Author: Nicole

If you’re managing projects within Microsoft 365, you may have already encountered the newly updated Planner tool. It’s designed to bring together the best of Microsoft Project, Planner, and To Do into a single, streamlined platform. This makes it an essential tool for those looking to enhance their project management workflow within Microsoft Teams. 

In this article, we’ll cover the top 10 must-have features of Microsoft’s new Planner and how they can transform your project management approach. 

1. Unified Project and Task Management 

The biggest advantage of the new Planner is its ability to bring together features from Microsoft Project, Planner, and To Do. This unification allows you to manage complex projects alongside your daily tasks all in one place. No more juggling multiple platforms—everything from task assignments to tracking is now streamlined. 

To learn more about how this unified platform works, check out Is There a Project Management Tool in Microsoft 365?

2. Kanban Boards for Visual Planning 

One of the standout features of the new Planner is its intuitive Kanban board system. This visual tool lets you organize tasks into categories or stages, making it easy to track progress. Teams love using Kanban boards to move tasks from “To Do” to “In Progress” to “Completed.” 

For a deeper dive into how Microsoft 365 helps you manage tasks and projects, visit Can You Use Microsoft 365 for Project Management?

3. Task Scheduling and Deadlines 

Effective project management requires clear timelines, and Microsoft’s Planner allows you to schedule tasks and set deadlines. Tasks can be viewed on a calendar, making it easier to plan work weeks and manage time-sensitive projects. Deadlines can be updated, and overdue tasks are flagged, so nothing slips through the cracks. 

4. Integration with Microsoft Teams 

Planner’s seamless integration with Microsoft Teams is a game changer. You can create, assign, and track tasks directly from your Teams workspace without needing to switch between apps. This integration allows for real-time collaboration and communication, ensuring your team is always on the same page. 

Discover more about Microsoft Teams’ role in project management in What Microsoft Tool Is Used for Project Management?

5. Document Management with SharePoint 

In project management, having access to the right documents is crucial. The new Planner integrates with SharePoint, making document management a breeze. You can store project files in one place, collaborate on documents, and ensure everyone has access to the latest versions. 

Learn more about document management and collaboration in Does Office 365 Include a Project Plan?

6. Task Dependencies 

For more complex projects, tasks often depend on the completion of other tasks. Planner’s task dependency feature ensures that teams can map out these relationships, allowing for better project sequencing and task prioritization. 

If you’re curious about how you can add more advanced project management features, visit Can I Add Project to Office 365?

7. Mobile Access for On-the-Go Management 

In today’s work environment, remote access is key. The new Planner offers mobile apps that allow you to check tasks, make updates, and collaborate with your team from anywhere. This flexibility ensures you can keep your project moving forward, even when you’re away from the office. 

8. Power Automate Integration for Task Automation 

Save time by automating repetitive tasks using Power Automate. This feature allows you to automate task assignments, notifications, and workflows based on project changes, ensuring no manual follow-ups are needed. 

Discover how Power Automate enhances your workflow by reading Are Visio and Project Included in Office 365?

9. Advanced Reporting and Analytics 

Reporting is crucial for understanding project performance. The new Planner includes built-in reporting tools that offer insights into task completion, project timelines, and team productivity. These reports allow you to make data-driven decisions to keep projects on track. 

For a cost breakdown of adding advanced reporting tools like those found in Project Plan 3 or Plan 5, check out How Much Does It Cost to Add Project to Office 365?

10. AI-Powered Task Suggestions 

One of the most exciting features of the new Planner is its AI-powered task suggestions. By analyzing your project’s scope and progress, the tool can recommend tasks, prioritizations, and even provide suggestions on how to complete projects more efficiently. 

For more insights on choosing the best project management tool, read What Is the Best Microsoft Planning Tool?

The new Planner in Microsoft 365 offers a comprehensive set of tools to make project management simpler, more visual, and easier to integrate with your existing workflows. Whether you’re managing a small team or a large, complex project, Planner can help you stay on track and boost productivity. 

Looking for even more project management insights within Microsoft 365? Explore our guide on Is Project Management Included in Office 365? 

By leveraging these features, your team can make the most out of Microsoft 365’s project management ecosystem, ensuring that every project is completed on time and within budget. If you’re looking for an alternative or more integrated solution, you might want to check out Trovve, an AI-enhanced project management tool built to work seamlessly with Microsoft Teams. 

Try Trovve on Microsoft Teams free for 7 days – no credit card required 

Yes, you can create a Gantt chart in Office 365, but the ability to do so depends on the tools and plans you are using within the Microsoft 365 ecosystem. 

