Step by Step: Level Resources in Microsoft Project
1. Assign resources first
Before leveling, make sure every task has the correct worker/team assigned.
Example:
| Task | Resource |
|---|---|
| Brick wall | Mason Team |
| Plastering | Mason Team |
| Electrical work | Electrician |
2. Check resource overload
Go to:
View → Resource Sheet
Look for resources shown in red.
Red means that resource is overloaded.
3. Open Resource Usage view
Go to:
View → Resource Usage
This view shows which task is causing the overload.
Check:
Which day is overloaded
Which task uses the same worker
How many hours are assigned
4. Open Leveling Options
Go to:
Resource → Leveling Options
Use these safe settings:
| Setting | Recommended |
|---|---|
| Leveling calculations | Manual |
| Look for overallocations | Day by Day |
| Clear leveling values before leveling | Yes |
| Level entire project | Yes |
| Leveling can adjust individual assignments | Yes |
| Leveling can create splits | No, at first |
5. Level one resource first
Do not level everything immediately.
Go to:
Resource → Level Resource
Choose one overloaded resource, then click Level Now.
This is safer than leveling all resources at once.
6. Review the schedule
After leveling, check:
Gantt Chart → Start date → Finish date → Critical Path
Ask yourself:
“Did Microsoft Project delay the right task?”
7. Check task logic
If the result looks strange, check:
Task relationships
Predecessors
Constraints
Resource units
Calendar working time
Most leveling mistakes come from bad task logic.
8. Clear leveling if wrong
Go to:
Resource → Clear Leveling
Then fix the task problem before leveling again.
9. Save baseline after schedule is correct
Only after the schedule is balanced:
Project → Set Baseline → Set Baseline
Baseline helps you compare planned work vs actual work later.
Simple rule
Resource leveling should not be used to fix a bad schedule.
It should only balance a schedule that already has correct task logic.