Managing a project in Microsoft Project often involves keeping track of tasks that run through non-working days, like weekends. If you need to locate tasks that span across one or more weekends, this guide will show you how to create a custom filter to do just that.

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

Step 1: Create a Custom Calendar for a 7-Day Work Week

The first part of the solution is to set up a custom calendar that sets up all seven days of the week as working days. Here’s how to do it:

1. Click the Project tab to display the Project ribbon.
2. In the Properties section of the ribbon, click the “Change Working Time” button.
3. In the upper right corner of the Change Working Time dialog, click the “Create New Calendar” button.
4. In the Create New Base Calendar dialog, select the “Create new base calendar” option, and then enter a name like “7×8 Work Week” in the Name field.
5. Click the “OK” button.
6. Near the bottom of the Change Working Time dialog, select the “Work Weeks” tab.
7. In the Work Weeks data grid, leave the “Default” item selected, and then click the “Details” button.
8. On the left side of the Details dialog, use the Control key to select only Sunday Saturday in the “Select day(s)” list.
9. On the right side of the Details dialog, enter the working schedule as 8:00 AM to 12:00 PM and 1:00 PM to 5:00 PM.
10. Click the “OK” button when finished.
11. In the Calendar grid at the top of the dialog, notice that every day of the week is now considered a working day, including both Saturday and Sunday.
12. Click the “OK” button to close the Change Working Time dialog.

Step 2: Create a Custom Duration Field

Next, you’ll need to create a custom field that calculates the Duration of each task in calendar days, not working days. Complete the following steps to create this custom field:

1. Click the Project tab to display the Project ribbon.
2. In the Properties section of the ribbon, click the “Custom Fields” button.
3. In the Custom Fields dialog, click the “Type” pick list and select the “Duration” type.
4. Choose an available Duration field (e.g., Duration1), click the “Rename” button, rename it as “Calendar Duration”, and then click the “OK” button.
5. Click the “Formula” button.
6. In the Formula dialog, enter the following formula: ProjDateDiff([Start],[Finish],”7X8 Work Week”)
7. In the Formula dialog, click the “OK” button when finished.
8. In the confirmation dialog, click the “OK” button.
9. In the “Calculation for task and group summary rows” section of the Custom Fields dialog, select the “Use Formula” option.
10. Click the “OK” button.

Step 3: Create a Custom Filter

Now, create a filter that locates tasks where the Calendar Duration value is greater than the standard Duration value, which indicates that the task spans across one or more weekends.

1. Click the View tab to display the View ribbon.
2. Click the “Filter” pick list and select the “New Filter” item.
3. In the Filter Definition dialog, enter “Task Spans Over a Weekend” in the “Name” field.
4. In the Filter Definition dialog, enter filter criteria as follows: Calendar Duration Is greater than Duration
5. Click the “Save” button to create the filter.
6. Apply the filter and confirm that it correctly locates tasks than span over weekends.

Step 4: Make the Custom Objects Available Across Projects

If you want to reuse these custom objects in all your projects, you’ll need to add them to the Global.mpt file by completing the following steps:

1. Click the “File” tab, click the “Info” tab in the Backstage, and then click the “Organizer” button.
2. In the Organizer dialog, click the “Filters” tab.
3. In the list of filters on the right side of the dialog, select your new custom filter, and then click the “<< Copy” button.
4. In the Organizer dialog, click the “Fields” tab.
5. In the list of fields on the right side of the dialog, select your new custom Duration field, and then click the “<< Copy” button.
6. Click the “Close” button to close the Organizer dialog.

Once copied, your new custom field and filter will be available in every new and existing project.

Final Thoughts

Creating a custom filter to locate tasks that span over weekends requires a few steps, but once set up, it becomes a powerful tool for project management. By following this guide, you can now identify and manage tasks that cross weekends more effectively. 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.