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assign multiple resources to a task in ms project

How to Add Resources in MS Project?

Microsoft Project is a scheduling tool that is extremely useful for Planning Engineers and Project Managers. Through MS Project, you can create a schedule of the tasks in a project, small or big. Also, you can prepare exhaustive planning by adding resources to your schedule. Hence, adding resources to your schedule is an extremely useful way to efficiently plan your project.

Table of Content

  • Why add resources to your MS Project schedule?

What are the various types of resources in MS Project?

Which type of resource is to use when, how to assign resources in ms project, how to assign multiple resources to a task in ms project, how to add cost to a cost type of resource, how to assign a fixed cost to a task, how to derive project cost after adding resources to an ms project schedule, why add resources to your ms project schedule.

You need resources to complete the tasks of a project. A resource can be a material, a particular category of workmen, equipment, or even some overhead.

There are multiple benefits of adding resources to your MS Project schedule. Below are some of the major advantages of adding resources to your schedule:

  • You can get the month-wise or week-wise or day-to-day requirements of all the resources. Accordingly you may initiate action to procure them at the right time.
  • You can add the cost per unit of the resources, and derive the planned cost for your project.
  • You can track the schedule along with the cost of the project.

There are three types of resources in MS Project that you can assign to the tasks in your schedule. These are:

assign multiple resources to a task in ms project

Now that we know what are the various types of resources available in Microsoft Project, let us see which one when should we use while preparing a project schedule.

1. Material type of resources

Planners use these types of resources most generally for planning a construction project. As an example, all the construction materials required in a project like cement, steel, blocks, tiles, etc. fall in the category of Material resources. Same for the labour resources if you pay the wage per unit. For example, if you pay the workmen or the contractor for ‘Fabrication of steel per Ton’ instead of paying them on headcount, it will come under the resource category of Material. This type of resource is assigned by quantity and not by time. For example, the same number of bricks will be required to build 1 cubic meter of brick wall, irrespective of the time you take to build it.

To go easy with the conception, simply think about whether the cost of the resource will vary with time. If it’s fixed over time, it’s a material type of resource.

Read More: Estimating Task Duration in Project Management

2. Work type of resources

Work types of resources are those which are associated with time. For example, the equipment and machinery required in a project fall in the category of work resources. Also, the Project Manager and other human resources are work resources . This type of resource is tracked by time, not by quantity. For example, if you want to build a brick wall it can take any amount of time depending on the skill of the workmen, even if all the materials are available. Hence, the workmen required to build a wall is an example of a work type of resource.

3. Cost type of resources

You can use t he Cost type of resource when the cost per use of the resource is fixed for executing a task.

For example, say, you need the transportation of materials for reinforcement fixing, and the number of trips will be different as per the quantum of the work involved. But, it does not directly vary with the quantities of materials. If the capacity is 20 Ton for the truck carrying steel, and the quantity of steel is 35 Ton, you have to move the truck twice although the second time it will have a partial load. Hence, here you are not paying the truck rental per unit of reinforcement steel and paying ‘per use’ of the truck.

Let’s take another example. Say, you need to hire a consultant for examining a particular work that is related to task 1. And, you need the same consultant for examining task 2 also. But, the consultant’s charge is different for the tasks. Say, for task-1 they will charge you $1000 and for task-2 they will charge you $1500. This consultant resource is an example of a cost type of resource.

Now that we know the basics of the types of resources, let us see how to assign the resources to a task in your schedule. As the first step, you would need to add the resources to your schedule, and the next step would be to assign them to a particular task/multiple tasks. Keep your list of resources and their quantities & rates handy so that you can complete the resource assignment process seamlessly.

When you create a schedule, it is basically consisting of some tasks. A sample is given below:

assign multiple resources to a task in ms project

A simple schedule of raft foundation is here. The tasks are linked to each other, and the Gantt chart is created based on the relationships between the tasks. Now, we would create resources and also assign them to various tasks.

As the first step , click on the left-top corner of the window where it is showing ‘Gantt Chart’.

Gantt chart in MS project

The following window is open now:

resource creation in Microsoft project

Adding a Work type of resource

Let’s see an example of assigning equipment to a particular task. We will assign an Excavator to the related tasks – Excavation of raft-1 and Excavation of raft-2.

