How to Create a Two-Weeks-On, Two-Weeks-Off Calendar in MS Project
Question details
The user needs to configure a project schedule with a continuous 14-day work period (12 hours per day, Monday through Sunday), followed immediately by a 14-day rest period.
- Product
- Microsoft Project
- Device & OS
- not provided
- Scenario
- Setting up offshore rotation schedules that require alternating extended multi-week shifts and rest periods.
- Observed behavior
- Microsoft Project defaults to standard 5-day workweeks and its recurring calendar settings appear to restrict exception configurations to standard one-week increments.
Ensure you have editing rights to the project file and a clear list of the specific start dates for the offshore rotations before modifying the base project calendar.
Create Custom Exceptions for 14-Day Rest Periods
Set a base 7-day working week and manually block out the 14-day off periods using custom exceptions. This method is highly recommended as it is simpler and more reliable than complex recurrence setups.
Instead of trying to force a recurrence pattern, setting up a 7-day continuous workweek and manually defining the two-week breaks as 'Exceptions' provides the highest level of control over your offshore schedule.
Navigate to the 'Project' tab on the ribbon and click 'Change Working Time'. Click 'Create New Calendar', name it 'Offshore Rotation (14on/14off)', select 'Make a copy of Standard', and click OK.
Go to the 'Work Weeks' tab and click 'Details'. Select all days from Monday to Sunday. Choose 'Set day(s) to these specific working times', and enter '06:00 to 18:00' (or your required 12-hour shift times).
Switch to the 'Exceptions' tab. In the calendar preview at the top, highlight the continuous 14-day block where the team will be off. In the grid below, type a name for the exception (e.g., 'Rest Period 1') and press Enter.
Scroll forward in the calendar preview to the next 14-day off block and repeat the process for 'Rest Period 2', 'Rest Period 3', etc. Apply this calendar to your project or specific resources when finished.
Configure Recurrence Settings for Exceptions
If you have a very long-term project spanning several years, configuring a recurrence pattern for the rest periods can save time over manual selection.
Manage Project Schedules Seamlessly with WPS Office
While Microsoft Project requires a costly standalone license for scheduling, WPS Office provides a free, robust alternative for everyday project management. You can easily build automated tracking calendars, Gantt charts, and rotation schedules using WPS Spreadsheet. It offers a highly familiar interface, lightweight performance, and seamless compatibility with all Microsoft Office formats.
- 1. Download and install WPS Office: Get the free WPS Office suite from the official website and install it on your device.
- 2. Access schedule templates: Open WPS Spreadsheet, go to the template library, and search for 'Project Schedule' or 'Gantt Chart'.
- 3. Customize your rotation timeline: Easily input your 14-on/14-off offshore dates using intuitive spreadsheet cells, conditionally formatting them to track rotations without complex software configurations.
Frequently Asked Questions
Can I set a 12-hour workday as the default in MS Project?
Yes. You can modify the default working hours in the 'Work Weeks' details under 'Change Working Time'. By selecting all active working days, you can manually enter custom shift times like 06:00 to 18:00 to establish a 12-hour workday.
Why does MS Project seem to limit calendar exceptions to one week?
The default recurrence interface is optimized for weekly schedules or standard annual exceptions like holidays. However, this is just an interface layout—manual exceptions can span any length of time simply by clicking and dragging across multiple weeks to define the start and finish dates.
How do I apply this 14-on/14-off calendar to a specific offshore worker?
Navigate to the Resource Sheet view, double-click the specific resource's name to open the 'Resource Information' dialog, go to the 'General' tab, and select your custom offshore calendar from the 'Base calendar' dropdown menu.
Will modifying the calendar affect existing tasks?
Yes. Any tasks assigned to resources using this custom calendar, or tasks strictly scheduled by this project calendar, will be automatically recalculated by MS Project based on the new 14-on/14-off availability and 12-hour days.
