Excel formulas can always be very handy, especially when you are stuck with data and need to get something done fast. But how well do you know the spreadsheet formulas?
Discover these 15 extremely powerful excel formulas and save a ton of time next time you open that spreadsheet.
1. Change the case of cell contents – to UPPER, lower, Proper
Boss wants a report of top 100 customers, thankfully you have the data, but the customer names are all in lower cases. Fret not, you can Proper Case cell contents with proper() formula.
Example: Use
proper("pointy haired dilbert")to get Pointy Haired Dilbert
Also try lower() and upper() as well to change excel cell value to lower and UPPER case
2. Clean up textual data with trim, remove trailing spaces
Often when you copy data from other sources, you are bound to get lots of empty spaces next to each cell value. You can clean up cell contents with trim() spreadsheet function.
Example: Use
trim(" copied data ")to get copied data
3. Extract characters from left, right or center of a given text
Need the first 5 letters of that SSN or area code from that phone number? You can command excel to do that with left() function.
Example: Use
left("Hi Beautiful!",2)to get Hi
Also try right(text, no. of chars) and mid(text, start, no. of chars) to get rightmost or middle characters. You can use right(filename,3) to get the extension of a file name 😉
4. Find second, third, fourth element in a list without sorting
We all know that you can use min(), max() to find the smallest and largest numbers in a list. But what if you needed the second smallest number or 3rd largest number in the list? You are right, there is a spreadsheet function to exactly that.
Example: Use
SMALL({10,9,12,14,26,13,4,6,8},3)to get 8
Also try large(list, n) to get the nth largest number in a list.
5. Find out current date, time with a snap
You have a list of customer orders and you want to findout which ones are due for shipping after today. The funny thing is you do this everyday. So instead of entering the date every single day you can use today()
Example: Use
today()to get 08/13/2008 or whatever is today’s date
Also try now() to get current time in date time format. Remember, you can always format these date and times to see them the way you like (for eg. Aug-13, August 13, 2008 instead of 08/13/2008)
6. Convert those lengthy nested if functions to one simple formula with Choose()
Planning to create a gradebook or something using excel, you are bound to write some if() functions, but do you know that you can use choose() when you have more than 2 outcomes for a given condition? As you all know, if(condition, fetch this, or this) returns “fetch this” if the condition is TRUE or “or this” if the condition is FALSE. Learn more about spreadsheet if functions like countif, sumif etc.
Where as choose(m, value1, value2, value3, value4 ...) can return any of the value1,2.., based on the parameter m.
Example: Use
CHOOSE(3,"when","in","doubt","just","choose")to get doubt
Remember, you can always write another formula for each of the n parameters of choose() so that based on input condition (in this case 3), another formula is evaluated.
7. Repetitively print a character in a cell n number of times
You have the ZIP codes of all your customers in a list and planning to upload it to an address label generation tool. The sad part is for some reason, excel thinks zip codes are numbers, so it removed all the trailing zeros on the leftside of the zip code, thus making the 01001 as 1001. Worry not, you can use rept() the extra needed zeros. You can also custom format cell contents to display zip codes, phone numbers, ssn etc.
Example: Use
zipcode & REPT("0",5-LEN(zipcode))to convert zipcode 1001 to 01001
You can use REPT("|",n) to generate micro bar charts in your sheet. Learn more about incell charting.
8. Find out the data type of cell contents
This can be handy when you are working off the data that someone else has created. For example you may want to capitalize if the contents are text, make it 5 characters if its a number and leave it as it is otherwise for certain cell value. Type() does just that, it tells what type of data a cell is containing.
Example: Use
TYPE("Chandoo")to get 2
See the various type return values in the diagram shown right.
9. Round a number to nearest even, odd number
When you are working with data that has fractions / decimals, often you may need to find the nearest integer, even or odd number to the given decimal number. Thankfully excel has the right function for this.
Example: Use
ODD(63.4)to get 65
Also try even() to nearest even number and int() to round given fraction to integer just below it.
Example: Use
EVEN(62.4)to get 64
UseINT(62.99)to get 62
If you need to round off a given fraction to nearest integer you can use round(62.65,0) to get 63.
10. Generate random number between any 2 given numbers
When you need a random number between any two numbers, try randbetween(), it is very useful in cases where you may need random numbers to simulate some behavior in your spreadsheets.
Example: Use
RANDBETWEEN(10,100)may return 47 if you keep trying 😉
11. Convert pounds to KGs, meters to yards and tsps to table spoons
You need not ask Google if you need to convert 156 lbs to kilograms or find out how much 12 tea spoons of olive oil actually means. The hidden convert() function is really versatile and can convert many things to so many other things, except one currency to another, of course.
Example: Use
CONVERT(150,"lbm","kg")to convert 150 lbs to 68.03 kgs.