  • Type the Resource name you want to give, ‘Excavator’ in this case.
  • The type will appear automatically as ‘Work’.
  • You can not enter the material type as it is not a material type of resource.
  • Std. rate: Enter the rate of the resource. In this case, if the per day rental of the Excavator is $50, enter 50 in the field.
  • If the Std. rate unit is showing ‘per hour’ instead of ‘per day’, you can change the unit. Click File->Options->Advanced->General options for this project .
  • For now, we will select ‘No’ from the dropdown ‘Budget’.
  • If there is a fixed cost per use for the resource, put it in the ‘Cost per use’ field. For example, if the work completion bonus of your Excavator per structure is $100, you can put it here.

assign multiple resources to a task in ms project

Now go back to the Gantt Chart view. Right-click on the columns to add two new columns: Resource Names and Cost .

assign multiple resources to a task in ms project

The new look will be like this.

how to add columns in MS project

Now, against the Excavation tasks (Task ID-3 and 9) click on the dropdown. Then select Excavator to assign it to these tasks.

how to select a resource from dropdown in MS project

Now you have added the Excavator resource to two tasks in the project. The cost of the project is appearing in the named column.

how to calculate the cost of a project in Microsoft project or MS Project

For the Excavation of Foundation-1, cost = Excavator hire of 10 days @ $50 / day + Cost per Use $100 = $500 + $ 100 = $600.

For the Excavation of Foundation-2, cost = Excavator hire of 8 days @ $50 / day + Cost per Use $100 = $400 + $ 100 = $500.

Adding a Material type of resource

Now, let us add other resources as required for completing the tasks in the schedule. The process is the same as the Work type of resources, but here you select the Material option from the dropdown and put the unit of the material in the Material Label column. Enter the rate per unit in the Std. Rate column and you observe that the per day/per hour label is not there anymore once you select the Material type from the dropdown.

entering material type resource in the resource sheet in MS project schedule

Now, go back to the Gantt Chart view and assign the appropriate resources to the tasks.

adding material resources to MS project schedule

You will see that, on selection, the material type resources have taken 1 unit as the default quantity. You can directly change it from there, or double-click on the resource name to open the Task information pop-up. Then go to the Resources tab, and change the Units number to the required quantity.

Entering material quantities in MS project

Now, after adding the quantities of resources to all the tasks, the project cost will be like the below:

project cost derivation in ms project

Adding a Cost type of resource

assign multiple resources to a task in ms project

We have entered a resource ‘ Transportation of materials’ and selected the Cost option from the dropdown, and what you observe is, you cannot enter any figure in the Std. Rate or Cost Per Use columns. We will shortly elaborate on this, in this tutorial itself. For now, let us assign this resource to the appropriate tasks.

To assign multiple resources to a task, you can check them all while selecting the resources from the dropdown. As an example, we will add the Transportation of Materials resource to two tasks, going back to the Gantt Chart view.

assign multiple resources to a task in ms project

Also, you can just edit the resource names column field for the task if you want to add multiple resources. Then just type and continue to add along wtih a comma (,) between two resources, and it will yield the same result.

As you have seen, you cannot add the cost to a Cost type of resource directly from the resource sheet unlike the other two types of resources (Material and Work type). The reason is, the cost of a Cost type of resource may be different for various tasks. As an example, a Consultant may charge differently for the same test for different tasks if the magnitude of the work is different. Or the transportation cost involved for two tasks may be different.

If in our example, the cost of transportation is $400 for the reinforcement work of Foundation-1 and $500 for the reinforcement work of Foundation-2, then we will assign it like below:

Step-1: Select the Resource Usage sheet from the top left corner as shown below:

assign multiple resources to a task in ms project

Step-2: Select the View tab from the Ribbon, click on Tables , then select Cost .

assign multiple resources to a task in ms project

Here you will see that the tasks to which the Transportation of materials named resource was assigned are visible with cost as zero. You can now enter the cost of the same resource which may be different for different tasks to which you have assigned it. Note the Green highlighted are below.

adding cost to a cost type of resource in MS project

Now go back to the Gantt Chart view -> select View -> Click on Tables -> select Cost , and see the changes in the Total Cost column for the tasks Reinforcement in foundation-1 and in foundation-2. The cost of the Transportation of materials are now accounted for.

adding cost to a cost type of resource in Microsoft project

If even after adding all the resources, you feel that there is some cost that has not been covered through the resources, you can enter the cost directly into the task. For example, if you want to add the concrete pump hire charge for RCC tasks of Foundation-1 and Foundation-2, go to the Gantt Chart view -> select View -> Click on Tables -> select Cost . Now add the fixed cost in the appropriate place against the task.

