Two Methods for Creating a Master Project in Microsoft Project

Creating a master project in Microsoft Project can help you efficiently manage multiple projects by combining them into a single, centralized file. In this post, I’ll show you two methods to create a master project. One method is a slower, manual method while the other method is a faster, streamlined approach. Let’s dive in!

If you would rather watch a YouTube video on this subject, click here or click the thumbnail below.

Method 1: Using the Insert Subproject Feature

The first method is the slow method because involves manually inserting each project as a subproject into your master file. Here is how to create a master project using this method:

1. Create a new blank project in Microsoft Project.
2. Click the Project tab to display the Project ribbon.
3. Click the “Subproject” button on the left end of the ribbon.
4. In the Insert Project dialog, navigate to the folder containing your project files. Select all the projects you want to insert as subprojects and click the “Insert” button.
5. Unfortunately, Microsoft Project inserts the subprojects in reverse order, so you’ll need to manually drag and drop them into the correct sequence.
6. Starting from the last subproject and working your way up the list, expand each of the subprojects.
7. Widen the Task Name column as needed.

While this method works, it can be tedious and time-consuming. Let me show you a faster way.

Method 2: Using the New Window Feature

I personally use this second method because it is much quicker and more efficient. Here’s how to use it:

1. Open File Explorer and navigate to the folder containing your projects. Select the projects you want to combine into a master project.
2. Right-click one of the projects. On the shortcut menu, select either the “Open” item (to insert the subprojects in Read/Write mode) or the “OpenAsReadOnly” item (to insert the subprojects in Read-Only mode).
3. If Microsoft Project isn’t already running, this action will launch the software and open each of the selected projects.
4. Click the View tab to display the View ribbon.
5. In the Window section of the ribbon, click the “New Window” button.
6. In the New Window dialog, click the “View” pick list and select the “Gantt Chart” item.
7. In the New Window dialog, select the projects you want to include in your master project, and then click the “OK” button.
8. Widen the Task Name column as needed.

Notice that your subprojects are display in the correct order and that they are automatically expanded for you. At this point, you are ready to save your master project, if needed.

Creating a Master Project: Wrapping Up

Now you know two different ways to create a master project in Microsoft Project. Whether you prefer the slower, manual approach or the faster, streamlined method is up to you! If you have questions, please add them in the “Leave a Reply” section below. Or if you watched the video, add your questions or comments there. Please subscribe to my YouTube channel and leave “Likes” if you like the videos.

If you would like to have a formal class on using Microsoft Project, here is a link for my classes.