Understanding the Gantt Chart

A Gantt chart is an essential project management tool that provides a visual representation of a project’s timeline. Serving as more than just a schedule, it helps break down intricate tasks into smaller, manageable segments, allowing for enhanced clarity and organization.

Key Features of a Gantt Chart

• Timeline Visualization: Displays the start and end dates of project tasks, giving a clear picture of the entire project’s duration.
• Task Segmentation: Allows complex activities to be divided and detailed, showing dependencies and sequences.
• Progress Tracking: Updates project status, helping teams monitor progress and make adjustments as needed.

Why Use a Gantt Chart?

Gantt charts are invaluable for project managers who need to oversee project phases and ensure timely delivery. By providing a straightforward visual structure, they simplify the coordination of tasks and resources, which is crucial in managing both small and large projects effectively.

Creating a Gantt Chart in Microsoft 365 

Microsoft Planner: 

Basic Planner: The basic version of Microsoft Planner, included in most Microsoft 365 subscriptions, does not have native Gantt chart functionality. It’s primarily focused on task management with Kanban boards, lists, and calendar views. 

Planner Plan 1: If you upgrade to Planner Plan 1 ($10.00 per user/month), you gain access to a Timeline (Gantt) view. This allows you to visualize your project schedule, task dependencies, and progress over time, which is essential for managing more complex projects. 

Project Plan 3 and Project Plan 5: 

Project Plan 3 ($30.00 per user/month): This plan includes advanced project management features, including a fully functional Gantt chart. The Gantt chart in Project Plan 3 allows you to manage tasks, set dependencies, track progress, and analyze project timelines in detail. 

Project Plan 5 ($55.00 per user/month): This plan includes everything in Project Plan 3, plus additional enterprise-level project, and portfolio management features, with enhanced Gantt chart functionalities, such as baselines and critical path analysis. 

Microsoft Excel: 

Excel: While not a dedicated project management tool, you can create a simple Gantt chart in Excel by using a stacked bar chart or using templates available online. This is a more manual process and lacks the advanced features of dedicated project management tools, but it can be effective for smaller projects or when you don’t need the full power of Project. 

To create a Gantt chart in Excel, follow these steps: 

1. Create a Project Table

Begin by setting up a project table in your Excel worksheet. For each task, include columns for: 

• Task 

• Progress 

• Start Date 

• End Date 

• Duration 

Use Excel formulas to calculate the Duration column, such as Duration = End Date – Start Date. 

2. Insert a Stacked Bar Chart

• • Select the values in the Start column, including the header. 

• • Go to the Insert tab → click on Bar under the Charts group. 

• • Choose Stacked Bar from the 2-D Bar section. 

3. Format the Gantt Chart

• • Add a Second Series: Right-click on the chart and select Data… Click Add to introduce the Duration column. 

• • Edit Series: For the series name, use the Duration column header. Select the values in the Duration column to populate the series. 

4. Customize the Chart Layout

• • Make Blue Bars Transparent: This makes the chart resemble a Gantt chart by hiding one series to highlight the tasks. 

• • Adjust the Y-Axis Labels: Use the values from the Task column as labels. 

• • Reverse the Y-Axis: In the Format Axis dialog, check Categories in reverse order. 

• • Edit the X-Axis Range: Change the axis properties to start with the first task’s start date using Excel’s date serial numbers. 

• • Flip the X-Axis: Ensure labels display correctly after reversing the Y-axis. 

By following these steps, you’ll transform a basic Excel chart into a functional Gantt chart, perfect for managing smaller projects without the need for more sophisticated software. 

Steps to Format Your Chart:

• Adjust the Y-Axis Labels: Use the values from your Task column to label the y-axis. Right-click on the y-axis, select Select Data…, then edit the Horizontal (Category) Axis Labels by choosing your Task column values.

• Reverse the Y-Axis: Open the Format Axis dialog and check Categories in reverse order under Axis Options. This flips the chart for a more intuitive layout.

• Set the X-Axis Range: Excel uses serial numbers for dates, with January 1, , as day 1. For instance, March 16, 2019, is day 43540. Change the x-axis minimum to this number by selecting the axis and adjusting the axis properties in the sidebar.

• Flip the X-Axis Labels: Following the y-axis reversal, the x-axis labels may appear on top. Adjust them back to the bottom with a few clicks, ensuring a cleaner presentation.

How to Create a Project Table in Excel for a Gantt Chart

Creating a Gantt chart in Excel begins with organizing your data effectively. Here’s a step-by-step guide on how to set up your project table:

1. Organize Your Tasks: Begin by listing each task you need for your project. Ensure every task has its own row, providing clarity and organization.

