Microsoft project professional 2019 tutorial pdf free download

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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And do not forget — unsuitable use of a Microsoft product will considerably shorten its lifespan! Product description Keep track of your projects, resources, and teams with Microsoft Project Professional Project Professional gives you access to resource management tools to help you build teams, request resources, and create efficient schedules. Choose from prebuilt Project templates and use the automated scheduling tools to help reduce inefficiencies and training time.

Multiple timelines help you visualize complex schedules. Please note that Project Professional is for Windows computers only. Smart Setup Fast Startup The Getting Started screen walks you through fundamental capabilities, like linking tasks and creating a timeline, to help you get up to speed fast. Templates Use one of the many prebuilt templates from within Project Professional and on Office. Intuitive Search Use the Tell Me search bar to quickly find useful features in Project so you can work more efficiently.

Powerful Scheduling Familiar Charts Built for professional project managers, Project Professional offers familiar tools, like Gantt charts, to help you easily create schedules and reduce training time. Smart Automation Reduce inefficiencies with automated features. Auto-populate start and end dates based on dependencies, and use the Task Inspector to identify more efficient task and resource arrangements.

Multiple Timelines Built-in multiple timelines help you visually represent complex schedules and understand all aspects of a project. Intuitive Baselines You can use baselines to help decision makers track and compare actual progress to the original project plan. Optimized Task Management Visualized Relationships Task path highlighting in Gantt charts helps you understand the relationship among tasks and identify which are critical to the project’s success.

What-If Planning Set tasks to “inactive” and run what-if scenarios to determine the optimal assignments without re-creating your entire project plan. Synchronized Task Lists With task list synchronization, data will appear in Project Professional as team members update their assignments in SharePoint Server sold separately. Resource Management Consolidated View Consolidate all your potential project resources in a single view so that resource managers can compare resources across standardized data to build optimal teams.

Optimized Resources The Resource Engagement feature lets you request specific resources. The Team Planner helps you identify and fix potential resourcing issues that could impact the schedule. Integrated Collaboration Skype for Business Integrated communication tools like Skype for Business sold separately make it easy to collaborate using voice, video, or chat within Project, eliminating the need to switch between apps.

If the table you want is not listed, click More Tables, click the table you want, and then click Apply. To display a split combination view 1. On the View tab, in the Split View group, click Details. In the Details box, click the view you want to load into the bottom pane of the split view. To display or hide the timeline view 1.

On the View tab, in the Split View group, select or clear the Timeline check box. Reports can include elements such as charts, tables, and images to communicate the status of your plan. Reports present task and resource data from your plan. You can view reports directly in the Project window or print them as with any view.

You can also copy reports and paste them into other programs, such as Microsoft PowerPoint. Project includes several built-in reports including the Resource Overview report shown in Figure that you can use as is or customize, and you can create your own reports as well. As Figure shows, when you click a table or chart in a report, the Field List pane appears on the right side of the window.

You use the Field List pane to determine what data to include in the table or chart. Because a report can include a variety of items, such as charts and tables, Project includes tool tabs both for the overall report and for the specific types of items within the report. The Report Tools Design tab displayed in Figure includes commands you can use to control the overall design of a report. When you are working with a table in a report, the Table Tools Design tab displayed in Figure is available.

The Table Tools Layout tab displayed in Figure is available when you are working with a table in a report. FIGURE Under the Table Tools heading, most commands on the Design tab apply to the entire table, whereas most commands on the Layout tab apply to the selected cells, rows, or columns. As with views, you can display a report and a view in a split-view layout, which is shown in Figure To display a report 1. On the Report tab, in the View Reports group, click the report category and then click the specific report you want.

To display a report and a view simultaneously 1. Display the report you want. In the Details box, click the view you want to display in the bottom pane of the split view. Open the TakeGuidedTour plan in Project. Point to a command on the ribbon and observe the ScreenTip. Zoom in several times with the Zoom Slider and observe the changes to the timescale. Right-click any task name and observe the Mini Toolbar and context menu.

Manage files and set options in the Backstage view Start Project, and then perform the following tasks: 1. Navigate to the Ch02 practice file folder. In the File Name box, enter a unique name for the practice file and then click Save.

Continuing in the TakeGuidedTour plan, perform the following tasks: 1. Display the Resource Sheet view. Switch to the Calendar view as shown in Figure Display the Project Overview report. Switch to the Resource Overview report as shown in Figure Start a new plan In this chapter Create a new plan and set its start date Set nonworking days in the project calendar Enter the plan title and other properties Practice files No practice files are necessary to complete the practice tasks in this chapter.

This model focuses on certain key aspects of a project, such as tasks, resources, time frames, and possible associated costs. Note that this book refers to the types of documents that Project works with as plans, not documents or schedules. Create a new plan and set its start date As you might expect, Project focuses primarily on time.

