Others

How to Show One Year of Work for a Multiyear Microsoft Project Task

Maira Mehtab Sep 28, 2026 869 views

Question details

The user wants to display work hours assigned specifically to one year (e.g., 2025) for a multi-year task directly in the Gantt Chart view.

Product: Microsoft Project
Device & OS: not provided
Scenario: Managing long-term project schedules and needing year-specific work data visible alongside standard task information.
Observed behavior: Task Usage shows time-phased yearly values correctly, but the standard Gantt Chart view does not automatically display time-phased data for a specific year in its columns.

Before you start

Ensure your Microsoft Project file is saved and open the 'Task Usage' view to confirm your time-phased work data is accurately assigned across the multiyear task.

Solution 1Recommended

Split the Multiyear Task into Separate Yearly Tasks

The simplest and most visual way to see work broken down by year in the Gantt Chart is to divide the long task into consecutive yearly tasks.

By breaking the task down manually, you force the standard Gantt Chart columns to calculate and display the work specifically for that calendar year without needing custom formulas.

Identify the multiyear task

Open your Microsoft Project file and select the multiyear task in the standard Gantt Chart view.

Create yearly sub-tasks

Insert new rows below the original task and create distinct tasks for each year (e.g., 'Phase 1 - 2024', 'Phase 1 - 2025').

Adjust task dates

Modify the Start and Finish dates for each newly created task so they strictly fall within the corresponding calendar year.

Link the tasks

Select the yearly tasks and use the 'Link the Selected Tasks' button to create Finish-to-Start dependencies, ensuring the timeline remains continuous.

Solution 2

Manually Copy Yearly Values to a Custom Column

Use the Task Usage view to find the specific year's work hours, then display it in a custom column on your Gantt Chart.

Solution 3

Use VBA to Export Time-Phased Data

For advanced users managing complex schedules, a VBA script can automate the extraction of time-phased data to a custom column or Excel file.

Free Microsoft Office alternative

Manage Project Schedules and Gantt Charts Easily with WPS Office

While Microsoft Project handles complex time-phased data, WPS Office offers a lightweight, free alternative for robust project management. You can easily create customized Gantt charts, track yearly work hours, and manage timelines using the powerful built-in spreadsheet templates.

1. Download WPS Office: Install WPS Office for free on your Windows, Mac, or mobile device.
2. Open a Project Template: Launch WPS Spreadsheet, go to the 'Templates' section, and search for 'Gantt Chart' or 'Project Management'.
3. Track Yearly Progress: Customize the template columns to track specific yearly data without needing complex software configurations.

Completely free and lightweight alternative to Microsoft Office.Fully compatible with Microsoft Excel (.xlsx) formats for easy schedule sharing.Rich library of free project management and Gantt chart templates.Familiar user interface with zero learning curve for immediate productivity.

Frequently Asked Questions

Why doesn't the Gantt Chart show time-phased data automatically?

The Gantt Chart view is primarily designed to display overall schedule timelines, task durations, and dependencies. Time-phased data, such as daily, monthly, or yearly work hours, is specifically handled by the Task Usage or Resource Usage views.

Can I automate splitting tasks in MS Project?

Microsoft Project does not have a native button to automatically split tasks by year. You must either manually create sequential tasks or use a custom VBA macro to divide the work based on calendar years.

How do I change the timescale in Task Usage to show years?

Right-click the timescale header in the right-hand pane of the Task Usage view, select 'Timescale', and change the Top or Middle Tier units to 'Years'. Click OK to apply the changes.

Office Quick Solutions