2. Structure Your Project Details: For a comprehensive project plan, include the following columns in your table:

   • Task: Name or description of the task.
   • Progress: Current status or percentage completion of the task.
   • Start Date: The date when the task begins.
   • End Date: The date when the task is expected to be finished.
   • Duration: Total number of days to complete the task.

3. Calculate Key Columns: Focus on the Start Date and Duration columns as they are pivotal for the Gantt chart. Use Excel formulas to calculate the Duration if it’s not provided manually. The formula typically is:
   Duration = End Date - Start Date

This setup not only prepares your data for a Gantt chart but also provides a clear roadmap of your project’s timeline within Excel.

How to Insert a Stacked Bar Chart in Excel for a Gantt Chart

Creating a Gantt chart in Excel using a Stacked Bar chart involves a few key steps. Follow this guide to seamlessly visualize your project timelines.

Step-by-Step Instructions:

1. Select Your Data:

   • Begin by clicking on the header and data values of the Start column in your worksheet. Ensure you include the column header to maintain clarity.

2. Navigate to the Insert Tab:

   • Go to the Excel ribbon at the top of your screen and click on the Insert tab.

3. Access the Charts Group:

   • Within the Insert tab, find the Charts group—a section dedicated to various chart types that Excel offers.

4. Choose the Bar Chart Option:

   • Click on the Bar Chart icon within this group.

5. Select the Stacked Bar Chart:

   • Under the displayed options, locate the 2-D Bar section and select the Stacked Bar chart type. This type of chart allows you to visually represent project tasks and timelines stacked in segments.

Additional Tips:

• Customize Your Chart:

  • After insertion, customize your chart by adjusting colors, fonts, and other elements to align with your project needs and presentation preferences.

• Adjust the Axes:

  • For a Gantt chart, reverse the order of tasks if needed by formatting the axes, ensuring the timeline flows logically from start to finish.

By following the above steps, you’ll effectively use Excel’s capabilities to transform your data into a professional-looking Gantt chart.

How to Flip the X-Axis in a Gantt Chart in Excel

Flipping the x-axis in a Gantt chart within Excel involves adjusting the chart’s settings to reposition the axis labels. Here’s a step-by-step guide:

1. Select the Chart:

   • Click on your Gantt chart so that the Chart Tools menu becomes visible in Excel.

2. Access the Horizontal Axis Options:

   • Right-click on the x-axis labels. A context menu will appear. Select “Format Axis” from this menu.

3. Modify Axis Position:

   • In the Format Axis pane that opens, locate the options for “Axis Options.”
   • Look for the “Labels” section.

4. Change Label Position:

   • Find the “Label Position” settings within the “Axis Options.”
   • Choose “Low” to move the labels to the bottom of the chart or “High” for the top, depending on your requirement.

5. Reverse the Axis if Needed:

   • Sometimes flipping might involve reversing the order of dates if they’re not appearing in the desired progression. This can also be handled in the Format Axis pane by selecting the option that reverses the axis.

6. Review and Adjust:

   • Make sure all other elements of your chart are positioned correctly. Adjust any overlapping elements to maintain clarity.

By following these steps, you’ll ensure that your x-axis labels are positioned exactly where you need them, improving the readability and effectiveness of your Gantt chart.

Adjusting the X-Axis Range in an Excel Gantt Chart

Gantt charts in Microsoft Excel are invaluable for project management, offering a clear visual of your timeline. But sometimes the x-axis doesn’t align perfectly with your task start dates. Here’s how you can adjust it:

1. Understand Excel’s Date System:
   Excel deals with dates by using serial numbers. For example, January 1,, is serial number 1. Fast forward to March 16, 2019, which corresponds to serial number 43540. This system allows dates to be used in calculations. To view a date’s serial number, select the cell and change the format from Date to General.

2. Identify the Start Date Serial Number:
   Determine the serial number of the earliest start date in your Gantt chart. This number will be the new minimum value for your x-axis. Simply highlight the appropriate date cell and switch its format to General to find this number.

3. Adjust the X-Axis Range:

   • Click on the x-axis of your Gantt chart to select it.
   • A sidebar titled Format Axis should appear. If it doesn’t, right-click the axis and choose Format Axis from the menu.
   • Navigate to the Axis Options section.
   • Find the input box for the minimum value and enter the serial number you noted earlier.

4. Finalize the Adjustments:
   Ensure that the changes reflect accurately on your chart, with the x-axis starting exactly where you want. This step ensures your Gantt chart conveys the project timeline as intended.

By modifying the x-axis range, your Gantt chart will better represent your project’s timeline, starting precisely on the date you desire.

