From tracking day-to-day activities to managing complex project roadmaps, Excel makes everything easier. Thanks to a beginner-friendly interface and hundreds of built-in functions.
In this article, we will learn the step-by-step guide to create a timeline in Excel.
A Timeline is a type of chart showing a series of events in chronological order over a given period of time. Its main goal is to help project managers and their team members understand critical milestones.
Using an Excel timeline, you will be able to assign tasks, track progress, discuss improvements, and more.
Please note that we have also included free Excel timeline templates at the end, so please make sure to read the article until the end.
Benefits of Using an Excel Timeline Template
Excel is a powerful tool to organize and analyze complex datasets in tabular form.
Excel allows users to manage schedules, assign tasks, track progress, and much more. So, one can also ensure project delivery within the decided time.
If you are looking for a perfect platform to prepare a professional-looking visual presentation of tasks, milestones, and deadlines over a certain period, Excel is the best choice.
Here are a few benefits of using Excel timelines:
- Simple Tracking: The timeline templates provide a clear, visual layout of tasks and deadlines, making it easy to see project progress at a glance.
- Identify Dependencies: Tracking dependencies is one of the most challenging tasks as the project progresses through each phase. Using the timeline view can help in the easy identification of the people responsible for the task, thereby avoiding confusion.
- Improved Collaboration: You can share Excel timeline with unlimited users. It allows you to assign specific roles to each user. Depending upon their role, users will be able to edit, view, and comment on your document.
- Accessibility: Excel offers both browser- and desktop-based applications. You can add and edit the information to your Excel template on the go. All you need is an active internet connection to get the job done.
Excel timeline templates aim to empower project managers to deliver projects on time successfully.
How do you create a project timeline in Excel?
Creating a Project timeline in Excel is pretty straightforward.
It is one of the best ways to track project milestones, deadlines, or historical events visually.
There are three possible methods you can opt for when creating a project timeline. Let’s discuss each one of them in detail:
METHOD #1 – Using an Excel in-built Project Timeline Template
This is the quickest and easiest of the three methods. Here, we will use the built-in Excel timeline template.
It means you don’t need to create a timeline from scratch. Just download the template and start customizing it to match your requirements and brand standards.
Let’s begin,
- Launch the Excel application on your device
- Click on the “File” tab as shown in the following image,
- In the File menu, select “New” from the sidebar
- In the search bar, type “Timeline” and hit the Enter key
- A list of timeline templates will appear, including options for project timelines, work plan timelines, wedding timeline planners, and more
- Click on the desired template to preview, and a popup will appear as shown below
- Click the “Create” button to start customizing the template
That’s it!
Once the template is editable, make sure to remove the example data.
This template can be used to add dates, events, and milestones. The best part is that users can also customize font colors, sizes, and styles to fit their needs.
METHOD #2 – Using a Gantt Chart style
A Gantt Chart is a visual project management tool. It is used to display the timeline and progress of the project.
You will find horizontal bars representing tasks, their durations, and dependencies.
In this method, we will discuss how to create a timeline template in Excel using a Gantt chart. Below are the steps:
- Open a new Excel blank worksheet
- Prepare the table as shown below. We have included columns such as Task Name, Start Date, End Date, and Duration
(You can calculate the duration using the formula =End Date- Start Date. This will calculate the duration in days) - Go to the “Insert” tab from the main menu
- Click on the “Bar Chart” dropdown
- Select the “Stacked Bar,” as shown in the image below
- This will insert a blank white chart area in your worksheet
- Right-click on the blank chart
- Choose the “Select Data” option from the list
- This will open a Select Data Source dialog box, as shown below
- Click on “Add” to open the Edit Series window
- In the “Series Name,” select the header of the Start Date column by clicking on the up-arrow present beside the Series Name field
- For the “Series values,” click on the up-arrow icon beside it and select all the start dates, excluding the column header
- Once done, click the “OK” button to exit the Edit Series window
- Again, click on “OK” to come out of the Select Data Source window
- The Gantt Chart should look like this,
- To add the duration data to your chart, again click on the “Add” button from the “Select Data Source” window
- In the Edit Series window, select the Duration column header for the “Series name”
- For the Series Value, click on the up-arrow icon and then select the Durations values (D2 to D11)
- Click on “OK” to get back to the Select Data Source
- Again, click on “OK,” and your Gantt chart should look like the one below
- To add the task names to your chart, right-click on the chart and click on “Select Data”
- In the Select Data Source window, click on “Edit” under Horizontal (Category) Axis Labels
- This will open the “Axis Label” window. Click on the up-arrow icon and select all the task names
- Click on “OK” twice to get back to the Select Data Source window
- Again, click on “OK,” and your chart will look like
Finally, your Gantt chart is ready. You can add more series, set minimum and maximum bounds, update the bar colors and labels, and much more to create a clearer, more organized timeline.
