Hey there, fellow project managers and Microsoft Project enthusiasts! In today’s blog post, I’m going to dive into a crucial aspect of project management that often gets overlooked in Microsoft Project: displaying the Project Summary Task. Whether you’re a seasoned pro or just getting started with Microsoft Project, this feature is something you should definitely have in your toolkit. By the end of this post, you’ll not only understand what the Project Summary Task is but also know how to display it and make the most out of it. And guess what? I’ve got a special bonus for you too, so let’s jump right in! If you would rather watch the YouTube video on this subject, click here or click the thumbnail below.

Understanding the Project Summary Task

Before you even start creating your task list, there’s a foundational element that you absolutely need to have in your project: the Project Summary Task. This is often referred to as “Row 0” or “Task 0.” But what exactly is it, and why is it so important?

The Project Summary Task acts as a high-level summary of your entire project. It rolls up all the information from various tasks into a single task row, providing you with an overview of the project’s duration, start date, finish date, and much more. It’s like the big picture that keeps you on track and informed about your project’s progress.

Step 1: Displaying the Project Summary Task

Let’s get to the practical part. Here’s how you can display the Project Summary Task in Microsoft Project:

1. Display the “Gantt Chart Format” ribbon.
2. On the far right end, in the “Show/Hide” section, look for the checkbox labeled “Project Summary Task.”
3. Select that checkbox, and voilà! Microsoft Project will insert a task with ID #0 – that’s your Project Summary Task.

Step 2: Naming Your Project Summary Task

You can give your Project Summary Task any name you like. For example, if your project is about a software upgrade, name it accordingly. I usually use the project name to keep things clear and organized. Here’s how:

1. Select the name of the Project Summary Task in the “Task Name” column.
2. Press the “F2” function key to go into in-cell editing mode.
3. Edit the name of the Project Summary Task and then press the “Enter” key.

Step 3: Automatic Display for Future Projects

Wouldn’t it be great if Microsoft Project could automatically display the Project Summary Task in every new project you create? Well, it can! Here’s how to set it up:

1. Click on the “File” tab.
2. Click the “Options” in the Backstage area.
3. In the “Project Options” dialog, click on the “Advanced” tab.
4. Scroll down to the “Display options for this project” section.
5. To the right of that option, click the project pick list and choose “All New Projects.”
6. Select the “Show Project Summary Task” checkbox.
7. Click the “OK” button.

From now on, every time you start a new blank project, the Project Summary Task will be right there, waiting for you.

Bonus: Cleaning Up Your Project

Okay, you’ve got your Project Summary Task displayed – fantastic! But what if you’ve accidentally created an artificial Project Summary Task using task ID #1, and now you want to get rid of it? I’ve got your back:

1. Identify the artificial Project Summary Task (usually, it’s usually task ID #1 in the project).
2. Select the task just below it.
3. Press and hold the “Shift” and “Control” keys on your keyboard.
4. While holding those keys, press the “Down-Arrow” key. This will select all tasks below the artificial Project Summary Task.
5. In the Schedule section of the Task ribbon, click the “Outdent Task” button. This will turn the artificial Project Summary Task into a regular task.
6. Right-click on the task name.
7. In the shortcut menu, choose “Delete Task.”

And just like that, your project is clean and organized, with the real Project Summary Task leading the way.

Congratulations, you’re now a Project Summary Task pro! But remember, learning is a journey, and I’m here to help you every step of the way.

If you have questions, please add them in the Comments section below. Or if you watch 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.