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How to Display Values and Graphical Indicators in Microsoft Project

WPS Editor Oct 1, 2026 868 views

Question details

The user wants to know if Microsoft Project custom fields can simultaneously display a numeric value and a graphical indicator (such as a progress bar) to visualize task completion and counts.

How to Display Values and Graphical Indicators in Microsoft Project

Product: Microsoft Project
Device & OS: not provided
Scenario: Visualizing task completion percentages and status counts using custom fields and graphical indicators on a project board.
Observed behavior: Microsoft Project custom fields allow for indicator icons but cannot display both the text/numeric value and a graphical bar in the same field natively.

Before you start

Before proceeding, note that Microsoft Project has native limitations for combining raw values and graphical bars in a single custom field, so you will need to rely on alternative formatting styles or export the data for external reporting.

Solution 1Recommended

Export Project Data to a Spreadsheet for Advanced Charting

Since MS Project restricts combining values and data bars in custom fields, exporting your project data to a spreadsheet software allows you to use advanced conditional formatting and charting.

Spreadsheet tools natively support 'Data Bars' and custom conditional formatting, allowing you to seamlessly overlay graphical progress indicators directly on top of your completion percentage values.

Set up fields in Microsoft Project

Ensure all your custom calculation fields, such as completion percentages and task counts, are visible in your current Microsoft Project view.

Export the data

Go to File > Export > Save Project as File, select Microsoft Excel Workbook, and click Save As to export your task list.

Apply conditional formatting

Open the exported spreadsheet, highlight the completion percentage column, and select Conditional Formatting > Data Bars to display both the value and the graphical indicator in the same cell.

Export Project Data to a Spreadsheet for Advanced Charting

Visual Reports: Alternatively, you can use the built-in 'Visual Reports' feature in Microsoft Project to automatically generate PivotCharts in Excel.

Solution 2

Use Custom Fields and Rollups for Task Counts

Create a custom number field to count tasks and use rollups to calculate the sum for summary tasks, helping you track completion metrics.

Solution 3

Customize Gantt Bar Styles for Visual Status

Modify the Gantt chart bar styles to visually differentiate between completed, in-progress, and unstarted tasks using colors.

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Use WPS Spreadsheet for Advanced Project Reporting

Since Microsoft Project limits how you can display custom graphical indicators alongside values, exporting your task data to a spreadsheet is the best workaround. WPS Office offers a free, lightweight, and highly compatible alternative to Microsoft Office. You can seamlessly open your exported project data in WPS Spreadsheet to create custom dashboards, progress bars, and visual reports.

1. Download and Install WPS Office: Visit the official WPS Office website to download and install the free suite on your device.
2. Open Your Project Export: Launch WPS Spreadsheet and open the .xlsx file you exported from Microsoft Project.
3. Add Visual Indicators: Highlight your data columns, click Conditional Formatting in the Home tab, and select Data Bars to show values and progress graphics together.

Completely free and lightweight office suiteFully compatible with Microsoft Excel (.xlsx) formats for opening your exported project dataFamiliar user interface for immediate adoption with zero learning curveAdvanced charting and conditional formatting for custom project tracking

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Frequently Asked Questions

Can I show both a number and an icon in the same Microsoft Project custom field?

No, Microsoft Project custom fields are limited to displaying either the raw data value or a graphical indicator (icon), but they cannot display both simultaneously in the exact same cell.

How do I color-code Gantt bars based on task status in MS Project?

You can use the Bar Styles feature by double-clicking the Gantt chart background. Add specific rules for finished, in-progress, and unstarted tasks, then assign distinct colors (like green, blue, and gray) to each style.

How can I count the number of completed tasks under a summary task?

You can create a custom Number field, assign it a formula of '1', and set its summary calculation to 'Rollup: Sum'. This will add up all the tasks under the summary group, giving you a total count that can be filtered for completed tasks.

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