How to Reverse the Y-Axis in a Gantt Chart in Excel

Reversing the y-axis in a Gantt chart in Excel is a straightforward process. Follow these steps to make your tasks appear in the desired order:

1. Select the Y-Axis:

   • Click on the y-axis of your Gantt chart to open the formatting options.

2. Open Format Axis Options:

   • Once the y-axis is selected, access the “Format Axis” pane. This can typically be done by right-clicking the axis and choosing “Format Axis” from the context menu.

3. Adjust Axis Settings:

   • In the “Format Axis” pane, navigate to the Axis Options. This section contains various settings for customizing your axis.

4. Reverse the Order:

   • Look for an option labeled Categories in reverse order and check the box next to it. This setting flips the order of the categories, aligning them in reverse.

By following these steps, your Gantt chart should now display tasks in the opposite sequence, making it more intuitive based on your specific needs. Remember, this customization can enhance the readability and presentation of your project timelines.

How to Change the Y-Axis Labels in a Gantt Chart in Excel

If you’re looking to customize your Gantt chart in Excel by adjusting the y-axis labels to reflect your task data, here’s a step-by-step guide:

1. Access the Y-Axis Options
   Begin by right-clicking on the y-axis of your Gantt chart. This action will present you with a menu of options.

2. Open the Data Source Dialog
   In the menu that appears, select the option for “Select Data…” to open the Select Data Source dialog box.

3. Edit Axis Labels
   Within the dialog, look towards the bottom right section labeled “Horizontal (Category) Axis Labels.” Click the “Edit” button here to proceed.

4. Select Task Column Values
   You’ll now need to select the values you want to use as y-axis labels. Navigate to your data table and highlight the entries within the Task column.

5. Finalize Your Changes
   After selection, click “OK” to confirm your choices and apply the Task column values as the new y-axis labels for your Gantt chart.

Following these steps will ensure that your Gantt chart y-axis accurately displays task names, enhancing the clarity and utility of your project timeline.

Turning an Excel Table into a PowerPoint Gantt Chart

Creating a Gantt chart in PowerPoint can be a game-changer for your presentations and reports. By converting your data from Excel into a dynamic visual, you can effectively communicate your project timeline. Here’s a detailed guide on how you can achieve this:

Step 1: Prepare Your Excel Data

Begin by organizing your project data in Excel. Ensure your table includes start dates, end dates, and task names. This organization will serve as the foundation for your Gantt chart.

Step 2: Import Your Data

PowerPoint allows for seamless integration with Excel, making data import straightforward. Follow these instructions:

1. Open PowerPoint and select the slide where you want your Gantt chart to appear.
2. Navigate to the ‘Insert’ tab and choose ‘Chart.’
3. Select Gantt Chart (often under Bar charts) if available. Otherwise, choose a ‘Bar Chart’ and customize it accordingly.

Step 3: Customize Your Gantt Chart

After your data is imported:

• Adjust the Datapoints: Use the ‘Chart in PowerPoint’ data window to link directly to your Excel spreadsheet.
• Format the Bars: Change the color, size, and layout of the bars to enhance readability and match your presentation style.
• Add Labels and Details: Include task names and durations to make your chart informative.

Step 4: Automate Updates

To ensure your chart remains current, you can set up links to your Excel file, allowing automatic updates whenever you modify the source data.

• Go to the linked data options in PowerPoint
• Enable automatic updates to keep your Gantt chart aligned with any changes in the Excel file.

By following these steps, you can transform a simple Excel table into a visually appealing Gantt chart in PowerPoint, enhancing your ability to convey project timelines effectively.

Benefits of Using PowerPoint for Creating Gantt Charts

PowerPoint is a top choice for creating Gantt charts, especially in presentations and reports, due to its versatility and integration capabilities.

• Ease of Use: PowerPoint’s user-friendly interface allows for quick and intuitive creation of detailed Gantt charts, making it accessible even for beginners.

• Seamless Integration with Excel: By leveraging PowerPoint’s ability to import data from Excel or as a .CSV file, users can effortlessly transfer and visualize complex project timelines.

• Automated Updates: Set up automated updates for your Gantt charts to ensure they reflect the latest project data, reducing manual work and minimizing errors.

• Customization Options: With a variety of templates and design tools, PowerPoint provides the flexibility to style your Gantt charts to fit your brand or presentation’s theme.

By using PowerPoint, professionals can efficiently communicate project timelines to stakeholders with clear and visually appealing Gantt charts.

Ready to transform how you manage projects? Take the next step—explore Trovve today and unlock smarter, more efficient workflows. 

You might also be interested in: 

Can Microsoft Planner do or create a Gantt chart? 

What is the difference between Microsoft Planner and Microsoft Project? 

Should I use MS Planner or MS Project?