Sometimes you might know the expected start date of a project, the expected finish date, or both. Remember that Project is not merely a static repository of your schedule information or a Gantt chart drawing tool—it is an active scheduling engine. Most plans should be scheduled from a start date, even if you know that the plan should finish by a certain deadline date. Scheduling from a start date sets all tasks to begin as soon as possible and gives you the greatest scheduling flexibility.

In this chapter and later chapters, you will see this flexibility in action as you work with a plan that is scheduled from a start date. To create a new plan 1. In Project, if the File tab is displayed, click it and then click New.

In the list of templates, click Blank Project or any other template you want. If you already have a list of available templates on the Start screen, click Blank Project or any other template you want.

As Figure shows, Project draws a thin green vertical line in the chart portion of the Gantt Chart view at the current date. Tip Line formatting can be changed to accommodate color blindness. Tip The current date line is drawn at the start of the day. On the Project tab, in the Properties group, click Project Information.

In the Project Information dialog box, in the Start Date box, either enter the start date you want or click the arrow to select one from the calendar. Tip In the calendar, you can use the left and right arrows to navigate to any month and then click the date you want, or you can click Today to quickly choose the current date.

Click OK to accept the start date and close the Project Information dialog box. To save the new plan 1. Click the File tab, and then click Save As. On the Save As page, navigate to the location where you want to save the plan. Tip You can adjust Project settings related to files. For example, you can set Project to automatically display the Project Information dialog box each time you create a new plan. To make this change, click the File tab and then click Options.

You can also instruct Project to automatically save the active plan at predefined intervals, such as every 10 minutes. In the Project Options dialog box, click Save, select the Auto Save Every check box, and then specify the time interval you want. Set nonworking days in the project calendar Calendars are the primary means by which you control when each task and resource can be scheduled for work in Project.

In later chapters, you will work with other types of calendars; in this chapter, we focus on the project calendar. The project calendar defines the general working and nonworking days and times for tasks for the entire plan. Project includes multiple calendars, called base calendars, and any one of those calendars can serve as the project calendar for a plan. As Figure shows, you select the base calendar to be used as the project calendar in the Project Information dialog box.

Important If you are using Project Professional instead of Project Standard, be aware that the Project Information dialog box and some other dialog boxes may contain additional options related to Project Online or Project Server. Standard The traditional working day and week, Monday through Friday from A. Only one of the base calendars serves as the project calendar; the Standard calendar is the default.

For example, this might be Monday through Friday, A. Your organization or specific resources might have exceptions to this normal working time, such as public holidays or vacation days personal holidays. Use this dialog box to set normal working schedules and working time exceptions for individual resources or the entire plan. Other common examples of working time adjustments include the following: Recurring holidays or other times off that follow a known pattern, such as weekly, monthly, or annually.

Variable working times per week—for example, to address seasonal changes in working times. Unique working hours for a resource. To select the project calendar 1. On the Project tab, in the Properties group, click the Project Information button. In the Project Information dialog box, in the Calendar box, click the arrow and then click the calendar you want to use as the project calendar. To set a specific date as nonworking 1. On the Exceptions tab in the lower portion of the Change Working Time dialog box, in the Name field, enter a description of the exception.

In the Start and Finish fields, enter or select the dates you want. Click OK. To set up a recurring nonworking time 1. On the Exceptions tab of the Change Working Time dialog box, in the Name field, enter a description of the recurring exception. Click in the Start field, and then click Details. In the Details dialog box, under Recurrence Patterns, select the recurrence values you want, and then click OK. To set up a custom work week 1. Click a row below the [Default] value.

Enter a description and the date range you want to apply to the custom work week. In the Start and Finish fields, enter or select the date range you want to apply to the custom work week. Click Details. In the Details dialog box, select the day and time values you want, and then click OK. Enter the plan title and other properties As with other Microsoft Office apps, Project keeps track of several document properties.

Some of these properties are statistics, such as how many times the document has been revised. Some of these properties are used in views, reports, and page headers and footers when printing. You can view and record these properties in the Properties dialog box shown in Figure Tip The project title and comments automatically appear on the Project Summary Task. Click the File tab, and then click Info.

On the right side of the Info screen, click Project Information. In the menu that appears, click Advanced Properties. Enter the properties you want to record all are optional , and then click OK. Project management focus: Project is part of a larger picture Depending on your needs and the information to which you have access, the plans that you develop in Project might not deal with other important aspects of your projects.

For example, many large projects take place in organizations that have a formal change-management process. Before a major change to the scope of a project is allowed, the people managing and implementing the project must evaluate and approve the change. Even though this is an important project-management activity, it is not done directly within Project.

Skills review In this chapter, you learned how to Create a new plan and set its start date Set nonworking days in the project calendar Enter the plan title and other properties Practice tasks No practice files are necessary to complete the practice tasks in this chapter. Start Project and perform the following tasks: 1.

