Assign a resource

You assign resources (resources: The people, equipment, and material that are used to complete tasks in a project.) to tasks to clarify responsibility for getting those tasks done. Assigning resources also helps you determine how long it will take for a task to get done, and, if you track costs, how much the task will cost. A resource can be a single person, a generic resource (generic resources: Placeholder resources that are used to specify the skills required for a specific task.) that can be replaced later, a group (for example, programmers), a piece of equipment (for example, a crane or computer), or material resources (material resources: Consumable materials or supplies, such as concrete, wood, or nails.) consumed in the course of accomplishing the task.

  1. On the View menu, click Gantt Chart.
  2. In the Task Name field, select the task to which you want to assign a resource.
  3. Click Assign Resources Button image.

 Note   You can also use the Resources side pane (side pane: A pane displayed on the left side of the Project and Project Web Access interfaces. In Project, the side pane contains Project Guide information; in Project Web Access, the side pane contains links.) to quickly assign people and equipment to tasks. On the Project Guide toolbar, click Resources and then click Assign people and equipment to tasks. Then follow the instructions that appear in the side pane.

ShowAdd new resources to the project

You can add resources to the project while you're assigning tasks. Information about resources you add in the Assign Resources dialog box is also entered in the Resource Sheet.

ShowType the name of a new resource

  1. In the Resource Name field, click a blank row.
  2. Type the name of the new resource.

ShowAdd new resources from a group of outside resources

From the Assign Resources dialog box, you can add resources who exist within your organization, but who do not exist in your project. This can include resources in your e-mail address book and

enterprise resources (enterprise resources: Resources that are part of an organization's entire list of resources. Enterprise resources can be shared across projects.).

  1. If necessary, click Button image to expand Resource list options.
  2. Click Add Resources, and select one of the following options to add additional names to the Resource Name box:
    • Click From Active Directory to select resources from your Microsoft Windows network domain.
    • Click From Address Book to select resources from your e-mail address book.
    • Click From Project Server to select resources from Microsoft Office Project Server 2003.

ShowFilter a long list of resources

If you have a long list of resources, it's best to filter (filter: Specifies which task or resource information should be displayed or highlighted in a view. For example, when you apply the Critical filter, only critical tasks are displayed.) them to narrow your choices. You can filter by availability (availability: Indicates when and how much of a resource's time can be scheduled for assigned work. Availability is determined by project and resource calendars, resource start and finish dates, or the level at which the resource is available for work.), work skills (skill set: A particular resource's skills.), and other criteria.

  1. Click Button image to expand Resource list options, and then, under Filter by, select the filter options you want:
    • Select the Filter by check box, and then select the filter you want.
    • Select the Available to work check box, and then select the number of available hours you want resources to be filtered by.
  2. To see a graph of resource availability, select the resources, and then click Graphs.


  • If you have both Filter by check boxes selected, resources who fulfill both filter conditions are listed.
  • If the filter you want is not available, click More filters.

ShowAssign a resource to a task

  1. In the Resource Name field, click the name of the resource you want to assign.
  2. In the R/D column, click either Request or Demand to specify whether or not you require that this resource be assigned to the task. This resource setting is used for the Resource Substitution Wizard. If you request the resource, the wizard assigns the resource only if the resource is not overallocated.

ShowAssign a single work resource full time

  1. Make sure that the Units field indicates 100% for the selected resource.
  2. Click Assign.

ShowAssign a single work resource part time

  1. In the Units field, type a percentage less than 100.

This amount should represent the percentage of working time you want the resource to spend on the task. For example, if the resource will be working on this task half time, type 50%.

  1. Click Assign.

ShowAssign a group of multiple work resources

  1. In the Units field, type a percentage amount greater than 100.

This amount should represent the level of effort this group of resources will be working. For example, if the resource is Operators, there are three of them, and you want to assign all three of them full time, type 300%.

  1. Click Assign.

ShowSpecify the consumption rate of a material resource

  1. In the Units field, type a decimal that indicates the amount of material to be used for this assignment (assignment: A specific resource that is assigned to a particular task.), and then enter the material label (material label: The unit of measure for a material resource, such as tons, cubic yards, or board feet.).

For example, if you're using 20 yards of lumber, type 20.

  1. If the amount of material used depends on the task duration (duration: The total span of active working time that is required to complete a task. This is generally the amount of working time from the start to finish of a task, as defined by the project and resource calendar.), enter the rate of use by adding a slash (/) and a duration code or abbreviation.

For example, if 20 yards of lumber is used per week, enter 20/week or 20/w.

  1. Click Assign.


If you assign a resource full time to a summary task, don't assign the resource full time to subtasks under that summary task, or you can inadvertently cause unnecessary overallocations (overallocation: The result of assigning more tasks to a resource than the resource can accomplish in the working time available.).

Applies to:
Project 2003