Microsoft Project — “Group by:” Menu (Every Item Explained)
“Group by” organizes tasks into sections with headers without hiding tasks. It helps you analyze the schedule faster—especially for construction planning.
Filter = hides/shows tasks • Group by = organizes tasks into sections without hiding them.
📂 What “Group by” Means Organize tasks into sections for analysis (not hiding) ⌄
Think of Group by as: “How do I want to organize my task list for analysis?”
Group by vs Filter
- Filter → hides/shows tasks
- Group by → adds headers/sections, keeps tasks visible
🧩 Custom User-created groups (or template groups) ⌄
“Custom” groups are created by you or come from a template. They are not always included by default in every file.
Weekly List Groups tasks by week (Start week or Finish week) ›
What it is
A custom group (user-created or template-based) that groups tasks by week—usually by the week of Start or Finish.
Use it for
- Weekly planning meetings
- Look-ahead schedules (Week 1 / Week 2 / Week 3)
- Site coordination
🏗 Built-In Groups Microsoft Project default “Group by” options ⌄
These groups come built-in with Microsoft Project. They are great for schedule health checks and reporting.
[No Group] Normal WBS order (no headers) ›
What it does
Shows tasks in their normal WBS/outline order, with no grouping headers.
Use it when
- Editing logic, links, or WBS
- Cleaning task names or durations
Active vs. Inactive Groups tasks into active and inactive (what-if/cancelled scope) ›
How it arranges tasks
- Active tasks → normal working tasks
- Inactive tasks → crossed-out tasks (alternatives/cancelled)
Use it for
- Reviewing cancelled or postponed scope
- Keeping “what-if” tasks without deleting them
Auto Scheduled vs. Manually Scheduled Groups tasks by scheduling mode (CPM health check) ›
How it arranges tasks
- Auto Scheduled → calculated by logic (predecessors/constraints)
- Manually Scheduled → fixed dates/durations (not driven by logic)
Use it to
- Detect risky manually scheduled tasks
- Clean schedules before baselines
- Enforce professional CPM logic
Complete and Incomplete Tasks Groups by progress status (100% vs <100%) ›
How it arranges tasks
- Complete (100%)
- Incomplete (< 100%)
Use it for
- Progress reviews
- Monthly reporting
- Verifying what’s actually finished
Constraint Type Groups tasks by constraints (schedule health check) ›
What it groups
- As Soon As Possible (ASAP)
- As Late As Possible (ALAP)
- Must Start On / Must Finish On
- Start No Earlier Than / Finish No Later Than
Use it to
- Find hard constraints blocking logic
- Debug schedules that won’t move
- Clean imported or client-forced dates
Critical Groups tasks into critical vs non-critical (float-based) ›
How it arranges tasks
- Critical tasks
- Non-critical tasks
Definition (typical)
Usually based on Total Slack = 0 (or a threshold set in options).
Use it for
- Delay recovery
- Resource prioritization
- Daily site focus
Duration Groups tasks by duration ranges (short/medium/long) ›
How it arranges tasks
Groups tasks into duration ranges (short, medium, long) so you can see unrealistic or overly long activities.
Use it for
- Spotting overly long tasks
- Breaking down unrealistic durations
- Improving schedule detail quality
Duration then Priority 2-level grouping: Duration first, then Priority ›
How it arranges tasks
- Groups by Duration
- Within each duration group, sub-groups by Priority
Use it for
- Deciding which long tasks are most important
- Resource leveling decisions
- Management review
Milestones Groups milestones (0d) vs non-milestones ›
How it arranges tasks
- Milestones (0 duration)
- Non-milestones
Use it for
- Executive reporting
- Approval tracking
- Inspection & handover control
Priority Groups tasks by Priority value (0–1000) ›
What it groups
Groups tasks by the Priority number (0–1000).
Use it for
- Resource leveling
- Conflict resolution
- Management emphasis
Priority Keeping Outline Structure Priority grouping + keeps WBS hierarchy visible ›
What it does
Same as Priority grouping, but it keeps the WBS/outline structure visible so tasks stay in context.
Use it for
- Reviewing priorities without losing structure
- Team discussions where WBS context matters
Resource Groups tasks by assigned resource (teams/equipment) ›
How it arranges tasks
Groups tasks by the resource assigned (crew, equipment, subcontractor).
- Carpenter Team
- Concrete Crew
- Crane
- Engineer
Use it for
- Manpower planning
- Equipment scheduling
- Resource overload analysis
Status Groups tasks by status (Not Started / In Progress / Completed / Late) ›
How it arranges tasks
Groups tasks by status categories such as Not Started, In Progress, Completed, and sometimes Late (depends on settings).
Use it for
- Daily progress meetings
- Site status dashboards
- Quick schedule health checks
🛠 Group Management Commands Tools to clear/create/manage grouping & keep hierarchy ⌄
These are not “groups” like the ones above—these are commands that manage how grouping behaves.
Clear Group Removes grouping (returns to [No Group]) ›
What it does
Removes the current grouping and returns to [No Group].
New Group By… Create your own custom group (construction recommended) ›
What it does
Create a new custom group (example: group by Total Slack, Start Week, Text field like Trade/Zone/Floor).
Construction examples
- Group by Text1 = Trade (Concrete, Rebar, Masonry, MEP)
- Group by Text2 = Zone (Zone A/B/C)
- Group by Text3 = Floor (GF, 1F, 2F, Roof)
More Groups… Opens group manager (copy/edit/organize) ›
What it does
Opens the full group manager so you can copy, edit, and organize groups for company standards.
Use it for
- Reusable professional setups
- Company standard group sets
Maintain Hierarchy in Current Group Keeps WBS parent–child structure inside groups ›
What it does
Keeps the WBS hierarchy visible inside the current group.
Why it matters
- Prevents confusion
- Keeps parent–child relationships clear
- Makes grouped lists easier to understand