Create a new plan based on the Blank Project template. Save the new plan as Simple Plan. Set nonworking days in the project calendar The scenario: At Lucerne Publishing, you need to account for an upcoming date on which the entire Lucerne staff will be unavailable to work on the book launch project. Continuing in the Simple Plan plan, perform the following task: 1. In the project calendar, create a nonworking day calendar exception named Staff at morale event for January 25, , which is illustrated in Figure Enter the plan title and other properties The scenario: You want to record top-level information about the new book launch plan.

Review the Gantt Chart view for this plan and, in the timescale, locate the vertical current date line and the date for the morale event you created in the previous section. Notice that the morale event is shaded the same way as other nonworking time in the timescale.

Tip If you do not see the shading for nonworking time, check to make sure you are viewing the timescale by days instead of by weeks or months. For practice file download instructions, see the introduction. Tasks represent the work to be done to accomplish the goals of the project.

They describe work in terms of dependencies, duration, and resource requirements. Project includes several kinds of tasks: summary tasks, subtasks, and milestones all discussed in this chapter.

More broadly, what Project calls tasks are sometimes more generally called activities or work packages. Create tasks Tasks represent the work to be done to accomplish the goals of the project. Every task in a plan is given an ID number, but the number does not necessarily represent the order in which tasks occur. Every task in Project has one of two scheduling modes that controls how the task is scheduled: manual the default or automatically scheduled. Think of a manually scheduled task as an initial placeholder you can create at any time without affecting the rest of the schedule.

As you discover or decide more details about the task, such as when it should occur, you can add those details to the plan. As you might suspect, naming the task is the first step in creating a task. Task names need to be recognizable and should make sense to both the people who will perform the tasks and other stakeholders who will read the task names.

Do aim to use concise, descriptive phrases that communicate the required work and make sense to you and others who will perform the work or review the plan. When necessary, you can also add more details in task notes, described later in this chapter. To enter task names 1. Click an empty cell in the Task Name column.

Enter your task names and press Enter after each one. To insert a new task within a task list 1. Click in the Task Name column where you want to insert the new task. On the Task tab, in the Insert group, click Task. Project inserts a row for a new task and renumbers the subsequent tasks. Project names the new task. With selected, enter the task name and press Enter. To delete a task 1. Right-click the task name and click Delete Task.

Project management focus: Defining the right tasks for the deliverable Every project has an ultimate goal or intent, the reason the project was started. The deliverable might be a tangible product, such as a new book, or a service or event, such as a product launch party.

Defining the right tasks to create the deliverable is an essential skill for a project manager. The task lists you create in Project should describe all the work required, and only the work required, to complete the project successfully.

When developing your task lists, you might find it helpful to distinguish product scope from project scope. Product scope describes the quality, features, and functions of the deliverable of the project. Switch task scheduling from manual to automatic By default, Project sets new tasks to be manually scheduled. In Project, you control the scheduling of tasks in two different ways: You work with manually scheduled tasks to quickly capture some details but without scheduling the tasks.

Think of a manually scheduled task as an initial placeholder you can create at any time without affecting the rest of the plan. You work with automatically scheduled tasks to take full advantage of the powerful scheduling engine in Project. You can see some of the differences between manually and automatically scheduled tasks in Figure When you create automatically scheduled tasks, Project assigns a duration and start and finish date values to them.

With automatic scheduling, Project automatically updates calculated schedule values such as task durations, start dates, and finish dates in response to changes in a plan. Changes to factors such as task relationships and calendars can also cause Project to recalculate affected tasks.

To switch a single task from manual to automatic task scheduling 1. Select the manually scheduled task you want to change. Click in the Task Mode field of the selected task, and then click the arrow that appears. In the list that appears, click Auto Scheduled. To switch several tasks from manual to automatic task scheduling 1.

Select the manually scheduled tasks you want to change. On the Task tab, in the Tasks group, click the Auto Schedule button. To switch the currently open plan from manual to automatic task scheduling 1.

Click the New Tasks status bar text as shown in Figure Click the scheduling mode you want. To change the default scheduling mode that Project applies to all new plans 1. On the File tab, click Options. Then in the Project Options dialog box, click the Schedule tab. Project can work with task durations that range from minutes to months.

Giving your tasks duration values is one of the benefits of using a scheduling tool such as Project instead of a simple checklist or to-do approach to organizing work. Project uses standard values for minutes and hours for durations: 1 minute equals 60 seconds, and 1 hour equals 60 minutes. Assume that a plan has a project calendar with working time defined as A. That schedule leaves nonworking time defined as evenings after P. If you estimate that a task will take 16 hours of working time, you could enter its duration as 2d to schedule work during two 8-hour workdays.

You should then expect that starting the task at A. No work would be scheduled over the weekend because Saturday and Sunday have been defined as nonworking time.

