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How to Create a Summary View for Selected Tasks in Microsoft Project

Algirdas Jasaitis Oct 12, 2026 869 views

Question details

The user wants to generate a high-level schedule displaying only selected tasks from a master project without having to create a separate file or display every subtask.

How to Create a Summary View for Selected Tasks in Microsoft Project

Product: Microsoft Project
Device & OS: not provided
Scenario: Generating a customized high-level project report or view for stakeholders.
Observed behavior: The default views show all subtasks or require manual creation of separate project files to isolate specific main activities.

Before you start

Ensure you open the master project with read/write access so that your new custom filters and view configurations can be saved correctly.

Solution 1Recommended

Use the Marked Column and Custom Filters

This is the most efficient way to dynamically display only the tasks you want to highlight in your master project.

By leveraging the built-in 'Marked' column, you can flag specific tasks and then apply a custom filter to hide everything else. This prevents the need to maintain multiple copies of the same project file.

Insert the Marked column

Right-click on any column header in your Gantt Chart view, select 'Insert Column', and choose 'Marked' from the dropdown list.

Select tasks to display

Go through your task list and change the value in the Marked column to 'Yes' for every task you want to appear in your high-level summary.

Create a custom filter

Navigate to the View tab, open the Filter dropdown, and select 'New Filter'. Name it something recognizable like 'Summary View Filter'.

Define filter conditions

Set the Field Name to 'Marked', the Test to 'equals', and the Value to 'Yes'. Check the box for 'Show related summary tasks' if you want to maintain the hierarchy structure, then save and apply the filter.

Use the Marked Column and Custom Filters

Reusable Filter: Once saved, this filter can be toggled on or off from the View tab whenever you need to generate your high-level monthly reports.

Solution 2

Create a Dedicated Custom View

Ideal if you need to frequently switch between the detailed master schedule and the high-level summary without manually reapplying filters.

Free Microsoft Office alternative

Manage Project Schedules Easily with WPS Office

If you don't need the heavy complexity of Microsoft Project, WPS Spreadsheet offers an excellent, lightweight alternative. You can easily create Gantt charts, manage task summaries, and filter high-level schedules using familiar spreadsheet tools—all for free.

1. Open a Project Template: Launch WPS Spreadsheet, navigate to the template library, and search for 'Gantt Chart' or 'Project Schedule'.
2. Input Task Data: Enter your task names, start dates, and durations into the pre-formatted spreadsheet.
3. Filter High-Level Tasks: Use the Data tab to apply AutoFilters to your columns, allowing you to instantly hide subtasks and display only summary milestones.

Seamless compatibility with Microsoft Excel (.xlsx) project templatesFree, lightweight alternative to complex project management toolsFamiliar spreadsheet interface for easy task tracking and filteringBuilt-in Gantt chart templates for quick high-level scheduling

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Frequently Asked Questions

Can I export this summary view to a PDF for stakeholder reporting?

Yes, once your custom filter is applied, you can go to File > Print or File > Export to save the filtered high-level Gantt chart directly as a PDF document.

What is the difference between a Flag field and the Marked field in Microsoft Project?

The Marked field is a built-in Yes/No field natively designed for quick highlighting. Flag1 through Flag20 are customizable fields that you can define and rename for more complex, specific filtering rules across different views.

How do I ensure the parent tasks stay visible when filtering out subtasks?

When setting up your custom filter, ensure you check the box labeled 'Show related summary tasks'. This forces Microsoft Project to display the parent summary tasks even if they do not directly meet the filter criteria.

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