1. Open a new Google Sheet

This guide begins with the process of creating a fresh Google Sheet where we will set up our Gantt chart. However, if you already have a Google Sheet with your project data, you can directly proceed to step 2.

1.1 Navigate to Google Sheets

In your web browser, type sheets.google.com into the address bar and hit “Enter.”

If you're already logged in to your Google Account, this will take you directly to the Google Sheets homepage. If not, Google will prompt you to sign in and you need to enter your Google account email and password to proceed.

1.2 Create a new Google Sheet

Once you're on the Google Sheets homepage, click on the “+ Blank” button to create a new, empty Google Sheet.

Pro tip: There's a faster way to create a new Google Sheet. Simply type sheets.new into your browser's address bar and hit “Enter.” This shortcut instantly opens a fresh, blank Google Sheet, allowing you to bypass the initial two steps and save precious seconds.

2. Set up the information

Before diving into creating a Gantt chart, it's important to have a well-structured data set. In this section, we'll be focusing on how to set up and input your project information effectively in Google Sheets.

2.1 Set up the data structure

First, you'll need to label your columns according to your project needs. Standard labels for a Gantt chart must include Task, Start Date, and End Date. You can create the labels you need, such as Assignee, Priority, Status, or Duration. To do this, click on a cell in the first row and type your desired header, then hit “Enter” to confirm.

2.2 Input your task information

For each task, input the relevant details by typing the corresponding data into the appropriate cells.

Pro Tip: Want to give your Gantt chart a bit more visual appeal and functionality? Use Google Sheets' conditional formatting feature to assign colors to different assignees or task statuses. This not only adds visual diversity to your chart but also helps you quickly identify different tasks or responsibilities at a glance. Simply select the cells you want to format, navigate to “Format” in the top menu, and choose “Conditional formatting.” You can then set your rules and styles as needed.

3. Insert the Gantt chart into your Google Sheet

With your project information now neatly organized in Google Sheets, the next step is to insert a timeline, which will form the basis of your Gantt chart.

3.1 Navigate to the Insert menu and choose Timeline

Locate the menu bar at the top of your Google Sheets page. Click on “Insert.” In the dropdown menu that appears, select “Timeline.”

3.2 Set the data source of your Gantt chart

After clicking on “Timeline,” a popup window will open for you to type or select your data range. Click and hold on cell A1 (the top-left most cell), then drag your cursor to the end of your data, encompassing all the relevant cells for your Gantt chart.

When you’re done, click OK.

Your Gantt chart is now successfully created. You'll notice a new “Timeline” tab in your Google Sheets, presenting all your project tasks neatly arranged in a new format. Now, you can easily visualize your project timeline, making project management more efficient and streamlined.

Note that Google Sheets will automatically include in the Gantt chart the new tasks added immediately below the defined range.

4. Explore your Gantt chart settings

Now that your Gantt chart is set up, it's time to delve into the settings and fine-tune the details. Understanding and using these settings effectively will help you to customize your Gantt chart to best fit your project needs.

Here's what you can do:

• Redefine the data range: If you've added new tasks that weren’t automatically added to your Gantt chart, added new columns to your sheet, or if you initially selected an incorrect range, you can easily redefine the data range. Simply go to the Chart editor sidebar, find the “Select data range” option, and adjust it as needed.
• Define start and end date or duration columns: In the Chart editor, you can specify which columns contain your start and end dates or task durations. This helps Google Sheets understand how to plot the timeline of your tasks.
• Set the card title column: The “Card title” is the main descriptor of each task on your Gantt chart. Choose a column in your data that best describes each task (for example, the “Task” column) to serve as your card titles.
• Specify card color and details: You can also specify which column should dictate the color of your task cards, adding a visual dimension to your chart (I chose the column “Status” created in the Pro tip in step 2). Furthermore, you can choose where the chart should read card details from, providing more context or information.
• Group tasks based on a column: Google Sheets also allows you to group tasks based on the data in a particular column. For instance, you might group tasks by assignee, project phase, or priority. The image above shows you the cards grouped by the assignee.