If you enter this abbreviation… It appears like this… And it means… m such as 30m 30 mins 30 minutes h such as 6h 6 hrs 6 hours d such as 4d 4 days 4 days w such as 3w 3 wks 3 weeks mo such as 2mo 2 mons 2 months Tip You can modify how the abbreviations are displayed on the Backstage view on the Advanced page under Display Options for This Project.

Automatically scheduled tasks always have a duration 1 day, by default. Manually scheduled tasks, however, do not initially have any duration. Of course, you can enter placeholder duration values for manually scheduled tasks. You also can enter regular duration values by using the abbreviations shown in the preceding table—for example, 3d for 3 days.

Additionally, you can enter text values, such as Check with Bob or Sometime next quarter. Such text values are replaced with the default 1-day duration value when you convert a task from manual to automatic scheduling. Tip When you create an automatically scheduled task, Project adds a question mark? In fact, you can flag any task as having an estimated duration: Select the task and, on the Task tab, in the Properties group, click Information and then select the Estimated check box.

If needed, you can schedule tasks to occur during nonworking as well as working time. To do so, enter an elapsed duration to a task. You enter elapsed duration by preceding the duration abbreviation with an e. You might use an elapsed duration for a task that goes on continuously instead of just during normal working hours. For instance, a construction project might have the tasks Pour foundation concrete and Remove foundation forms.

The task Wait for concrete to cure should have an elapsed duration because the concrete will cure over a contiguous range of days, whether they are working or nonworking days. If the concrete takes 48 hours to cure, you can enter the duration for that task as 2ed, schedule the task to start on Friday at A.

Project management focus: How do you come up with accurate task durations? Consider two general rules when estimating task durations: Overall project duration often correlates to task duration.

Long projects tend to have tasks with longer durations than short projects. If you have a multiyear project, for example, it might not be practical or even possible to track tasks that are measured in minutes or hours. In general, you want to measure task durations at the lowest level of detail or control that is important to you, but no lower. For the plans you work on in the practice tasks sections of this book, the durations are supplied for you. For your projects, you will often have to estimate task durations.

This rule suggests that task durations between 8 hours or 1 day and 80 hours 10 working days, or 2 weeks are generally sized about right.

Tasks shorter than 1 day might be too granular, and tasks longer than two weeks might be too long to manage properly. For complex, long-duration projects or projects involving a large number of unknowns, you might be able to make detailed duration estimates only for tasks to be started and completed soon for example, within 2—4 weeks. You then might have only very general duration estimates for tasks that will start later for example, after 2—4 weeks. You could hold a recurring task-duration estimating session with the team according to a regular cadence as time progresses.

For complex projects, you probably want to combine these and other strategies to estimate task durations. Inaccurate task duration estimates are a major source of risk in any project, so making good estimates is well worth the effort. To enter task duration 1. Click a cell in the Duration column for a task. Enter a duration value. Tip You can also click the up and down arrows in the cell to enter or change the value in the Duration field.

Project initially sets all new tasks that have a duration value to start at the project start date. This is true whether the tasks are manually or automatically scheduled. For manually scheduled tasks, you can enter a duration as either a numeric value, such as 2d, or as placeholder text, such as Check with Marketing team. For any columns that are too narrow to display the full value, point to the cell; its full value appears in a ScreenTip.

For both manually and automatically scheduled tasks, Project draws a Gantt bar in the chart portion of a Gantt chart view. To schedule a task to span nonworking and working times with an elapsed duration 1. For example, enter 1ed to indicate one full hour day, or 1ew to equal seven hour days, or 1emo to equal thirty hour days. To calculate the duration of a manually scheduled task 1. In the Start and Finish fields for the task, enter or select the start date and finish date values you want.

Project calculates the Duration value. Note that when the task gets switched to automatically scheduled, the start and finish values might change based on predecessor relationships, the project start date, or other scheduling factors. The duration value, however, is preserved. To do this, you can create a milestone task. Milestones are significant events that either are reached within the plan such as the completion of a phase of work or are imposed upon the plan such as a deadline by which to apply for funding.

To visually distinguish milestones, their Gantt chart symbol appears as a diamond instead of a bar. However, you can flag any task of any duration as a milestone. To enter a milestone task 1. In the Task Name column, click where you want to insert the milestone. On the Task tab, in the Insert group, click Milestone. Project inserts a new row for the new task and renumbers subsequent tasks. Project names the new task and gives it a 0day duration. Tip To convert a task of any duration to a 0-duration milestone task, set its Duration value to 0.

To mark a task of any duration as a milestone 1. Select a task name. On the Task tab, in the Properties group, click Information. In the Task Information dialog box, click Advanced.

Select the Mark Task As Milestone check box. Important The duration of the task does not change with this method. However, Project replaces the Gantt bar with a milestone indicator positioned where the task finish date is. When the summary tasks are sequenced over time, the highest-level summary tasks are called phases.

For example, book publishing projects are commonly divided into Editorial, Design, and Production phases. With an outline applied, you can then expand or collapse the outline to show just the level of detail you want.

