how can I highlight overdue tasks in MS Project 2007

Question

I am using MS Project 2007. I want to highlight overdue tasks in red color. Is there any way to do so?

Answer 1

I found the best approach is to use small colored icons in a number column: blue/green/yellow/red.

How I set it up

On an existing number column (e.g. Number1, etc), right-click and choose "Customize Fields" then select the individual field by name. Then, at the bottom of the form, click "Graphical Indicators" and set up ranges for each color icon, then choose the color icon itself.

For example, I wrote a custom formula (see below) that sets the value of Number1 based on the current date and the Finish date of each task. Then, using that value, I set up the Graphical Indicators to show a blue dot for complete, yellow for in progress, green for future, and red for overdue. Unfortunately, it's a bit of setup, but once it is done, it updates automatically. No macro or coding needed.

Custom Formula Setup

Paste the following into the Custom Attributes / Formula for any Number field (make sure it's all on one line):

IIf([% Complete]=100,(ProjDateDiff(now(),[Baseline Finish])/480),IIf([Baseline Finish]<now(),(10000+(ProjDateDiff([Baseline Finish],now())/480)),IIf(([Start]<(ProjDateAdd(now(),7))) And ([Baseline Finish]>(ProjDateSub(now(),7))),(5000+(ProjDateDiff(now(),[Baseline Finish])/480)),IIf(([Baseline Finish]<(ProjDateAdd(now(),7))) And ([Baseline Finish]>now()),(5000+(ProjDateDiff(now(),[Baseline Finish])/480)),IIf(([Start]<now()),(5000+(ProjDateDiff(now(),[Baseline Finish])/480)),(ProjDateDiff(now(),[Start])/480))))))

Display Setup

Under Tools | Customize | Customize Fields..., set the display to "Graphical Indicators." Set it to "Nonsummary rows" and add the following tests:

• is greater than or equal to -- 10,000 -- image: red circle
• is greater than or equal to -- 5,000 -- image: yellow circle
• is greater than or equal to -- 0 -- image: green circle
• is less than -- 0 -- image: blue circle [N.B. not shown in screenshot]

Here's what it looks like in practice. Color coding:

• Red = late
• Blue = done
• Empty cell? That task is either a summary task or a task that has not been baselined

Answer 2

I can get you closer but not all the way there. I figured out how to color code completed tasks but not late tasks.

• In the gantt chart area, right click and select "Bar Styles..."
• Under normal tasks, insert a row
• Select an appearance you want for the bar
• In the drop down menu under "Show..For Tasks" select "finished"

Now, all finished tasks are color coded. I'm still trying to figure out the correct options for late tasks. It must be in there somewhere.

Answer 3

You format the text - I have a different version from yours but all versions have a way to do it. IF you can't find it in the ribbon, go to help and ask the question.

Answer 4

You can use following formula:

IIf([Baseline Finish]=[Actual Finish],1,IIf([Baseline Finish]<[Actual Finish],ProjDateDiff([Baseline Finish],[Actual Finish])/480,IIf([Baseline Finish]>[Actual Finish] And [Actual Finish]<=now(),0,IIf([Baseline Finish]>[Actual Finish] And [Start]>now(),1,ProjDateDiff([Baseline Finish],[Actual Finish])/480))))

Colour codes:

• Greater than 5: Red
• Greater than 2: yellow
• Greater than 0: Green
• Equals 0: Blue (already completed task) Less than 0 - White (Yet to be started)