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Communicate schedule details with a Visio 2002 Gantt chart
 

Applies to
Microsoft Visio® 2002

To communicate detailed task and schedule information to managers or other team members, consider using a Visio Gantt chart. You can also use a Gantt chart to manage the project's schedule at the task level.

This article describes how to:


With a Gantt chart, you can use graphical elements, such as bars and arrows, to represent tasks and the dependencies between them, and track how changes in one task affect the others. You can also group several subordinate tasks under one summary task and add useful data such as descriptions, required resources, and completion percentages to each task. In a Visio Gantt chart, tasks are displayed as bars on a timescale.

For instructions on annotating a Gantt chart and improving its appearance, see Prepare Visio 2002 schedule diagrams for presentation.


Gantt chart example

Use a Gantt chart as a communication tool

You can use a Gantt chart to track and manage tasks for small projects, but its primary purpose is as a communication tool. After adding data for the major tasks in a project, or for all the tasks in a portion of a project, you can quickly apply a color scheme to a Gantt chart and add text labels to produce a visually appealing, annotated schedule for a presentation.

To plan and manage a complex project, consider using Microsoft Project. If you start a schedule as a Gantt chart, you can easily export the schedule data to Microsoft Project when the project becomes too complex. For more information about exporting Visio Gantt charts, see Microsoft Visio Help.

The following table describes when to use Visio Gantt charts and when to use Project.


Product Use when

Visio Gantt charts
  • You want to prepare a visually appealing, annotated schedule for a presentation.
  • You want to define the basic tasks in a schedule in the early stages of a project.
  • Your schedule includes fewer than 30 tasks.

Microsoft Project
  • You want a full-featured project management tool for planning and scheduling a project.
  • Your schedule includes dozens of tasks.
  • You need to assign multiple resources to tasks or connect schedules for different projects.

Set up a Gantt chart

When you create a Gantt chart, the first step is to set up the basic chart frame and the dates for the timescale. You can also choose how you want to format task bars, milestones, and other chart elements.

Later, as you work with the chart, you can refine it by changing dates, adding or deleting tasks and milestones, and creating dependencies between tasks. You can also change the way the chart looks by applying a color scheme or by adding a title and legend.

To set up a Gantt chart

  1. In Visio, on the File menu, point to New, point to Project Schedule, and then click Gantt Chart.
  2. Click the Date tab, and then make the following choices:
    • Number of tasks   Type the number of tasks you want to start with. You can add more later.
    • Duration options   In the list, click the units that you want to use to indicate how long tasks will take.
    • Start date   In the list, click the date on which your project begins.
    • Finish date   In the list, click the date on the calendar on which your project ends. If necessary, you can extend the timescale later.
    • Major units   Choose the largest unit of time, such as years or months, that you want to use in the timescale. Note that if you choose anything smaller than years for a relatively long project, the timescale will be extremely long.
    • Minor units   Choose the smallest unit, such as days or hours, that you want to use in your timescale.
  3. Click the Format tab, click the shapes and labels that you want to use on task bars, milestones, and summary bars, and then click OK.

 Note    If you aren't sure what formatting to choose, just use the default choices. You can change the formatting later.

A chart frame up close

After you set up a Gantt chart, a generic chart frame appears that resembles the one shown here.

Gantt chart frame

The frame is like a blank canvas on which you can paint the details of your schedule:

  • In the Task Name column, click a cell, and then type to replace the generic text with a specific task name. You can add more tasks as your project progresses.
  • Initially, the dates in the Start and Finish columns reflect the start date that you specified for the project. To change the date, click a cell, and then type.
  • The Duration column updates automatically as you type new start and finish dates. You can also type one of the dates and the duration to indicate the length of a task.
  • In the Timescale (the area of the above image labeled 2000, with months shown below), major units are on top and minor units are on the bottom. The timescale starts and ends with the start and finish dates you specified. As you add task start and end dates or durations, task bars appear in the area below the timescale, and the area expands.

