task assignment in microsoft project

Task management in Microsoft 365

Easily manage tasks across Microsoft 365

Access and update your tasks as you work, no matter which app you’re using.

See your tasks where you work

Stay focused and productive wherever you go. See your tasks across your lists as you move between apps and devices.

Manage tasks and work with Microsoft 365

Stay on top of all your tasks

View all your tasks from Microsoft To Do and Microsoft Planner with Tasks in Microsoft Teams. Plus, create tasks from Teams messages and publish tasks from corporate to frontline workers.

Convert emails to tasks

Flag emails or drag them into the Microsoft To Do pane to create and manage tasks directly in Outlook for the web.

Focus on what matters

Keep track of individual tasks in Microsoft To Do using intelligent features to collect, prioritize, and accomplish what’s most important.

Get more work done as a team

Manage team tasks with Planner. Build Kanban boards, add content-rich tasks, get visual status, and collaborate within Planner or Tasks in Microsoft Teams.

Collaborate on shared Microsoft 365 documents

Use @mentions within comments in Word, Excel, and PowerPoint to create and assign tasks. 1  Receive an email notification when you’re assigned a task, see a preview of the document, and reply directly from Outlook.

Get the most out of task management in Microsoft 365

Manage all your tasks in Microsoft Teams

Bring together your individual tasks from Microsoft To Do and team tasks from Planner and manage them all in one place with Tasks in Microsoft Teams.

Align tasks from corporate to the frontline

Plan centrally, manage regionally, and execute locally—all with one task management tool that provides real-time visibility across all your frontline locations.

Choose the right tool for managing work

Determine the best tool for managing your work—Microsoft To Do, Planner, Tasks in Microsoft Teams, Microsoft Lists, or Microsoft Project—with our when-to-use guides.

Create tasks from flagged emails

Flag emails in Outlook for the web to add them as tasks in Microsoft To Do and manage them alongside your other tasks using features such as due dates, reminders, and My Day.

See tasks from Planner in Microsoft To Do

Automatically sync your Planner assignments to the dedicated "Assigned to you" list in To Do to manage all your individual tasks in one app.

Read more about task management

Organize your day from start to finish with task management, digital productivity tools to maximize your executive function skills, how task management software can help your teams transition to a hybrid workplace, using task management software to reduce wasted time.

Get best-in-class productivity and task management apps with intelligent cloud services that transform the way you work with Microsoft 365.

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Assignment fields

The following are the assignment fields in Microsoft Office Project. For more information, click a field name.

Actual Cost fields

Actual Finish fields

Actual Overtime Cost fields

Actual Overtime Work fields

Actual Start fields

Actual Work fields

ACWP fields

Assignment Delay fields

Assignment Units fields

Baseline Cost fields

Baseline Finish fields

Baseline Start fields

Baseline Work fields

Baseline1-10 Cost fields

Baseline1-10 Finish fields

Baseline1-10 Start fields

Baseline1-10 Work fields

BCWP fields

BCWS fields

Confirmed fields

Cost fields

Cost Rate Table fields

Cost Variance fields

Cost1-10 fields

Critical fields

Date1-10 fields

Duration1-10 fields

Enterprise Cost1-10 fields

Enterprise Date1-30 fields

Enterprise Duration1-10 fields

Enterprise Flag1-20 fields

Enterprise Number1-40 fields

Enterprise Resource Outline Code1-29 fields

Enterprise Text1-40 fields

Finish (assignment field)

Finish Variance fields

Finish1-10 fields

Flag1-20 fields

Hyperlink fields

Hyperlink Address fields

Hyperlink Href fields

Hyperlink SubAddress fields

Indicators fields

Leveling Delay fields

Linked Fields fields

Notes fields

Number1-20 fields

Outline Level fields

Overallocated fields

Overtime Cost fields

Overtime Work fields

Peak fields

Percent (%) Work Complete fields

Priority fields

Project fields

Regular Work fields

Remaining Cost fields

Remaining Overtime Cost fields

Remaining Overtime Work fields

Remaining Work fields

Request/Demand (assignment field)

Resource Group fields

Resource ID (assignment field)

Resource Initials fields

Resource Name (assignment field)

Resource Type (assignment field)

Response Pending fields

Start fields

Start Variance fields

Start1-10 fields

Task ID (assignment field)

Task Name (assignment field)

Task Outline Number (assignment field)

Task Summary Name fields

TeamStatus Pending fields

Text1-30 fields

Unique ID fields

Update Needed fields

Work fields

Work Contour fields

Work Variance fields

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Using the Assignment Owner Field with Project Online

Background information.

