Print a calendar of tasks for each member of your team using Microsoft Project

How to filter the calendar view in Microsoft Project by resource so that you can give each member of your team a calendar of their tasks for next week or month!

Have you ever wanted to be able to give your team members a calendar view of their tasks for the next week or month? The Gantt chart, though valuable, can sometimes seem too intricate for daily team use. Enter the Calendar view—a simple, intuitive way to showcase tasks. Learn how to set it up in Project and print out a calendar for each member of your project team - help them stay on top of their game!

Video guide to printing the calendar view

Step-by-step guide

Step 1: Access the Task Tab

Begin by opening your Project application. On the main interface, navigate and click on the Task tab.

Step 2: Opt for Calendar View

Once you're in the Task tab:
  1. Locate the Calendar option.
  2. Click on it.

Step 3: Select the Appropriate View and Filter

After accessing the Calendar:
  1. Click on View.
  2. Then, choose Filter.

Step 4: Apply the Using Resource Filter

Now, it’s time to refine the tasks shown on the calendar:
  1. Apply the built-in filter "Using resource",
  2. Choose the resource you want to create a calendar for and click OK.
A screenshot of the Calendar Format in Microsoft Project. The image shows that a filter is going to be applied to Show tasks using a particular resource.

Top tips for formatting the Calendar view

When you first view the calendar it can look confusing with task names cut off and duration shown. You can wrap text so that task names aren't cut off and you can remove task duration.
A screenshot of the Calendar view in Microsoft Project. Two annotations are shown. One reads 'Duration is shown, but not needed'. The other reads 'Task names cut off'.
  • In Calendar Format go to Format group and click Bar Styles.
  • In the dialog box select Name in the Field(s) menu and
  • tick the ‘Wrap text in bars’ box.
A screenshot of the Bar Styles tab in the Calendar View in Microsoft Project. There are two annotations. One reads 'Tick Wrap text in bars to view task name.' The other reads 'In the fields dropdown tick Name. This will remove the duration and show just task Names.'
Here is the tidied calendar view with 'wrap text in bars' set and duration removed.
A screenshot of the calendar view in Microsoft Project. The Wrap text setting is ticked so the task names wrap.

Step 6: Printing the Calendar

To print off the Calendar:
  1. Navigate to the File tab.
  2. Click on Print.
  3. You will have options to print tasks for specific dates, which can be handy if you want to share tasks for the upcoming week or month. Alternatively, you can choose to print the entire project schedule for the development team.
A screenshot of the print preview screen in Microsoft Project.
This calendar view can be an invaluable tool for your team. Many project teams find this visual representation far more intuitive and easier to digest than the more intricate Gantt chart, which is typically perceived as more suitable for project management professionals.

Now, you're equipped to provide your team with a clear and concise view of their upcoming tasks, ensuring everyone is aligned and informed!

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