The Gantt chart is a very traditional tool in project management. In this video see how apply the Gantt Chart view to a task list.
- [Instructor] Alright in this movie, I'm going to show you how to go ahead and change to the Gantt chart view and we'll take a good, close look at that. To change our view, we simply go up to our list tab. And in our manage view sections, underneath current view, we select the drop down and choose Gantt chart. Now our Gantt chart, you see it there, it's going to drop down, is sort of a combination of two views. It has the data sheet view and a timeline view. And we see it here, we see a little bit of both, but you see this big long bar down the middle of it? I'm going to move that.
That's going to allow me to see more or less of each side of this chart. Now, notice I've got my mouse on this bar and it's got that little double-headed arrow. I'm going to hold down my left mouse button and if I drag to the left, I can see all of my task list here and this is the data sheet view. It looks very much like an Excel worksheet, and it works very much like an Excel worksheet. I can go ahead and change some of the text if I want.
I can change the dates, I've got a date picker. If I click in my date column. I can change the width of columns. See up here I get my mouse in between these two columns? Once I get that double-headed arrow, I hold down my left mouse button and just like I did with that other bar, I can drag it left and right to less or more of that column. I can hide a column. If I go up here and hover my mouse over the header on that column, you see I get that little arrow, that little drop down.
When I click on that, I have some options. I can hide the column and if I want to get it back, I go ahead and I get that little drop down again on any one of the other columns and choose configure columns from the list. And now I get this list of my columns with the little checkboxes here to the left. You'll notice that the checkbox next to percentage complete is unchecked so when I click there and click okay, my percentage complete column is back.
So you can do a lot of in line editing. You can also go ahead and access an item. Let's take this one, the green technology report. And go to your tasks ribbon and still do things to it there. Let me scroll this up so we can see the whole view. Now I want to change this technology report. It needs to be a subtask of the green initiative's first draft. So I'm going to indent it. I'm going to go up to my ribbon here and choose indent and it indented it, but it made it a subtask of the green initiative's review.
That's not where I want it to be. It needs to be moved up so that it's underneath the green initiative's first draft. And as long as it's still selected, I can choose to either move it up or move it down here on the ribbon as well. I'm going to choose move up and see now, it makes it a subtask of the green initiative's first draft. Alright now, let's go ahead and let's take a look at more of our actual, physical timeline here, our Gantt chart timeline.
Now I can't see all of it. You see I've got a little scrollbar here at the bottom and I can scroll that left and right to view less or more of the far ends of my chart. And I want to take a look here at my Gantt chart and we'll go kind of bit by bit through it. Now, our chart timeline is broken up into weeks. You'll see we have here in this first row, dates at the beginning of each week in our timeline, and each of those are broken up into individual days.
Now if we see this blue line here, this blue line represents today. Today is November the 7th, Tuesday, so you see it's right here next to Tuesday, November the 7th. So that lets me know visually on my timeline where we are, where we stand in our schedule. Our first list time here, the financial performance first draft, let me and go ahead and slide this over a little bit more so we see more of that, that is represented here by this black bar, and it's a solid black bar and it has two little arrows pointing down at either end of it.
Now that indicates that this task has at least one subtask and it does. That is this subtask, collect data from finance. And that's represented here as a single bracket. It's only represented as a single bracket, one single point on our timeline, because it does not have a start date assigned and you can see that here. So that's okay. I mean, it doesn't matter. It have just a due date and be one single item just like we see.
We also see this thin blue arrow and if we go to the left side of our financial performance's first draft, you see that little arrow head. That indicates that that is a predecessor to this task. So like we talked about before, this task has to be completed before this task can be completed. And when we scroll over here, we also see that the financial performance review is also listed with an arrow but because the arrow's going in this direction, we know that the financial performance first draft is a predecessor to the financial performance review.
Now let's take a look here at this item, the company profile first draft. Now that's indicated as a green bar. It doesn't have those arrows at the left and right end of it because it has no subtasks. So as such, we see that we have this black bar that goes across and you're thinking what does that mean? Well if I scroll this over a little bit, we see that indicates that that task is 50% complete.
That black bar goes across 50% of that task, another visual indicator on our timeline of progress. And we can see down here that we have more subtasks that are predecessors for our key management initiative's first draft and if we go down even farther, we see the predecessors to our green initiative's first draft as well. So we can see that the Gantt chart timeline is a really useful tool for us to visually see the progress of our task.
Now I want to do one more thing here. I'm going to get it so that we can see this entire data sheet and I'm going to change the zoom on our browser. So let's go up here to the upper right corner. I'm using Microsoft Edge and you see the three ellipses when I click on that, I get my settings. Now, if you're using a different browser, it's going to be a little bit different. But all of the browsers will have a way for you to zoom in and zoom out of that browser window. So we're going to zoom out to 50% and now I can see my entire Gantt chart.
I can see my whole list over here and my timeline. So it's a really good tool. So this is actually a very traditional project management tool, the Gantt chart. This has been used in project management for a very long time and SharePoint provides us with this wonderful, Gantt chart view. So you know how to pull up that Gantt chart view and how to work with it in your task list on a SharePoint project's site.
LinkedIn Learning (Lynda.com) is a PMI Registered Education Provider. This course qualifies for professional development units (PDUs). To view the activity and PDU details for this course, click here.
The PMI Registered Education Provider logo is a registered mark of the Project Management Institute, Inc.
- Explain how to add a new task.
- Identify the steps for creating a subtask.
- Summarize the information displayed in each of the five view types.
- Define the steps to add items to the calendar.
- Explain how to add documents to the library.