In this tutorial, I will provide an overview of the Project X-Ray Count Selected Tasks function.

The Count Selected Tasks function is a feature that is found in the Project X-Ray Standard License and the Project X-Ray Free License.

Count Selected Tasks Function

The Count Selected Tasks function is a quick and easy way to count a highlighted group of tasks, summary tasks, and milestones.

The Count Selected Tasks function does not provide a breakdown of each category. It simply tells you how actual tasks, summary tasks, and milestones are highlighted. This is a useful function if you are trying to get a quick count of any or all of these elements.

Using the Count Selected Tasks Function

Here are steps to use to use the Count Selected Tasks function:

Step 1: Highlight the entire set of tasks and milestones that you want to count.

Step 2: Click the ‘Count Selected Tasks’ button. Project X-Ray will display a message box that tells how many tasks, summary tasks, and milestones were included in the highlighted area. In the screen capture below, we see that we highlighted 12 tasks, summary tasks, and milestones in my demo schedule.

Tips and Tricks to Using the Count Selected Tasks Function

Let’s assume that you want to count all tasks, summary tasks, and milestones in the schedule. An easy way to do this is to simply click on the Task Name field heading to automatically highlight all visible tasks, summary tasks, and milestones and then click the ‘Count Selected Tasks‘ button. In the screen capture below, we see that there are 675 tasks, summary tasks, and milestones in my demo schedule.

And now let’s assume that you want to count all incomplete tasks and milestones.

Step 1: For this scenario, we will first apply the Microsoft Project filter – Incomplete Tasks.

Step 2: Next, we will hide Summary Tasks and Indentation from the schedule so that we only see tasks and milestones in our view. All of the summary tasks will be temporarily hidden from you. To do this, uncheck the ‘Summary Tasks’ and ‘Indent Name‘ options on the Quick Access Toolbar. If you don’t have these options shown on your Quick Access Toolbar, click HERE to read my tutorial on modifying the Quick Access Toolbar.

Step 3: Click on the Task Name field heading to automatically highlight all visible tasks and milestones and then click the ‘Count Selected Tasks‘ button. In the below screen capture, we see that there are 52 incomplete tasks and milestones in my demo schedule.

Once you are done reviewing the tasks and milestones, you can clear all filtering by clicking the ‘Clear All Filters’ button. The schedule will be returned to its normal state.

Summary

Now you have enough knowledge to use the Count Selected Tasks function to quickly and easily count tasks, summary tasks, and milestones.