How to Create Level 3 Resource Groups in Microsoft Project Reports
Question details
The user wants to display more than two outline levels in a Microsoft Project resource report.
- Product
- Microsoft Project
- Device & OS
- not provided
- Scenario
- Creating detailed resource reports with multiple grouping levels for better project tracking and visibility.
- Observed behavior
- Default resource reports grouped by the Resource Group field only contain two levels: the group and its resources. The goal is to show three or more hierarchical levels.
Ensure that your project file has custom fields or secondary attributes (such as Resource Type or Cost Center) assigned to resources to enable multi-level grouping.
Create a Custom Group with Multiple Fields
By defining a custom group that layers multiple resource fields, you can force the report to display three or more outline levels instead of the default two.
A standard resource report grouped by a single field only shows the main group and the resources within it. To add deeper categorization, you must build a custom grouping rule that utilizes a primary field followed by secondary fields.
Navigate to the 'View' tab on the Microsoft Project ribbon. In the Data group, click the 'Group By' drop-down menu and select 'New Group By' or 'More Groups'.
Select the 'Resource' option to ensure you are modifying resource views, then click the 'New' button to open the Group Definition dialog box.
In the 'Group By' row, click the drop-down under Field Name and select your primary grouping field, such as 'Resource Group'.
In the 'Then By' row immediately below it, select your secondary field, such as 'Type' or a custom text field. Each 'Then By' row you add creates an additional outline level.
Name your new group, click 'Save', and apply it. When you generate your resource report, it will now display the primary group, the secondary group, and the individual resources, successfully creating three or more outline levels.
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Frequently Asked Questions
Why does my default resource report only show two levels?
By default, Microsoft Project groups data by a single field (like Resource Group), which naturally creates only two levels: the parent group heading and the individual resources nested directly under it.
Can I add more than three outline levels to a resource group?
Yes, you can continue adding 'Then By' rows in the custom group definition dialog box. Each additional field you assign will generate another outline level in your project reports, provided the data exists.
Where do I access the grouping options in Microsoft Project?
Grouping options are located on the View tab. Look for the Data section, where you will find the 'Group By' dropdown menu to customize how your tasks and resources are organized.
