Call Us Today! 1-800-895-3254
[email protected]
Microsoft Training
Integent offers a comprehensive portfolio of training services, with an ideal fit for every organization. Ranging from general courses to custom solutions, we have you covered.
Learn About TrainingSee Full list of Courses
Microsoft Consulting
Integent provides consulting services for a variety of Microsoft applications including Microsoft Project, Project Online, Project for the Web, Dynamics 365, and Microsoft SharePoint.
Learn About Consulting
Microsoft Support
Microsoft technologies set the standard for project portfolio management, business applications, collaboration, and more. Integent has flexible solutions to support every customer.
Learn About Support
Microsoft Project
Integent has the knowledge and experience to help design and deploy a solution to help your organization manage projects and resources more effectively
Learn More About Microsoft Project
Microsoft Dynamics 365
Integent can help you nsure business continuity with a custom cloud solution that connects sales, service, finance, and operations teams to deliver results.
Learn More About Dynamics 365
Microsoft SharePoint
SharePoint is Microsoft’s collaboration platform that is a place where team members can communicate, exchange data, share files and much more.
Learn More About Microsoft SharePoint
Microsoft Power Platform
Consisting of Power BI, Power Apps, Power Automate and Power Virtual Agents, the Microsoft Power Platform helps streamline and improve business functions.
Learn More About The Power Platform
About Integent
Integent was founded in 2009 on the principles of building long-lasting relationships with customers, exceeding expectations, and providing outstanding customer service. 

We’re dedicated to providing a customized solution backed by our knowledgeable team of Microsoft experts.
Discover What Makes Us Different
GSA Schedule
Integent is GSA Schedule Contract holder. A GSA schedule helps simplify selling our services to government customers.
Read More Here
Stay informed on Integent’s latest company updates and other important industry information. Our passion is customer success.
Read The Latest News
Learning new software doesn’t have to be difficult with our library of dozens of free training videos. Our video training always has something new.
Browse Our Training Video Library
Our industry experts share best practices and common pitfalls to avoid, in order to get the most out of your technology solutions.
Discover More

March 13, 2023

Microsoft Project Step-by-Step: Working with Calendars

Microsoft Project and Calendars

Project calendars allow for the organization of tasks and resources within a project timeline. MS Project uses the Standard default calendar to plan tasks between 8:00 A.M. and 5:00 P.M. with one-hour lunch breaks, 8 hours a day, 40 hours a week and 20 days a month. However, a different calendar must be created if a project requires different working or nonworking days and times.

It is very important the project manager keep MS Project Calendars up to date in order to calculate a realistic critical path. Due dates, gantt chart view, calendar views, and more can be skewed if the project planning calendar is not up-to-date.

As with any project management tool, the project management calendar is critical to understanding when project work may or may not occur. Team Members need to understand the project calendar, and resource managers need to be updated to resource calendar exceptions.

Important: It is the function of calendars to control when tasks and resources are scheduled for work in Microsoft Project!

Adjust a resource working time

Project uses resource calendars to determine when work for a specific resource may be scheduled. Resource calendars only apply to Work resources (people and equipment). 

When we create resources in our schedule, MS Project creates a resources calendar for each resource. The working-time and holidays will match those specified in the project calendar, which by default is the Standard base calendar.

The Standard base calendar is built into Project and specifies a default work day schedule of 8:00 am – 5:00 pm., Monday through Friday with one hour off for lunch. If you have resources that will not be working this schedule additional calendars will need to be created and resource calendars edited.

In the case of a part-time resources, in some cases it may be easier to simply adjust the Max Units field rather than edit the resources calendar. Example, if you have a resource that works 20 hrs per week rather than the 40 hrs off the Standard calendar, adjusting the Max Units field to 50% will specify that resource has 4 hrs per day, 20 hrs per week available for project week. If, however, you have several resources you need to make this change for, it may be easier to make a new base calendar to assign to these part-time resources.

Assigning a Task Calendar

A Task Calendar may be used for instance when a system is being deployed over a weekend. The Task Calendar will allow the work of the task to be scheduled per the working time in that calendar. You may also specify to ignore resource calendars, which would have the Task Calendar drive the scheduling for the Task.

Select the Project Calendar

  1. On the Project ribbon, in the Properties group, click the Project Information button.
  2. In the Project Information dialog box, click the arrow in the Calendar box, then click the name of the calendar you want to use.
  3. Click OK to close the Project Information dialog box.

Add Nonworking time to the Standard Calendar

  1. From the Project ribbon click on Change Working Time
  2. Make sure the Standard calendar is selected in the For calendar pick list.
  3. In the calendar grid, navigate to and select the date of a company holiday.
  4. In the With the Exceptions tab selected, enter the Name of the holiday, then select the Start and Finish dates for the holiday.

  5. While the holiday you just entered is selected, click the Details button.  You should now see the Details for dialog.
  6. The Details for dialog box provides options for recurring holidays.  Be careful to only use in situations where holidays occur on precisely the same days each and every year.  Click the OK button.

Setting your Workday Schedule

Microsoft Project calendars provide a default workday schedule of 8:00 am – 5:00 pm with one hour for lunch.  This works out to an 8hr workday.  If your organization utilizes a different schedule the calendar will need to be adjusted to reflect this. 

  1. From the Project ribbon click the Change Working Time button.
  2. Select the appropriate calendar from the For calendar selection.
  3. Select the Work Weeks tab. 
  4. With [Default] selected in the Work Weeks tab, click the Details button on the right side of the dialog
  5. In the Select Day(s) section of the Details for ‘[Default]’, select the work days for which we are modifying the working time for (typically Monday through Friday). 
  6. Select the Set day(s) to these specific working times: radio button.  By default Microsoft Project will prefill default working times.  Overwrite the working times with those of your organization.  Click the OK button when finished.
  7. Click the OK button to close the Change Working Time dialog
  8. The Change Working Time dialog should now reflect your updated working schedule as shown in the figure below

Create a new calendar

  1. From the Project ribbon, click the Change Working Time button.
  2. Click the Create New Calendar button.
  3. Specify a new name for your calendar in the Name field.
  4. The next selection allows you to either copy an existing calendar or create a new blank calendar.  It is typically easier to start from an existing calendar that already has an organizations holidays specified.  Depending on the need make the appropriate selection, then click the OK button.
  5. Make the necessary changes to your new calendar, such as revised working days and times.
  6. Click the OK button in the Change Working Time dialog when finished.
© Copyright 2023 | | All Rights Reserved
linkedin facebook pinterest youtube rss twitter instagram facebook-blank rss-blank linkedin-blank pinterest youtube twitter instagram