Chart & Visualization Issues

How to Create an Excel Gantt Chart for Multiple Projects

Aamir Naveed Akram Oct 13, 2026 870 views

Question details

The user needs an expandable Excel worksheet to manage multiple projects, tasks, schedules, and progress using a visual Gantt chart layout.

How to Create an Excel Gantt Chart for Multiple Projects and Tasks

Product: Excel
Device & OS: not provided
Scenario: Tracking multiple projects, tasks, employee assignments, and daily schedules simultaneously within a single spreadsheet.
Observed behavior: The goal is to establish an automated schedule calendar featuring dynamic task bars, completion percentages, schedule alerts, and automatic calculations for remaining working days.

Before you start

Ensure you have all your project names, specific tasks, assigned employees, and estimated start and end dates organized before building your chart.

Solution 1Recommended

Set Up the Project Data Structure and Formulas

Create the foundation of your project management tracker by setting up the necessary columns and applying formulas to calculate working days and progress.

A successful Gantt chart relies on a well-structured data table. By using built-in formulas and formatting your data as an Excel Table, you ensure your project tracker remains scalable as you add new tasks.

Create header columns

Open a new worksheet and create headers for Project Name, Task, Employee, Start Date, End Date, Working Days, Days Remaining, Completion %, and Status.

Format as an Excel Table

Select your headers and a few empty rows beneath them, go to the Insert tab, and click Table (or press Ctrl+T). This ensures new projects added later will automatically inherit formulas.

Calculate working days

In the Working Days column, enter the formula =NETWORKDAYS([@[Start Date]], [@[End Date]]) to automatically calculate the duration while excluding weekends.

Set up schedule alerts

Select the Status column, go to Home > Conditional Formatting > Highlight Cells Rules, and create a rule to turn the cell red if the task is past its deadline and the completion percentage is not 100%.

Set Up the Project Data Structure and Formulas

Tip for Days Remaining: Use the formula =NETWORKDAYS(TODAY(), [@[End Date]]) in your Days Remaining column to dynamically track how much time is left for active tasks based on the current date.

Solution 2

Build the Visual Gantt Calendar using Conditional Formatting

Transform your data into a visual timeline with dynamic task bars using Excel's conditional formatting rules.

Create Professional Gantt Charts Effortlessly in WPS Office

Building and managing multiple projects is faster in WPS Spreadsheet. Enjoy seamless compatibility with Microsoft Excel formulas, conditional formatting, and save time by accessing hundreds of free built-in project management templates.

1. Open WPS Spreadsheet: Launch WPS Office and click on 'Spreadsheet' to start a new document.
2. Search for a Gantt Chart template: Click on 'New', navigate to the Template store, and search for 'Gantt Chart' or 'Project Management' to browse free layouts.
3. Input your project data: Download your preferred template and simply replace the placeholder text with your actual project names, tasks, and dates. The built-in conditional formatting will handle the visual task bars automatically.

Fully compatible with Microsoft Excel (.xlsx) file formats and complex formulasIncludes hundreds of free, ready-to-use Gantt chart and project templatesSupports advanced conditional formatting for dynamic schedule alertsLightweight, fast, and features a familiar user-friendly interface

microsoft office alternative - wps office

Frequently Asked Questions

How do I exclude weekends from my task duration in Excel?

You can exclude weekends automatically by using the NETWORKDAYS function. Simply type =NETWORKDAYS(Start_Date, End_Date) into your duration column, and Excel will only count Monday through Friday.

How can I ensure my Gantt chart expands automatically when I add new tasks?

By selecting your source data range and pressing Ctrl+T to format it as an Excel Table. When you type a new project or task directly below the table, it will automatically expand and apply all existing formulas and formatting to the new row.

Can I visually display the completion percentage on the task bars?

While the calendar grid method uses solid colors for dates, you can visualize the percentage in the Completion % column by selecting the column, navigating to Home > Conditional Formatting > Data Bars, and choosing a color fill to represent progress.

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