Rolling Up Tasks in Microsoft Project
Part one of a two-part series of blogs

When you collapse a group of tasks in a Microsoft Project schedule you lose the ability to see the detail of when individual tasks start and finish. The solution is to roll up your subtasks so that you can see them even when the task group has been collapsed.

  1. Rolling Up Tasks in Microsoft Project (this blog)
  2. Formatting Rolled Up Tasks in Microsoft Project

Posted by Andrew Gould on 31 May 2011

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Rolling Up Tasks in Microsoft Project

When you have a detailed schedule in Microsoft Project it can be useful to collapse the subtasks in order to see a summarised view of your project plan.  But what if you want to see more than just a single summary task bar representing multiple tasks?  The answer is to rollup your subtasks!  Read on for how to do this.

The original task list The final, formatted list of rolled up tasks
We want to get from this... ...to this!

The starting point for creating the example shown above is to make sure you can see the subtasks rolled up onto the summary task.  To do this, first select all of the subtasks that you want to rollup:

Opening the Task Information dialog box

Right-click on the selected tasks and choose the option shown here to display the Task Information dialog box.

 

The next step is to tell Project to rollup the selected tasks.

Choosing to rollup the selected tasks

On the General tab of the dialog box, place a tick in the box marked Roll up Gantt bar to summary, and then click OK.

 

You should find that you now have a replica of each subtask lying over the top of the summary task.

A group of rolled up tasks

Admittedly, this still looks a bit naff - our next job is to tidy it up so that it looks pretty!

 

There are still a few things left to do in order to tidy up the final result - read part 2 of this blog series to find out how! 

  1. Rolling Up Tasks in Microsoft Project (this blog)
  2. Formatting Rolled Up Tasks in Microsoft Project
This blog has 1 thread Add post
27 Oct 16 at 08:01

When I used Project 2007 and wanted to change information on a rolled up task, I right clicked on the relevant bar and the task information box would be listed.  On Project 2010 when I do this, the task information box is missing and now has 'information' and 'notes' listed, clicking on either does not let me change the actual task information but shows the summary task.  Has the shortcut been replaced completely or can I reinstate it.

2007 list = split bar                             2010 list = format bar

                  format bar                                           manually schedule

                  task information                                   auto schedule

                  task notes                                            information

                                                                               notes

                                                                               add to timeline 

27 Oct 16 at 08:30

Hi POPP,

As far as I'm aware in Project 2010 you can only see the Task Information dialog box for a rolled up task on the Gantt chart by right-clicking the original subtask bar.

27 Oct 16 at 15:26

Thank you Andrew, unfortunately that is what I have been doing and I'm disappointed I can't use this shortcut anymore.

Thanks again for taking the time to answer.

 

POPP

Andrew G  
28 Oct 16 at 07:18

You're welcome! Sorry that I couldn't help any further.