A couple of weeks ago, there was an interesting question in the Project user forum on the Internet. My answer to that question revealed why and how to use the Assignment Owner field in the Microsoft Project desktop application, when used with either Project Online or Project Server. Following is a summary of the user’s problem:

• In the Microsoft Project schedule, the project manager needs to assign resources to tasks, but these resources do not have access to a computer. These resources include people in skilled trades such as electricians, pipe fitters, etc.
• These resources report to a supervisor, who is responsible for collecting task progress from them, and then entering their progress in Project Online.
• On the Tasks page in Project Web App, the supervisor needs to be able to enter progress on the tasks assigned to the resources who report to him.

The solution to this problem is for the project manager to use the Assignment Owner field in the Microsoft Project schedule. However, before the project manager can use this field, he/she must complete a couple of preliminary steps. The first step is to build the project team and to include the supervisor as a part of the team. This step is mandatory and is vitally important to the process.

In Figure 1, notice the project team members shown on the right side of the Build Team dialog in Microsoft Project. In this project team, Dale Howard is the supervisor to whom Cindy McNair, Larry Barnes, and Mickey Cobb need to report their task progress. Even though Dale Howard will not be assigned to any tasks in the project, he must be a part of the project team. This is so that he can be designated as the Assignment Owner for the tasks assigned to Cindy, Larry, and Mickey.

Figure 1: Project team includes the supervisor

The second step in the process is to assign the team members to the tasks on which they will work in the project. Notice in Figure 2 that the project manager has assigned resources to all the detailed tasks in the project schedule. Notice that Dale Howard (the supervisor) is not assigned to any tasks in the project. Remember that he merely serves as the supervisor of Cindy, Larry, and Mickey.

Figure 2: Team members assigned to all detailed tasks

The third step is to assign Dale Howard (the supervisor) as the Assignment Owner for Cindy, Larry, and Mickey. By the way, the Assignment Owner field determines who sees the tasks on the Tasks page in Project Web App. Since Cindy, Larry, and Mickey do not have computers and do not use Project Web App, they should not be the Assignment Owner for their tasks. Instead, Dale Howard needs to be specified as the Assignment Owner for their tasks, so that he can see their tasks on his Tasks page in PWA and enter the task progress that they report to him.

To designate a supervisor as the Assignment Owner for one or more resources, apply the Resource Usage view. Click the column header in the Add New Column virtual column and select the Assignment Owner field in the pick list of available resource fields. Finally, the widen each column in the view, as needed. Notice in Figure 3 that the Assignment Owner value for every task assignment is the same as the name of the resource assigned to the task. This means that Cindy is the Assignment Owner for her tasks, Larry is the Assignment Owner for his tasks, and Mickey is the Assignment Owner for her tasks.

Figure 3: Current Assignment Owners for each task

To change the Assignment Owner value for a task assignment, click the pick list in the Assignment Owner column for the task, and then select the name of the supervisor in the pick list. For example, notice in Figure 4 that the project manager is selecting Dale Howard in the Assignment Owner pick list for the first task assigned to Cindy McNair.

Figure 4: Select the new Assignment Owner for a task assignment

Continue selecting the supervisor as the Assignment Owner for the tasks assigned to each of the resources who report to that supervisor. To speed up this process, you can use the Fill Handle (like the Fill Handle feature found in Microsoft Excel) to fill the Assignment Owner value into successive cells. You can also use Copy & Paste to speed up the process as well. Notice in Figure 5 that the project manager specified Dale Howard as the Assignment Owner for every task assigned to Cindy, Larry, and Mickey.

Figure 5: Assignment Owner specified for each task assignment

When the project manager finishes the process of specifying Dale Howard (the supervisor) as the Assignment Owner for the tasks assigned to Cindy, Larry, and Mickey, the project manager then needs to save and publish the latest changes to the project. The act of publishing the project will force the tasks assigned to Cindy, Larry, and Mickey to display on the Tasks page for Dale Howard.