Fixed cost accrual in Microsoft project

If the Fixed Cost column is not available, you can add it by right-clicking on any of the columns and selecting Fixed Cost from the dropdown. From the Fixed Cost Accrual column, you can select when this fixed cost is to accrue to the task, at the start of the task, at the end, or pro-rata basis. It is like the below table.

Fixed cost accrual in MS Project

Once you’ve added all the resources to the project schedule and entered the cost to all, now it’s time to get the project cost and its distribution. Click on Project from the Ribbon -> Click on Reports -> Click on Costs from the pop-up -> and then select the Cash flow option, and click on Select.

cash flow projection from Microsoft project

You will get a cash flow over the period you select like below, along with the total cost for the project.

cash flow projection from MS project

If you have any query that remains unanswered in the above tutorial, you may ask it in the comment.

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Use Hidden Functions in Project’s Assign Resources Window

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Assigning Resources to Multiple Tasks

Assume there’s a schedule in which four new resources need to be added to multiple existing tasks. These additions can complete one task at a time, which is tedious. But the quick way is to add all four resources to the existing tasks at the same time using the Assign Resources window.

To accomplish this, open a task view such as the Task Usage view used in these examples. In the Resource ribbon, click the Assign Resources icon. After the Assign Resources window opens, select multiple tasks in the view. In the figure below, tasks 1, 3 and 5 have been selected.

Daryl_Deffler_Assign_resources_figure_1

Then, in the Assign Resources window, select all the resources to be assigned to the selected tasks. This is done by Ctrl-clicking the resource names in the resources list. Finally, click the Assign button. All selected resources are now assigned to each of the selected tasks with one click!

In the next figure, Bob, Evan, Jack and Janice must to be added to Tasks 1, 3 and 5. After selecting the tasks and resources, the Assign button is clicked. In one operation, the selected resources are now assigned to the selected tasks at their default (Max Units) value.

Daryl_Deffler_Assign_resources_figure_2

But what if the resource assignments need an Assignment Units value different from the Max Units?

The Assign Resources window can still be used. But instead of selecting resources and clicking the Assign button, enter the Units value for each resource. When a value is entered, the resource is assigned to all selected tasks the same as if the Assign button was clicked. For example, to assign Bob at 50 percent, simply enter 50% into Bob’s Units field. Entering a value of 35% into Evan’s Units field assigns Evan at 35 percent. And so on.

Comparing Task Assignments

Assume a schedule contains multiple operational type tasks and these tasks need to have the same 20, 50 or more resources assigned to them. Over time, due to on-going maintenance, it’s not uncommon for the resource assignments on these tasks to get out of sync. Is Bob on all tasks? From which task is Judy missing? Is Jack allocated with the same Units value on each task? Unfortunately, manually comparing all the task and assigned resources can be time consuming and laborious.

This is where the Assign Resources window can help by automatically identifying assignment discrepancies across selected tasks.

Let’s start with something simple. In the figure below, only Task 1 has been selected. Note the “Task: Task 1” indicator at the top of the Assign Resources window. The Assign Resources window contains a resource list that’s now divided into two parts. Assigned (checked) resources appear in alphabetical order at the top of the resource list. For these resources the Units (Assignment Units) and Cost values appear. Unassigned (unchecked) resources appear after the assigned resources.

Daryl_Deffler_Assign_resources_figure_3

When multiple tasks are selected, the Assign Resources window will show inconsistencies among the selected tasks. In the figure below, Tasks 1 and 3 have been selected. This is indicated in the Assign Resources window by the “Multiple tasks selected (1,3)”.

