In the world of project management, efficiency and consistency are critical. Whether you’re working in construction, software development, marketing, or event planning, using project templates saves valuable time and ensures uniformity across your projects. Microsoft Project 2021 Professional allows users to create custom templates that streamline repetitive workflows, enhance collaboration, and ensure that all projects begin with a solid structure.

This in-depth guide will walk you through everything you need to know about creating, modifying, and managing custom project templates in Microsoft Project 2021 Professional.

What Is a Project Template?

A project template is a pre-structured project file containing default tasks, timelines, dependencies, resources, and formatting. Templates eliminate the need to start every project from scratch. They can include:

  • Task structures and milestones

  • Standard durations and dependencies

  • Resource lists and calendars

  • Custom views, filters, tables, and formatting

  • Notes, constraints, and baselines

Templates are ideal for repeatable project types such as:

  • Marketing campaigns

  • Software product releases

  • Construction phases

  • Employee onboarding

  • Event planning

Benefits of Using Custom Project Templates

Creating a custom template in Microsoft Project offers several advantages:

  • Time Efficiency: Start new projects with pre-defined tasks, reducing setup time.

  • Consistency: Ensure project managers across teams use the same structure and methodology.

  • Error Reduction: Avoid missing critical steps or tasks.

  • Improved Reporting: Templates standardize deliverables and milestones, aiding in analysis.

  • Scalability: Templates can be scaled and reused across departments or clients.

Step-by-Step Guide to Creating a Custom Template in Microsoft Project 2021 Professional

Let’s walk through how to create a reusable project template in Microsoft Project 2021 Professional.

Step 1: Open a New Project

Start by opening Microsoft Project 2021 Professional.

  • Click on File > New > Blank Project

  • Alternatively, open an existing project you want to convert into a template.

Step 2: Define the Project Structure

Now, set up the essential components of your project.

a) Add Tasks

  • Enter standard tasks and subtasks using the Gantt Chart view.

  • Use Indent and Outdent to organize tasks hierarchically.

  • Define milestones by setting a task duration to “0 days.”

b) Add Dependencies

  • Use Predecessors column to link tasks.

  • Common types: Finish-to-Start (FS), Start-to-Start (SS), etc.

  • Visualize dependencies using the Gantt chart.

c) Set Durations

  • Enter standard timeframes for tasks.

  • Use consistent estimates for recurring projects.

d) Assign Resources (Optional)

  • Go to Resource Sheet to add team members or equipment.

  • Assign them to tasks in the Gantt Chart or Task Information window.

Step 3: Customize Project Settings

Make necessary adjustments to the following:

a) Calendars

  • Modify the Project Calendar for working hours and holidays.

  • Use Project > Change Working Time.

b) Project Start Date

  • Go to Project > Project Information

  • Set a generic or blank date like Jan 1, 2020 (templates should not be date-specific).

c) Formatting and Views

  • Customize columns, colors, fonts, and layout.

  • Save views for consistency using View > More Views.

Step 4: Add Notes and Instructions (Optional)

Templates can contain internal notes or instructions for future project managers.

  • Add notes to tasks using Task Information > Notes tab.

  • Include reminders or document links relevant to your template.

Step 5: Save the File as a Template

This is the most important step in the process.

  1. Go to File > Save As

  2. Choose the location (your PC or cloud storage)

  3. In the Save as type dropdown, select Project Template (*.mpt)

  4. Give your template a relevant name (e.g., “Product Launch Template”)

  5. Click Save

  6. A dialog box will ask if you want to remove actual values.

    • Choose Yes to remove all actuals, resource usage, and start/finish dates.

    • This ensures a clean slate when starting a new project from the template.

How to Use a Custom Template

When you’re ready to begin a new project:

  1. Open Microsoft Project

  2. Go to File > New

  3. Click New from Existing Project or Browse for template

  4. Select your saved .mpt file

  5. Microsoft Project creates a new .mpp file based on your template

Update the new file’s project start date, task dates, and resources as needed.

Managing and Organizing Templates

Store Templates in a Centralized Location

If working in a team or organization:

  • Store templates in a shared folder or SharePoint

  • Use OneDrive or Teams for cloud access

Standard Naming Convention

Use meaningful and descriptive names such as:

  • “IT_Migration_Template.mpt”

  • “Marketing_Campaign_Template.mpt”

Version Control

Include version numbers or dates in the filename if templates are frequently updated.

Advanced Features for Templates

Custom Fields and Formulas

  • Use Custom Fields under Project > Custom Fields

  • Add formulas to automate task calculations (e.g., budget tracking)

Custom Views and Tables

  • Save custom views using View > More Views > New

  • Design templates with filters, groupings, and table layouts

Reports and Dashboards

  • Pre-build reports using Report > New Report

  • Include them in the template to standardize project review formats

Macros

  • For repetitive automation, use VBA to create macros in your template

Common Template Examples

Template Name Purpose
Software_Development.mpt Agile sprint structure, development phases
HR_Onboarding.mpt Pre-defined orientation tasks for new employees
Event_Planning.mpt Tasks for venue booking, marketing, logistics
Construction_Project.mpt Phases like planning, foundation, structure, inspection
Product_Launch.mpt Timeline for development, marketing, go-live

Best Practices for Template Creation

  • Keep It Generic: Avoid hardcoding dates or project-specific names.

  • Use Clean Data: Remove actuals, baseline, and resource usage.

  • Document the Template: Include task notes or separate documentation for guidance.

  • Test Before Sharing: Create a mock project from the template to ensure it behaves as expected.

FAQs

Q1: Can I update a template after it’s been created?
 Yes. Open the .mpt file, make changes, and save it again.

Q2: Will a template include custom fields and views?
 Yes. Templates retain custom views, filters, tables, and fields.

Q3: How do I share my template with colleagues?
 Share the .mpt file via email, cloud storage, or a shared drive.

Q4: Can I convert an existing project into a template?
 Yes. Open the project and use Save As > Project Template (.mpt).

Q5: Are templates compatible across Project versions?
 Generally, yes, but ensure the target version supports your features.