How to Create Resource Working Calendars in Microsoft Project

Microsoft Project is a powerful project management tool that enables users to plan and track their projects efficiently. One of the essential features of Microsoft Project is its resource management capabilities, which include creating resource calendars. A resource calendar defines the working hours for a particular resource, such as a team member or equipment. By creating a resource calendar, you can ensure that your project is properly scheduled based on the availability of resources. This article will guide you through the steps of creating resource working calendars in Microsoft Project.

Step 1: Open the Resource Sheet

The first step in creating a resource working calendar is to open the Resource Sheet in Microsoft Project. The Resource Sheet is where you can add new resources, assign them to tasks, and define their working hours. To open the Resource Sheet:

  1. Click on the View tab.
  2. Select Resource Sheet from the Views group.

Step 2: Add a New Resource

After opening the Resource Sheet, you can add a new resource by following these steps:

  1. Click on the row below the last resource listed in the sheet.
  2. Enter the name of the new resource in the Name field.
  3. If applicable, select a resource type from the Type field.
  4. If applicable, enter the initials of the resource in the Initials field.
  5. Click on the OK button to save the new resource.

Step 3: Set up the Resource Calendar

Once you have added a new resource to the Resource Sheet, you can set up their working hours by creating a resource calendar. Here are the steps to follow:

  1. Double-click on the name of the resource you just added in the Resource Sheet.
  2. In the Resource Information dialog box, click on the Change Working Time button.
  3. In the resulting Change Working Time dialog box, select the appropriate calendar from the For Calendar list.
  4. If necessary, click on the Create New Calendar button to create a new resource calendar.
  5. In the Name field, enter a name for the new calendar.
  6. Click on the OK button to save the new calendar.
  7. Once you have selected or created the calendar, define the working hours by selecting the appropriate days and times in the grid.
  8. Click on the OK button to save the changes to the resource’s working calendar.

Step 4: Assign Resources to Tasks

After setting up the resource calendars, you can assign resources to specific tasks in your project plan. Here is how to assign a resource to a task:

  1. Select the task in the Gantt Chart view.
  2. Click on the Resource tab.
  3. In the Assignments group, click on the Assign Resources button.
  4. In the resulting Assign Resources dialog box, select the resource(s) you want to assign to the task.
  5. If necessary, adjust the values in the Units column to specify the percentage of time each resource will spend on the task.
  6. Click on the OK button to save the assignment.

Step 5: Review Resource Allocation

Once you have assigned resources to tasks, you can review the resource allocation to ensure that each resource is not overallocated. Overallocation occurs when a resource is assigned to more work than they can complete within their working hours. To review resource allocation:

  1. Click on the Resource Usage view.
  2. Adjust the timescale to display the appropriate timeframe.
  3. Review the resource allocation graph to identify any overallocated resources.
  4. To resolve overallocation, you can either adjust the task durations, reassign resources, or change the working hours of the affected resources.

By following these steps, you can create resource working calendars in Microsoft Project and ensure that your project is properly scheduled based on the availability of resources.

Best Practices for Resource Management

Here are some best practices to help you manage your project resources effectively:

  • Use a project management tool like Microsoft Project, Smartsheet,, GanttPRO, Wrike, Clarizen, or ClickUp to plan and track your projects.
  • Clearly define the roles and responsibilities of each resource.
  • Create a comprehensive resource management plan that includes resource allocation, forecasting, and reporting.
  • Regularly review resource allocation to identify and resolve overallocation issues.
  • Communicate with your team members to ensure that they understand their roles and responsibilities and are aware of any changes to the project schedule.

“The key to successful resource management is to balance the needs of the project with the availability of resources.” - Unknown