How to Align Resource Working Calendars with Project Schedules in Microsoft Project

Managing multiple projects can be a challenge, especially when the resources involved have different working calendars. In order to ensure that project schedules are aligned with resource working calendars, it is essential to use a project management tool such as Microsoft Project.

In this article, we will explain how to align resource working calendars with project schedules in Microsoft Project. We will also discuss some tips and best practices to help you manage your projects more efficiently.

Understanding Resource Working Calendars and Project Schedules

Before we dive into the details, let’s first define what we mean by resource working calendars and project schedules.

  • Resource working calendar: This refers to the work schedule of a specific resource, such as an employee or a machine.
  • Project schedule: This refers to the overall timeline of a project, including all the tasks and milestones that need to be completed.

When managing a project, it is important to ensure that the project schedule takes into account the working calendars of all the resources involved. This will help ensure that everyone is on the same page and that deadlines are met.

Linking Resource Working Calendars to Project Calendars

To link resource working calendars to project schedules in Microsoft Project, follow these steps:

  1. Open Microsoft Project and select the project you want to work on.
  2. Go to the Resource Sheet view by clicking on the View tab and selecting Resource Sheet.
  3. Add the resources you want to assign to the project by clicking on the Resource tab and selecting Add Resources.
  4. Double-click on the name of the resource you want to assign to the project.
  5. In the Resource Information dialog box, go to the General tab and select the Base Calendar field.
  6. In the drop-down list, select the working calendar that corresponds to that resource.
  7. Click OK to save the changes.

Once you have linked the working calendars of all your resources to your project schedule, Microsoft Project will automatically adjust the timeline of each task based on the availability of the assigned resources.

Tips for Managing Multiple Projects with Different Resource Working Calendars

Managing multiple projects with different resource working calendars can be a daunting task. Here are some tips and best practices to help you stay organized:

1. Use a Project Management Tool

Using a project management tool like, ClickUp, GanttPRO, Microsoft Project, Smartsheet, Wrike, or Clarizen can help you keep track of all your projects in one place. These tools allow you to assign tasks to specific resources, set deadlines, and monitor progress in real-time.

2. Create a Master Schedule

Creating a master schedule that includes all your projects can help you see the big picture and ensure that all your resources are being used effectively. This will also help you avoid scheduling conflicts and ensure that everyone is working towards the same goals.

3. Prioritize Tasks

When managing multiple projects, it is important to prioritize tasks based on their importance and urgency. This will help you ensure that critical tasks are completed on time and that resources are allocated appropriately.

4. Communicate Effectively

Communication is key when managing multiple projects with different resource working calendars. Make sure to communicate regularly with your team members and stakeholders to ensure that everyone is aware of project timelines and any potential issues.


Aligning resource working calendars with project schedules is essential for effective project management. By using a project management tool like Microsoft Project and following these tips and best practices, you can manage multiple projects more efficiently and ensure that all your resources are being used effectively.