As expected, the assigned resources appear at the top of the resource list. But some interesting inconsistency indicators now appear. Looking at Bob, a black check appears next to his name, meaning Bob is assigned to both tasks. However his Units value is not the same on both tasks so that value displays as “- -“. Janet and Judy now appeared within the top of the Resource list. But their checks are gray, meaning they are assigned to at least one of the selected tasks but not all of them. And because they’re not on all selected tasks, their R/D, Units, and Cost values also display as “- -“. In short, gray checks and “- -” indicators indicate inconsistencies. Now that the problems are known, let’s see how to fix them.

Daryl_Deffler_Assign_resources_figure_4

Aligning Resource Assignments

Continuing the example, the Assign Resources window can be used to correct or align resource assignments. This is illustrated in the figure below. By selecting Janet and Judy in the Assign Resources window and clicking the Assign button, Project will add the selected resources to only the tasks on which they are not currently assigned. In this case, Janet and Judy are already assigned to Task 3, so Project adds them to Task 1. After the assignment, the Assign Resources window now shows Janet and Judy with black checks and their Units and Cost fields now display a value. This indicates that Janet and Judy are now assigned to all selected tasks with the same Units and Cost value.

Note, even if all checked resources were selected and the Assign button clicked, the result would be the same. Only Janet and Judy would have been added to Task 1 because all of the other selected resources are already assigned to the selected tasks.

Daryl_Deffler_Assign_resources_figure_5

Looking at the Assign Resource window in the figure above, it is now apparent that Bob is the only remaining resource not assigned consistently across the selected tasks because his Units field is showing a “- -” value. This can be verified by looking at Bob’s Assignment Units for Task 1 (100%) and Task 3 (85%).

As the final step in re-aligning tasks, the Assign Resources window can be used to correct Bob’s inconsistent Assignment Units. In the Assign Resources window, simply enter the desired value in the Units field. In the figure below, a value of 65% was entered in Bob’s Units field. Both Task 1 and Task 3 changed accordingly.

Daryl_Deffler_Assign_resources_figure_6

After this final adjustment, it’s apparent that all resources on all selected tasks are aligned because the Assign Resources window displays black checks for all assigned resources and all assigned resources display a value in the Units and Cost column. Now that was simple!

One final word, before you get too excited about these new found capabilities. These functions only work when comparing tasks and resource assignments within the same schedule.

Have your own Assign Resources tricks? Share them in the comments below.

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3 Correct Ways to Do Great Scheduling with Microsoft Project

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Tim Shaw 06/01/2016, 12:24 am

Daryl, thank you for these insights into identifying and resolving inconsistencies and errors of resource assignments across project tasks. Had I known this last week, I estimate I could have saved a good two – four hours in reviewing task assignments on release planning across several sprints. Now I know!

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assign multiple resources to a task in ms project

Project management goal: Add people and assign them to tasks

Project management tips before you start . . .

If you’re new to project management If you’re new to project management, you might realize there’s more to worry about than just adding tasks, like how many people to put on them, how to account for people’s holidays and vacation time, and how and where to put in personal information like phone numbers, email addresses, and salary information.

Here are tips to get you started.

Learn what types of resources you can assign to tasks     After you gather the information you need about project tasks, identify the types of resources you’ll need.

People resources     These are resources we normally think of as working on tasks. Project managers sometimes call these work resources, as opposed to materials and equipment.

Enterprise resources     These resources are work resources managed and shared across an organization. Enterprise resources are used with Project Professional.

Material resources     These resources include computers or machinery used to complete work on tasks.

Generic resources     These resources specify staffing requirements for tasks and not specific individuals, such as carpenters, or developers.

Consider how the number of resources changes durations When you put multiple resources on a task, you’d expect the duration of a task to shorten. In many cases, however, adding people to a task can have the opposite effect. It can add extra costs, extra communication, and other inefficiencies. For example, the design for a new toll bridge probably isn’t going to go faster if you double the number of architects on the project. Project allows you to control what happens to task durations after you add to tasks.

Consider how a person's capabilities affect task durations A person’s experience can directly affect the duration of the task. You might expect a person with five years’ experience to complete a task in less time than someone with two.

If you’re a seasoned project manager As projects get bigger, there are more things to think about. You now worry about using resources in other departments, hiring vendors, tracking a hundred peoples’ work, generating reports for executives, and numerous other complexities you haven’t even thought about yet. Fortunately, Microsoft Project has the expert tools you’ll need.

Here are a tips to grow your expertise.