You create an outline by indenting and outdenting tasks. Summary tasks are automatically scheduled, by default. Project calculates the duration of an automatically scheduled summary task as the span of working time from the earliest start date to the latest finish date of its subtasks. If you directly edit the duration of an automatically scheduled summary task or its start or finish date, Project switches the task to a manually scheduled task. When a summary task is manually scheduled, its duration is calculated based on its subtasks, as with the duration of an automatically scheduled summary task.

However, you can edit the duration of a manually scheduled summary task; Project keeps track of both the manual duration that you entered and the calculated duration. Project automatically generates the project summary task but does not display it by default.

Project management focus: Top-down and bottom-up planning Two common approaches to developing tasks and phases are top-down and bottom-up planning: Top-down planning This approach identifies major phases or components of the project before filling in all the details required to complete those phases, which are represented in the plan as summary tasks.

Complex plans can have several layers of nested summary tasks. This approach works from general to specific. Bottom-up planning This approach identifies as many of the bottom-level detailed tasks as possible before outlining them into phases or summary tasks. This approach works from specific to general. Creating accurate tasks and phases for most complex plans requires a combination of top-down and bottom-up planning. Typically, a project manager begins with established, broad phases for a plan top-down planning , and the resources who will execute the plan provide the detailed tasks that fill out each phase bottom-up planning.

To promote a task to a summary task 1. Select the tasks directly below the task that you want to make a summary task. On the Task tab, in the Schedule group, click the Indent Task button. The results are shown in Figure To insert a new summary task within a task list 1. Select the name of the tasks that will become subtasks. On the Task tab, in the Insert group, click Summary. Project inserts a row for a new task, indents the selected tasks directly below it, and renumbers the subsequent tasks.

With selected, enter the summary task name. Tip When you insert a summary task for a list of manually scheduled tasks, Project sets the new summary task to be automatically scheduled. To demote a summary task to a task 1. Select all subtasks below the summary task. On the Task tab, in the Schedule group, click the Outdent Task button. Link tasks to create dependencies When you link tasks, you create scheduling relationships between the tasks.

These task relationships are called dependencies, as in the start of this task is dependent upon the completion of a prior task. Project can automatically adjust the scheduling of linked tasks as changes occur in your plan. Creating dependencies by linking tasks is crucial to getting the full benefit of the Project scheduling engine. Most projects require tasks to be performed in a specific order. For example, the task of writing a chapter of a book must be completed before the task of editing the chapter can occur.

These two tasks have a finish-to-start relationship, which has two aspects: The second task must occur after the first task; this is a sequence. The second task can occur only if the first task is completed; this is a dependency.

In Project, the first task Write the chapter is called the predecessor because it precedes tasks that depend on it. The second task Edit the chapter is called the successor because it succeeds, or follows, tasks on which it is dependent. Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks. Although this might sound complicated, two tasks can have one of only four types of task relationships, as described in the following table.

Task Meaning Relationship Finish-tostart FS The finish date of the predecessor task determines the start date of the successor Appearance in the Gantt Chart Example A book chapter must be written task. This is the default task relationship. The start date of the predecessor task Start-to-start determines the start SS date of the successor task. The finish date of the predecessor task determines the finish date of the successor task. Tasks that require specific equipment must end when the equipment rental period ends.

Finish-tofinish FF Start-tofinish SF The start date of the predecessor task determines the finish date of the successor task. The time when the print run is scheduled to start determines when a binder selection task must end. For finish-to-start relationships the default link type , the predecessor with the later finish date determines the start date of the successor task.

This predecessor task is sometimes called the driving predecessor because it determines or drives the start date of its successor task. Project includes a feature called Task Path that helps you more easily identify driving predecessor and successor relationships.

For example, the predecessor task can have a finish-to-start relationship with one successor and a finish-to-finish relationship with another successor. Representing task relationships and handling changes to scheduled start and finish dates are two areas in which using a scheduling tool such as Project really pays off.

For example, you can change task durations or add or remove tasks from a chain of linked tasks; Project then reschedules tasks accordingly. Automatically scheduled tasks are dynamically rescheduled when their predecessor task details change. Manually scheduled tasks are not rescheduled by schedule updates to their predecessor tasks, but you can force a manually scheduled task to respect its predecessor links whenever you want. Task relationships appear in several ways in Project, including the following: In Gantt chart and Network Diagram views, task relationships appear as the lines connecting tasks.

In tables, such as the Entry table, task ID numbers of predecessor tasks appear in the Predecessor fields of successor tasks. In a Gantt chart view, you might need to drag the vertical divider bar to the right to display the Predecessor column. Tip You can adjust the schedule relationship between predecessor and successor tasks by adding lead and lag times.

