Introduction

Creating a timeline in Excel can be an effective way to organize and present data, especially when tracking progress over time. This guide will walk you through three methods to create a timeline in Microsoft Excel, ensuring that your data is visually appealing and easy to understand.

Method 1: Using SmartArt (Excel 2007 or Later)

SmartArt is a powerful tool for creating visually appealing graphics directly in Excel. Here’s how to create a timeline using SmartArt:

Step 1: Create a New Spreadsheet

Start by creating a new spreadsheet in Excel. Since SmartArt creates a new graphic layout, it does not transform your existing data. Creating a new blank sheet ensures that you have a clean slate to work with.

Step 2: Open the SmartArt Menu

If you have Excel 2007 or later, click on the SmartArt tab in the ribbon menu. In earlier versions, you can find the SmartArt button under the Insert tab. Click on this button to bring up the SmartArt menu.

Step 3: Select the Timeline

From the Process submenu in the SmartArt ribbon, choose 'Basic Timeline', which features a right-facing arrow. This layout is ideal for timelines. To see other available graphic icons, hover your cursor over the icons to see the hover text.

Step 4: Add More Events

By default, your timeline will start with a few events. To add more, select the existing timeline. A Text Pane will appear to the left of the graphic. Click the ' ' button at the top of the Text Pane to add a new timeline event. Alternatively, to enlarge the timeline without adding new events, drag the right or left side of the box outward.

Step 5: Edit Your Timeline

Type in the Text Pane box to add entries. You can also copy and paste data into the timeline. Excel will typically arrange the data into individual timeline entries for each column.

Method 2: Using Pivot Table Analysis (Excel 2013 or Later)

Another method to create a timeline is by using Pivot Table Analysis. This method is particularly useful when you already have a pivot table in your spreadsheet.

Step 1: Open the Spreadsheet with a Pivot Table

Ensure that your data is organized in a pivot table and that you have the Pivot Table Analyze menu, which was introduced in Excel 2013.

Step 2: Click Anywhere Inside the Pivot Table

Clicking anywhere inside the pivot table will activate the Analyze tab, providing options to manipulate the data.

Step 3: Click Timeline

In the Analyze tab, click 'Timeline'. A dialog box will appear, showing fields that correspond to a date format. Note that dates entered as text will not be recognized.

Step 4: Select the Applicable Field and Click OK

Select the date field from the pivot table and click 'OK'. A new section will appear on the right-hand side, allowing you to navigate through your timeline.

Step 5: Filter the Data

Depending on your available information, you can filter the data by months, years, or quarters. Click on a specific month in the Timeline Control Box to see the data pertaining to that month alone. To broaden your selection, click and drag the sides of the slider.

Method 3: Using a Basic Spreadsheet (Any Version)

For users of any version of Excel, a basic spreadsheet can also be used to create a timeline manually.

Step 1: Consider Downloading a Template

While not necessary, downloading a timeline template can save you some work. Check for timeline templates in the 'File → New' or 'File → New from Template' commands. Alternatively, search online for user-created timeline templates.

Step 2: Create Your Timeline Using Ordinary Cells

Type the dates of your timeline in one row, spacing them out with blank cells. Ensure these cells are in proportion to the time between them.

Step 3: Write Your Timeline Entries

In the cell directly above or below each date, write a description of the event that happened on that date. It doesn’t need to be perfectly formatted at this stage.

Step 4: Angle the Descriptions

Select the row containing your descriptions. Click the 'Home' tab in the ribbon menu, then look for the Orientation button under the Alignment group. In some versions, this button looks like the letters abc. Click this button and select one of the angled text options. This will fit the text to the timeline better. For Excel 2003 or earlier, right-click the selected cells, select 'Format Cells', then the 'Alignment' tab, and type in the number of degrees you'd like the text to rotate before clicking 'OK'.

Conclusion

Create a powerful and visually appealing timeline in Excel using SmartArt, Pivot Table Analysis, or a basic spreadsheet format. Choose the method that best suits your needs and the version of Excel you are using.