 Tip   To record additional data about each task, you can add more columns. For example, you can add a Resource column so your Gantt chart reflects who is responsible for each task.

Add data to a Gantt chart

After you have set up a Gantt chart frame, you can fill the frame with data that reflects the details of your project schedule. You can add and refine the following schedule elements:


Tasks


Gantt chart with task bars

Each task in a Gantt chart occupies a row in the chart frame. When you type task names in cells in the Task Name column, task durations are represented as task bars in the area under the timescale.


Goal Action to take
Change a task name.
  • Click the cell in the Task Name column that contains the task, and then type a new name.
Set or change task duration.
  • Click the cell in the Gantt chart frame that contains the date or duration that you want to change, and then type the new information.

 Note    Type a duration as follows:

  • 1h for 1 hour
  • 1d for 1 day
  • 1w for 1 week
  • 1m for 1 month
Add new tasks at the bottom of the Gantt chart.
  • Select the Gantt chart frame by clicking the solid line that surrounds the chart. To create new task rows, drag the green selection handle at the lower center of the frame.
Add a new task between two existing tasks.
  • Right-click any cell in the row that you want a new task row to appear above, and then click New Task.
Add percent complete indicators to tasks.
  1. Right-click the shaded portion at the top of the column to the left of where you want a percent complete column to appear.
  2. Click Insert Column.
  3. Under Column type, click % Complete, and then click OK.
  4. As you make progress on a task, type the percentage of the task completed in the new column. A percent complete indicator appears in the task bar.
Delete a task.
  • Right-click any cell in the row that represents the task you want to delete, and then click Delete Task.
Change the way a task bar looks.
  • Right-click the task bar, and then click Task Options. On the list, click the options you want, and then click OK.

Milestones


Milestone on Gantt chart

Because a milestone represents a significant event in a schedule rather than a task, set its duration to zero.


Goal Action to take
Add a new milestone.
  1. Drag a Milestone shape from the Gantt Chart Shapes stencil onto the Gantt chart frame and drop it between the cells that contain the task names for the tasks that you want the milestone to follow and precede.
  2. Right-click the cell in the Start column of the row representing the milestone, and then click Edit Date.
  3. Type the date you want, and then click OK. The date in the Finish column automatically changes to match the date in the Start column, and the Duration is set to zero (0).
Convert an existing task to a milestone.
  • Type a duration of zero (0) in the Duration column of the row representing the task that you want to convert to a milestone.
Change the way a milestone marker looks.
  • Right-click the milestone marker, and then click Task Options. Choose the options you want, and then click OK.
Delete a milestone.
  • Right-click any cell in the row that represents the milestone you want to delete, and then click Delete Task.

Summary tasks


Gantt chart with summary and subordinate tasks

You can use a summary task when you want to combine several subordinate tasks under one umbrella task.


Goal Action to take
Create a summary task with subordinate tasks.
  1. Add a summary task and subordinate tasks or milestones to the Gantt chart.
  2. To select a subordinate task, click a cell containing the task name. To select multiple tasks, hold down the SHIFT key while you click.
  3. Right-click one of the selected tasks, and then click Indent.
Set the duration for a summary task.
  1. In the row for the first subordinate task, click the cell in the Start column, and then type the start date for that task.
  2. For the same subordinate task, click the cell in the Finish column, and then type the end date for that task.
  3. Repeat Steps 1 and 2 for each subordinate task.

 Note    The summary task duration fills in automatically after you have added task duration information for all the subordinate tasks.
Demote (indent) a task.
  • Right-click the name of the task you want to demote, and then click Indent.
Promote (outdent) a task.
  • Right-click the name of the task you want to promote, and then click Outdent.
Change the way a summary task bar looks.
  1. Right-click the task bar of a summary task that you want to change, and then choose Task Options.
  2. Under Summary bars, choose the symbols you want for the start and end of the bars, and then click OK.

