A project manager learns how to configure Microsoft Project Online timesheets quicker than ever she had ever learned to do!

Quickly Set Up Microsoft Project Online Timesheets (In Just 5 Simple Steps!)

Table of Contents

What is Microsoft Project Online?

Microsoft Project Online timesheet is a cloud-based project and portfolio management software that allows users to plan, track, and manage their projects from anywhere. It is designed for organizations looking for a comprehensive tool to manage their projects and resources effectively. The software includes scheduling, resource allocation, budgeting, reporting, and collaboration tools.

One of the key benefits of Microsoft Project Online is its ability to help teams collaborate in real time across different locations. Teams can easily share files, communicate through instant messaging or email, assign tasks to team members, and view project progress using an interactive dashboard. Moreover, the platform offers built-in timesheet functionality that enables team members to enter time spent on specific tasks.

Configuring Microsoft Project Online timesheets involves defining periods for which timesheets are available (typically weekly), setting up the required fields such as hours worked or percentage complete, configuring approval settings so that managers can approve or reject submitted timesheets before they are included in reports or billing processes. Ultimately Microsoft Project Online helps organizations become more productive by providing an end-to-end solution for project management needs within a single platform.

Step 1: Accessing the Timesheet

First, open the Project Web App to access the timesheet in Microsoft Project Online. Once logged in, navigate to the “Tasks” tab and select “Timesheet” from the dropdown menu. The dropdown view of the timesheet shows a week’s worth of data broken down by day.

From here, you can input your time spent on daily tasks by clicking on a cell and entering data. If you need to add more rows or columns to your timesheet, click the “+” icon in either direction.

One important thing to note is that you can only edit your timesheet. If you need to make changes for someone else, you must have appropriate permissions or ask them to update their timesheet accordingly. By following these steps, accessing and updating your Microsoft Project Online Timesheet should be a breeze.

Step 2: Adding Work Assignments

After you have created a timesheet in Microsoft Project Online, the next step is to add work assignments. Work assignments are tasks or activities that team members will work on during the specified period. To add work assignments, click the “Assignments” tab and select “Add Assignments.” You can then choose the team member you want to assign work to and select the task they will be working on from a drop-down menu.

Odropdownave assigned tasks to team members; you can adjust their hours and duration by clicking on their names in the assignment grid. This allows for greater flexibility when it comes to scheduling and resource allocation. You can add notes or comments about each assignment by clicking on it and entering text in the notes field.

It is essential to regularly update work assignments as project priorities change or unforeseen issues arise. By keeping your timesheet up-to-date with accurate information, you can better track progress, identify potential roadblocks, and make informed decisions about resource allocation moving forward.

Step 3: Submitting Timesheets

Submitting timesheets is an essential part of the project management process. Once you have configured your Microsoft Project Online timesheet, presenting it becomes a breeze. Ensure to enter all the necessary information into every field, such as hours worked and the task name. Double-check your entries before submitting them to ensure accuracy.

When submitting your timesheet, be mindful of any deadlines that may exist. Your project manager will specify when timesheets are due, so make sure to submit them on time to avoid any delays in payment or other issues that may arise. Additionally, please keep track of any changes made to your schedule or tasks throughout the week so that you can accurately report them on your timesheet.

Once you have configured it correctly, submitting a Microsoft Project Online timesheet is simple. Remember to input accurate information into each field and submit it on time according to specified deadlines. By following these steps, you can ensure smooth communication with your project manager and avoid unnecessary complications during the project management.

Step 4: Using Timesheet Reports

Once your team has submitted their timesheets, you can use the Timesheet Reports feature in Microsoft Project Online to understand better where time is spent. This report provides an overview of all timesheets submitted within a specific date range and allows you to filter by project, task, or team member. You can also view the total hours worked and any overtime accrued.

In addition to the overview report, several other valuable words are available, such as the Actual Work vs. Planned Work report, which compares actual hours worked with planned hours for each task. The Resource Availability report shows how many hours each team member has available for work compared to how many they have already committed to on other tasks.

Using Timesheet Reports is essential in tracking project progress and ensuring that resources are allocated effectively. By regularly reviewing these reports, you can identify potential issues early on and make necessary adjustments before they become more significant problems down the line.

Step 5: Managing Hours & Absences

Managing hours and absences are crucial tasks for any project manager. You can easily manage these activities in Microsoft Project Online Timesheet from a single platform. The timesheet module lets you set up timesheets, track progress, and approve time entries quickly.

You must first create a timesheet period to manage hours in the timesheet module. This defines the duration of the period your team needs to report their working hours. Once you have set up the period, your team members can log their working hours against specific tasks or projects using this period’s timesheets.

On the other hand, managing absences in Microsoft Project Online Timesheet is also a breeze. With its built-in lack tracking feature, you can easily accommodate all types of leave requests, like vacation days or sick leaves, without worrying about manual calculations. You can also configure approval workflows for absences so that relevant stakeholders get notified when an employee applies for leave or returns to work after an absence.


In conclusion, configuring a Microsoft Project Online Timesheet can benefit project managers and team members. One of the primary advantages is improved accuracy and accountability for timesheets. Using a centralized system allows team members to easily log their time spent on tasks, reducing the risk of errors or discrepancies.

Another benefit is increased visibility into project progress and resource allocation. With real-time data in the timesheet, project managers can quickly identify areas where additional resources may be needed or tasks are taking longer than expected. This allows for more effective decision-making and better control over projects.

Finally, configuring a Microsoft Project Online Timesheet enables better team communication and collaboration. Team members can see what others are working on and how much time they spend on each task, facilitating coordination and cooperation between team members. Implementing a timesheet system in Microsoft Project Online has numerous advantages that can help streamline project management processes while enhancing transparency and accuracy.

Learn more about Microsoft Project in our latest article, 5 EASY Tips on How to Create a Split View in Microsoft Project.