UseCONVERT(12,"tsp","oz")to findout that 12 tsps is actually 2 ounces.
12. Instantly calculate loan installments using spreadsheet formula
You have your eyes on that beautiful car or beach property, but before visiting the seller / banker to findout of the monthly payment details, you would like to see how much your monthly / biweekly loan payments would be. Thankfully excel has the right formula to divide an amount to equal payment installments over given time period, the pmt() function.
If your loan amount is $125,000,
APR (interest rate per year) is 6%,
loan tenure is 5 years and
payments are made every month, then,Use
PMT(6%/12,5*12,-125000)which tells us that monthly payment is $ 2,416 if you keep trying 😉
Also, if you want to find out how much of each payment is going for principle and how much for the interest component, try using ppmt() and ipmt() functions. As you can guess, even though EMIs or loan installments remain constant, the amount contributed to principle and interest vary each month.
13. What is this week’s number in the current year ?
Often you may need to find out if the current week is 25th week of this year. This is not so difficult to find as it may seem. Again, excel has the right function to do just that.
Example: Use
WEEKNUM(TODAY())will get 33
14. Find out what is the date after 30 working days from today ?
Finding out a future date after 30 days from today is easy, just change the month. But what if you need to know the date thirty working days from now. Don’t use your fingers to do that counting, save them for typing a comment here and use the workday() excel funtion instead. 🙂
Example: Use
WORKDAY(TODAY(),30)tells that Sep 24, 2008 is 30 working days away from today.
If you want to find out number of working days between 2 dates you can use networkdays() function, find out this and a 14 other fun things you can do with excel.
15. With so many functions, how to handle errors
Once you get to the powerful domain of excel functions to simplify your work, you are bound to have incorrect data, missing cells etc. that can make your formulas go kaput. If only there is a way to find out when a formula throws up error, you can handle it. Well, you know what, there is a way to find out if a cell has an error or a proper value. iserror() MS Excel function tells you when a cell has error.
Example: Use
ISERROR(43/0)returns TRUE since 43 divided by zero throws divide by zero error.
Also try ISNA() to findout if a cell has NA error (Not applicable).
Give these functions a try, simplify your work and enjoy 🙂
35 Responses to “Quick and easy Gantt chart using Excel [templates]”
"Please share your experiences and ideas using comments"
For those willing to go VBA, XL can do far more w/Gantt Charts. Compare to PapaGantt. https://sites.google.com/site/beyondexcel/project-updates/papagantt-thebigdaddyofxlganttcharts
While making PapaGantt was neither quick nor easy, using PapaGantt is both, not just for displaying Gantts, but for scheduling tasks as well.
is it possible to get a xls(m) file ?
instead of a zip-file with .xml-files ?
i cannot open it with excel :/
Regards
Stef@n
@Stef@n
Try saving the file and then open from Excel as opposed to opening directly from the post
Also try this link: http://img.chandoo.org/pm/quick-gantt-chart-template.xlsx
Thanks very much for this workbook idea.
To slightly up-scale functionality I added:
1. conditional format for when the cell value =2 to be red which could be used for critical path or other activity highlighting needs (milestones perhaps)
2. conditional format for when the cell value =c to be green which could be used for showing activity progress
3. conditional format for the same range where formula =DATE(YEAR(D$5),MONTH(D$5),DAY(D$5))=TODAY() and set custom to ;;; and cell fill colour to a light blue. This will highlight today down the whole table to allow quick assessment of activity progress to plan. Anything not green upto where the date indicator is shows activity is behind the plan. Opposite for tasks ahead of the plan.
(There is probably a better way to get the same result but this works for now. If there is please post for us to share.)
Hope this made enough sense.
Also, thanks Craig for the link. I'll have a better look soon.
Regards,
Darren
Hey Chandoo,
I actually made one of these for a friend of mine but added an extra level of automation.
Rather than putting in 1 on all the dates the activity occurs, I added a column for start and end date of each project. Then I used formula along the lines of :
=IF(AND(DateAtTop >= Start Date, DateAtTop <= End Date),1,"")
Then used the same conditional formatting where 1 was coloured.
I thought this was a nice touch, especially if a project lasts for many days.
Let me know what you think 😉
Lucas
P.S. First time I've posted here, love your work btw!
Hi Lucas... welcome to the comments and thanks for your first of many comments.
I like the idea. In fact, it was one of the first Excel tricks I ever learned (to use conditional formatting to automate things like this). See this (written almost 6 years ago)
http://chandoo.org/wp/2008/03/13/want-to-be-an-excel-conditional-formatting-rock-star-read-this/
and scroll-down to the tip on gantt charts. 🙂
I liked this approach and tried adding it into the Conditional format via Formula = statement. It workd fine with just the AND statement but then I realised you need the "1"'s to calcluate the duration.
