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Using the Legacy Working On Calendar for Teams

The following sections describe how to use the Legacy Working On Calendar. For information about the new Working On Calendar, see "Scheduling Resources."

The Working On tab provides teams a simple calendar view of everything the team is working on (work assignments, personal tasks, issues and time off). It identifies team members who are over-allocated, allowing leaders to balance that workload by dragging and dropping work assignments across the team.

Changes made to a task impact the task dates on the project. Changes made to items that are assigned to multiple users are synchronized (changes made to the item in one user row are automatically reflected on the item in the other user row).

Accessing the Legacy Working On Calendar

By default, an updated Working On Calendar is available when viewing the Working On tab for a team. You can access the legacy Working On Calendar if you prefer.

  1. Click People in the Global Navigation Bar at the top of the screen. 
  2. Click the Teams tab. 
  3. From the drop-down list, select the team whose Legacy Working On Calendar you want to view.
  4. Click Team Settings.
    The Team Settings dialog box is displayed.
  5. In the Basic Info section, beneath Calendar, select Legacy Working On Calendar.
  6. Click Save Changes.
  7. Click the Working On tab.
    The Legacy Working On Calendar is displayed.

Understanding the Legacy Working On Calendar 

Color Code

All tasks in the Working On calendar are represented as a color. Each color is tied to the same project. You cannot customize the colors associated with a task or project. Furthermore, these colors can shift as work changes. 

Differences in shading represent the percent complete of the task. You can click and drag the tasks as long as the task constraint allows it.

Dates

The time or dates of a task on the Working On calendar are shown as rectangles on the team members' assigned workload.

Projected dates allow you to compare how work is scheduled to be completed for the various team members. You can view projected dates in either of the following ways:

  • Mouse over a specific task and the projected date marker appears  
  • Click Projected Dates in the upper-left corner (Planned Dates is selected by default)

Access Levels

Access levels affect your ability to make changes to items on the Working On calendar.

The type of actions that are available on an item depend on the level of access that you have to that item.

Access Level

Available Actions

View

View item details

Contribute

View item details

Reassign items

There is an up and down icon displayed next to the cursor, indicating that you can drag the item vertically to reassign it to another user.

 

Manage

View item details

Reassign items

Change item due dates

There is a cross icon displayed next to the cursor, indicating that you can drag the item horizontally to change the date, and vertically to reassign it to another user.

Reassigning Items 

You must have Contribute rights on the item to reassign it. Items that are pending approval cannot be reassigned.

To reassign an item from the Working On calendar, do either of the following:

  • Click the item that you want to reassign, then, in the Assigned To dropdown field, select the user who you want to reassign the task to.
  • Drag the item from one user row to another.

    TIP: The following functions enable you to more easily drag items from one location to another:
    • Collapse user rows for easier navigation. You can collapse individual rows by clicking the Collapse arrow on that row, or collapse all rows simultaneously by clicking the Collapse arrow in the column header.
      When dropping an item onto a collapsed row, the row automatically expands. 
    • To cancel an action while dragging, press the Esc key.

Adjusting the Due Date 

You must have Manage or Contribute rights on the task in order to adjust the due date. The due date for the following items cannot be adjusted:

  • Items that are pending approval
  • Items that belong to agile iterations (because the start and end dates are dictated by the start and end dates of the iteration)

To adjust an item's due date

  1. Drag the item to a new date.
    A red guideline is displayed if the item is a critical path item (an item that has dependencies) and you attempt to move it to a location that will impact the project timeline. 

Viewing and Editing Details 

Viewing Details

  1. Click a work item on the calendar to view additional details about that work item.

    You can view percent complete, due date, status, projected remaining hours, and who the item is assigned to.

Editing Details

  1. Click a work item on the calendar to view additional details about that work item.
  2. Click the task title to navigate to the task.
  3. Click the Task Details tab, then click Overview.
  4. Click Edit Overview to edit any task details.

Adjusting How Information is Viewed 

Use the tool bar in the upper-right corner to adjust how information is viewed.

The following options are available:

Today: Returns to the current day on the calendar.

Zoom: Displays a week view instead of a month view.

Full-Screen: Displays the calendar in a full-screen view.

Configure: Select whether to show task and project names.