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How to Show 100% Resource Allocation Percentages in Microsoft Project

Rana Garcia Oct 10, 2026 869 views

Question details

Users want to display the allocation percentages for all resource assignments directly on the Gantt chart, including those assigned at or above 100%.

How to Show 100% Resource Allocation Percentages in Microsoft Project Gantt Charts

Product: Microsoft Project
Device & OS: not provided
Scenario: Reviewing resource assignments and workloads in the Gantt Chart view.
Observed behavior: By default, Microsoft Project only displays allocation percentages below 100% next to resource names on the Gantt chart, hiding the percentage if the resource is assigned at exactly 100%.

Before you start

Ensure your project file is open in the Gantt Chart view and that you have resources actively assigned to your project tasks.

Solution 1Recommended

Use a Custom Text Field to Display Allocation Percentages

Since Microsoft Project does not have a built-in toggle for this, you must create a custom text field with a formula to append the allocation percentage, then apply it to the Gantt bars.

Microsoft Project is designed to reduce visual clutter, which is why 100% allocations are hidden by default. To override this, you can define a custom task field that forces the software to evaluate and output the exact text you want to see.

Create a Custom Field

Right-click on any column header in your task list and select 'Custom Fields'. Under the 'Field' option, ensure 'Task' is selected, then choose 'Text' from the Type dropdown menu.

Enter the Formula

Select an unused text field (e.g., Text1) and click the 'Formula' button. Write a formula that outputs the resource name alongside your desired percentage text (for example, combining the [Resource Names] field with '100%'), then click 'OK'.

Open Bar Styles

Double-click on an empty space within the Gantt Chart area to open the 'Bar Styles' dialog box.

Apply Custom Text to Gantt Bars

Select the task bar you want to modify, navigate to the 'Text' tab at the bottom, and change the 'Right' (or your preferred position) dropdown from 'Resource Names' to your newly created custom field (e.g., Text1). Click 'OK' to apply.

Use a Custom Text Field to Display Allocation Percentages

Custom Formula Adjustments: The exact formula you use will depend on whether you want a static '100%' added to fully allocated tasks, or if you are using an IIf statement to dynamically evaluate actual assignment units.

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Frequently Asked Questions

Why does Microsoft Project hide 100% resource allocations by default?

Microsoft Project is designed to minimize visual clutter on the Gantt chart. By default, it assumes 100% allocation is standard, so it only flags exceptions—such as under-allocated (less than 100%) or over-allocated resources.

Can I apply the custom text workaround to specific tasks only?

Yes. When creating your formula in the Custom Fields dialog, you can use an IIf (If-Then) statement to ensure the custom text is only generated for tasks that meet specific criteria.

How do I revert my Gantt chart back to the default display?

To undo the custom display, double-click the Gantt chart area to open the Bar Styles dialog, navigate to the Text tab, and change the field displaying your custom text back to 'Resource Names'.

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