Showing up again and again Recurring tasks

Some tasks occur again and again in projects. For example, attending a monthly project debriefing or generating a quarterly project report is considered a recurring task.

No one wants to create all the tasks for the monthly debriefing in a project that will take a year to complete. Instead, you can designate the recurrence, and Project automatically creates the 12 tasks for you.

Here's how you create a recurring task:

1. Choose InsertORecurring Task.

The Recurring Task Information dialog box appears, as shown in Figure 4-8.

Figure 4-8:

When you enter this information, Project creates multiple occurrences of a task automatically.

Recurring Task Information mi

Task Name: | Recurrence pattern C Daily <* Weekly f Monthly C Yearly Range of recurrence Start: I Thu 3/1

Calendar for scheduling this task Calendar: | None

Sunday I- Monday V Tuesday V Wednesday I" Thursday f~ Friday f~ Saturday

T1 I Scheduling ignares resource calendars

2. In the Task Name box, type a name for the task.

3. In the Duration box, click the spinner arrows to set a duration, or type a duration, such as 10d for 10 days.

You can read about the abbreviations you can use for units of duration — such as d for days — in the earlier section, "Setting task duration."

4. Select a recurrence pattern by selecting the Daily, Weekly, Monthly, or Yearly option.

What you select here provides different options for the rest of the recurrence pattern.

5. Depending on the selections offered to you, make choices for the rest of the pattern.

For example, if you select the Weekly option, you must choose a Recur Every x Week(s) On setting, and then choose a day such as Friday. Or, if you select Monthly, you must specify which day of every month the task will recur.

6. In the Range of Recurrence area, type a date in the Start box. Then select and fill in either the End After or End By option.

For example, you might start on January 1 and end after 12 occurrences to create a task that occurs every month for a year.

7. Click OK to save the recurring task.

If your settings cause a task to fall on a nonworking day (for example, if you choose to meet on the eighth day of every month and the eighth day is a

Sunday in one of those months), a dialog box appears, asking you how to handle this situation. You can choose not to create the task, or you can let Project adjust the day to the next working day in that period.

To assign resources to a recurring task, you can use the resource column in Gantt Chart view. (The Recurring Task Information dialog box doesn't have a Resources tab.)

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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