Review and refine the duration estimates     Use the information that you collect about your current project and similar projects to refine your duration estimates. The accuracy of your estimates for resource requirements (and ultimately project costs) depends largely on the accuracy of your task duration estimates.

Track resource progress     Make sure the people on your project send in regular task status updates. The views and reports in Microsoft Project help you not lose track of what everyone is doing.

Identify resource overallocation problems     Project can help you identify when people are working on too many tasks at the same time.

Keep an eye on your baselines     Baselines give you a snapshot of your project so that you compare current progress with what you planned at the beginning.

Distribute work by leveling     When people are working on too many tasks at the same time, Project can adjust assignments to a more realistic workload. Leveling resource assignments is one way to even out the load.

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Step 1: Add people to your project

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Step 2: Assign people and other resources to tasks

Step 3: manage people and other resources.

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Top Contributors in Project: Dale Howard [MVP]  -  John - Project   ✅

February 13, 2024

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Dale Howard [MVP]  -  John - Project   ✅

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MS Project assigning multiple resources to a task that contribute 0 work

I am trying to make a project template (to use as future subprojects) that will cover 1 product in our production catalogue.

The final master project will contain between 60 and 90 of these sub projects, so I am uncertain if I can use baselines.

I need to assign a worker and a machine to each task. I have 3 types of workers. Day Shift, Night Shift and Rotating Shifts. As such my workers are assigned to the relevant calendar at 100% units base (generally we use 33%, 50% and 100% per task)

Each machine needs to be assigned to a task as well. They are on a calendar that bridges day & night shift. We can only use a machine for X number of hours before it requires to be taken out of rotation for maintenance. Some machines have the ability to support multiple workers.

-> I would like to set up the Machine resources such that they are scheduled work hours, but contribute zero work, to prevent shortening the duration of the task.

This way I can report to maintenance when a machine should be out of service, as well as being able to track utilization rates and schedule around forecasted bottlenecks.

I need to output a work schedule for my workers and a work schedule for my machines.

We currently run Project 2007, but once a prototype is complete I can upgrade to the latest version.

We are not in a position to switch to an ERP for a few years and I am looking to put a stopgap in place.

Any methods or ideas are deeply appreciated.

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  • Volunteer Moderator

Philip_TBS,

Wow, that's a lot of stuff you want from Project.

To answer your first question, yes, you can use baselines for each individual subproject. You will not be able to set (or reset) the baseline at master level unless the master has tasks of its own.

As far as wanting to set up machine resources to show work but not impact scheduling, well that's more challenging. Indeed a machine is a work resource but as such you can't have it both ways (i.e. work hours but no impact on schedule). One workaround you might want to consider is making each machine a material resource with a material label of "hrs.". Go ahead and assign the work (human) resource to each task and then match the machine "material" with the identical number of hours as the work resource. Yeah it's a manual input so it won't be convenient but the process could be automated.

Using the above approach you will still be able to vary the task duration by adjusting labor assignment units and the Resource Usage view will give work scheduling including the total number of hours for each machine.

A few thoughts, others may jump in with some ideas.

Just for reference, working with linked structures (e.g. master/subprojects) in Project, particularly with a large number of subprojects, is susceptible to corruption. I suggest you only create a static master (unlinked structure) when you want/need to see the whole shebang at one time.

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COMMENTS

  1. assigning multiple resources to a single task in MS project

    1 I have seen some project plans where a task that spans 80 hours has two resources assigned to it, one at 100% and the other at 50%. Is this correct? Shouldn't the task be broken down to two parts and be assigned to each resource appropriately, for better tracking?

  2. Microsoft Project

    Microsoft Project - Assigning Multiple resources to one task Situation is that we want to assign multiple resources to one task (I know how to do that), but in Project Online, when it shows up for them as a task, only one needs to "complete the task". Right now, if one completes their task, it only shows as 50% complete (if only 2 are assigned).

  3. Add resources to your project

    Windows Web You can add several types of resources to your project. Enterprise resources An enterprise resource is a part of the list of resources for the whole organization; therefore, each of these resources can be shared across multiple projects.

  4. Group tasks or resources

    On the View tab, in the Data group, choose More Groups in the Group by box. Under Groups, choose Task or Resource, select a grouping criterion, and then choose Edit. Under Groups, choose Task or Resource, and then choose New to create a new group. In the Group By row, in the Field Name column, select one of the fields you want to use to group ...

