adding the tasks go to the column Name of the homework or Exercise. There, he begins to write the things to do.
  • Under the Project Planner title, there is an option called Highlighted period, in which you are going to enter the full span of your project. For example, if it will take 6 months, select number 6.
  • Then you can customize the diagram according to your needs. For example, in the column Start of the plan write the periods in which the tasks are established.
  • Do the same in the other rows like Plan Duration, Actual Start, and Actual Duration. It is recommended that the column times Actual start match the Plan Start. Also, the Plan Duration should be the same as Actual Duration.
  • In case you want to delete a row, right click on the cell and press the option Remove. Then select on The whole row.
  • If you want it to only be displayed as a graph, selects the columns of numeric data (in the case of the template it is from row C to G). Right click and tap Hide.


Manually schedule activities in Excel

With the help of Gantt diagram, you can graphically represent all the planning of activities that you have in relation to a project or pending tasks. It fits highlight that it is applicable to any sector, so it fits your needs perfectly.

Next, we will explain the step by step on how to make an activity schedule in Excel manually:

  • First, previously make a table in which you specify the name of the activities to be executed, their start date, duration and end date.
  • Go to any box out of previously made table. Go to the tab Insert in Excel, specifically within the group Graphics. Tap on the button Columns and then select 2D Bar / Stacked Bar.
  • A blank box will be displayed because the data where the graph will be located later has not yet been selected. Within the chart tools, click on the option Select data.
  • You will be able to appreciate the window Select the data source. With it, you can begin to include the data that you want to appear within the graph. First, go to the button Add displayed on the left frame of the (Series) window. You also get it by touching the symbol of +.
  • Automatically, the first series appears with the name of “Series1”. On the right side, enter the Series values or also identified as Y values. There, tap on the icon that is right next to that option and select the start dates of your project. When done, click To accept.
  • Afterwards, press again on Select data to redisplay the Select Data Source window. Click on the symbol again + or Add to create series 2.
  • It is time to add a new series, for another aspect such as the duration in days of your project. Go to Series values or Y values and apply the same procedure to add a new series to your chart. That is, touch the data column and press To accept.
  • To series 2, the horizontal axis labels will be modified. To do this, go to Select data and when the pop-up window shows, go to Series2. Then in Horizontal axis labels click on the icon at the end of that line and choose the names of the activities. Tap on To accept.
  • Now you have to give it a Gantt chart appearance. To achieve this, you have to right click on any of the blue bars of the graph and select Format data series.
  • In the right bar that will open, you have to go to Fill and Line (has a paint bucket icon). Tap on Unfilled.
  • Where the names of the activities appear, right click and go back to Format axis. In the options, enter the axis options and at the bottom tap on Categories in reverse order.
  • Now you must set the start and end of the chart bars. To do this, copy the start date of the first activity into a different cell and put the last date at the end of the project. Select both cells and change its format to number by going to Start, in the number options press Number and ready.
  • Then go to the graph, stand on the horizontal axis right click and go to Format axis. There, write in the limit options the start and end date of your project. At minimum you put the start date, and at maximum you write the end.

By last, you can modify different options such as the name of the graphic, the colors, the appearance and much more.

List of the best timeline templates you can use in Excel

List of the best timeline templates you can use in Excel

The templates They are perfect to make life easier for all those users who are not fully experts in the Excel management. Also, most of them can be customized to give you the colors, shapes and type of text you want.

Here we share the best templates and their download links:

Project Tracking Template

Download Project Tracking Template Excel

Agile Project Plan Template

Download Agile Project Plan Template Excel

To Do List Template

Download Excel To-Do List Template

Gantt Project Planner Template

Download Gantt Excel Project Planner Template

If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will surely be of great help to more members of the community. Thank you! 😉

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