You can also view and print your project information with different levels of detail using the projects outline approach. For instance, when only summary tasks are displayed, you get a higher-level picture of the project that you could show management. On the other hand, you can discuss the tasks with the people who will be carrying them out by revealing the specifics of just one or two phases of a project. You have a lot of flexibility in working with your schedule thanks to the outline structure.
Note that by default, summary tasks are displayed in boldface, while subtasks are displayed in regular type. However, some prefer to further distinguish between these task types. Depending on their level of importance, items’ capitalization in traditional outlining may change. As in this example, you could capitalize the first letter of every word in the summary tasks (headline style) and only the first letter of the first word in the subtasks (sentence style). The choice is yours. To ensure that other people viewing your schedule can identify your system, be consistent if you choose to use a special effect as you type. And if others are working on your schedule, make sure they adhere to the established formats.
The summary task (Book Meeting Space) now appears on the Gantt Chart as a solid black line with a down arrow shape denoting its start and finish. When a task contains subtasks and thus becomes a summary task, the timing of the summary task reflects the total time needed to complete the subtasks. If you convert a task with a duration assigned to it into a summary task, the timing of the subtasks takes precedence over the duration. The duration of the summary task adjusts to reflect any changes in subtask timing.
Each of these new tasks indents to the subordinate level. The third new task, however, is not a part of the summary task for the Book Meeting Space. Simply select the new task and use the Outdent button on the toolbar to move the task up in the outline hierarchy. You can also move the task as shown below using your mouse:
Why are subtasks and summary tasks important?
There are several advantages to using subtasks and summary tasks, including:
What are subtasks and summary tasks?
Each project typically consists of a number of distinct tasks, some of which are frequently significant or complex enough to be divided into smaller tasks. These smaller tasks, known as subtasks, are parts of a larger group called summary tasks. Making a task a subtask in MS Project automatically converts the task above it into a summary task.
Subtasks and summary tasks work together to define the project’s structure. They make it simple for your team to complete the tasks in your project and they illustrate the connections between them.
Hiding and showing subtasks in MS Project
You can hide or show subtasks depending on your needs. Click the minus (-) sign before the summary task to make subtasks invisible. Click the plus () sign prior to the summary task to display subtasks.
How to create subtasks in MS Project
You can follow these steps to create subtasks:
1. Switch to the Gantt chart view
Although MS Project users have access to a variety of views, the Gantt chart view is the default and the most popular. This view displays a list of your project’s tasks with information about how they relate to one another and the overall schedule. If for any reason you are not in the default view, you can return there by selecting “Gantt chart” from the view menu. “.
2. Select a task
Choose the task you want to turn into a subtask from your list of tasks. Make sure the task that is directly above the one you’ve chosen meets the requirements to be a summary task. If not, you can add a new task that more accurately sums up the subtask you’re about to create.
3. Indent
After selecting the task, indent it. You can either click the indent button or use the Alt Shift Right arrow keys to move to the editing group on your task tab. The selected task immediately becomes a subtask.
Tips on using subtasks and summary tasks
Here are some pointers to help you utilize summary tasks and subtasks in your projects successfully:
Outline a plan for the project
There are two ways to outline your project plan:
Outlining your plan helps you see how the tasks correlate. Then you can decide which tasks are summary tasks and which are subtasks.
Take extra care when deleting tasks
When deleting data following the use of subtasks and summary tasks, exercise extra caution. When a summary task is deleted or moved, all of its subtasks are also deleted or moved. Before clicking the delete button, make sure to recognize and outdent the subtasks you want to keep in order to prevent needless data loss.
Double-check when changing durations
Without manually altering the duration of each subtask, the duration of the entire summary task can be changed. Sometimes, adjustments to the subtasks’ duration may not be reflected in the summary task’s duration. Given that “Manual” is the default setting, this circumstance might arise. Under this setting, tasks dont have any default duration predetermined. The “Auto” setting permits new tasks to display the summary task’s default duration.
