How Can I Create Reports in Microsoft Project?

Microsoft Project is a powerful project management tool that allows you to create, manage, and track projects. One of the key features of Microsoft Project is the ability to generate reports. Reports help you monitor progress, identify issues, and communicate project status to stakeholders. In this article, we’ll look at how to create reports in Microsoft Project.

1. Understanding Reports in Microsoft Project

Before you can create reports in Microsoft Project, it’s important to understand what they are and why they’re useful. Reports are essentially summaries of project data that allow you to analyze and interpret information in meaningful ways. Reports can help you evaluate progress, monitor costs, track risks, and more. Microsoft Project comes with a variety of built-in reports, which you can customize to meet your specific needs.

Customizing Built-In Reports

To customize a built-in report, simply open the report and then select the ‘Design’ tab in the Ribbon. From there, you can modify the layout, add or remove fields, change font styles, add graphics, and more. Once you’ve made your changes, save the report with a new name so that you don’t overwrite the original version.

Creating New Reports

If you need to create a report from scratch, Microsoft Project provides several options. You can use the Report Wizard to guide you through the process, choose a blank report template, or use an existing report as a starting point. Whatever method you choose, be sure to select the appropriate data source (e.g., task, resource, or assignment) and specify the information you want to include in the report.

2. Types of Reports in Microsoft Project

There are many different types of reports you can create in Microsoft Project. Some of the most common include:

Task Reports

Task reports provide information about the tasks in your project, including their duration, start and end dates, % complete, and more. These reports are useful for tracking progress and identifying potential delays or issues.

Resource Reports

Resource reports provide information about the people or equipment assigned to tasks in your project. These reports can help you monitor resource utilization, identify overallocations, and make staffing decisions.

Cost Reports

Cost reports provide information about the costs associated with your project, including actual vs. budgeted costs, earned value, and more. These reports can help you manage your budget and forecast future expenses.

Custom Reports

Custom reports allow you to create reports that meet your specific needs. You can choose the data source, specify the fields and filters, and design the layout to fit your requirements.

3. Tips for Creating Effective Reports

Creating effective reports requires careful planning and attention to detail. Here are some tips to help you create reports that are accurate, informative, and easy to understand:

  • Define your objectives: Before you start creating a report, think about what you want to achieve. What questions do you need to answer? What information do you need to convey?

  • Choose the right data: Make sure you’re using the appropriate data source for your report. If you need information about tasks, use a task-based report. If you need information about resources, use a resource-based report.

  • Be selective: Don’t include more information than is necessary. Focus on the key metrics and data points that will help you achieve your objectives.

  • Use visual aids: Charts, graphs, and tables can help make your data more accessible and easier to understand.

  • Proofread: Before you distribute your report, make sure to proofread it carefully. Check for errors, inconsistencies, and formatting issues.


Reports are a critical component of project management, and Microsoft Project provides a variety of tools to help you create them. By understanding the different types of reports available, customizing built-in reports, and following best practices for report creation, you can generate reports that provide valuable insights into your project’s progress and performance.