For example, you can set a 2-day lag between the end of a predecessor task and the start of its successor task. For more information, see Chapter 9. To link tasks 1. Select the names of the tasks you want to link. If the tasks are not adjacent, select the first task, hold down the Ctrl key, and then select the additional task or tasks. On the Task tab, in the Schedule group, click the Link the Selected Tasks button which looks like two chain links.

As Figure shows, Project links the tasks with a finish-to-start relationship. In the chart portion of a Gantt chart view, point to the predecessor task bar and then drag down to the task bar for the successor task. Note that, as you drag, the pointer changes to a link icon and pop-up window that updates with information as you point to other task bars as shown in Figure This ScreenTip can help you link tasks by using the mouse.

The pointer changes to indicate that you are linking tasks. When the pointer is over the successor task bar, release the mouse button. You might have to scroll the table to the right to display the Predecessor column.

Tip Multiple predecessors can be quickly added by typing in multiple task IDs or using the task list available In the predecessor field of the desired successor task.

Tip When working with summary tasks, you can either link summary tasks directly or link the latest task in the first phase with the earliest task in the second phase. The scheduling result is the same in either situation. Under no circumstances, however, can you link a summary task to one of its own subtasks. Select the task for which you want to specify a predecessor task or multiple predecessor tasks.

On the Task tab, in the Properties group, click the Information button. On the Predecessors tab of the Task Information dialog box, enter the ID value or select or enter the task name of the predecessor task you want, and then click OK.

To unlink tasks 1. Select the tasks you want to unlink. On the Task tab, in the Schedule group, click the Unlink Tasks button which looks like a broken chain link. Select the manually scheduled task you want to reschedule, as determined by its predecessor task relationships. On the Task tab, in the Schedule group, click the Respect Links button. Project calculates these values based on the task durations, dependencies, project calendar adjustments, and many other factors you have recorded in a plan.

Any change to the start date causes Project to recalculate the finish date. In the Project Statistics dialog box, click Statistics. To display the project summary task 1. Click anywhere in a Gantt chart view.

Here you find the same duration and start and finish values displayed in Project Statistics, along with a Gantt bar drawn from the start and finish dates of the overall plan. Document task information You can record additional information about a task in a note.

That way, the information resides in the plan and can be easily viewed or printed. Project offers three types of notes: task notes, resource notes, and assignment notes. You can enter and review task notes on the Notes tab in the Task Information dialog box. Notes in Project support a wide range of text formatting options; you can even link to or store graphic images and other types of files in notes. For notes that are too long to appear in a ScreenTip, you can double-click the note icon to display the full text of the note.

The project summary task, mentioned earlier, also supports a task note. Text entered in the Comments field of the Properties dialog box appears as a note on the project summary task. If you add or change a note on the project summary task, the change appears in the Comments field in the Properties dialog box.

Sometimes you want to associate a task in a plan with information stored in a different document or on a web page. Using hyperlinks, you can connect a specific task, resource, or assignment to additional information that resides outside the plan. To add a note to a task 1. Select the name of the task to which you want to add a note. On the Task tab, in the Properties group, click the Notes button. Or Right-click the task name, and then click Notes. In the Notes box, enter the note text you want, and then click OK.

To add a hyperlink to a task 1. Right-click the task name, and then click Hyperlink to open the Insert Hyperlink dialog box. In the Text to display box, enter the link text you want to display. In the Address box, enter the URL of the destination address you want to link to. Tip To open the web page in your browser, either click the hyperlink icon or right-click the hyperlink icon; in the shortcut menu that appears, point to Hyperlink and then click Open Hyperlink.

To quickly remove notes, hyperlinks, or formatting from selected tasks 1. On the Task tab, in the Editing group, click the Clear button which looks like an eraser and then select the command you want. Enter the following task names: Assign launch team members Design and order marketing material Distribute advance copies Coordinate magazine feature articles Launch public web portal for book While reviewing the tasks you entered, you realize that you missed a task.

You insert that task next. Insert a new task named Public Launch Phase so that it appears above the Distribute advance copies task. Switch task scheduling from manual to automatic The scenario: You showed your initial task list to the resources who will perform the work and to other project stakeholders.

They gave you their preliminary approval. You need to switch some tasks from manual to automatic scheduling in preparation for entering durations. Continuing in the SimpleBuildTaskList plan, perform the following tasks: 1. Switch tasks 1, 3, and 4 to be automatically scheduled by using the Auto Schedule command on the Task tab. Use the Task Mode field of task 5 to change it to be automatically scheduled. Right now, this plan is set to treat any new tasks you might enter as manually scheduled.

You could leave this setting as is and then switch specific tasks to be automatically scheduled. However, this plan is ready to be switched to automatic scheduling. You can later set some specific tasks to manually scheduled as needed.

Switch the plan to make all new tasks automatically scheduled. Enter a new task named Launch social media programs for bookbelow task 6. Project adds the new task to the plan; notice that it is automatically scheduled. Following completion of these steps, you will have the results displayed in Figure Enter task durations and estimates The scenario: You showed your initial task list to the resources who will perform the work and to other project stakeholders. They gave you their preliminary although incomplete feedback on some task durations and estimates, which you want to record in the new book launch plan.

