Using filters to sort your MS project plan

Microsoft Project has many useful pre-set filters, enabling you to focus on particular aspects of your plan. For example, you can apply a filter to only show unstarted tasks or overallocated resources.

Benefits of Using Filters

Using filters in Microsoft Project allows you to:

• Focus on specific tasks or resources
• Simplify complex project views
• Improve efficiency and project management
• Quickly identify critical issues and areas needing attention

Steps to filter your project

By default Microsoft Projects filters by All Tasks. To change the filter go to the Project menu Project > Filtered for:

You will see a list of commonly used filters. You can filter by pretty much anything, but the Critical and Using Resource filters are the most useful. Filtered for: Critical shows tasks on the Critical Path, and Filtered for Using Resource lets you view the tasks allocated to a particular resource. Simply select one of the top level filters to apply it to your plan.

If you can't find the filter you need view the full list by going to Project > Filtered for: > More filters.

Note that the lists of filters are grouped into those that apply to Tasks and those that apply to resources. Use the radio button to toggle between them.

Click the Apply to see the filter in action!

Learn how to create Custom Filters in Microsoft Project

What Filters are available in Microsoft Project?

Microsoft Project Standard includes a variety of filters that help users manage and view their project data more effectively. These filters can be applied to tasks or resources, depending on what you need to focus on. Here’s a list of the built-in filters:

Task Filters

1. All Tasks - Displays all tasks.
2. Completed Tasks - Displays tasks that are 100% complete.
3. Incomplete Tasks - Displays tasks that are not 100% complete.
4. Critical - Displays tasks that are on the critical path.
5. Milestones - Displays tasks that are milestones.
6. Summary Tasks - Displays summary tasks.
7. Recurring Tasks - Displays recurring tasks.
8. Task Range - Displays tasks within a specified range.
9. Using Resource... - Displays tasks assigned to a specified resource.
10. Date Range - Displays tasks within a specified date range.
11. Flag 1 through Flag 20 - Displays tasks with specific flag fields set.
12. Late Tasks - Displays tasks that are late.
13. Tasks with Fixed Duration - Displays tasks with a fixed duration.
14. Tasks with Fixed Units - Displays tasks with fixed units.
15. Tasks with Fixed Work - Displays tasks with fixed work.
16. Tasks with Deadlines - Displays tasks with deadlines.
17. Tasks with Calendar - Displays tasks associated with a specific calendar.
18. Overallocated Tasks - Displays tasks where resources are overallocated.
19. Tasks with Cost - Displays tasks that have cost information.
20. Tasks with Baselines - Displays tasks that have baseline information.
21. Tasks with Notes - Displays tasks that have notes.
22. Unstarted Tasks - Displays tasks that have not yet started.
23. Work Overbudget Tasks - Displays tasks where work is over budget.
24. Completed Milestones - Displays milestones that are complete.
25. Critical Milestones - Displays milestones that are on the critical path.

Resource Filters

1. All Resources - Displays all resources.
2. Using Resource... - Displays resources assigned to specified tasks.
3. Date Range - Displays resources assigned to tasks within a specified date range.
4. Flag 1 through Flag 20 - Displays resources with specific flag fields set.
5. Overallocated Resources - Displays resources that are overallocated.
6. Resources with Deadlines - Displays resources assigned to tasks with deadlines.
7. Resources with Calendar - Displays resources associated with a specific calendar.
8. Resources with Cost - Displays resources that have cost information.
9. Resources with Baselines - Displays resources assigned to tasks that have baseline information.
10. Resources with Notes - Displays resources that have notes.
11. Unstarted Resources - Displays resources assigned to tasks that have not yet started.
12. Work Overbudget Resources - Displays resources assigned to tasks where work is over budget.

These filters allow users to quickly narrow down their project data to focus on specific tasks or resources, making it easier to manage complex projects. If you need more specific filtering or customized views, you can create custom filters to meet your needs.

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