Pat M. asks: In my project schedule I have the duration default value set to days. However, it seems that my duration values are in weeks, days and hours. This becomes difficult when I am trying to create consistent reports. Is there an easy way of having these values become consistent?

Answer: This is a great question and a situation that everyone will run into using any version of Microsoft Project software. The default value in options is the value used when duration is entered, but this value can change as a result of other entries or calculations using the duration fields. It's a condition that's not really preventable but very fixable. In fact, Project has a built in macro that can help you out of this sticky situation. In the example in Figure 1 you see durations of weeks, months, days and hours. Unless the reader is reading carefully, they'll miss the differences of the values represented.

An example that uses weeks, months, days and hours as duration

To create consistencies run the Format_Duration macro, go to Tools | Macro | Format_Duration | Run.

Go to the Format_Duration macro...

Select the value that will be the value all durations will be translated into. In this case, I select “Days” and click OK. Below is the result of this change.

...And select the duration you want, such as days.

When reports are run, they'll be interpreted more consistently. If this is an occurrence that you feel needs to be corrected frequently, you can also place a toolbar button on a toolbar for convenience:

View | Toolbars | Customize | Commands | All Macros | Drag Format_duration to toolbar of choice.

Create a toolbar button to obtain the behavior you want frequently.

Note: The update to the toolbar affects your installation of Project on your desktop. This change should be available to all projects you open on your system. However, if you're using Microsoft Project Server, you may have to create a local custom toolbar for your own settings.

Do you have a question about Microsoft Project or project management? Submit it to ellen@lehnertcs.com.

Ellen Lehnert, PMP, MCT, runs Lehnert Computer Services, which specializes in Microsoft Office Project and Project Server training, consulting and installations. Customer industries have included technology, manufacturing, banking, construction, education, government and marketing. Contact Ellen at ellen@lehnertcs.com.