Manually creating the project timeline in Excel is time-consuming but ensures data accuracy and flexibility. You can easily modify any data pointer as you wish.
METHOD #3 – Using the SmartArt Tool
In this section, we will use Excel’s SmartArt tool to create a timeline. This is a quick method to create a visually engaging sequence of events.
Let’s begin,
- Open a blank Excel worksheet
- Hover to the main menu and go to the “Insert” tab
- Select “SmartArt” in the “Illustrations” group
- In the Choose a SmartArt Graphic window, select “Process” on the left side of the screen
- Choose a timeline style like “Basic Timeline,” as shown below
- Click on “OK”
- Enter your task names as shown below
After entering all your task names, your timeline will look as follows.
You can even customize it using the “SmartArt Design” tab.
Feel free to change font styles and font colors. You can also adjust the text alignment and resize or drag the elements to adjust the timeline’s appearance.
This is a great way to create a more polished and easy-to-read timeline without requiring advanced Excel skills.
Top 9 Excel Timeline Templates
Creating a timeline template from scratch requires intermediate-level Excel skills.
If you are new to spreadsheet programs like Excel, we may suggest downloading readymade templates offering advanced functionalities.
There are many Excel timeline templates available online. We have compiled the best ones in the following sections.
1. Basic Timeline Template by SoftwareAccountant
Click Here To Use This Template!
Are you looking for a minimal Excel timeline template?
Our top pick on this list has a simple, easy-to-use design, designed by experts at SoftwareAccountant.
You can use it to track the progress of your project over the given months.
The template is divided into two sections:
- Header: At the top of the template, you can add the company name, address, project title, project manager name, project start date, etc. Make sure to enter these values carefully, as they are used to calculate the time each task takes.
- Timeline: This is the actual timeline where you can define the phases, tasks, start and end dates, progress, etc. The template automatically displays the project’s progress and the time taken by each task.
This is a dynamic spreadsheet template. It contains many formulas to automate the template. Do not edit the cells holding the formulas; otherwise, the template will not work as expected.
2. Project Timeline Template by Smartsheet
Click Here To Use This Template!
This Project timeline template is an ideal choice for beginners. Even those with minimal knowledge of Excel can leverage it to track the project lifecycle.
It is free to download and can be customized without any limitations.
Start by entering your project information along with the start and end dates in the massive table at the top. Once you enter all the inputs, Excel creates the timeline automatically.
Simply right-click on the chart to customize the timeline.
It also contains a blank timeline sheet, which can be used to track project deadlines. It is the simplest and one of the best Excel Timeline templates for optimizing your daily routine.
3. Timeline Template by Officetimeline
Click Here To Use This Template!
If you are looking for a comprehensive timeline template, then this template is all you need.
On the left side of the template, there is a table where you can enter details like the date, description, and position of each task. The position column lets you adjust the vertical length of each milestone on the timeline, making it easy to organize events for better readability.
On the right side, the template automatically updates each milestone along the timeline.
This template contains two sheets:
- Excel Timeline Template: In this sheet, you can enter the details and see your milestones appear on the timeline chart.
- Excel Gantt Chart Template: This sheet allows you to create a Gantt chart, providing a more detailed way to track your project tasks over time. It shows start and end dates, task durations, and dependencies between tasks.
4. Annual Timeline Template by template.net
Click Here To Use This Template!
Are you looking for an annual roadmap template?
This template offers a comprehensive roadmap to help you organize tasks month by month. You can even print the roadmap for easy access at home or in the office.
The template includes two main sheets:
- Annual Timeline: This sheet contains an extensive roadmap that provides an overview of yearly goals. You don’t need to input any data here. It gets auto-populated based on the values entered in the second sheet. The timeline displays up to three tasks per month with brief descriptions. The layout organizes the first four months across the top, the next four in the middle, and the last four at the bottom.
- Annual Management: This sheet holds all the detailed information about tasks planned for the year, from titles to descriptions. Any data entered here is automatically populated in the Annual Timeline sheet.
You can easily plan and visualize tasks for your long-term success using this template. It is an excellent tool for tracking progress and viewing a monthly breakdown of goals throughout the year.
5. Content Writing Timeline by Template.net
Click Here To Use This Template!
Are you a content writer looking for a reliable timeline template?
This unique template helps you stay on top of your schedule. It lets you ensure timely delivery of the article.
Any type of writer, from freelancers and part-time writers can leverage this template to increase the productivity of and deliver high-quality content. Thanks to its structured format, it lets content writers meet deadlines efficiently.
The main goal is to allow users to track the time spent on each stage, such as research, outlining, revision, and proofreading.
