How to Assign Resource Working Calendars to Resources in Microsoft Project

Microsoft Project is a project management tool that helps you manage projects and resources. In Microsoft Project, you can assign calendars to resources to specify their working time. By doing so, you can create accurate project schedules and allocate resources efficiently. This article will explain how to assign resource working calendars to resources in Microsoft Project.

Understanding Resource Working Calendars

Before we dive into assigning resource working calendars, let’s first understand what they are. A resource working calendar defines when a resource is available to work on the project. It specifies the standard working hours, non-working days, and exceptions (such as holidays or vacations) for the resource. In Microsoft Project, you can create a separate working calendar for each resource or use a common calendar for all resources.

Assigning Resource Working Calendars

To assign a resource working calendar in Microsoft Project, follow these steps:

1. Open your project in Microsoft Project.
2. Go to the Resource Sheet view by clicking View > Resource Sheet.
3. Select the resource(s) to which you want to assign the calendar.
4. Click the Information button in the Properties group of the Resource tab.
5. In the Resource Information dialog box, click the Change Working Time button.
6. In the Change Working Time dialog box, select the calendar you want to assign to the resource from the Calendar dropdown list.
7. If you want to modify the working times or add an exception day (holiday), click the Create New Calendar button to create a new calendar or make changes to the existing one.
8. Once done, click OK to save the changes and close the dialog boxes.

Creating Resource Working Calendars

If you want to create a new working calendar for a specific resource or modify an existing one, follow these steps:

1. Go to the Resource Sheet view in your project.
2. Click the View tab and select Resource Usage.
3. Select the resource whose calendar you want to create or modify.
4. Click the Task tab, then click the Information button in the Properties group.
5. In the Resource Information dialog box, click the Change Working Time button.
6. In the Change Working Time dialog box, select the calendar you want to modify or create a new one by clicking the Create New Calendar button.
7. Enter a name for the new calendar and specify the working days and times.
8. To add an exception day (holiday), click the Exceptions tab and select Add Exception.
9. Specify the date and time when the exception occurs and choose whether the resource will work or not work on that day.
10. Once done, click OK to save the changes.

Using Common Resource Calendars

In Microsoft Project, you can also use a common calendar for all resources instead of creating separate calendars for each resource. To do so, follow these steps:

1. Go to the Project tab and click Change Working Time.
2. In the Change Working Time dialog box, select the calendar you want to modify or create a new one by clicking the Create New Calendar button.
3. Enter a name for the new calendar and specify the working days and times.
4. To add an exception day (holiday), click the Exceptions tab and select Add Exception.
5. Specify the date and time when the exception occurs and choose whether the resource will work or not work on that day.
6. Once done, click OK to save the changes.
7. Go to the Resource Sheet view, select all resources, and click the Information button in the Properties group.
8. In the Resource Information dialog box, select the common calendar you just created from the Calendar dropdown list.

Tips for Using Resource Working Calendars

Here are some tips to keep in mind while using resource working calendars in Microsoft Project:

• Make sure to assign the correct calendar to each resource to ensure accurate scheduling and efficient resource allocation.
• Keep your calendars up-to-date by adding new exceptions or modifying existing ones as needed.
• Use common calendars only if all resources have the same working times and holidays. Otherwise, create separate calendars for each resource.
• If you want to change a resource’s working time temporarily, create an exception rather than modifying the entire calendar.

With these tips, you can effectively use resource working calendars in Microsoft Project to manage your projects and resources efficiently.

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• How to Set Up Resource Working Calendars for Part-Time Resources in Microsoft Project
• How to Apply Resource Working Calendars to Task Assignments in Microsoft Project