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During this Microsoft Project 2016 advanced training tutorial video, we will show you how to set up recurring tasks correctly.


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Hello again and welcome back to our course on Project 2016 Advanced.
In this section we’re going to look at recurring tasks.

Now the use of recurring tasks may not be something that you have come across before and if you are going to use the technique of recurring tasks you need to be a little bit careful about one or two of the limitations that apply. You also need to understand quite clearly how to set recurring tasks up correctly.

Now let me start by giving you an example of where you might use a recurring task and I’m going to create a little project here comprising just of recurring tasks. But of course you can create recurring tasks within any kind of project. And the example that I’m going to use is an example of a progress meeting and it’s going to be in our case on a certain day of the month. It’s going to be on the 29th of the month each month and it’s going to be a three hour meeting on the afternoon of the 29th. So it’s going to run from 1400 to 1700.

Now given that sort of pattern if you were managing a project that say lasted about the year you’d be looking at about a dozen progress meetings.

Now this is the first very important point to bear in mind. If you’re going to set those up as a recurring task you need to be in a situation where you will not often vary from that pattern. In fact you’re in a situation where you pretty much stick to that pattern all of the time.

Now there are some natural variations. So for instance, the 29th of the month isn’t always on a working day. Project 2016 can cope with that sort of natural variation. So that’s fine. But if what in fact happens is that every month you decide what time of day you’re going to have the meeting or more often than not the boss decides that it’s not going to be on the 29th, it’s going to be on the 24th or some other apparently fairly random change each time then recurring tasks are definitely not the way to go. You need something that really is pretty consistent, although as I say, Project 2016 can deal with some of the more obvious, natural variations.

Now before we do this I just want to demonstrate one other thing and that is something that a surprisingly large number of people don’t generally get to do with Project. And that is to use times as well as dates in start and finish. Quite often you don’t need to do it. People tend to schedule in terms of whole days. But let me just adjust these column widths and then I’m going to go into the Options and on the General page I’m going to reset the date format to include the time. Okay. Now what I’m going to do is to create my recurring task.

So on the Task tab in the Insert group on the Task dropdown one of the options is Recurring Task. That brings up the Recurring Task Information dialog. I’m going to give my recurring task a name. Now the duration of the task in this case is just three hours. Of course I could have any standard duration that I like there, number of days, but in this case it’s just three hours. And the recurrence pattern is what I define next.

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