Enter a duration of 1 day for task 1, Assign launch team members. Enter the following durations or text phrases for the other tasks. Project also draws the Gantt bar for the task to span these working days plus the nonworking weekend days. In the Start field for task 6, enter About two weeks before launch complete.

After you have finished entering estimates, your results will appear as shown in Figure Enter milestone tasks The scenario: You just learned that all planning activities must be complete before the book launch.

You want this requirement to have visibility in the plan. Continuing in the SimpleBuildTaskList plan, perform the following task: 1. Insert a new milestone task named Planning complete so that it appears above task 3, Public Launch Phase.

As you can see in Figure , the tasks automatically renumber when you insert a new task. Create summary tasks to outline the plan The scenario: The new book launch plan is developed enough now to be organized into two phases. Make the Public Launch Phase task the summary task of tasks 5, Distribute advance copies, through 8, Launch social media programs for book.

Notice the scheduling effect of creating the summary task. Project sets the start date of the summary task and its other subtasks with a duration to the same date, January 9. Insert a new summary task named Planning Phase that includes tasks 1 through 3 so that they become its subtasks.

The results of creating new summary tasks is illustrated in Figure Link tasks to create dependencies The scenario: The new book launch plan is coming together nicely. Enter a task ID in the Predecessor field to link tasks 2 and 3 with a finish-to-start relationship. Note that task 3 previously had no start or finish date, but by making it a successor of task 2, you gave Project enough information to give task 3 a start date: January 10, the next working day following the end of task 2.

Next, you link tasks 3 and 4 by using a different technique. Make task 3, Design and order marketing material, a predecessor of task 4 by clicking the arrow that appears in the predecessor field. Notice that Project replaces the text value in the Start field of task 8 with a scheduled date and supplies the default 1-day duration. This is because Project requires a date value for the task as soon as it is linked to another task. The question mark following the duration value indicates that this is an estimated duration; the question mark has no effect on the scheduling of the task.

Link task 4, Planning complete, to task 6, Distribute advance copies, by using your mouse in the chart portion of the Gantt Chart view. The Lucerne marketing team has reported that its estimate for task 3 should have a 2-week duration. Change the duration of task 3 from the placeholder text Check with Marketing to 2 weeks. You might have noticed that the start of the Public Launch Phase summary task is earlier than the finish date of the task Planning complete. In the next step, you force Project to adjust the manually scheduled task to honor its predecessor task while leaving it as manually scheduled.

Adjust task 8, Launch public web portal for book, so that it respects the predecessor link. After linking tasks, your plan should look like the one shown in Figure You are frequently asked to provide the currently scheduled duration and finish date for the book launch. Next, look at the duration information in more detail in the Project Statistics dialog box shown in Figure Display the project summary task in the Gantt Chart view.

Document task information You have some details about a few tasks in the new book launch plan that you want to record in the plan. This helps you later by keeping such details right in the plan, and it also is valuable for any other project stakeholders who might work with the plan in the future.

Add the note Get recipient list from publicist to task 6, Distribute advance copies. Point to the note icon for task 6. The note appears in a ScreenTip in the Indicators column.

You have decided that you want to be able to roll up the details from all subtasks in the plan. You can accomplish that next. Display the project summary task. Point to the note icon for task 0. You might recognize the note that appears in the ScreenTip. This text was entered in the Comments field of the Properties dialog box, which you set up in Chapter 3.

As Figure shows, a hyperlink icon appears in the Indicators column. Pointing to the icon displays the descriptive text you entered earlier. For practice file download instructions, see the introduction to this book. Resources include the people, equipment, and material needed to complete the work of a project. Effective resource management is one of the most significant advantages of using Project instead of using task-focused planning tools such as issue-ticketing systems.

You can manage three types of resources in Project—work resources and two special-purpose resources: cost and material. Cost resources represent categories of financial costs, derived from specific tasks, that you need to account for in the plan. Examples include categories of expenses, such as travel and entertainment. Material resources are consumables that get used up as the project proceeds.

For example, a construction project might need to track steel or concrete as it is used throughout the project. This chapter guides you through procedures related to setting up work resources, entering the maximum capacity for work resources, entering work resource pay rates, adjusting working time in a resource calendar, setting up cost resources, and documenting resources by using notes.

Set up work resources Work resources are the people and equipment doing the work of the project. Project focuses on two aspects of work resources: their availability and their costs. Availability pertains to when specific resources can work on tasks and how much work those resources can perform.

Costs refers to the financial costs incurred by resources performing work on the project. In Project, work resource names can refer to specific people or to specific job titles. Use whatever naming convention makes the most sense to you and to the people who will see your plan. The important questions are these: Who will see these resource names, and how will they identify the resources? The resource names you choose will appear both in Project and in any resource information shared from Project.

