Working with the Grid View in Project for the Web

Jun 22, 2023 | Project Hints and Tips

The grid view is a table containing information about the tasks that need to be performed to complete a project.  The columns visible can be customised depending on what is most useful to see.  The project can be structured using summary tasks and milestones.

Adding a task

  1. Click on Add New Task and fill in an appropriate name
Add new task image

2. The duration and who the task is assigned to can be added at this point too

3. Extra information about the task can be added by clicking on the ‘i’ symbol that appears when you hover over the task

Open Details image

Adding start and finish dates

  1. Click on the ‘i’ symbol that appears when you hover over the task
  2. Type in a start and/or finish date
  3. Adding a start or finish date will constrain the task.  Typing in a start date will set the task to start no earlier than while setting a finish date will make the task finish no earlier than.
  4. To remove the constraint click on the start date and Remove Constraint.  If there is no constraint on the task this option will not be available
Constraint image

Constraints are useful if something needs to happen at a certain time, for example after a delivery has been received.

Adding a Dependency

Many tasks will not be held in place by constraints but by their dependency on another task in the project.  With dependencies a change in a related task will automatically affect the start and end dates of the task(s) that are dependent on it without creating a constraint.

  1. Click on the ‘i’ symbol that appears when you hover over the task
  2. Click on the Add Dependency button
Add dependency image

3. The search for tasks box allows you to find the name of the task that this is dependent on

4. The arrow that appears gives the choices of the type of dependency you want to use

Dependency type image

The dependencies show in the timeline view as an arrow connecting the tasks

Creating a Summary Task

A subtask is a task we want to view within a summary section

  1. Select the task or tasks to become the sub tasks
  2. Click on the ellipses
  3. Choose Make a Subtask
Make subtask image

4. The task above it automatically becomes a Summary task and becomes bold with an arrow that allows the summary section to be expanded and collapsed

To reverse this select Promote Subtask instead

Creating a Milestone

A milestone is a key point in the project that you want to stand out.  It shows as a diamond in the Timeline View

  1. Create the new task
  2. Set the duration to 0

Adding extra columns to the Grid View

Extra columns can be used to show extra information about the task and make it easier to make changes such as the ones detailed above.

  1. Click on Add Column
Add column image

2. Choose from the list of available columns

3. New Field allows you to add a new column containing information of your choice that doesn’t already appear in the list of default columns provided

Filters

This view, and many others in Project for the Web, can be filtered to only show some of the tasks in the project.

  1. Click on the Filters icon
Filter tasks image

2. Choose which information you want to see

3. To remove the filter click on the same thing again or to clear all filters click on Clear All

Further Reading

If you’ve enjoyed reading about working with the grid view in Project for the Web, there are some other blogs below that you might find useful:

Want to learn more about Microsoft Project? Then email lara@laramellortraining.co.uk to discuss how I can help or have a look at the Microsoft Project courses I run.