How to Manage Resource Working Calendars for Multiple Projects in Microsoft Project

Microsoft Project is a powerful tool that can help you manage multiple projects at once. One of the key features of this software is the ability to manage resource working calendars. This feature allows you to create and manage work schedules for individual resources, which can then be assigned to specific tasks within your project plan. In this article, we will discuss how to manage resource working calendars for multiple projects in Microsoft Project.

Creating Resource Calendars in Microsoft Project

The first step in managing resource working calendars is to create a resource calendar for each resource in your project. To do this, follow these steps:

  1. Click on the Resource Sheet tab at the top of the screen.
  2. Click on the name of the resource for which you want to create a calendar.
  3. Click on the Calendar field and select New from the drop-down menu.
  4. Enter a name for the new calendar and click OK.
  5. Use the Change Working Time dialog box to set the working hours for this resource. You can set different working hours for each day of the week, define nonworking days, and add exceptions such as holidays or vacations.

Once you have created a calendar for each resource, you can assign them to specific tasks in your project plan.

Assigning Resource Calendars to Tasks

To assign a resource calendar to a task, follow these steps:

  1. Click on the Gantt Chart view.
  2. Click on the task to which you want to assign a resource.
  3. Click on the Resource tab at the top of the screen.
  4. In the Resource Names column, select the resource you want to assign to the task.
  5. In the Units column, enter the percentage of the resource’s time that will be devoted to this task.
  6. In the Calendar column, select the appropriate calendar for this resource.

Managing Multiple Resource Calendars

When you are managing multiple projects in Microsoft Project, you may have resources who work on more than one project at a time. In this case, it is important to ensure that their calendars are set up correctly so that they are not overallocated or double-booked.

To manage multiple resource calendars in Microsoft Project, follow these steps:

  1. Click on the Resource Sheet tab at the top of the screen.
  2. Select the resource whose calendar you want to modify.
  3. Click on the Calendar field and select Change Working Time from the drop-down menu.
  4. Use the Exceptions tab to add any nonworking days or exceptions to this resource’s calendar.
  5. Repeat this process for each resource who works on multiple projects.

Additionally, you can use the Resource Usage view to see how much time each resource is spending on each project, and make adjustments as needed to avoid overallocation.

Tips for Managing Resource Working Calendars in Microsoft Project

  • Create a standard working calendar for your organization, and use this as a template for each new project.
  • Use the Team Planner view to get an overview of all the resources working on your project, and make adjustments as needed to ensure that everyone is properly allocated.
  • Be sure to communicate with your team members about their availability and schedule, and update their calendars as needed to reflect changes.
  • Consider using project management tools like ClickUp, GanttPRO, Wrike, Smartsheet,, or Clarizen to help manage your resource working calendars and streamline your project management processes.

Managing resource working calendars in Microsoft Project can be a complex process, but with careful planning and attention to detail, you can ensure that your resources are properly allocated and your projects are completed on time and within budget.