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How to Show Overall Completion for Repeated Subtasks in MS Project

Guest Writer Oct 1, 2026 868 views

Question details

The user needs to calculate and display the average completion percentage for subtasks that repeat identically across multiple summary tasks.

How to Show Overall Completion for Repeated Subtasks in Microsoft Project

Product: Microsoft Project
Device & OS: not provided
Scenario: Tracking average progress for repetitive work across multiple parent tasks, such as identical construction stages for 18 different golf course holes.
Observed behavior: The user wants to aggregate task completion data based on the task name rather than the standard summary task hierarchy.

Before you start

Ensure that all repeated subtasks you want to group together share exactly the same name (e.g., 'Earthworks') without any extra spaces or spelling variations.

Solution 1Recommended

Group Subtasks by Name to View Average Completion

Create a custom task group based on identically named subtasks to see their aggregated overall completion percentage in a single view.

By utilizing a custom grouping based on the Task Name field, Microsoft Project can automatically roll up and calculate the average completion percentage for matching subtasks across your entire project schedule.

Switch to the Task Sheet View

Navigate to the 'View' tab on the top ribbon, locate the Task Views group, and select 'Task Sheet'. This removes the Gantt chart and provides a clear tabular view of your tasks.

Insert the % Complete Column

Right-click on any existing column header, select 'Insert Column', and type '% Complete' to add it to your current view.

Create a Custom Grouping

Go back to the 'View' tab, find the 'Data' group, and click the 'Group by' dropdown menu. Choose 'New Group By' from the list.

Apply Grouping by Name

In the Group By dialog box, set the 'Field Name' dropdown to 'Name' and click 'Apply'. Microsoft Project will instantly group identical tasks and display their average overall completion percentage on the summary line.

Group Subtasks by Name to View Average Completion

Accurate Calculation: Project will now accurately show the average completion for each grouped repeated task name, such as all 'Earthworks' tasks combined.

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Frequently Asked Questions

Can I use Microsoft Planner for this type of repeated subtask tracking?

Currently, Microsoft Planner does not support rolling up average completion percentages for repeated subtasks across different buckets. As an alternative, you can redesign your Planner board by using each main phase (e.g., each golf hole) as a bucket and each subtask as an individual task card.

Why is the % Complete column showing incorrect averages after applying the group?

This usually happens if the repeated subtasks do not have identical names. Custom grouping relies on exact text matches. Ensure there are no typos, extra spaces, or varying capitalization in the Task Name field.

Can I filter the custom group view to only show one specific repeated task?

Yes. After applying your custom group, you can click the dropdown arrow on the Task Name column header and check only the specific task names (for example, 'Earthworks') that you wish to review.

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