A Practical, Step‑by‑step guide to Setting up Microsoft Project Correctly
Setting up Microsoft Project correctly from the start is one of the most important steps in successful project scheduling. A poorly configured file leads to incorrect dates, broken dependencies, and unreliable reporting. It’s one of the key topics that we kick off with on our Microsoft Project Training courses.
In this guide, we’ll walk through how to set up Microsoft Project properly so your schedules calculate correctly, your preferred settings are saved, and your project plans are easier to manage and track.
This article shares some ideas on Project setup to ensure your favourite settings are saved and enabled every time you start a new Project.
On this page
- Why Microsoft Project setup matters
- Step 1: Set the project information
- Step 2: Add project properties
- Step 3: Display the Project Summary Task
- Step 4: Set working times and holidays
- Step 5: Configure scheduling options
- Step 6: Set the date format
- Step 7: Display the View Bar
- Step 8: Customise the Quick Access Toolbar
- Step 9: Save a project template
- Step 10: Final checks before entering tasks
- Top Microsoft Project mistakes to avoid
- Need help or training?
Why Microsoft Project setup matters
Microsoft Project is a powerful scheduling engine but only if it’s configured correctly.
Incorrect setup often results in:
- Dates shifting unexpectedly
- Tasks not updating automatically
- Inaccurate timelines and reports
- Frustrating rework later
A few minutes spent setting things up properly will save hours (and headaches) down the track.
Step 1: Set the project information
Before entering any tasks, configure your project file correctly.
Set the Project Title and Start Date
- Go to File → Info
- Enter:
- Project Title
- Project Start Date
- Project Manager (optional but recommended)
Tip: Always use a project start date, not an end date, to allow Microsoft Project to calculate schedules accurately.
Step 2: Add project properties
Project properties help with documentation, reports, and governance—especially in corporate environments.
- Go to File → Info → Advanced Properties
- Complete fields such as:
- Project Title
- Author
- Company
- Subject or Keywords
Step 3: Display the Project Summary Task
The Project Summary Task gives you a high-level view of the entire project.
- Go to the Format tab
- Select Project Summary Task
This displays:
- Overall project duration
- Start and finish dates
- Total work and cost
Step 4: Set working times and holidays
Incorrect calendars are one of the most common causes of scheduling errors.
- Go to Project → Change Working Time
- Adjust:
- Working hours
- Public holidays
- Company shutdowns
- RDOs or non-standard schedules
Important: Do this before entering tasks or resources.
Step 5: Configure scheduling options
These settings control how Microsoft Project automatically calculates dates.
Set Tasks to Auto Scheduled
- Go to File → Options → Schedule
- Set:
- New tasks created = Auto Scheduled
Avoid manually scheduled tasks unless you have a very specific reason.
Review Calendar and Calculation Options
Still under File → Options → Schedule, review:
- Default task type
- Duration units (days vs hours)
- Linking behaviour
These settings ensure consistency across all future projects.
Step 6: Set the date format
For readability and consistency:
- Go to File → Options → General
- Set your preferred date format (e.g.
dd/mm/yyyy)
Step 7: Display the View Bar
Display the View Bar Permanently
- Right-click the left-hand side of the screen
- Enable View Bar
This gives quick access to Gantt Chart, Task Usage, Resource Sheet, and more.
Step 8: Customise the Quick Access Toolbar
Add frequently used commands such as:
- Save Baseline
- Change Highlighting
- Gantt Chart Wizard
- Inspect Task
Step 9: Save a Project Template
Once you’ve set up Microsoft Project with your preferred settings, it’s a good idea to save everything as a project template.
This ensures every new project starts with the correct configuration—saving time and reducing errors.
Why use a project template?
A template allows you to reuse:
- Calendars and working times
- Scheduling options
- Date formats
- Custom views and toolbars
- Standard milestones or phases
How to Create a Project Template in Microsoft Project
Follow these steps once your project setup is complete:
- Finalise your settings
- Confirm calendars, scheduling options, date formats, and views are set correctly.