Figure 6 shows the Tasks page in PWA for Dale Howard. The Project Online application administrator set up this “best practice” layout of the Tasks page to support the organization’s default method for reporting progress (% of Work Complete) and to support the needs of supervisors like Dale Howard in the organization. By the way, notice that the Resource Name column displays the name of the resource who is assigned to each task.

Figure: Tasks page in PWA

Setting Up the Default Assignment Owner

Using the process described previously in this article, project managers would need to manually specify the Assignment Owner values in every project they manage. To eliminate this manual process, the app admin for Project Online or Project Server should specify the Default Assignment Owner value for resources in the Enterprise Resource Pool, wherever needed. In the example used in this article, the app admin would need to specify Dale Howard as the Default Assignment Owner for Cindy McNair, Larry Barnes, and Mickey Cobb.

To begin this process, the app admin should log into Project Web App with Administrator permissions, and then navigate to the Resource Center page in PWA. The app admin should select the checkboxes for names of the resources who need to have their Default Assignment Owner values changed. With the resource names selected, the app admin should click the Bulk Edit button. Figure 7 shows the top half of the Bulk Edit page with the names of Cindy, Larry, and Mickey selected in the Resource Center page.

Figure 7: Build Edit Page in PWA

On the Bulk Edit page, the app admin should click the Browse button to the right of the Default Assignment Owner field. Project Web App displays the Pick Resource dialog. In this dialog, the app admin should select the name of the supervisor, which in this case would be Dale Howard, such as shown in Figure 8. After selecting the name, the app admin should click the OK button.

Figure 8: Pick Resource dialog

After the app admin selects a name in the Pick Resource dialog and clicks the OK button, Project Web App updates the Bulk Edit page, such as shown in Figure 9. To finish this process, the app admin must select the Apply Changes checkbox for the Default Assignment Owner field (Project Web App does not select this checkbox automatically), and then click the Save button.

Figure 9: Updated Bulk Edit page

Once the app admin completes the preceding steps, project managers should not need to specify a value in the Assignment Owner field for any of the resources in their project teams for all future projects, thus saving them a lot of time and manual labor.

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Assignments in Microsoft Project

Assignments in Microsoft Project. Most people use Microsoft Project to see tasks in a ‘Gantt Chart’. Assigning resources to these tasks via the ‘Resource Sheet’ is usually their next step.

Assignment views are required when you want to look at how a particular resource works on a particular task. This is important if the assignment has a different pay rate for the task, or if the work is unequally spread through the duration.

Here is a short video clip on adding resources to tasks and editing assignments and cost table rates.

Adding Tasks and Resources to Microsoft Project

Most people are aware of the following MS Project actions.

Adding tasks to the ‘Gantt Chart’ view, and adding resources into the ‘Resource Sheet’ view. More information can then be obtained by double clicking the task or the resource:

• Double click a task: Task Information – everything about the task
• Double click a resource: Resource Information – everything about the resource

However, it is often necessary to look at how a resource works on just one particular task – this is an assignment. For instance how Sam works on Task B, but not how she works on Task A.

Finding the Assignments in Microsoft Project

To see the assignments, you will need to change to one of the ‘Usage’ views – I recommend the ‘Resource Usage’ view.

Resource Usage View

Now, double-click on an assignment to see ‘Assignment Information’.

Assignment Information

In this dialog box you can change the work profile or contour, and change the cost rate tables.

A good use for this would be if the resource gets paid extra for working off-site, or on certain tasks.

I have a separate blog and video which examines the application of work contours to assignments .

Assignments are about how a resource works on a particular task – not about everything the resource does.

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Using Microsoft Planner for group project management

Microsoft Planner is a project management application that helps you organize and track tasks for group and personal projects. This article focuses on how you might use a plan for group projects, but the same concepts can apply to personal projects, too. Planner is part of the Microsoft 365 suite of applications and integrates with other apps like Outlook, Teams, and To Do. Planner lets you create plans, assign tasks, set due dates, monitor progress, and collaborate with your team members. Planner is ideal for managing projects that involve multiple people, tasks, and deadlines, such as a class assignment, a research project, or a work presentation.

Ways to use Microsoft Planner

You can use Microsoft Planner in two different ways: as an integrated component of a team in Microsoft Teams or as a standalone project plan through the Planner application. We will primarily focus on using Planner as a standalone application and not integrated with Microsoft Teams. We will discuss the integration with Microsoft Teams more in-depth in an upcoming article called "Managing and creating Tasks in Microsoft Teams and the Planner app."