Dependencies (linked tasks)


Dependent tasks on Gantt chart

When you make one task in your Gantt chart dependent upon another, an arrow connects the two task bars. If you change a date or duration of the task that another task is dependent upon, the dependent task dates change also.


Goal Action to take
Set dependencies between tasks.
  1. Select the tasks and milestones between which you want to set dependencies by clicking in the cells containing the task names. To select multiple tasks, hold down the SHIFT key while you select.
  2. Right-click one of the selected tasks, and then click Link Tasks.
Break dependencies between tasks.
  1. Select the tasks with dependencies that you want to break by clicking in the cells containing the task names. To select multiple tasks, hold down the SHIFT key while you select.
  2. Right-click one of the selected tasks, and then click Unlink Tasks.
Change the style of dependency arrows.
  • With the Gantt chart open, right-click the drawing page, and then click S Type Connectors.

Data columns

A project schedule is built from task-specific data. The accumulation of task start dates and durations determines the finish date for the project. In a Visio Gantt chart, you store task data in data columns.

If you want to record and display additional task data in a Gantt chart, you can add new columns. For example, you may want to add a column for task notes in which you can describe complex or unique tasks, a column for resources to list the people responsible for completing each task, or a column for percent complete to track what percentage of each task has been completed.


Gantt chart data columns

By default, when you create a new Gantt chart, the chart contains Task Name, Start, Finish, and Duration columns. You can rearrange the existing columns, add new ones, and delete columns you no longer need.


Goal Action to take
Rename an existing column.
  • Click the heading of the column that you want to rename, and then type a new name.
Add a new predesigned data column.
  1. Right-click the heading of the column to the left of where you want the new column to appear.
  2. Click Insert Column.
  3. In the Column Type list, click the column name that corresponds to the type of data you want to add, and then click OK.
Add a new data column that you design yourself.
  1. Right-click the heading of the column to the left of where you want the new column to appear.
  2. Click Insert Column.

  3. In the Column Type list, click one of the user-defined columns that corresponds to the format the data will be in (for example, User Defined Decimal, User Defined Text, or User Defined Time), and then click OK.

  4. Type a new name for the column.

 Note    If you add more than one text column, choose a different user-defined text option each time. For example, choose User Defined Text 1 for the first column, User Defined Text 2 for the second column, and so on.
Delete (hide) a data column.
  • Right-click the heading of the column that you want to delete (hide), and then click Hide Column.

 Note    When you delete, or hide, a column from the chart, the data from the column is preserved in a file. To show the column again later, right-click a column heading, and then click Insert Column. In the list, select the column you want to show again, and then click OK.
Move a data column.
  1. Click the heading of the column that you want to move.
  2. Drag the column to a new location.

  3. To move a column to the left of another column, position the midpoint of the column you're moving to the left of the midpoint of the other column.

    To move a column to the right of another column, position the midpoint of the column you're moving to the right of the midpoint of the other column.

    To move a column to the right of the timescale region, position the midpoint of the column you're moving to the right of the midpoint of the timescale region.

If the timescale region is long, you may have to zoom out to move the column past the region's midpoint. To zoom out, on the Standard toolbar, in the Zoom box, type a low percentage (20–30%).

Timescale

The timescale is a scale of major and minor time units that extends from the date your project begins to the date it ends. You can define the time units for the timescale, its start and end dates, and the days that you consider nonworking days.


Timescale example

You can scroll to a particular date or task on the timescale, and you can change the width of the timescale region and display more dates.


