Change Calendar in Microsoft Project: Step-by-Step Guide

Managing projects in Microsoft Project often involves adjusting timelines and deadlines, which requires changing the project calendar. This can be a daunting task, but with the right steps, it can be done efficiently. Let's delve into the process of changing the calendar in Microsoft Project.

Before we dive into the specifics, it's crucial to understand that Microsoft Project uses a default calendar, typically based on a standard workweek. However, you can modify this calendar to reflect your team's actual working hours, holidays, and other non-working days.

Accessing and Understanding the Project Calendar

To start, you need to access the project calendar. This can be done by clicking on 'Project' in the ribbon, then selecting 'Project Information'. In the 'Project Information' dialog box, you'll find the 'Change Working Time' button. Clicking this will open the 'Change Working Time' dialog box, where you can view and modify the project calendar.

Here, you'll see a calendar view with working and non-working days marked. Understanding this view is key to making changes accurately.

Changing Working Hours

If your team works different hours than the default calendar, you can change the working hours. In the 'Change Working Time' dialog box, click on the 'Details' button. This will open the 'Working Time' dialog box, where you can modify the start and end times for each day of the week.

For example, if your team works from 8:00 AM to 5:00 PM with a one-hour lunch break, you would set the start time as 8:00 AM, the end time as 5:00 PM, and the lunch time as 12:00 PM to 1:00 PM.

Adding Holidays and Non-Working Days

You can also add holidays and other non-working days to the project calendar. In the 'Change Working Time' dialog box, click on the 'New Exception' button. This will allow you to add a new non-working day. You can specify the date, the type of exception (like holiday or non-working time), and the recurrence if it's an annual event.

For instance, if you want to add Christmas as a non-working day, you would select 'Holiday' as the type of exception and set the recurrence to 'Every year on December 25th'.

Applying the Changed Calendar to Your Project

Once you've made the necessary changes to the project calendar, you need to apply these changes to your project. In the 'Change Working Time' dialog box, click 'OK' to close it. Then, in the 'Project Information' dialog box, click 'OK' again. The changes you've made will now be applied to your project.

However, if you want to apply these changes to all projects in your organization, you can do so by saving the calendar as an organizational calendar. This can be done by clicking on 'File', then 'Options', then 'Customize Ribbon'. In the 'Customize Ribbon' dialog box, select 'Project' in the list on the left, then check the box next to 'Organizational Calendars'. This will add an 'Organizational' tab to the ribbon, where you can save your calendar.

Remember, changing the project calendar is a crucial step in ensuring that your project timelines are accurate and realistic. It's important to review and update the calendar regularly to reflect any changes in your team's working hours or holidays.