Is there an app for that?

As we discussed in the introduction of this series , there is no desktop application for Microsoft Planner. There are Android and iOS applications as well as an integration with Microsoft Teams through the Planner app (formerly Tasks by Planner and To Do). For this article, we will use the online version of Microsoft Planner since the experience of using the web application is remarkably similar to using the Planner app within Microsoft Teams. The Planner web application is accessible from Microsoft 365 at IU and from the Microsoft 365 desktop application.

• To access Microsoft at IU, in a web browser, Navigate to https://microsoft.iu.edu and login .
• To launch Planner, from the Microsoft 365 application, Click the App launcher button, Click the Planner icon

When Microsoft Planner loads, you'll see the Planner Hub. The Hub gives you a snapshot of your plans. If you'd like a more detailed view of a plan, you can pin that plan. 

NOTE : This is a training account, so these plans aren't actively in use and will seem empty.

You can see all your plans by clicking Show more in the sidebar or launch a recent or pinned plan by clicking the plan from the Hub. Let's create a standalone plan.

How to create a standalone plan in Microsoft Planner

Standalone plans are useful for planning your personal projects, projects with people who don't all belong to a specific team, or if you'd like to make a plan open to the public.

To create a plan in Planner, follow these steps:

• To create a new plan, Click New plan in the Hub sidebar.

You will see a dialog presenting many different starting points for our plan. You can choose any of these that seem to fit your project to help make the plan creation process easier.

• To select a plan template, Click a plan template

This will open a dialog box where you can enter the details of your plan:

• To give your plan a title, in the Enter plan title field, Type a brief title

Access to standalone plans is controlled by a Microsoft 365 group. If you have an existing group, you can use it to control access, or you can decide not to select a group and let Planner make one for you. You can also make a plan available to all members of an existing team within Microsoft Teams. Public plans are available to everyone with an Indiana University Microsoft 365 account.

• To create a standalone plan, Don't add a value to the Add to existing group (optional) field

The Privacy and Sensitivity dropdown allows you to choose whether your plan is public or private. The default is to create a private plan. If you would like to create a public plan, set the Privacy and Sensitivity field value to Public. We will create a private plan in this example.

• To create your plan, Click Create plan

This will take you to the main page of your plan, where you can start adding tasks and members.

Understanding plan structure in Microsoft Planner

Once you have a plan, it's important to understand how Planner organizes tasks. Unlike Microsoft To Do (we took a brief look at To Do in Using Microsoft Outlook for task management ), Planner doesn't use lists to organize tasks. Instead, task cards are organized in buckets. Another difference between Outlook/To Do and Planner is that secondary organization in Planner isn't tied to your Outlook categories. Instead, you can use labels to the same effect.

Using buckets

Buckets are used to organize tasks by a common theme, such as a project phase, the responsible department, a specific location, or the kind of work involved (e.g., testing, rollout, copy editing, etc.). You can also use buckets to keep track of task status if you need a more robust means than the built-in statuses of not started, in progress, and completed.

Before you begin building buckets, it's important to consider the entire project, and the big picture:

• Does your project have several phases? If so, consider creating a bucket for each phase.
• Does your project involve multiple groups of people? If so, consider creating a bucket for each group.
• Are some tasks performed in a particular location or building? If so, consider making a bucket for each location.

Take the time to consider all the different ways that you could group tasks together in your plan and then pick the most important grouping for the project. For example, if identifying project phases is more important than what department is responsible for a group of tasks, create buckets for project phases instead of departments. Don't immediately discard the other groups, though. We'll talk about what to do with them next.

A task can only be in a single bucket at a time so it's important to pick one theme for your buckets and stick to it.

Creating buckets

Now that you've identified your bucket theme, let's create all the buckets we need to get started. By default, if you chose to create a blank plan, Planner creates a To Do bucket. You can rename or delete this bucket as you wish. Remember, you can add more buckets throughout the life of the project.

• To create a bucket, Click Add new bucket , type the name of the bucket, press Enter
• To rename a bucket, Point to the bucket name , click the More options button (…), click Rename , type the new name , press Enter .

