Gantt charts are the cornerstone of project planning and scheduling, providing a visual timeline that helps teams track tasks, durations, dependencies, and milestones. In Microsoft Project 2019 Pro, Gantt charts come to life with interactive features, automated updates, and flexible formatting options that make them a powerful project management tool.

In this comprehensive guide, we’ll cover:

  • What Gantt charts are and why they matter

  • How to create a Gantt chart in Project 2019 Pro

  • Customizing your Gantt chart

  • Using dependencies and milestones

  • Tracking progress using the Gantt view

  • Common pitfalls to avoid

  • Best practices for clarity and collaboration

  • Frequently asked questions (FAQ)

What Is a Gantt Chart?

A Gantt chart is a horizontal bar chart used in project management to illustrate a project schedule. Each task in the project is represented by a bar, and the position and length of the bar reflect the task’s start date, duration, and end date.

Key Components:

  • Task names on the left

  • Timeline across the top

  • Bars representing start-to-finish periods

  • Dependencies (links/arrows) showing task relationships

  • Milestones marked by diamonds

Why Gantt Charts Matter

Gantt charts help:

  • Visualize the project timeline and critical path

  • Identify task overlaps and dependencies

  • Communicate schedule clearly to stakeholders

  • Monitor progress and reschedule efficiently

  • Assign resources and manage workloads

In Microsoft Project 2019 Pro, Gantt charts are the default and most powerful view.

Creating a Gantt Chart in Project 2019 Pro

Step 1: Launch a New Project

  • Open Microsoft Project 2019 Pro.

  • Go to File > New > Blank Project.

Step 2: Enter Project Information

  • Click Project > Project Information to set start date and calendar.

  • Set project working hours if needed: Project > Change Working Time.

Step 3: Add Tasks

Enter task names in the Task Name column:

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  1. Initiation  
  2. Requirements Gathering  
  3. Design  
  4. Development  
  5. Testing  
  6. Deployment  
  7. Post-Deployment Support

 

Step 4: Add Durations and Dates

Enter durations (e.g., 5d for five days) in the Duration column.
 Start and Finish dates auto-calculate unless manually overridden.

Linking Tasks (Dependencies)

Dependencies show how tasks relate to each other (e.g., one task starts after another finishes).

To Link Tasks:

  1. Select two tasks.

  2. Click Task > Link the Selected Tasks.

  3. Or manually enter in Predecessors column using Task IDs.

Dependency Types:

  • Finish to Start (FS): Default. Task B starts after Task A ends.

  • Start to Start (SS): Tasks start together.

  • Finish to Finish (FF): Tasks finish together.

  • Start to Finish (SF): Rare.

Use Task Information > Predecessors tab for advanced control.

Adding Milestones

Milestones mark key achievements or events (e.g., “Go-Live”).

How to Add:

  1. Add a new task.

  2. Set Duration = 0 days.

  3. Project will show it as a milestone diamond in the Gantt view.

Customizing the Gantt Chart

1. Add Columns

  • Right-click column headers to insert custom fields like “Resource Names,” “% Complete,” “Cost,” etc.

2. Change Bar Styles

  • Go to Format > Bar Styles.

  • Customize the color, pattern, and height of bars and milestones.

3. Use Gantt Chart Wizard

  • Go to Format > Gantt Chart Wizard for step-by-step customization.

Using Resources in the Gantt Chart

Assign Resources:

  • Go to View > Resource Sheet to define team members.

  • In Gantt view, assign a resource in the Resource Names column.

Project auto-adjusts schedules based on resource calendars and availability.

Tracking Progress in the Gantt View

Once the project is underway, update task progress directly in the Gantt chart.

Ways to Update:

  • Use % Complete column to mark progress.

  • Drag the progress bar within taskbars.

  • Use Task > Mark on Track.

Use the Tracking Gantt View:

  • Go to View > More Views > Tracking Gantt.

  • Shows baseline vs. actual progress side by side.

Setting a Baseline

A baseline is a snapshot of your original plan.

To Set:

  • Go to Project > Set Baseline > Set Baseline for Entire Project.

  • Useful for comparing planned vs. actual timelines later.

Managing Delays and Adjustments

Identifying Slippage:

  • Use Tracking Gantt or Variance Table view.

  • Add Start Variance and Finish Variance columns.

Rescheduling:

  • Drag task bars directly in the Gantt view.

  • Or change dates in the Start/Finish columns.

Use Project > Update Project for auto-scheduling options.

Critical Path in Gantt Chart

The Critical Path determines the minimum project duration. Tasks on this path have no slack.

To View:

  • Go to Format > Critical Tasks checkbox.

  • Critical tasks show in red.

Monitor closely, as delays here affect the entire project timeline.

Best Practices for Using Gantt Charts

1. Keep Task Names Clear

Avoid vague labels. Use descriptive names like “Develop Login Module” instead of “Task 1.”

2. Don’t Overload with Detail

Stick to major tasks and deliverables. Use sub-tasks where needed.

3. Use Summary Tasks

Group related tasks under a summary task for clarity.

4. Avoid Manual Scheduling (if possible)

Let Project handle auto-scheduling based on logic, dependencies, and calendars.

5. Communicate Clearly

Use Legends and Color Codes for stakeholder-friendly visuals.

Exporting and Sharing Gantt Charts

  • Print to PDF for reports

  • Copy to Microsoft Word or Excel

  • Use Reports > Visual Reports to export to Excel for further analysis

Microsoft Project 2019 Pro also supports OneDrive and SharePoint integration for real-time collaboration.

Common Gantt Chart Mistakes to Avoid

  • Overcomplicating the schedule with too many tasks

  • Failing to update task progress regularly

  • Ignoring critical path implications

  • Not using dependencies properly

  • Forgetting to set a baseline

  • Poor resource allocation

The Gantt chart is more than just a visual timeline—it’s a live map of your project’s heartbeat. In Microsoft Project 2019 Pro, you can create, customize, and manage Gantt charts with precision, helping your team stay on track and meet goals on time.

FAQ

Q1. Can I change the time scale in the Gantt view?
 Yes, right-click the timeline and choose “Timescale” to adjust days, weeks, or months.

Q2. How do I show only specific tasks in the Gantt chart?
 Use filters under View > Filter or create custom views.

Q3. Can I print the Gantt chart?
 Yes. Go to File > Print. Use Page Setup to adjust scaling and orientation.

Q4. What happens if I miss setting dependencies?
 Tasks may overlap incorrectly or the project duration may be miscalculated.

Q5. How can I add notes or attachments to tasks?
 Right-click a task > Task Notes to add text, or Insert > Object for files.