I then put the whole IF statemnt in but it hasnt worked. Any thoughts?
Ta
Hi Lucas and Darren,
I tried the conditional formatting but I really don't succeed in getting the solution. Do you have a template of this?
Thanks in advance
Br
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[…] via Quick and easy Gantt chart using Excel [templates]. […]
Excellent, thanks for this tip and expample.
I had a monthly reporting template very similar to this, but was done in excel which needed more manual inputs.
I used your exmaple and updated my monthly group reporting plan.
I further devided the day into 4 quarters to make it easy for us to followup on different tasks.
Now, I just have to update the start date, and everything gets udpated by itself in fraction of a second.
Thanks once again. love your daily udpates.
Wow.. glad to hear that.
Hi Prahlad,
Can you share ur template even i am looking for similar kind of template .where i want day duration ,split in hrs and each task effort represented in hr spent by each resource .
Thanks
savi
Hi Chandoo,
Can you guide on preparing an indian version of the captioned sheet. We have saturdays working :-(, and only one day weekly off on sunday.
Regards-Prajay
Hi Chandoo,very useful post.i need gantt chart for inventory module.
[…] Quick and easy Gantt chart using Excel […]
Hi.
Really usefull post. I would like to know if i can also include weekends.
Thank you
Hi Chandoo, thank you for the great job, I was wondering if you can customize this sheet for Inventory planning purposes?!
thank you indeed
This was so helpful. ive been through about 10 different tutorial type things and this has to be the best so far, helped me out a great deal. and now my boss is happy i can make gantt charts!
thanks
This's a great post, thanks for sharing
Hi Chandoo,
Thanks for the excel tutorial. I wanted to make a simple modification, however it will cause issues with the duration part. I created another rule/cell marked 2. For my project I want to show a projected timeline and then an actual timeline. The issue is that the duration is being logged for when I enter 2, which I want to be projected and not actual. Will you please assist in letting me know how I can create a duration for both project and actual on the same line?
Thank you,
Steven
Showing vertical line between every week is very useful for me, I used to do it manually. Thanks so much!!
But how about, my gantt chart included Saturday & Sunday, and I want to show the vertical line after Sunday, could any expert teach me how to fix it. Thanks again.
This was so helpful - thank you! I had a bit of trouble with the end of the week conditional formatting over-writing the filled cells but switching the order of the rules sorted it out. Needed to put together a gantt chart quickly for an important bid at short notice and this was just the job - thanks for taking the time to post it. Much appreciated.
This is the first time I'm reading a tutorial that actually makes sense 🙂 This is absolutely great, with only one minor issue I can't seem to figure out on my own. How do I include weekends in (or instead of) the Workday formula? Thank you!
[…] This template I made myself but I inspired from Chandoo.org. […]
Hi,
Sometimes I must work at weekends - it is possible to modify the dates so that you can include Sat + Sun as well?
Thanks,
H
Nice gantt chart template chandoo, simple but useful
Thank you so much for this excellent guide! I have adapted this to show scheduled activities at multiple project sites weekly over the course of the year, including active and proposed work. With just a tiny bit of tweaking to your tutorial, I was able to create a chart that suited my needs perfectly!
Thank you very much for idea sharing .very innovative workday formula is showing 5 days but i want 6 days , is there any other option plz reply..
i got it friends..
=WORKDAY.INTL(F4,1,11)
hhhhhh
@Somnath
I also like the structure using =WORKDAY.INTL(F4,1,"0000001")
where each day is a 0 or 1
Hi thanks a lot for the tuto!! It helped me a lot!!
But can you tell me how can I add a vertical line representing today on it?
@Cynthia
Open the template
Select D7:DS26
Goto Conditional formatting
New Rule
Use a Formula
=D$5=today()
then set the format as a Red Right Hand Border only
Apply
Do not select stop here for the rule
Hi Chandoo,
I purchased your Project Management templates a month ago and have not had the chance to thank you for the great templates. Thank you!!!!! It has saved me a lot of time creating and re creating templates. Unfortunately, I had to do a lot of customization but it's not that bad. I am now in the process of customizing my GANTT which my boss thinks is too granular. He doesn't want to see a weekly grant. Only the months should be showing. I have researched and researched but to no avail. Do you have any examples I can look at?
Hi Chandoo,
thanks so much for all your tips on Gantt Table.
I'm actually building one at the moment and want to use the conditional formatting. However, I always get into trouble with that when I have to add new lines. I don't know the final size of my table yet and I eventually also want other people to be able to work with it.
Conditional formatting tends to "split up" into various "applies to" ranges when you insert a new row or copy and past values from somewhere.
I'm sure you've come across this issue already... So far I couldn't find a feasible solution to this. I was wondering if you had an idea / suggestion for me?
Thanks so much!!!
Nadine