Creating custom task alerts in Microsoft Project 2010/13

 Feb 19, 2015

Microsoft Project 2010 and 2013 have a built in functions which provides the user with powerful tools to monitor their project progress. One of the common issues in Project Management, is the inability of the Project Manager to visually oversee the tasks which are due. This information would be beneficial to ensure that:
  • the human resources are available when they are needed
  • the facilities are free to use when the tasks are due
  • the Project Manager is always aware of the tasks scheduled ahead
  • the project work is running as planned
We will use a function named IIf to create the customised field. Follow the steps listed below to create the field:
  1. Open the project file you want to use
  2. Make sure you are in Gantt Chart view because you want to create a task field
  3. Click the Project tab
  4. Go to Properties group
  5. Click the Custom Fields The following dialog box will display:
  6. Select 'Text1'
  7. Click Rename button
  8. Type “Task due in 2 weeks
  9. Click OK
  10. With the Task due in 2 weeks selected, click the Formula The following dialog box will display:
  11. Click Function button
  12. Point on the General option
  13. Click the IIF The function syntax will display as per the image below:
  14. Replace the formula with the following code:
    IIf([% Complete]<100,IIf([Scheduled Finish]<(now()+14),"This task is due within 14days",""),"")
  15. Click Ok
  16. Click Ok
  17. Select the 'Start column/field'
  18. Press the Insert button on your keyboard
  19. Type 'Ta' to scroll fast to the customized field
  20. Click the Task due in 2 weeks The field should display the message “This task is due within 14 days” for the relevant tasks.
With this custom tasks alert you can rest assured that your project will be monitored correctly.

How do your Excel skills stack up?   

Test Now  

About the Author:

Magdalena Todor  

With over 20 years experience as a facilitator and university lecturer, Magda is one of our most senior and experienced trainers. With previous practical on the job experience as a project manager she embodies a brilliant balance of training experience and business knowledge. With every event she delivers, Magda takes a wholehearted approach to ensure every course is impactful, relevant and a genuinely positive learning experience for all.

Read full bio
top
Back to top