Share schedule and task details with a Visio Gantt chart


Thanks for your feedback, it helps us improve the site. Home Questions Tags Users Unanswered. When the Project file has been saved it can be closed. What do you want to do? Use the Copy Picture tool for selecting the task to display on your slide.

Microsoft Project Tutorial #2


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. Select any cell in the row that represents the task you want to delete, and then on the Gantt Chart tab, in the Tasks group, click Delete. Because a milestone represents a significant event in a schedule rather than a task, set its duration to zero.

Drag a Milestone shape from the Shapes window and drop it on the chart where you want to create a new milestone row. Right-click the cell in the Start column of the row representing the milestone, and then click Edit Date on the shortcut menu. Set the date and click OK. The date in the Finish column changes to match the date in the Start column, and the Duration is set to zero 0. Type a duration of zero 0 in the Duration column of the row representing the task that you want to convert to a milestone.

Right-click the milestone marker, and then click Task Options on the shortcut menu. Choose the options that you want, and then click OK.

Select any cell in the row that represents the milestone that you want to delete, and then on the Gantt Chart tab, in the Tasks group, click Delete. You can use a summary task when you want to combine several subordinate tasks under one umbrella task. A summary task is a normal task row. It summarizes the subordinate tasks that are indented below it.

To create subordinate tasks:. Select a cell containing a task name. On the Gantt Chart tab, in the Tasks group, click Indent.

In the row for the first subordinate task, click the cell in the Start column, and then type the start date for that task. For the same subordinate task, click the cell in the Finish column, and then type the end date for that task. The summary task duration fills in automatically after you add the task duration information for all the subordinate tasks.

Right-click the name of the task that you want to promote, and then, on the shortcut menu, click Outdent. Right-click the time bar of a summary task that you want to change, and then click Task Options on the shortcut menu. Under Summary bars , select the symbols that you want for the start and end of the bars, and then click OK.

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.

Select the name cells of the tasks and milestones you want to link. To select multiple tasks, hold down Ctrl while you select. On the Gantt Chart tab, in the Tasks group, click Link. Select the tasks with dependencies that you want to break by clicking in the cells containing the task names. On the Gantt Chart tab, in the Tasks group, click Unlink. With the Gantt chart open, right-click the drawing page, and then click S Type Connectors.

Select the heading of the column to the left of where you want the new column to appear. In the Column Type list, click the column name that corresponds to the type of data that you want to add, and then click OK.

If you add more than one text column, click a different user-defined text option each time. On the Gantt Chart tab, in the Columns group, click Hide. 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.

From the list, select the column that you want to show again, and then click OK. To move a column to the left of another column, position the midpoint of the column that you are 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 that you are 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 that you are moving to the right of the midpoint of the timescale region.

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

In the Gantt Chart Options dialog box, under Timescale range , set the date range. Select the task or milestone that you want to scroll to by clicking in the cell that contains the task name.

To scroll to the end of the timescale, on the Gantt Chart tab, in the Navigation group, click Go to Finish. To scroll one minor unit to the left, on the Gantt Chart tab, in the Navigation group, click Next. To scroll one minor unit to the right, on the Gantt Chart tab, in the Navigation group, click Previous. To scroll to the beginning of the timescale, on the Gantt Chart tab, in the Navigation group, click Go to Start.

Drag the selection handle on the right side of the column in either direction until the region is the width that you want. When you extend the timescale to display more time units, you also change the end date associated with your project. Use a Gantt chart as a communication tool.

Set up a Gantt chart. Add data to a Gantt chart. Print a large Gantt chart. In a Gantt chart, graphical elements such as bars and arrows represent tasks and the dependencies between them so you can track how the changes in one task affect the others. You can also group several subordinate tasks under one summary task and add descriptions, required resources, and completion percentages to each task.

You can quickly produce a visually appealing annotated schedule for a presentation by applying a color scheme and adding text labels to a Gantt chart. If you start a schedule for a complex project as a Visio Gantt chart, you can easily export the schedule data to Microsoft Project , and then use Project to plan and manage the project in detail. In the Gantt Chart Options dialog box, set up the dates for the timescale.

You can also choose how you want to format the task bars, milestones, and other chart elements:. 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 labeled 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 that 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.

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. You can fill the frame with data that reflects the details of your project schedule.