  5. Assign people to work on tasks

    Choose Resource > Assign Resources. In the Assign Resources box, pick the resources to assign, and choose Assign. In the example below, Amy is the resource. By entering 50% in the Units box, she's now assigned to work 50 percent on the "Build the fence" task.

  6. Assigning Resources

    The simplest way to add resources is to type the name of the assigned resource into the Resource Names field: Notice that resources are only assigned to child tasks. Summary tasks do not need to be resourced separately, since they are simply summaries of the child tasks underneath them: It's very important to select the tasks in the correct order.

  7. Assigning and Managing Resources in Microsoft® Project 2013

    Assign multiple work resources to a task. In the View tab, select the Gantt Chart view. Drag the vertical splitter bar to the right to reveal the Resource Names column within the entry table. Click to view larger image. Select the row by clicking the task ID in the row header. Click the Details check box and make sure the task form is displayed.

  8. How to Add Resources in MS Project?

    Right-click on the columns to add two new columns: Resource Names and Cost. The new look will be like this. Now, against the Excavation tasks (Task ID-3 and 9) click on the dropdown. Then select Excavator to assign it to these tasks. Now you have added the Excavator resource to two tasks in the project.

  9. Mastering Assign Resources in Microsoft Project

    In the Resource ribbon, click the Assign Resources icon. After the Assign Resources window opens, select multiple tasks in the view. In the figure below, tasks 1, 3 and 5 have been selected. Then, in the Assign Resources window, select all the resources to be assigned to the selected tasks.

  10. Assigning Resources to Tasks in Microsoft Project

    In this Microsoft Project 2021 training course for beginners, learn how to assign resources to a task that are available to you in MS Project.🌍 Get unlimite...

  11. Assigning Resources in Microsoft Project

    In this video, i will show you how to assign resources in 3 different ways. You will learn efficient ways to assign resources, ways that allow you to get gr...

  12. assign multiple resources to same task with different start dates

    Assign the first two resources to the task - by default their start and finish dates will equal the task start and finish. Select the third resource and select the desired start and finish dates from the " Scheduled Start " and " Scheduled Finish " drop downs. 5 people found this reply helpful · Was this reply helpful? Yes No Replies (9)

  13. MS Project: Assign multiple resources to task with differing unit

    MS Project: Assign multiple resources to task with differing unit allocations. When i assign two resources to a task, one at 50% and the other 100% MS Project does not calculate duration as work/1.5. It seems like MS project divides the hours in such a way that the total hours worked by each resource is the same for each task.

  14. Assigning Resources in Microsoft Project

    One of the benefits of using the Assign Resources dialogue box is the ability to assign multiple resources to one or many tasks at the same time. I am now going to assign 'Tom Henry' and 'Tony Zink' to 'Task 2' and 'Task 3': In the 'Assignments' section of the 'Resource' ribbon click on the 'Assign Resources' button.

  15. Project management goal: Add people and assign them to tasks

    Step 1: Add people to your project. Add people to your project. You need to add people as well as other resources before you can assign them to work on tasks. The other resources could include material resources like cement or paint, or cost resources like airfare and dining. Change working days for the project calendar.

  16. MS Project

    1 Answer Sorted by: 2 Insert the "Work" column. Do this BEFORE you assign resources to the task. Let us assume that you have 4 one -day tasks--all on same day--and you wish to have "Bob" Work on these tasks. So, enter "2 Hours" in the Work column for all 4 tasks. THEN, assign Bob to all 4 tasks. Bob's total Work for the day will be 8 hours. Share

  17. MS Project assigning multiple resources to a task that contribute 0

    MS Project assigning multiple resources to a task that contribute 0 work. Hello All, I am trying to make a project template (to use as future subprojects) that will cover 1 product in our production catalogue. The final master project will contain between 60 and 90 of these sub projects, so I am uncertain if I can use baselines.

  18. ms project

    I noticed you are altering resources in the task usage form, but unless you are really experienced with Microsoft Project I would avoid ever touching that, as it's really easy to set the period of performance of resources assigned to a task to be different than the actual period of performance of the task itself. This will cause MS Project to ...