Goal Action to take
Change start and/or end date.
  1. In your Gantt chart, right-click anywhere in the timescale, and then click Date Options.
  2. Under Timescale range, select a new start or end date and/or time, and then click OK.
Change time units.
  1. In your Gantt chart, right-click anywhere in the timescale, and then click Date Options.
  2. Under Time units, select the Major units and Minor units you want, and then click OK.
Set nonworking days.
  1. In your Gantt chart, right-click anywhere in the timescale, and then click Configure Working Time.
  2. Select the options you want for Working days and Working time, and then click OK.
Scroll to a particular task or milestone.
  1. Select the task or milestone that you want to scroll to by clicking in the cell containing the task name.
  2. On the Gantt Chart toolbar, click the Scroll To Task button.

 Note    If you don't see the Gantt Chart toolbar, on the View menu, point to Toolbars, and then click Gantt Chart.
Scroll to a particular date.
  • In your Gantt chart, right-click anywhere in the timescale, and then click one of the following:

  • Scroll to Start Date, to scroll to the beginning of the timescale.

    Scroll to Finish Date, to scroll to the end of the timescale.

    Scroll One Unit Left, to scroll one minor unit to the left.

    Scroll One Unit Right, to scroll one minor unit to the right.
Change the width of the timescale region.
  1. Click once in the gray area at the top of the timescale region, and then click again to select the timescale column.
  2. Drag the green selection handle on the right side of the column in either direction until the region is the width you want.
Display more time units.
  1. Click the solid line surrounding the Gantt chart frame to select the frame.
  2. Drag the green selection handle at the right-center of the frame toward the right.

 Note    When you extend the timescale to display more time units, you also change the end date associated with your project.

Convert a Gantt chart to a timeline

After detailing your project's task and schedule information on a Gantt chart, you may want to share this information with others. A good way to do this is to convert your Gantt chart to a compact, linear timeline diagram — the perfect tool for capturing and communicating the lifespan of your project. Add a color scheme or use a decorative background to visually enhance your drawing even more.

Convert a Gantt chart to a timeline

  1. Open the Gantt chart that you want to convert to a timeline, and then click the outside border of the Gantt chart to select it.

     Note   You can convert only one Gantt chart at a time. If you have more than one Gantt chart on the drawing page, select one at a time and convert it.

  2. On the Gantt Chart menu, click Export.
  3. Under Export my project data into the following format, click Microsoft Visio Timeline drawing, and then click Next.
  4. Select the timeline bar shape, milestone shape, and interval shape that you want to use for your timeline, and then click Next.

     Tip    Click the Advanced button to open a dialog box in which you can specify additional formatting options, such as date display, in your timeline. Click OK, and then click Next.

  5. Select the task types that you want to include in your timeline. Click a task type to view its description below the list.
  6. Click Next, and then click Finish.

  7. The Timeline template opens with your new timeline. For information about revising or formatting your converted diagram, see Refine A Timeline.

Print a large Gantt chart

Unless you're creating a schedule for a small project, your Gantt chart is likely to extend beyond the boundaries of one standard printer page. The following table describes some printing problems you may encounter and steps you can take before you print that will help you get the results you expect.


Problem Solution Action to take

Only part of the Gantt chart prints.

Make sure the entire chart fits on a drawing page.
  1. On the File menu, click Page Setup.
  2. Click the Page Size tab, click Size to fit drawing contents, and then click OK.

The printed page and drawing page orientations are not the same.

Change the printer page orientation.
  1. On the File menu, click Page Setup.
  2. Click the Print Setup tab, click the orientation you want, and then click OK.

You have no idea how many pages the chart will print across.

Preview how the drawing will print before you print it.
  • On the File menu, click Print Preview.

You don't know where the page breaks will occur.

Turn on page breaks to see how many pages the chart will tile across.
  • On the View menu, click Page Breaks. Gray lines on the chart indicate where the page breaks will occur.

The breaks between printed pages occur at awkward places.

Change the margin settings to control the overlap between pages. The larger the margins, the larger the overlap between pages.
  1. On the File menu, click Page Setup.
  2. Click the Print Setup tab, click Setup.
  3. Type the margin settings you want, and then click OK twice.

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