How Project 2016 Calendars Relate to Each Other

By Cynthia Snyder

All calendars in a Project 2016 project are controlled, by default, by the project calendar setting. Here’s the tricky part, though: When you change a task calendar or resource calendar (known as an exception), you have to understand which setting takes precedence.

Here’s how the precedence concept works:

  • With no other settings made, the base calendar template you select for the project calendar when you first create the project controls the working times and days of all tasks and resources.
  • If you make changes in the working hours for a resource, those settings take precedence over the project calendar for that resource when you assign it to a task. Likewise, if you assign a different base calendar for a task, that calendar takes precedence over the project calendar for that task.
  • If you apply one calendar to a resource and a different calendar to a task that the resource is assigned to, Project 2016 uses only common hours to schedule the resource. For example, if the task calendar allows work from 8 a.m. to 5 p.m. and the resource calendar allows work from 6 a.m. to 2 p.m., the resource works from 8 a.m. to 2 p.m., which is the only period the calendars have in common.
  • You can set a task to ignore resource calendar settings by opening the Task Information dialog box (double-click the task name in Gantt Chart view) and selecting the Scheduling Ignores Resource Calendars check box on the Advanced tab. (This setting isn’t available if the task calendar is set to None.) You might make this setting if you know that all resources are required to be involved in a task (such as a quarterly company meeting), regardless of their usual work hours.