Using labels

Labels can be added to tasks to help differentiate them further. You created your buckets to match the most important task grouping you could imagine. Your labels can match all the other groupings you decided weren't the most important. You can create up to 25 labels, each with their own color. A task can be assigned multiple labels.

Creating labels

Since we don't have a task yet, we can't modify a label. In the next section, once we have a task, we can modify the names of our labels. By default, they're named after their color, e.g., Red, Blue, etc.

How to create and assign tasks in Planner

Now that we have our buckets organized, let's start adding some tasks.

• To add a task to a particular bucket, under the bucket name, Click + Add task

This opens the quick-add dialog within the bucket column:

Simply give your task a name (required), a due date (optional), and an assignee (optional).

• To create the task, Click the  Add task button

The task is created:

Adding details to a task in Planner

Once a task is created, you can add details to the task to help you and your collaborators complete the task and keep the project on track without missing any details.

• To add details to a task, Click the task card

The task is opened in its detailed view:

From this view, you can:

• Rename the task by clicking on the task name .
• Assign the task to a person or group of people by clicking Assign . This is tied to the IU global address list, but you can also assign tasks to any member of the plan.
• To edit a label, open the label dropdown and click the edit pencil next to the label you'd like to edit.
• Change the task's bucket in the Bucket dropdown list.
• Set the progress flag using the Progress dropdown list. Options are Not started, In progress, Completed .
• Set the priority of the task in the Priority Options are Low, Medium, Important, Urgent .
• Schedule the task to start on a particular date in the Start date
• Schedule the due date for the task in the Due date
• Set the recurrence interval for the task in the Repeat
• Add a description to describe the task with more detail than the task's title in the Notes
• You can choose to show a task checklist on the card on the plan board by checking the Show on card
• You can choose to show an attachment on the card on the plan board by checking the Show on card
• Comment on the task in the Comments
• See and select suggested attachments from within Microsoft 365.

Once you've filled out the details for a particular task, you will see some additional content appear on the card representing the values of the fields for the task:

One of the most powerful capabilities of Planner is the ability to organize your view tasks based on the values in fields like Priority, Assign, Due date, Progress, etc. Using these fields to keep the status of your tasks up to date is also a great way to communicate the status of your work to a project manager and the rest of your project team. Remember the pinned plan from the Hub? That chart is generated based on activity on tasks within Planner.

When you finish modifying the fields for a task, simply click the X in the upper right corner or click the background away from the card to close the task.

Adding members to a plan

Once you've created your plan, it's important to add your team. When we explore using Planner in Microsoft Teams, we'll talk about how to add a plan to a team, but for a standalone plan, we can add anyone we'd like to the plan.

• To add a plan member, in the top right of the screen, Click the Members menu , type the member's name, username, or email , press Enter

NOTE : This menu is tied to the IU global address list. To invite non-IU members, simply type their Microsoft account email address.

Viewing your tasks with purpose in Planner

Once your project is underway, it's important to be able to navigate Planner to keep tabs on progress, identify stuck tasks, ease the load of overburdened team members, and see your plan in a calendar view (that can be integrated into Microsoft Outlook). Planner also provides several filtering and grouping options to help you get a good picture of your project's progress.

Using Planner views

Let's explore the Planner views first:

• Grid view : This shows every task in a single list similar to how tasks appear in Microsoft To Do. Grid view has additional fields that give you a snapshot of the values of fields like priority, assignment, due date, etc., for every task in your plan. This view excels at adding multiple tasks with details quickly.
• Board view : This is the default view that shows your tasks in columns based on your buckets. You can drag and drop tasks between buckets, edit task details, and filter tasks by labels, assignments, or progress.
• Charts view : This view shows you the statistics and charts of your plan, such as the number of tasks completed, not started, or in progress, the distribution of tasks by bucket, label, or assignment, and the status of each member on your plan.
• To add your plan to your Outlook calendar, click the three dots next to the view tabs and click Add plan to Outlook calendar. This option will add the plan as an additional calendar in your Outlook calendar app.

Using Planner filters

Once you've determined the view that is most optimal to survey your tasks, you can further limit what you see by using the filters.

Filters allow you to define properties of tasks you'd like to see in your current view. For example, if you'd like to only see late tasks, select the Late option in the filters menu. Other useful filters include filtering by assignment, bucket, label, etc. You can even use the Filter menu to filter by a keyword that appears anywhere on the task card.

