How to Create a New Project in Microsoft Project

Microsoft Project is one of the most powerful tools for project managers. It helps you plan tasks, assign resources, set deadlines, and keep projects on track. If you’ve never used it before, the first step is learning how to create a new project.

In this guide, we’ll go step by step through the process of creating a new project in Microsoft Project. You’ll learn how to set up calendars, add tasks, link dependencies, assign resources, and track progress.

👉 These skills are covered in our Microsoft Project Introduction Course, which is the best place to start if you’re new to Project.

Why Use Microsoft Project?

Many people try to manage projects with spreadsheets or simple task lists, but these quickly become hard to update. Microsoft Project gives you:

• Structured planning – build a detailed project timeline.
• Clear scheduling – see who is doing what, and when.
• Dependency management – link tasks so delays are flagged.
• Resource tracking – balance workloads and costs.
• Progress monitoring – track whether the project is on schedule.

With these tools, you can manage projects of almost any size.

Step 1: Starting a New Project

1. Open Microsoft Project.
2. On the welcome screen, choose Blank Project.
3. You’ll see a Gantt chart view: a table on the left (for tasks) and a timeline on the right.

👉 This step is introduced in the Project Introduction Course, where you’ll create your very first project.

Step 2: Setting Project Information

Before adding tasks, set the project’s framework.

1. Go to Project > Project Information.
2. Choose:
   • Start Date – when work begins.
   • Schedule From – normally “Project Start Date.”
   • Calendar – Standard (default), 24-Hour, or Night Shift.

This ensures all tasks line up correctly.

👉 Working with project calendars is a skill taught in the Project Introduction Course.

Step 3: Defining the Project Calendar

Calendars control working time and non-working time.

• Standard Calendar → 8am–5pm, Monday–Friday.
• 24-Hour Calendar → For round-the-clock projects.
• Night Shift Calendar → For evening or overnight work.

You can also create custom calendars:

1. Go to Project > Change Working Time.
2. Modify working hours, add holidays, or special schedules.

👉 Custom calendars are introduced in the Project Intermediate Course, where you’ll learn how to manage multiple calendars for different teams.

Step 4: Entering Tasks

In the task table (left side of Gantt chart), enter a list of tasks.

• Type each task in a new row.
• Add milestones by entering a task with zero duration.
• Break down tasks into summary tasks and subtasks for structure.

👉 Task creation is a fundamental part of the Project Introduction Course.

Step 5: Setting Task Durations

Each task needs a duration.

• Enter durations in days (e.g., “5d”), hours (“12h”), or weeks (“2w”).
• Use “?” for estimated durations (e.g., “3d?”).

👉 Understanding durations and estimates is covered in the Project Introduction Course.

Step 6: Linking Tasks (Dependencies)

Most projects require tasks to happen in a specific order.

Types of task dependencies:

• Finish-to-Start (FS) – Task B starts when Task A finishes.
• Start-to-Start (SS) – Task B starts when Task A starts.
• Finish-to-Finish (FF) – Task B finishes when Task A finishes.
• Start-to-Finish (SF) – Rare, Task B finishes when Task A starts.

How to link tasks:

1. Select two tasks.
2. Click Task > Link Tasks (or press Ctrl + F2).

👉 Dependencies are introduced in the Project Introduction Course and explored in detail in the Project Intermediate Course.

Step 7: Creating Milestones

Milestones mark key points in a project, such as approvals or delivery dates.

• To create a milestone, enter a task with 0d duration.
• Milestones appear as black diamonds in the Gantt chart.

👉 Milestones are introduced early in the Project Introduction Course.

Step 8: Assigning Resources

Resources can be people, equipment, or costs.

1. Go to Resource Sheet view.
2. Add resource names and their working rates.
3. Assign resources to tasks using the Task Information dialog.

👉 Resource assignment is introduced in the Project Introduction Course and expanded in the Project Intermediate Course, where you’ll learn how to manage workloads and avoid over-allocation.

Step 9: Reviewing the Critical Path

The critical path shows the sequence of tasks that directly impact the project’s finish date.

• Delays in critical tasks delay the whole project.
• View the critical path via Format > Critical Tasks.

👉 Critical path analysis is taught in the Project Intermediate Course.

Step 10: Setting a Baseline

A baseline is a snapshot of your project plan.

• Go to Project > Set Baseline.
• This saves original dates, costs, and scope.
• Later, you can compare actual progress to the baseline.

👉 Baseline management is a key skill taught in the Project Intermediate Course.

Step 11: Tracking Progress

Once work begins, update tasks to reflect progress:

• Enter % Complete.
• Adjust actual start and finish dates.
• Compare with baseline to track slippage.

👉 Tracking progress is covered in both the Project Intermediate and Project Advanced Courses, where you’ll also learn Earned Value Analysis (EVA).

Step 12: Generating Reports

Microsoft Project has built-in reports for:

• Task Overview
• Resource Overview
• Cost Overview
• Progress Reports

These help communicate project status to stakeholders.

👉 Reporting is introduced in the Project Introduction Course and advanced custom reports are built in the Project Advanced Course.

Advanced Features Worth Exploring

Once you’ve mastered the basics of creating a new project, you can explore advanced features:

• Custom fields and formulas → (Project Advanced Course)
• Resource pools across projects → (Project Advanced Course)
• Consolidated projects and master projects → (Project Advanced Course)
• Earned Value Analysis (EVA) for performance tracking → (Project Advanced Course)

Final Thoughts

Creating a new project in Microsoft Project may feel overwhelming at first, but once you understand the steps, it becomes a structured process. Start with calendars, tasks, and dependencies, then move on to resources, baselines, and tracking.

👉 If you’re just starting, our Project Introduction Course is the perfect entry point.
👉 Progress to the Project Intermediate Course to learn baselines, critical paths, and resource management.
👉 For advanced reporting, earned value, and multi-project management, our Project Advanced Course is the best next step.

With these skills, you’ll be able to plan, manage, and deliver projects successfully.

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