Project management is all about delivering work on time, within scope, and within budget. One of the most effective ways to keep everything on track is by using project timelines. Microsoft Project 2019 Pro is a powerful tool that helps you build, view, and manage detailed timelines with precision.

In this blog, we’ll dive into the complete process of creating and managing project timelines using Microsoft Project 2019 Pro, including setup, visual management, tracking progress, and timeline customization. Whether you’re managing a simple task list or a large enterprise project, this guide has you covered.

What is a Project Timeline?

A project timeline is a visual representation of the sequence of tasks, milestones, and key events in a project. It allows project managers and stakeholders to see what needs to be done and when, helping to track progress and adjust priorities accordingly.

Benefits of a Project Timeline:

  • Provides a clear roadmap of project stages

  • Enhances team communication

  • Tracks progress against deadlines

  • Helps identify delays and resource conflicts early

  • Communicates updates to stakeholders effectively

Getting Started with Microsoft Project 2019 Pro

Before building a timeline, ensure that Microsoft Project 2019 Pro is installed and activated on your system.

Launching a New Project:

  1. Open Microsoft Project 2019 Pro

  2. Click on Blank Project or choose a template

  3. Name your project and set a start date

Once the project file is open, you’re ready to begin creating your timeline.

Step 1: Define Project Tasks

Timelines are built on tasks, so the first step is entering them into the Task Sheet.

How to Add Tasks:

  • Go to Gantt Chart view (default)

  • In the Task Name column, enter each task in order

  • Press Enter after each task

Optionally, you can define:

  • Duration (e.g., 3d for three days)

  • Start and Finish Dates

  • Predecessors (dependencies between tasks)

Example:

Task Name Duration Start Finish Predecessors
Project Kickoff 1d 01/07/25 01/07/25
Requirement Gathering 3d 02/07/25 04/07/25 1
Development Phase 10d 05/07/25 18/07/25 2
Testing & QA 5d 19/07/25 25/07/25 3
Final Review 2d 26/07/25 28/07/25 4

Step 2: Set Up Task Relationships

Creating task dependencies helps build logical order and identifies the critical path.

To Link Tasks:

  1. Select the two tasks

  2. Click Task > Link Tasks or use Ctrl + F2

You can also define:

  • Finish-to-Start (FS): Task B starts after Task A ends

  • Start-to-Start (SS): Tasks start at the same time

  • Lag or Lead Time: Delay or overlap between tasks

Step 3: Add Milestones

Milestones mark key events or deliverables in a project.

To Add a Milestone:

  1. Insert a new task

  2. Set Duration to 0d

  3. Right-click the task > Task Information

  4. Check Mark Task as Milestone

Milestones will be highlighted in the Gantt chart and can be added to the timeline view.

Step 4: Display the Timeline View

Microsoft Project 2019 Pro features a dedicated timeline pane for a simplified view of major tasks and milestones.

To Show Timeline:

  • Click View > Timeline to enable the timeline bar

  • You can also split the screen to show both Gantt and Timeline views

Step 5: Add Tasks to the Timeline

You control what appears in the timeline—typically major phases or milestones.

To Add Items:

  1. Right-click a task > Add to Timeline

  2. Or select a task > Task > Add to Timeline

Tasks will appear as horizontal bars or milestones above the Gantt chart.

Step 6: Customize the Timeline

Make your timeline presentation-ready by adjusting appearance.

Editing Options:

  • Right-click on a timeline bar to Change Color

  • Use Timeline Tools > Format for:

    • Font and font size

    • Task bar colors

    • Bar height and alignment

  • Add custom Callouts for additional information

Step 7: Track Progress on the Timeline

Update Task Status:

  • Select a task > enter % complete

  • Status updates appear in both Gantt and Timeline views

Baselines:

Set a project baseline to compare original plans vs. actual progress:

  • Go to Project > Set Baseline

This enables tracking slippage and performance across the timeline.

Step 8: Export or Share the Timeline

Timelines can be shared with clients or stakeholders without sharing the full project file.

Export Options:

  • Copy Timeline: Format > Copy Timeline > For Email / Presentation / Full Size

  • Paste into PowerPoint, Word, or Outlook

  • Save as PDF or Image for reports

Best Practices for Managing Timelines

  1. Keep It High-Level: Only show major phases or milestones

  2. Regular Updates: Revisit timelines weekly to reflect current status

  3. Color-Code Tasks: Differentiate teams, deadlines, or task types

  4. Use Deadlines: Set task deadlines to monitor if you’re slipping

  5. Integrate with Teams: Use Project Online/Server to sync with team updates

Advanced Timeline Tips

Create Multiple Timeline Bars:

Project 2019 allows multiple timeline bars for separate workstreams.

  • Go to Timeline Tools > Format > Timeline Bar > Add Row

  • Drag and drop tasks into different bars

This is especially helpful for complex, multi-phase projects.

Use Filters to Simplify View:

Apply filters to show only relevant tasks in your timeline:

  • Task > Filter > Custom filter (e.g., milestones, overdue tasks)

Combine with Resource View:

Overlay timelines with resource assignments to visualize team workload:

  • View > Resource Usage

  • Assign resources to tasks

  • Compare resource allocation over the timeline

Common Issues and Fixes

Timeline not showing tasks?

Ensure the task has a valid start and finish date and is added to the timeline manually.

Milestone not appearing?

Make sure it is marked as a milestone (0 duration) and added explicitly.

Project dates are off?

Check project calendar and task constraints for unintended shifts.

Timeline doesn’t export correctly?

Use Copy Timeline for Presentation to generate a scalable output format.

FAQs

Q1: Can I create multiple timelines in one project file?

Yes. Microsoft Project 2019 Pro allows multiple timeline bars to represent different phases or workstreams.

Q2: Can I share the timeline without sharing the full project?

Absolutely. Use the “Copy Timeline” feature to export to PowerPoint, PDF, or email.

Q3: How do I print just the timeline view?

Switch to the Timeline view only and use File > Print. Adjust scaling under print settings.

Q4: Why aren’t all tasks showing on my timeline?

You must manually add each task or milestone to the timeline for it to appear.

Q5: Can I change the format of the dates on the timeline?

Yes. Go to File > Options > General > Date Format to change how dates display across your project.