Microsoft Project — Task Filters (Built-In) & Filter Tools
These are built-in task filters that hide/show rows in the current view. They do not delete tasks.
Built-In Microsoft Project’s default task filters ⌄
The items below are the most common built-in task filters. They are quick ways to show only the tasks you want to review.
[No Filter] Shows all tasks (no filtering) ›
What it does
Shows all tasks (returns the view to normal).
When to use
Any time you want to return to the full schedule list.
Active Tasks Shows tasks not finished (usually % Complete < 100%) ›
Shows
Tasks that are not finished and considered active (typically % Complete < 100%).
Hides
Completed tasks.
Use it for
Daily control meetings—focus only on what still needs work.
Completed Tasks Shows tasks with % Complete = 100% or Actual Finish ›
Shows
Tasks with % Complete = 100% (or an Actual Finish recorded).
Hides
Anything not fully complete.
Use it for
Handover documentation, progress reporting, verifying what’s truly done.
Critical Shows tasks on the critical path (typically Total Slack = 0) ›
Shows
Tasks on the critical path.
Rule (typical)
Total Slack = 0 (or less if negative float exists).
Use it for
Protecting the finish date—tasks you can’t delay without delaying the project end.
Date Range… Shows tasks scheduled within a date window you enter ›
What it does
Opens a dialog so you can enter Start/Finish date boundaries.
Shows
Tasks whose dates fall within the range (commonly Start or Finish in the selected window).
Use it for
Weekly look-ahead (next 7 days), monthly planning, “show tasks during concrete week,” etc.
Incomplete Tasks Shows tasks that are not complete (% Complete < 100%) ›
Shows
Tasks that are not complete (typically % Complete < 100%).
Hides
Completed tasks.
Difference vs Active Tasks
Often the results look the same. “Incomplete” is usually the simpler definition: not 100%.
Late Tasks Shows tasks behind schedule (Status Date / variance logic) ›
Shows
Tasks that are behind schedule relative to the plan.
Typical logic
Tasks that should have started/finished by the Status Date (or today) but haven’t, or tasks with positive variance (example: Finish Variance > 0).
Use it for
Quickly finding delays you must recover.
Common gotchas
- If Status Date is not set, “late” may behave like “late vs today.”
- If tasks aren’t updated with actuals, the filter can show confusing results.
Milestones Shows tasks with Duration = 0 days ›
Shows
Tasks where Duration = 0 days (milestones).
Use it for
High-level reporting: approvals, inspections, pour dates, handover milestones.
Summary Tasks Shows only summary rows (WBS headings) ›
Shows
Only summary rows (WBS/outline headings).
Hides
Detail tasks (subtasks).
Use it for
Executive overview, or restructuring WBS without distraction.
Task Range… Shows tasks by ID range (e.g., ID 20–60) ›
What it does
Lets you specify a range like ID 20 to ID 60.
Shows
Tasks whose ID numbers fall within the range.
Use it for
Reviewing a specific section of the schedule (example: “Structural block is IDs 120–180”).
Tasks With Estimated Durations Shows tasks with “?” estimated durations (e.g., 5d?) ›
Shows
Tasks marked as Estimated (the “?” after duration, like 5d?).
Use it for
Cleaning the schedule (reduce uncertainty), improving accuracy, planning risk review.
Using Resource… Shows tasks assigned to a selected resource ›
What it does
Prompts you to select a resource (example: “Carpenter Team”, “Crane”, “Engineer”).
Shows
Tasks that have that resource assigned.
Use it for
Resource coordination: “Show only tasks using the crane this month,” or manpower planning for one team.
Commands (Not Filters) Tools that manage filters or filtering behavior ⌄
These items are not “filters” themselves. They are filter tools that reset, create, manage, or add quick column filtering.
Clear Filter Removes the current filter (back to [No Filter]) ›
What it does
Removes the current filter and returns to [No Filter].
Use it when
You forgot which filter is active and want to reset quickly.
New Filter Creates a custom filter (your company workflow) ›
What it does
Create your own custom filter (example: Float ≤ 2 days AND % Complete < 100%).
Use it for
Construction look-ahead filters, delay recovery filters, QA/QC filters, and company reporting rules.
More Filters… Opens filter manager (edit/copy/organize) ›
What it does
Opens the full list of filters (built-in + custom) and lets you edit/copy/organize.
Use it for
Managing professional filter sets for reporting and planning.
Display AutoFilter Shows an Excel-like filter row on column headers ›
What it does
Turns on the AutoFilter row (like Excel filter arrows on column headers).
How it’s different from the Filter dropdown
- Filter dropdown = applies a predefined filter to the whole view.
- AutoFilter = fast column-based filtering (Duration, % Complete, Text fields, etc.).
Use it for
Fast “ad-hoc” filtering without creating a formal filter.
Show Related Summary Rows Keeps parent summaries visible when filtering subtasks ›
What it does
When you filter subtasks, it also shows their parent summary tasks so you keep WBS context.
Use it for
Any filtered view where you still want to understand where those tasks live in the outline.