Do not try to edit every section of the timeline, as it contains formulas. It is a fully automated template, meaning that all the information you enter in the table will be automatically reflected in the timeline.
6. Construction Project Timeline Template by Coefficient
Click Here To Use This Template!
This is a comprehensive timeline template designed for real estate project managers. It organizes the list of tasks throughout the project.
In the header, you can enter the name of your real estate, address, project manager, and contact details.
This template has two sections:
- Task Table: This is the main table that allows you to record tasks, track their status, enter start and end dates, and add comments. The template automatically calculates the total days spent on each task.
- Timeline: At the bottom of the template, there is a timeline that auto-updates based on the inputs provided. It provides a quick overview of the tasks, allowing you to easily compare their durations.
This template is very easy to use. Even beginners with little knowledge of Excel can use this. It is designed to assist construction project managers with planning and streamlining workflows.
7. Agile Project Timeline Template by Plaky
Click Here To Use This Template!
This Agile Project Timeline is another professional-looking template on this list.
It is designed to help project managers organize tasks and milestones over a year.
At the top, you will see a calendar showing the months of the year with weekly breakdowns. Below them, the tasks are visually represented by colored bars stretching across the timeline to show the duration. Each taskbar displays the start and end points, helping you know how much time each task takes. Note that the red marks represent different milestones, indicating important project points.
At the end of the template, there is a table to record all your tasks, with start and end dates. You can also assign a team member for each task. You won’t require any special instructions to start working on this timeline.
8. Multiple Project Timeline template by Smartsheet
Click Here To Use This Template!
This is the mightiest template on this list. It lets you manage multiple tasks.
With this template, you will have a comprehensive view of various projects. You will be able to track timelines, resources, financials, risks, and actions in one sheet.
The template includes detailed charts to analyze critical aspects of project management:
- Delivery Timeline & Resources: The Gantt chart here shows the duration of each project, making it easy to see the start and end dates and track project progress.
- Days Per Project: This contains a bar chart that displays the number of days spent on each project.
- Resource Allocation: This is a pie chart that visualizes how resources are divided among projects.
- Project Financials: This is also a bar chart presenting the budget data, with actual and estimated costs for each project, aiding in financial tracking.
- Risk Analysis & Risk Total: It features a bar and stacked charts to highlight project risks, categorizing them by severity (e.g., high and low).
- Open & Pending Actions: This section shows actions by type, including open issues, revisions, and pending actions, helping to manage outstanding tasks.
- Project Table: This table contains a table where users can log key project details, such as schedules, resources, risks, issues, and comments.
- Dashboard Data: This section lists detailed data for each project, summarizing variables such as timelines, risks, and open actions.
This template is ideal for project managers searching for an all-in-one tool to track and report multiple projects simultaneously.
9. Printable Timeline Template by Template.net
Click Here To Use This Template!
As the name suggests, this template can be printed, shared, and updated as needed.
It is divided into two sheets:
- Printable Timeline: This sheet is designed for task entry. On it, you can record all your details, such as the title, assigned person, start and end dates, duration, etc. A dropdown is provided to mark the task status for easy tracking.
- Task Details: This sheet acts as a database for the first sheet. It contains a table to enter tasks and employee information, which populates dropdowns on the Printable Timeline sheet.
It is easily customizable, and you can add more rows and columns to accommodate more tasks.
FAQs: How to Create a Timeline in Excel
Q. How do I create a basic timeline in Excel?
Creating a timeline in Excel is pretty straightforward. You can follow the steps below:
- Open a new Excel sheet
- List Events or Tasks
- Specify “Start Date” and “End Date” for each task or event
(Make sure the dates are in the correct format for easy sorting and calculation) - Select the entire table
- Go to the “Insert” tab from the main menu
- Click on the “Bar Chart” icon from the “Charts” section as shown in the following image,
- Select “Stacked Bar” from the dropdown
- A chart will be inserted in the workbook
You can use the “Chart Tools” to format the bars, adjust the date range, and add labels or series for more clarity. You can even customize the colors and layouts easily.
Make sure to save and share the timeline to let others contribute to your project.
Q. Does Excel have a Gantt Chart?
Excel does not have a built-in Gantt chart. But you can easily create one using the Stacked Bar Graph. By formatting start and end dates, as well as durations in the stacked bar graph, you can achieve the visual layout of a Gantt chart.
If you are short on time, please consider downloading the Excel Gantt chart templates discussed above.
We have also included a step-by-step guide to creating a Gantt chart in Excel at the beginning of this article.
Conclusion
I hope you have learned everything about creating a timeline in Excel.
Feel free to comment below if you have any questions using the templates discussed above. All of them are free to download and can be customized as per your project requirements.
They will surely help you boost your team’s productivity and complete projects on time.
Refer to our blog section for more fantastic templates for organizing and executing tasks efficiently.