Remember, the more accurately you define these settings, the more useful and clear your Gantt chart will be.

5. Share your Gantt chart

To ensure that your team can access the Gantt chart, it's essential to adjust the access permissions. Follow the next steps to do it.

5.1 Select “Share”

On your newly created spreadsheet, locate and click on the “Share” button, which is in the upper right corner of the screen.

5.2 Choose “Anyone with the link” under General Access

After you've clicked on “Share,” a dialog box will appear. In this dialog box, under the General Access section, click on the dropdown menu and select “Anyone with the link.” Click “Done” once you've made this selection.

Alternatively, you can directly share with specific people by inputting their email addresses in the “Add people and groups” field and setting their access level.

1. Accessing the template

In the upcoming steps, we'll guide you on how to add our complimentary template to your Google Drive and properly configure the access permissions. This process ensures you have a usable copy of the template and the correct settings to start using it effectively.

1.2 Make a copy of the spreadsheet

Open the Gantt chart Google Sheets template provided by Softr and select “Make a copy” from the “File” menu.

You can now rename your file and select its location. Once you've done this, click on “Make a copy.”

2. Add your data

Once you've downloaded and opened our Gantt chart template, you'll notice that we've pre-filled some fields as an example. These fields include Task, Assignee, Start Date, End Date, and Status, which are typically essential for Gantt charts. However, this is your chart, and we encourage you to make it your own.

To customize it, simply replace the example data with your own project information. Click on a cell and type in your task names, assignees, start dates, end dates, and statuses as they pertain to your project. The data you input will immediately reflect in the Gantt chart, giving you a visual representation of your project timeline.

Keep in mind that our template is flexible. If your project requires additional information, feel free to add more columns as necessary. For instance, you might want to add a “Priority” column to rank your tasks or a “Notes” column to add more details. By customizing the template to fit your specific needs, you'll make your project management process more efficient and tailored to your project.

3. Edit your Gantt chart settings

After you've successfully made a copy of the Softr Gantt chart template and populated it with your data, it's time to further explore and adjust the settings for optimal use. These settings are already pre-set in the template, but knowing how to modify them can make your Gantt chart even more tailored to your specific project requirements.

Here's what you can adjust:

• Update the data range: Our template auto-populates your Gantt chart as you fill in the tasks. However, if you've added new tasks or columns that were not automatically incorporated into your Gantt chart, or you need to correct the selected range, you can easily update the data range. Navigate to the Chart settings sidebar, locate the “Select data range” option, and modify it as needed;
• Set start and end date or duration columns: Within the Chart settings, the start and end dates or task durations columns are already set. However, if you've added or rearranged columns, you might need to redefine these settings. This adjustment aids Google Sheets in plotting the timeline of your tasks accurately;
• Adjust the card title column: The “Card title,” the primary descriptor of each task on your Gantt chart, is currently set to the “Task” column in the template. If you've added a column with more suitable task descriptors, you can update the Card Title to that column;
• Define card color and details: The template uses the “Status” column to dictate the color of your task cards by default, but you can modify this to any other column if you prefer. Additionally, you can determine where the chart should pull card details from, which can provide more context or information when needed;
• Group tasks based on a column: Google Sheets lets you group tasks based on a specific column. In our template, you might see tasks grouped by the assignee or any other parameter. If you'd like to regroup them according to a different column, such as project phase or priority, you can easily do so.

Remember, fine-tuning these settings to reflect your project's unique requirements will render your Gantt chart even more effective and clear.

4. Share your Gantt chart

Now that you’re done, don’t forget to share it with your team.

4.1 Select “Share”

In your new spreadsheet, find and click on the “Share” button, on the top right corner of your browser.

4.2 Choose “Anyone with the link” under General Access

A new pop-up will appear.

You can share with specific people or groups in your business by inputting their email addresses in the “Add people and groups” field and setting their access level. Additionally, you can also have a link to share with everyone you want, by locating the General Access section and clicking on the dropdown menu, and selecting “Anyone with the link.”

When you’ve finished, just click “Done.”