In this blog post article, I’ll show you how to create your own custom columns in Project for the Web. While the platform offers a standard set of columns, you may find that you need additional fields to track unique task information not included in the default set of fields. In this post, I’ll walk you through the process of creating custom fields, adding different types of data, and even how to set up a template for reusing these custom fields across multiple projects.

If you would rather watch a YouTube video on this subject, click here or click the thumbnail below.

Creating a Custom Choice Field

In Project for the Web, many project managers like to create a custom Choice field to provide a list of acceptable values in that field. Using a Choice field will limit the project manager from entering a value that is not available on the list of acceptable values. Complete the following steps to create a custom Choice field:

Step 1: Start by Adding a New Column

1. On the right side of your project, click the “+ Add column” virtual column header.
2. From the top of the menu that appears, select the “New field” item on the menu. Project for the Web will display the New Field dialog.

Step 2: Choose the Field Type

In the New Field dialog, click the “Type” pick list to see the available field types. As of now, Project for the Web offers the following options:

• Text
• Date
• Number
• Yes/No
• Choice

In this example, I’ll create a Choice field to track the schedule risk of each task.

Step 3: Set Up the Choice Field

1. In the New Field dialog, enter a name for your custom field in the “Field name” field. I’ll name my custom field Schedule Risk.
2. In the Choices section, add a list of items from which to choose in this field. I’ll add three items named High, Medium, and Low.
3. If you need additional choices, simply click the “Add a choice” link and then enter the additional choice items.
4. Click the “Create” button to save the custom field. Project for the Web will take a moment to generate the new field, and then it will be ready for you to start entering or selecting data.

Creating a Custom Number Field

In Project for the Web, many project managers also like to create a custom Number field into which the project manager will be required to enter a numeric value. For example, I would like to create a custom Number field in which I can track the Cost Center number for each task. Complete the following steps to create a custom Number field:

Step 1: Create a Number Field

1. On the right side of your project, click the “+ Add column” virtual column header.
2. From the top of the menu that appears, select the “New field” item on the menu. Project for the Web will display the New Field dialog.
3. In the New Field dialog, click the “Type” pick list and select the “Number” item as the field type.
4. Enter a name for your custom field in the “Field name” field. I’ll name my custom field Cost Center.

Step 2: Understand Rollup Options for Number Fields

When creating a number field, Project for the Web includes a “Rollup Type” pick list. This is useful for scenarios where you need numbers to aggregate up to their summary tasks. Options include:

• Min
• Max
• Sum
• Average
• No Rollup

Select a value in the “Rollup Type” pick list. If you do not need the values to roll up, leave it set to the “No Rollup” item. In my case, I do not need the values to roll up.

Creating a Custom Text Field

In Project for the Web, many project managers like to create custom Text fields, into which they can enter text information. For example, I want to create a custom Text field which I can use to identify which team is needed for each task.

Step 1: Set Up the Text Field

1. On the right side of your project, click the “+ Add column” virtual column header.
2. From the top of the menu that appears, select the “New field” item on the menu. Project for the Web will display the New Field dialog.
3. In the New Field dialog, click the “Type” pick list and select the “Text” item as the field type.
4. Enter a name for your custom field in the “Field name” field. I’ll name my custom field Team Needed.

Important Consideration: Custom Fields Are Project-Specific

One key thing to note is that custom fields you create in Project for the Web are only available within the project where they were created. This means that they aren’t accessible in any other projects.

To work around this limitation, you can create a pseudo-template from a project that includes your custom fields and values. Then, you use this template as the starting point for future projects, knowing that the custom fields you need are already included in the project. Here is how to create a pseud-template:

Step 1: Create a Pseudo-Template

1. Open a project that includes the custom fields you want to use in all future projects.
2. In the upper-right corner of the project, click the “More actions” button (the … button).
3. On the “More actions” menu, select the “Copy plan” item. Project for the Web will create a new project which you can use as a pseudo-template that contains the custom fields you want included in all future projects.
4. Click the name of the project and enter a name for the pseudo-template. I might enter the name of my pseudo-template using a name like “New Store Opening Template”.
5. Close the project and return to the Project Home page.

Step 2: Mark the Template as a Favorite

To make your pseudo-templates easy to find, mark it as a favorite by completing the following steps:

1. Float your mouse pointer over the pseudo-template project on the Project Home page.
2. Click the “Mark Favorite” icon (it looks like a star) to mark it as a favorite. This action will pin the template in the Favorites section at the top of the Project Home page.

Now, whenever you start a new project, you can simply copy this pseudo-template to have all your custom fields set up and ready to go.

Conclusion

And that’s it! You now know how to create custom columns in Project for the Web, as well as how to reuse them across different projects using a pseudo-template. Custom fields are powerful tools for managing unique project data and keeping your tasks organized.

If you have questions, please add them in the “Leave a Reply” section below. Or if you watched the video, add your questions or comments there. Please subscribe to my YouTube channel and leave “Likes” if you like the videos.

If you would like to have a formal class on using Microsoft Project, here is a link for my classes.