How to Use Gantt Chart


What is a Gantt Chart?

A Gantt Chart is a graphical depiction of a project, its tasks, and subtasks. The design layout comprises of a vertical column on the left highlighting various activities and each of them is represented by a horizontal progress bar. These progress bars indicate the duration of a project or a task, having a start date and an end date.

Benefits of a Gantt Chart

Gantt Chart enables you to:

  • Get a visually illustrated view of a project and its tasks/subtasks
  • See each activity represented by its respective progress bar, having a start date and end date
  • Increase or decrease an activity’s duration, by stretching a progress bar
  • Add and delete tasks/subtasks
  • See when a whole project begins and ends


Step 1: On your ProProfs Project dashboard, access a project by clicking on it.


Access Project in detail


Step 2: By default, you are in the Classic view. To change the view to Gantt Chart, click View and then select Gantt Chart.


Change view from classic to Gantt Chart


Step 3: The Gantt Chart and Its Features


The Gantt Chart of an ongoing project appears as shown in the screenshot below. The project name (Testing) and its tasks/subtasks are listed vertically on the left. Each of these activities is indicated by its respective progress bar. The orange bar at the top indicates the whole project while several blue bars indicate all the tasks and subtasks. The progress bars have a start date, end date, and indicate the duration of a project/task/subtask.


A Gantt Chart has several features and enables a user to perform a number of actions such as add/remove tasks and subtasks, rename a project, tasks and subtasks, stretch and move progress bars, and more.

Gantt Chart view


Gantt Chart Functionality

Step 4: View Project Details


To view project details, click on the project name (Testing) which opens its detailed view on the right. You can also do this by double-clicking on the orange progress bar of the project. You can see all the project details such as its duration, description, its users, all the activities, and more.


Gantt Chart Project view


Step 4.1: Edit Project Details


In the project’s detailed view, you can update several fields such as its name by clicking on it. You can also add a reply and attach files such as images and PDF files. Once you’re done, click Save.


Edit project at Gantt Chart


Step 4.2: Edit a Task


Similar to the way you can edit a project, you can edit a task by clicking on a task name. For example, click Task 1_Design. You can also do this by double-clicking on a task’s progress bar. This will open up its detailed view on the right where you can see all the task details such as its duration, progress in percentage, and more.


View/Edit tasks in Gantt chart view


Step 4.3: Task Status


You can check the status of each task and subtask in terms of Active, Onhold, and Inactive. The current status of each task is indicated by a circular button attached to a task name. For example, a task which is Active (or ongoing) is indicated by a green circle. You can change the status of a task by clicking the circular button and choose one of the available statuses.


Change status of Task in Gantt chart view


Step 4.4: Add a task/subtask


You can add a task and subtask by clicking on the + button. To add a task, click on the + button adjacent to the project name. To add a subtask, click on the + button adjacent to a task name.


Add tasks in Gantt chart view


Step 4.5: Delete a task/subtask


You can delete a task and subtask by clicking on the X button. The X button appears when you move your mouse pointer over a task/subtask.


Delete task in Gantt chart view


Step 4.6: Project and Tasks are Collapsible


You can expand and contract a project and its tasks by clicking on the Collapsible button.


Expand task to view sub-task in Gantt chart view


Step 4.7: Move a task/subtask


You can move a task and subtask to reprioritize them. To do that, move your mouse to the drag and drop icon on the extreme left of a task/subtask, hold the task from there and move it up or down as per your preference.

Drag and drop task in Gantt chart view


Step 4.8: Move, Stretch, and Contract Progress Bars


You can also move, stretch, and contract progress bars to readjust the duration of a task/subtask.

Change duration of tasks by stretching progress bar in Gantt chart



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