Free Project Tracker Template

If you’re managing projects and need a simple way to track progress, Excel’s Agile Gantt Chart template can be a great starting point. This built-in template provides a visual representation of tasks, milestones, and progress, making it easier to stay organized.

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Step-by-step Guide

In this guide, we’ll walk through how to:

• Get the template
• Navigate the key features
• Update tasks and progress
• Modify formatting and colors
• Add new rows to expand your project

Let’s dive in!

Step 1: Getting the Agile Gantt Template

To start, you’ll need to open the template in Excel:

1. Open Excel and go to File > New.
2. In the search bar, type Agile Gantt.
3. Click the template and select Create.

Once opened, you’ll see multiple worksheets, with the first sheet (“About”) providing details on the template.

Feel free to read through it for additional insights.

Step 2: Navigating the Gantt Chart View

Adjusting the Time Window

The main worksheet provides a visual timeline of your project.

By default, it shows two months (e.g., January and February), but you can adjust the view:

• Use the scroll bar in row 8 to move the timeline left or right.
• Use the scrolling increment cell to jump forward by a specific number of days:
  • Enter 30 to move ahead by a month.
  • Enter 60 to move ahead by two months.
  • Enter 0 to reset.

Step 3: Updating Task Details

Each task row contains key details:

• Description – Briefly describe the task.
• Category – Choose a label:
  • Goal (flag icon)
  • Milestone (yellow flag icon)
  • On Track (green)
  • Low Risk, Medium Risk, or High Risk (color-coded)
• Assigned To – Enter the name of the person responsible.
• Progress – Manually update the percentage complete. The bar will adjust visually.
• Start Date – Set the task’s start date.
• Duration – Define how many days the task will take.

Example Task Update:

Let’s say a task starts on January 5th and is 50% complete:

• Set the start date to January 5.
• Update progress to 50% (the bar will adjust).

This process can be repeated for each task to keep your project status current.

Step 4: Customizing Colors and Formatting

The colors and icons in the Gantt chart are controlled by Conditional Formatting. If you want to modify them:

1. Go to Home > Conditional Formatting > Manage Rules.
2. Select This Worksheet to see all formatting rules.
3. Find the rule you want to edit (e.g., progress bars, risk levels).
4. Click Edit Rule, then update the color or icon as desired.
5. If you change any colors, update the Legend to match.

Example Changes:

• Change the high-risk color from red to orange.
• Update progress bars to use a gradient effect.
• Replace milestone icons with a star symbol.

These adjustments help tailor the chart to your team’s preferences.

Step 5: Adding More Rows for Tasks

If your project grows and you need more task rows:

1. Scroll to the bottom of the template.
2. Select the last row (above the note about inserting new rows).
3. Right-click and choose Insert.

This ensures that the new row inherits formulas and formatting, keeping everything functional.

Final Thoughts

Excel’s Agile Gantt template provides a quick and efficient way to track project progress visually. By using the built-in features and making a few customizations, you can create a personalized tracking system that fits your team’s workflow.

If you have any questions about using or modifying this template, drop a comment below—we’d love to help!

This guide should help you get started with the Agile Gantt Project Tracking Template in Excel. Happy tracking!

Sample File

Since this is a free template from Microsoft, please obtain via the steps above as we are unable to provide a copy for download here.

Frequently Asked Questions (FAQ)

1. Can I add more categories to the dropdown list?

Yes! You can modify the dropdown options by updating the data validation list.

2. How do I remove a task without affecting other rows?

Select the entire row, right-click, and choose Delete. This keeps the formatting intact for the remaining tasks.

3. Can I use this template for long-term projects (6+ months)?

Absolutely! Just extend the timeline by adjusting the date range and adding more rows as needed.

4. What if I need more detailed tracking, like dependencies?

This template focuses on a simplified view. For complex dependencies, consider using Microsoft Project or advanced Gantt chart add-ins.

5. How do I reset the template for a new project?

Clear out the task details, reset progress bars to 0%, and adjust the timeline as needed.