Chart & Visualization Issues

How to Change Category Names in an Excel Agile Gantt Chart

Amos Gikunda Oct 1, 2026 869 views

Question details

The user wants to update predefined category names in an Excel Agile Gantt Chart template without breaking the associated drop-down menus and color-coding logic.

How to Change Category Names in an Excel Agile Gantt Chart

Product: Microsoft Excel
Device & OS: not provided
Scenario: Customizing an Agile Gantt chart template for a specific project by renaming the default task categories and ensuring the visual formatting still applies.
Observed behavior: The user needs to modify predefined category names that are tied to data validation drop-downs and conditional formatting rules, but is unsure where these background settings are located.

Before you start

Before modifying your Agile Gantt Chart template, ensure you unhide any hidden sheets that might contain the source data for your category lists, and save a backup copy of your original file to prevent accidental data loss.

Solution 1Recommended

Update the Source Data and Data Validation List

Use this solution to locate the hidden list that feeds your drop-down menu and change the text values of your categories.

In most Agile Gantt Chart templates, the category names in the drop-down list are pulled from a specific range of cells. This data is often kept on a separate sheet named 'Settings' or 'Lists', which might be hidden by default.

Unhide source sheets

Right-click on any sheet tab at the bottom of the Excel window and select 'Unhide'. If a list of hidden sheets appears, select the one likely containing the settings (e.g., 'Data' or 'Settings') and click OK.

Locate the Data Validation source

If you cannot find the source sheet, click on a cell containing the category drop-down list. Navigate to the 'Data' tab on the ribbon and click 'Data Validation'. Look at the 'Source' field to see exactly which cells or Named Range the list is pulling from.

Rename the categories

Navigate to the source cells identified in the previous step. Type your new category names directly over the old ones. The drop-down lists in your main Gantt chart will now display these updated names.

Update the Source Data and Data Validation List

Named Ranges: If the Data Validation source shows a word instead of cell references (like '=CategoryList'), go to the 'Formulas' tab and click 'Name Manager' to locate exactly where that list is stored.

Solution 2

Update Conditional Formatting for the New Categories

Use this method to fix the color-coding rules so your Gantt chart automatically highlights tasks based on your newly created category names.

Seamlessly Manage Gantt Charts in WPS Office

Customize Your Agile Gantt Charts Easily with WPS Spreadsheet

WPS Spreadsheet offers full compatibility with Microsoft Excel templates, allowing you to effortlessly update complex data validation lists and conditional formatting rules in your Gantt charts for free.

1. Open your template in WPS Office: Launch WPS Spreadsheet and open your existing Agile Gantt Chart file without losing any formatting.
2. Update Data Validation: Go to the Data tab and click Validation to instantly locate and modify the source of your category drop-down lists.
3. Adjust color rules: Navigate to the Home tab and use the Conditional Formatting tool to update the text rules for your new category names.

100% compatible with Microsoft Excel (.xlsx) templates and formulasEasily manage Data Validation and Name Managers in a familiar UIAdvanced Conditional Formatting to keep your charts perfectly color-codedFree, lightweight, and fast performance for large project files

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Frequently Asked Questions

Why didn't the colors update when I changed the category name?

Conditional formatting rules in templates are usually tied to exact text strings. If you change the category name in the drop-down list, you must also go into the Conditional Formatting Rules Manager and update the text in the formatting formulas to match your new category name.

How do I find where the drop-down list data is stored?

Click on the cell with the drop-down list, go to the 'Data' tab, and click 'Data Validation'. The 'Source' box in the settings tab will show you the exact sheet and cell range (or Named Range) where the list items are stored.

Can I add more categories to the Gantt chart drop-down list?

Yes. You can add new categories by typing them into the hidden source list. After adding them, you may need to update the Data Validation source range to include the new cells, and then create new Conditional Formatting rules to assign colors to the newly added categories.

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