Select “Auto Schedule” from the “Tasks” group on the “Tasks” tab to switch the scheduling setting from manual to automatic. Additionally, you can click on the taskbar’s base to access the project screen. A box opens where you can select can either setting.
Dont assign resources to summary tasks
Assigning resources to summary tasks can result in over-allocation. An over-allocation occurs when you give a resource more work than they can handle in the time they have available. Instead, allocate the resources to subtasks. That way, you can closely monitor the allocation of resources.
Remember that summary tasks dont always add up
The sum of subtask values is used for some summary task values, such as cost and work. Other values, like duration and baseline, are not. Your time spent trying to get the values to add up repeatedly might be reduced if you have an understanding of these various values.
Dont forget to link tasks
Using subtasks and summary tasks doesnt create task dependencies. It only creates structure. After fully organizing the tasks, link up the affected tasks to demonstrate dependency.
Use a Project Summary Task
One line of text in the Project Summary Task contains details about the entire project. It includes information about the project, including its name, duration, and start and end dates. Frequently, the project’s name also serves as the project summary task. Go to the “Format” tab and select the “Project Summary” tab to make it visible.
Why your tasks aren’t indenting
The following reasons may be why your tasks arent indenting:
Indenting assignments, not tasks
You may be trying to indent assignments instead of tasks. MS Project may display assignments together with subtasks. The distinction between the two categories is that assignments cannot be indented.
Working in the wrong view
You cant indent tasks in some views of MS Project. Only the Gantt Chart, Tash Sheet, or Tash Usage views support the indent button. Before attempting to indent a task once more, make sure you have already switched to one of those views.
Grouped tasks
If your tasks are grouped, you must first ungroup them before you can indent subtasks. To do so, select the “Data” section of the view tab and go to the “Group By” box. When you find the box, click on “No Group. “.
Sorting without outline structure
Sorting tasks without their outline structure makes indenting unavailable. When sorting your tasks, you can keep their outline structure by selecting “Sort” from the “View Tab.” In the “Sort by” box, select “Keep Outline Structure,” then click “Sort.”
Example of using subtasks in MS Project
Here is an example of how to use subtasks in MS Project:
Youre hosting a conference at your workplace. Choosing the topic, choosing the speakers, choosing the location, designing the publicity materials and invitations for the conference, and sending out the invitations can all be done during the pre-conference phase. The conference phase may then follow, with people working on welcoming guests, providing refreshments, and distributing conference materials. In the post-conference phase, you might send emails to guests thanking them for coming to the conference. You might also want to distribute to attendees research papers produced at the conference.
This scenario can be broken down into the following list of summary tasks and subtasks:
Please be aware that Indeed is not connected to any of the organizations mentioned in this article.
MS Project 2010 Entering Tasks – Subtasks – Durations & Milestones
FAQ
Can you have subtasks in Microsoft Project?
…
To convert a task into a subtask:
- Find the task you want to change.
- Click on the ellipsis . at the top of the task window.
- Select Convert to.
- Select Convert to subtask.
- Select the parent task that the subtask should be placed under.
How do you add subtasks to your tasks?
Make sure Manager (Text1) is selected. Clicking the Lookup button in the Custom Attributes section causes the Edit Lookup Table for Manager dialog box to appear. Type your desired drop-down list items under Value, one per line, and then click the Close button. Click OK.
How do I create a drop down list in MS project?
If you are unable to indent or outdent your tasks: It’s possible that you are attempting to outdent a first-level task, which cannot be done. Instead, if you want to add tasks as subtasks to the first-level summary task, indent them.
Why can’t I indent tasks in MS project?
If you are unable to indent or outdent your tasks: It’s possible that you are attempting to outdent a first-level task, which cannot be done. Instead, if you want to add tasks as subtasks to the first-level summary task, indent them.
