How to Manage Resource Working Calendars for Tasks with Multiple Resources in Microsoft Project

When it comes to managing projects that involve multiple resources, it’s crucial to have a system in place for scheduling their work. Microsoft Project offers a variety of tools for managing resource working calendars, from setting up individual schedules to tracking progress and making adjustments as necessary. In this article, we’ll explore some best practices for managing resource calendars in Microsoft Project, including creating and assigning calendars, adding exceptions, and using the scheduling options to optimize your project timeline.

Creating and Assigning Calendars

The first step in managing resource calendars is to create and assign them to each resource on your project team. To do this in Microsoft Project, follow these steps:

  1. Click on the “Resource” tab in the top navigation menu.
  2. Select the “Resource Information” button in the “Properties” section.
  3. Choose the resource you want to assign a calendar to from the list.
  4. Click on the “Change Working Time” button.
  5. In the “Change Working Time” dialog box, select the “Create New Calendar” button.
  6. Enter a name for the new calendar and make any necessary changes to the work day or week settings.
  7. Save the new calendar.

Once you’ve created a new calendar, you can assign it to a resource by selecting it from the drop-down list in the “Change Working Time” dialog box.

Adding Exceptions to Calendars

In addition to setting up standard work schedules for each resource, you may need to add exceptions to account for vacation days, holidays, or other periods when the resource won’t be available. To add an exception to a calendar in Microsoft Project, follow these steps:

  1. Open the “Change Working Time” dialog box for the calendar you want to modify.
  2. Select the “Exceptions” tab.
  3. Click on the “New Exception” button.
  4. Enter a name for the exception (e.g., “Holiday”).
  5. Set the start and end dates for the exception.
  6. Choose how you want Microsoft Project to handle the exception (e.g., by rescheduling any affected tasks or leaving them as they are).
  7. Save the exception.

You can add as many exceptions as necessary to each calendar, making sure to account for any time off or other scheduling conflicts that may arise.

Using Scheduling Options

One of the most powerful features of Microsoft Project is its ability to automatically schedule tasks based on resource availability and dependencies. To take advantage of this feature, you’ll need to set up your project’s scheduling options correctly.

Here are some key settings to consider:

  • Project Start Date: This setting determines when your project will begin. Make sure to set it to a realistic date based on your team’s availability and any external factors that may impact the timeline.

  • Task Dependencies: By setting up dependencies between tasks, you can ensure that each task is scheduled to start only after its prerequisites have been completed.

  • Task Durations: Assigning accurate duration estimates to each task will help Microsoft Project calculate the overall project timeline more accurately.

  • Resource Availability: By setting up individual calendars for each resource, Microsoft Project will automatically adjust task schedules based on each resource’s availability.

By carefully configuring these settings, you can create a project schedule that is both realistic and flexible, allowing you to make adjustments as necessary throughout the project lifecycle.

Tips for Managing Resource Calendars in Microsoft Project

Here are some additional tips for managing resource calendars in Microsoft Project:

  • Regularly Review Progress: Keep track of each resource’s progress throughout the project to identify any scheduling issues early on.

  • Communicate with Your Team: Make sure each resource understands their schedule and is aware of any upcoming exceptions or changes.

  • Use Project Management Tools: Consider using project management tools like, Smartsheet, or GanttPRO to help you manage resource calendars and stay organized throughout the project.

  • Adapt as Necessary: As with any project, be prepared to make adjustments to your resource calendars as needed based on changing circumstances or unexpected delays.


Managing resource calendars in Microsoft Project can be a complex task, but by following these best practices and using the software’s powerful scheduling features, you can ensure that your project stays on track and each resource is used effectively. Remember to communicate regularly with your team, review progress frequently, and be prepared to adapt as necessary to keep your project moving forward.