A resource might refer to somebody who is already on staff or to a position to be filled later. If you have not yet filled all the resource positions required, you might not have the names of specific people to enter.

In that case, use descriptive placeholder names or job titles when setting up resources in Project. The following table lists some examples of how you can enter work resource names. Work Resource Examples An individual person identified by name Jun Cao; Zac Woodall An individual person identified by job title or function Publisher; Contract specialist A group of people who have common skills when assigning such interchangeable resources to a task, you might not be concerned about who the individual resource is as long as that person has the right skills Copyeditors Equipment Offset lithography press Project can help you make smarter decisions about managing resources and monitoring financial costs.

To enter work resource names 1. Click an empty cell in the Resource Name column. Enter your resource names, pressing the Enter key after each one.

Project applies the default Work resource type in the Type field. Tip You can quickly import resources from your email address book. First, switch to the Resource Sheet view. Then, on the Resource tab, click Add Resources. To insert a new work resource within a resource list 1. Click in the cell in the Resource Name column where you want to insert the new resource.

Project inserts a new row with the name in the Resource Name column and renumbers the subsequent resources.

With selected, enter the resource name and press Enter. To delete a resource 1. Right-click the resource name, and then click Delete Resource. Equipment resource considerations In Project, you set up people and equipment resources in exactly the same way; they are both examples of work resources. However, you should be aware of important differences in how you can schedule these two work resources. Most people resources have a typical working day of 8 hours and usually no more than 12 hours, but equipment resources might have much more varied capacities for work, ranging from short durations followed by maintenance to around-the-clock sessions without interruption.

Moreover, people resources might be flexible in the tasks they can perform, but equipment resources tend to be more specialized. For example, a content editor for a book project might also act as a copyeditor when required, but a coffee machine cannot replace a computer. You do not need to track every piece of equipment that will be used in your plan, but you might want to set up equipment resources in these cases: Multiple teams or people might need a piece of equipment to accomplish different tasks simultaneously, and the equipment might be overbooked.

You want to plan and track costs associated with the equipment. Consider these issues if your plans involve equipment resources.

Enter the maximum capacity for work resources Work resources do not have unlimited capacity within the limited duration of a plan, and Project helps you manage this. The Max. Units field represents the maximum capacity of a resource to work on the tasks assigned to that resource. Project alerts you with an indicator and formatting if you assign the resource to more tasks than the resource can accomplish. Units value for new work resources. For a resource that represents not a specific person, but a category of interchangeable people with a common skill set, you can enter a larger maximum units value to indicate the number of available people.

For a resource that has less than full-time availability, you can enter a smaller maximum units value. For a hour work week, this equals 30 hours of capacity. Note that such a part-time working capacity might apply to a part-time worker or to a full-time worker who is allocated to a specific project only part time.

In the Resource Sheet view, click the Max. Units field for the resource you want to adjust the Max. Tip When you click a numeric value in a field such as Max. Units, up and down arrows appear. You can click these to display the number you want, or you can enter the number directly in the field. Enter the new value for the resource. Tip If you prefer, you can display and enter maximum units as partial or whole numbers such as 0.

To use this format, on the File tab, click Options. In the Project Options dialog box, click the Schedule tab. Enter work resource pay rates Almost all projects have some financial aspect, and cost limits the scope of many projects. Tracking and managing cost information in Project allows the project manager to answer such important questions as these: What is the expected total cost of the project, based on task durations and resource assignments?

Is the organization using expensive resources to do work that less expensive resources could do? How much money will a specific type of resource or task cost over the life of the project? Is the organization spending money at a rate that it can sustain for the planned duration of the project? In Project, you can enter standard rates and costs per use for work and material resources, in addition to overtime rates for work resources.

This is shown in Figure Recall that Project uses three types of resources: work, cost, and material. Tip Cost resources do not use pay rates and are described later in this chapter. Material resources are introduced in Chapter You can enter pay rates with a variety of time bases—per minute, hourly the default , daily, weekly, monthly, or yearly.

When a work resource has a standard pay rate entered and is assigned to a task, Project calculates the cost of the assignment. You can then see the cost per resource, cost per assignment, and cost per task and also costs rolled up to summary tasks and the entire plan.

Project handles overtime expenses differently. Project applies the overtime pay rate only when you specifically record overtime hours for an assignment.

 
 

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MS Project Tutorial in PDF, This wonderful tutorial and its PDF is available free of cost. However you can help us serve more readers by making a small. Download MS Project Tutorial (PDF Version). 84 Pages · · MB ·.

 

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Document task information You can record additional information about a task in a note. Microsoft Project is not suitable for solving problems of available materials resources constrained production.

 
 

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This happens only for automatically scheduled tasks. The Resource Usage view displays resources and all tasks assigned to them underneath thtorial Resource Name. Multiple timelines help you visualize complex schedules.