Grouping tasks in Planner

The last way you can customize your view is by determining how your tasks are grouped. By default, tasks are grouped by Bucket. You can change that grouping by clicking the Group by Bucket menu:

NOTE : Grouping isn't available in Grid view.

This rearranges your tasks into columns based on the option you choose. For example, you can group tasks in columns by progress to see what tasks haven't been started vs. which tasks are in progress or you can group by Assigned to for a quick glimpse at a plan member's task load to easily redistribute the work.

Deleting a plan

If you've been following along, you now have a plan you may not use for another purpose. There are also situations where you may want to delete a plan you created because the project is cancelled, completed, or you were just trying things out and want to start fresh. In any case, you can easily delete a plan from the Plan settings. 

• To open the plan's settings, next to the view tabs, Click  More. Navigate to other pages related to this plan. (...), Click  Plan settings

From here, you can do things like change the plan name or access group, modify your notification settings, and even change the plan background. 

• To delete a plan, on the General tab of Plan settings, at the very bottom,  Click  Delete this plan

To become a master project manager using Microsoft Planner, experiment with various combinations of views, filters, and grouping so you can quickly see the tasks you need to see when you need to make decisions and give status updates to stakeholders. In all these views, filters, and groupings, you can view and modify any task.

Microsoft Planner is a powerful and easy-to-use project management application that helps you organize and track tasks for group and personal projects. You can create plans, assign tasks, set due dates, monitor progress, and collaborate with your team members.

What's next?

We've already covered a lot of ground, but there's still a lot to learn to become a tasks master in Microsoft 365!

So far in this series:

• We looked at the Microsoft 365 task system as a whole in An Introduction to Microsoft 365 Tasks .
• We looked at ways to help you keep track of important tasks from your email using email flagging, due dates, and reminders in Outlook and Microsoft To Do in Using Microsoft Outlook for task management .
• This article: We explored the basic skills you need to use Microsoft Planner to manage group projects efficiently and effectively in Planning group projects with Microsoft Planner .

In the final three articles:

• We will look at how to power up your individual and team notetaking using Microsoft OneNote so you never lose track of a meeting action item again in "Taking meeting notes and creating tasks using Microsoft OneNote".
• We will explore the tools available in Microsoft Teams to create and manage tasks, including the new Microsoft Teams Planner app in "Managing and creating Tasks in Microsoft Teams and the Planner app".
• In the final article, we will put all the skills we've learned together and look at how to use the Microsoft To Do application to organize and plan your individual tasks–including a look into how I use these tools on a daily basis–in "Putting it all together to organize your daily workflow with Microsoft To Do".

Principal Microsoft Adoption Consultant & Principal IT Training Consultant, University Information Technology Services (UITS), Indiana University.

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Assignments object (Project)

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Contains a collection of Assignment objects for a task or resource.

Using the Assignment Object

Use Assignments ( index ), where index is the assignment index number, to return a single Assignment object. The following example displays the name of the first resource assigned to the specified task.

Using the Assignments Collection

Use the Assignments property to return an Assignments collection. The following example displays all the resources assigned to the specified task.

Use the Add method to add an Assignment object to the Assignments collection. The following example adds a resource identified by the number 212 as a new assignment for the specified task.

Project Object Model

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Task assignment owner not working correctly.

I have ran into an interesting problem in Project Web App. I have added an employee as a resource using their full name and company email. After doing so if I click on that resource and click on resource assignments I get multiple tasks across multiple projects that do not have that resource assigned to them. Instead it shows another resource that is unrelated to that employee. I have attempted to delete the resource from PWA and it says they can't be deleted due to being the assignment owner on the tasks. When I view all the tasks it's saying the employee is the owner of it does not list them as the owner or even a resource on the task. I have opened up and tried editing the other resource and that employee is not listed anywhere on that resource as an owner or anything.

I am running in circles and not sure what I am missing.

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Replies (1) .

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AndyR_907 --

Open and check out one of the troublesome projects and then apply the Resource Usage view. Temporarily insert the Assignment Owner column in this view. Examine each of the task assignments to see who is currently set as the Assignment Owner. Change the Assignment Owner value to the resource name, as needed. Then save and publish the project. You will need to do this for each of the troublesome projects. Hope this helps.

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