- Remove any example tasks if you don’t want them included in the template.
- Go to Save As
- Select File → Save As
- Choose a location such as This PC or a shared drive.
- Change the file type
- In the Save as type dropdown, select:
- Project Template (*.mpt)
- In the Save as type dropdown, select:
- Name your template
- Use a clear, descriptive name, for example:
Standard Project Template.mptConstruction Project Template.mptIT Project – Auto Scheduled.mpt
- Use a clear, descriptive name, for example:
- Choose what to save in the template
- When prompted, select:
- Calendars
- Views
- Tables
- Reports (if applicable)
- Click OK to save.
- When prompted, select:
Your template is now ready to use. Select File, New to access your saved Templates.
Step 10: Final checks before Entering Tasks
Before you start entering detailed tasks or before saving your project template or baseline, it’s worth doing a final review. These checks help ensure your schedule will calculate correctly and perform reliably.
✅ Final Microsoft Project Setup Checklist
1. Confirm the project start date
- Go to Project → Project Information
- Ensure the project is scheduled from the Start Date, not the finish date
2. Check calendars and non‑working time
- Verify public holidays, shutdowns, and non‑working days are correct
- Ensure the correct calendar is applied to the project
3. Ensure all tasks will be auto‑scheduled
- Confirm Auto Scheduled is set as the default for new tasks
- Avoid manual scheduling unless it is intentional and approved
4. Review scheduling options
- Recheck duration units and calculation settings
- Confirm new tasks are not constrained unnecessarily
5. Check for unnecessary constraints
- Avoid “Must Start On” or “Must Finish On” constraints unless required
- Use dependencies instead to keep the schedule flexible
6. Confirm view and layout consistency
- Ensure the correct Gantt view is displayed
- Confirm the View Bar and required columns are visible
7. Check milestones and structure
- Confirm milestones are included and clearly named
- Ensure the Work Breakdown Structure (WBS) is logical and tidy
8. Spell‑check and naming consistency
- Review task names for clarity and professionalism
- Consistent naming improves reporting and stakeholder confidence
9. Save the template or baseline at the right time
- Save a project template before real work starts
- Save a baseline only once the plan is approved
10. Do a quick start‑to‑finish review
- Scroll through the schedule from top to bottom
- Check dates look logical before detailed planning begins
✅ Why these final checks matter
Performing these checks helps to:
- Prevent scheduling errors later
- Improve accuracy of reports and critical paths
- Make progress tracking significantly easier
- Build confidence with stakeholders
Top Microsoft Project mistakes to avoid
Based on real-world training experience, these are the most common errors:
❌ 1. Date-Based Planning
Typing dates directly into tasks bypasses the scheduling engine.
✅ Instead: Enter durations and predecessors and let Project calculate.
❌ 2. Using Manually Scheduled Tasks
This prevents automatic recalculation.
✅ Use Auto Scheduled tasks for reliable timelines.
❌ 3. Not Saving a Baseline
Without a baseline, you can’t track variance.
✅ Save a baseline once your plan is approved.
❌ 4. Not Updating the Schedule Regularly
Leaving updates too long makes tracking painful.
✅ Update weekly where possible.
❌ 5. Not Using Milestones
Milestones are essential for progress tracking and reporting.
✅ Use them as checkpoints throughout your schedule.
Final Thoughts
Setting up Microsoft Project properly is the foundation of every successful project plan. Once configured, Microsoft Project becomes a powerful, reliable tool for scheduling, tracking, and reporting.
Need help or training?
If you’d like hands-on help setting up Microsoft Project or want your team trained properly we offer:
- ✅ Microsoft Project training
- ✅ Onsite, virtual, or one-on-one sessions
- ✅ Available in Sydney, Online & across Australia
👉 Get in touch with Trainers Direct to discuss your requirements.
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