Sharing custom fields between views in MS Project 3 comments

Sharing Custom Fields: Question


“Sharing custom fields: If I create a customized text field in Microsoft Project using a drop-down (or look-up table), how can I get that information to travel from view to view? If I am in the Gantt view, and I add the field, I would hope that when I go to the resource view, I should be able to add that same text field (with the same data in it)?”


Sharing Custom Fields: Answer


When you create a custom field (Tools->Customize->Fields)  in a task-based view, such as the Gantt Chart view, it will be available (Insert->Column) in other task-based views (and easier it find if you rename the field while you’re creating it.)


However, it will not be available in resource-based views, such as Resource Usage.  That’s because you’re now looking at resource (or assignment) characteristics, not task characteristics.  (Task:Text1 is not the same field as Resource:Text1).  You could create another similar custom field for resources, or you could take a look at a different view, perhaps Task Usage, which has similar information, but is task-orientated.


Views in Microsoft Project aren’t really like sheets in Excel, even though they look similar in the most recent releases of Project.  You should think of MS Project as a single database, and each view is giving you insight into certain tables within the database.

About Kevin Archbold

Kevin Archbold, PMP, PMI-SP, has over 30 years of project management experience with large and small organizations in a variety of industries, including automotive, nuclear, telecommunications, trucking, IT, recruiting, mining, construction, and government. Kevin has presented at local and national levels within the Project Management Institute (PMI), is the winner of a local chapter PMI Project of the Year Award, and is the current president of a PMI Chapter.

Leave a comment

Your email address will not be published. Required fields are marked *

3 thoughts on “Sharing custom fields between views in MS Project