You can add and refine the following schedule elements:. Type a duration as follows:. Select the Gantt chart frame by clicking the solid line that surrounds the chart. To create a new task row, on the Gantt Chart tab, in the Tasks group, click New. Select any cell in the row that you want a new task row to appear above, and then on the Gantt Chart tab, in the Tasks group, click New. Select the shaded portion at the top of the column to the left of where you want a percent complete column to appear, and then on the Gantt Chart tab, in the Columns group, click Insert.

Drag a Milestone shape from the Gantt Chart Shapes stencil onto the Gantt chart frame, and drop it between the cells containing the task names for the tasks that you want the milestone to follow and precede. Type the date that you want, and then click OK.

To select a subordinate task, select a cell containing the task name. Select the name of the task that you want to demote, and then on the Gantt Chart tab, in the Tasks group, click Indent. Right-click the name of the task that you want to promote, and then on the Gantt Chart tab, in the Tasks group, click Oudent.

Copy your image with a snipping tool or cropping tool and paste it onto your PowerPoint slide. The Project tutorial demonstrated how to format your Gantt chart into a presentable image and how to paste it into PowerPoint as a static visual. Read the section below to learn how to import your. PowerPoint is a visual application and better suited for creating the type of visuals client and executive expect. Office Timeline is a PowerPoint add-in that imports data directly from Microsoft Project and transforms it into rich visual Gantt charts instantly.

Since these charts are a native PowerPoint slides, they can be opened, shared, presented, updated or edited by anyone who has PowerPoint. You will need to install Office Timeline Plus , which will add a timeline maker tab to the PowerPoint ribbon image below.

Click on Microsoft Project in the Import wizard and select the mpp file you wish to load. You can choose to display some or all of the imported items. Mine looked like this and it took less than a minute to make. Click the Sync button on the Office Timeline ribbon to update your Gantt whenever the data changes in your Project file. The sync wizard will identify any changes to the mpp file. Select the changes you want to accept and click Finish to update your Gantt chart.

Your slide can be updated in real-time. Below, I synchronized my Gantt chart with its linked MS Project file to add tasks and milestones, and then I made some styling changes - for example, changing colors, shapes, and text positions, and switching the timescale from months to weeks.

All of this was instantly done using the Style Pane. Please check your inbox for download link and tips to get started. Another possible alternative is to print to PDF. This would then let you either insert direct to PowerPoint or open and copy a selected part of the image.

Though this isn't at all easier than doing a screen capture! Finally, you can, of course, simply include an MS Project plan as an object in PowerPoint though this tends to make the PowerPoint files rather large and unwieldy.

Thanks go to Shivaranjan for the information that, in Project the camera button is now replaced as 'Copy Picture' as shown in the screenshots in the following links. A little Copy Picture dialog will then appear and you can choose how you want to export your image. If you use the defaults just hit OK , it will copy an image to your clipboard for pasting into another tool such as PowerPoint.

On windows 7, Click start windows icon botton left handside of the screen , type snipp and press enter. This should activate the snipping tool so you can capture the desire area of the screen you like, then save it as jpg or png format, or copy and paste into powrpoint.

Microsoft PowerPoint has a screen-grabbing tool, so you don't even need to save it as an image to add it to your presentation:. The screenshot works if all of your lines fit on the screen. If you're trying to display a detailed or moderately sized project plan this quickly becomes cumbersome, but you do have other options such as the "copy image" option below.

If you use the "Copy image" and you have a lot of lines more than ish , the image is larger than 22" long and starts to blur for whatever reason. Project gives you the option of keeping the full size, rescaling to 22", or cropping to 22". I usually either keep the full size or rescale while locking the aspect ratio height: By the time you hit lines, it is nearly unreadable regardless of the option, so this option goes out the window as well.

In these cases I've done a couple other options:. If you use MS OneNote or later maybe ? There are some third party Gantt chart illustrators that allow you usually for a fee to import your WBS into a table and it will spit out a reasonably good gantt chart. Hope this helps - I was hoping for a more elegant solution, so if someone knows a macro or other export solution please let me know.

You could try the GanttMagic app for Windows 10, which can read your MS Project schedule and create a high-level view no links, though directly in PowerPoint. You can then edit the resulting slides to use your corporate theme if you want to. Find it in the Microsoft Store free to use for a week. By clicking "Post Your Answer", you acknowledge that you have read our updated terms of service , privacy policy and cookie policy , and that your continued use of the website is subject to these policies.