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Quick Trick: Attaching General Project Notes to the Project Summary Task

Perhaps you are aware that you can use the Task Notes feature in Microsoft Project to attach work details, update history, or other notes to individual tasks in a project schedule… but what if you want to store general notes in a project that are NOT specific to an individual task? You could store a general overview or description for the project, information describing usage of the 11 baselines, or other types of information describing the project in the Project Summary notes field. Here’s how…

Open your project and display a Task view such as the ‘Gantt Chart’ view:

Adding General Project Notes to Microsoft Project

Display the Project Summary task (task ID #0) by clicking the ‘Format’ ribbon tab and selecting the ‘Project Summary Task’ option:

Adding General Project Notes to Microsoft Project

 

Select the Project Summary row in the left task table, click the ‘Task’ ribbon tab, and click the ‘Notes’ button (double-clicking the Project Summary task also works here):

Adding General Project Notes to Microsoft Project

 

Under the ‘Notes’ tab in the ‘Summary Task Information’ dialog box, enter your general project notes, then click the ‘OK’ button:

Adding General Project Notes to Microsoft Project

 

Notice the format that I use for each entry that I added to the notes:

– [ENTRY DATE] — [MY INITIALS] — [NOTE ENTRY].

This allows you to neatly add multiple entries into the notes area, while historically tracking when each entry was made, as well as who made the entry.

After adding notes with the ‘Summary Task Information’ dialog box for the first time, you see a yellow note icon in the ‘Indicators’ column on the Project Summary row:

Adding General Project Notes to Microsoft Project

 

Good luck!

 

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13 Comments
  1. Great Idea – will definitely use – suggest entering notes in descending order so the newest notes are on top.

    Reply
  2. Being using MS Project and notes for years but never thought of adding notes to project summary (line 0) – thanks for the good idea.

    Reply
  3. Sounds like it would be a great tool to automatically insert date of entry, but it did not work for me.

    Reply
  4. Okay, now I understand. You manually enter the format… Yes, great tip to catalog.

    Reply
  5. Great idea! I never new were to put project summary notes.

    Reply
  6. I have been using the notes field for the project summary task for several years. I like the idea adding a format to it. However, when the notes get to be too long, I get an error when I open the file from project server: “There are multiple lines of text in the existing note. Multiple lines of text can only be entered using the Notes tab of the Task Information dialog box. If yo uchange the note in the table, all lines of text except the first line, and all formatting, wil be removed. Do you want to change the note in the table anyway? …” All I did was open the file in MS Project 2010 from project server (2010?, older than 2013). I haven’t tried to change anything. Any ideas? Have you seen this?

    Reply
  7. Hi Tony,

    A very good article on the use of notes. I have been doing this for quite sometime now and have extended it a little with an additional task which is only there for displaying the version number of the schedule. This enables me with the option to have my summary task note set up like [version number] -[entry date] – [initials] – [comments].

    The top 6 activities in all my schedules look like:
    schedule name
    Version nr: V0.1
    Customer name:
    Customer Project manager:
    WBS code:
    Start date:

    Cheers,
    Bart Dielissen, PMP

    Reply
  8. Like others, I’ve used task notes but didn’t think to add a summary note. Excellent idea!

    Reply
  9. First, I have designed computers and written software since 1979. With all my training, I could not get the beta versions of W 10 to load. The attempt was done on a number of computers. A strange thing happened. I also tried to load the version on an old slow laptop, It would not load but when it was removed, the laptop came back to its high performance as if it was new.
    I know that W 10 is suppose to be for computers, tablets, and phones but something strange happened yesterday. I changed some things on my tablet and it messed my account up and prevented all my regular computers from working. The keys were locked and only the pads and mouse worked. We finally realized that the changes in the tablet caused the problem. To fix this, we got into the “ease of access” section through logging in as someone else and found the filters changed. This causes a lot of problems with W 8 and 8.1 (not with 7). Please be careful when writing W 10. What one does on a phone or tablet can affect all the Windows computers.

    Reply
  10. hi
    i want to add some general comment in project on the bottom side. how can i do it??….i dont want to add with bar chart, it must be on down side of the page, the amount of comments are around 10 lines.
    thanks.

    Reply
  11. hi nice article

    Reply
  12. Hi,
    This information helped me to Attach the Project Summary. Thank you for providing useful content.
    Thanks,
    Jack,

    Reply
  13. Ayuda……..

    Al exportar un presupuesto programado en OPUS 2016-2018, A MS PROJECT 2010, EN ESTE NO APARECE LA DESCRIPCION (TEXTO), SOLO APARECE LA CLAVE DE CADA CONCEPTO DEL PRESUPUESTO REFERIDO……….COMO LE HAGO, PARA QUE APAREZCA EL TEXTO Y NO LA PURA CLAVE?………..POR FAVOR

    BUEN DIA……………..3321748673 CELULAR

    Reply

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