Create and insert a new task (single or recurring)

You can create tasks to break the project work down into smaller pieces. Some project managers use the term activity or work package instead of task.

To define your tasks most effectively, consider the following guidelines:

  • Break down tasks to the level of detail that you want to track. You should break them down in more detail for riskier areas.

  • Make sure that tasks have clear criteria for completion.

  • Define the tasks that are short compared with the overall project duration. Shorter tasks allow you to more easily estimate time and resources.

  • Avoid defining such things as vacation or training as tasks.

What do you want to do?

Create a new task

Create multiple new tasks

Create a task that repeats (recurring task)

Create a new task

  1. On the View menu, click Gantt Chart.

  2. In the Task Name field, type a task name at the end of the task list.

    You can insert a task between existing tasks by selecting the row below where you want a new task to appear. On the Insert menu, click New Task and then type the task name in the inserted row. The task IDs are automatically renumbered after you insert a task.

  3. Press ENTER.

You can use an outline to organize your schedule as you enter tasks, or you can wait until you enter all of your project tasks. When you outline a schedule for your project, you simplify its organization so that your project is easier to create, manage, and maintain.

Notes: 

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Create multiple new tasks

If you are adding several tasks with resource assignments and task dependencies at one time, you may find it helpful to enter this information into your project by using the Task Form view.

  1. On the View menu, click Gantt Chart.

  2. On the Window menu, click Split.

    The window is split to display the Gantt Chart view on the top and Task Form view on the bottom.

  3. In the Gantt Chart view, click the first empty row at the end of the task list.

  4. In the Task Form view, type the name of the task you are creating in the Name box.

  5. In the Duration box, type the task duration.

  6. If you want the task duration to remain fixed regardless of resource assignments, select the Effort driven check box to make your task effort-driven.

  7. In the form columns, enter detailed information about the task (such as the assigned resources and predecessor tasks).

  8. Click Next to save the new task and move to the next row in the Gantt Chart view.

    Note: You cannot use the Task Form view to enter subtasks into your project. Subtasks are created by indenting and outdenting tasks while outlining your project.

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Create a task that repeats (recurring task)

You may find that there are tasks that repeat throughout your project. For example, an executive may want to add a task for a shareholder's report to be delivered every three months. Depending on their nature, you can enter them as regular tasks or recurring tasks. If the task does not repeat at regular intervals, you enter it as you would any other task each time it occurs. If it does repeat at regular intervals, enter it as a recurring task.

  1. On the View menu, click Gantt Chart.

  2. Select the row below where you want the recurring task to appear.

  3. On the Insert menu, click Recurring Task.

  4. In the Task Name box, type the task name.

  5. In the Duration box, type the duration of a single occurrence of the task.

  6. Under Recurrence pattern, click Daily, Weekly, Monthly, or Yearly.

  7. Specify the task frequency and select the check box next to each day of the week that the task should occur.

  8. Under Range of recurrence, enter a start date in the Start box. If you don't enter a date in the Start box, Project uses the project start date.

  9. Click End after or End by.

    • If you clicked End after, type the number of occurrences for the task.

    • If you clicked End by, enter the date you want the recurring task to end.

  10. Under Calendar for scheduling this task, select a resource calendar if you want to apply a calendar to the task.

    If you do not want to apply a calendar, be sure that None is selected from the Calendar list.

    Tip: If you want to apply a calendar, but not tie that calendar to scheduling for the task, select the Scheduling ignores resource calendars check box.

Note: 

  • The task IDs are automatically renumbered after you insert the task, and the recurring task indicators Recurring task indicator appear in the Indicators column.

  • If your recurring task will occur on any nonworking days, Project asks you if you want to reschedule those occurrences.

  • If you assign resources directly to a recurring summary task by typing resource names in the Resource Names field, the resource will be assigned to the total work on the recurring task and not to the individual recurring tasks as they occur.

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