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1 Tutorials The lesson schedules for these tutorials were installed when you installed Milestones Professional They can be accessed under File Open a File Lesson Chart. If you have any questions, comments, or suggestions about these lessons, don't hesitate to contact us at KIDASA Software, Inc. All Rights Reserved

2 Getting Started In this lesson you will learn how to: Milestones Start up Choices The Toolbar Milestones Terminology Milestones Start up Choices Welcome to using Milestones Professional. When you first open Milestones you will see the Milestones Professional Startup Choices dialog box. With the following startup options. 1. Using Your Default Template 2. Using the Schedule Setup Wizard 3. Open an Existing Schedule from the List Below 4. Open the Last Schedule Used Using Your Default template By choosing this option a blank schedule (template) appears in the Milestones window. We have designed the default template with basic features that will allow you to immediately get started adding information. Once you decide what schedule attributes you use for your projects consistently. You can have the default template based on these attributes. Follow the directions below and your template will appear when Milestones starts. 1. Choose the File tab. 2. In File Templates: Open and Save Options section click the Save As down arrow. 3. Choose Personal Template. 4. For File Name, enter Default.mtp. 5. Click Save. Using the Schedule Setup Wizard By choosing this option the Milestones Wizard will come up and walk you through the setup of your schedule. 1. Choose Step by Step to go through a series of questions about the formatting options, or choose Select Pre designed Template. 2. If you choose Select Pre designed Template you then can scroll and select a category from Template Category. 3. Then you can select from a variety of templates within the category by clicking the scroll arrow under Templates in current template folder. 4. Proceed through the Setup Wizard. Open an Existing Schedule from the List Below This option allows you to choose a schedule from a list of files you have recently used in Milestones Professional. Open the Last Schedule Used Choosing this option will open the last schedule you saved in Milestones Professional. Use Selected Option From Now On Once you decided which startup option you prefer, choose Use Selected Option From Now On. The next time you open Milestones Professional the startup dialog box will no longer appear, your chosen start up choice will be in the Milestones window. To turn on the Startup choices 1. Choose the Help menu 2. In the Keys and Information section click the Reset Program Startup Choices Icon: Milestones Startup Choices Getting Started-1

3 Toolbar and Milestones Terminology Below is the face of Milestones Professional labeled with terminology that will be helpful to you as you work through our tutorials. The Toolbar Our graphical user interface (GUI) is based around our Toolbar. KIDASA's context sensitive toolbar displays all the options you need at your fingertips. The Toolbar interacts with your schedule. As you choose an area of the schedule the toolbar changes to the options necessary to work with that area of the schedule. Here are some standard buttons to help you use the toolbar effectively: When you see the black down arrow click to see a list of options from which to choose. When you see the Apply button you must click it in order for the attributes you have changed to take effect. When you see the Full... or More... Icon click it. You will either activate a menu of more options, a full dialog box, or the toolbar changes and offers more options. When you see the Reset button click to reset the option back to Milestone's default setting. Getting Started-2

4 The Toolbox Tools: Large Plus Arrow used to add information to schedule. used to change information on the schedule. Text used to add text to schedule. Drawing tools: Line Square Circle Symbol: used to depict specific dates Horizontal Bar: used to show span of project Vertical links: used to show dependencies Note: Right click the toolbox to change its attributes. Sidebar Customize the Sidebar to include the shortcut icons of the actions you use most whencreating a schedule. Note: Right click the toolbox to access the sidebar options. Date Headings Choose from a variety of date headings to display on your schedule. Display up to four date heading options on a single schedule. Note: Click any heading to have the toolbar activate to the heading options. Schedule Area Display area for the dates of your projects. Using symbols and bars you can show project milestones and date ranges. You can enhance your schedule area with, symbol text, freeform text, lines, circles, squares, color highlights, gridlines, horizontal and vertical shading. Task Row Area to enter project task. Task row spans columns and schedule area. Right click a task row (in the column area) to activate a menu of task row options. Column Heading When clicked on is the control centers for the type of column and attributes that are assigned to the column. Column You can have up to 10 columns on either side of the schedule. Columns can contain text, dates, and /or numbers. Note: To access a column's properties, click on the column heading to activate the toolbar. Click Switch to Column. The toolbar will now show the column attributes that then can be changed. SmartColumns Allow for a variety of project management controls within your schedule like % complete, earned value, status and more. Note: Choose the Insert Rows,Columns New Column to add Smartcolumns. Legend Is the key to objects on the schedule. The legend can be stationary or floating. Note: To add a legend to a schedule choose Layout Legend Size enter a Legend Height. To change a legends attributes choose Layout Legend Size Full legend Settings. The toolbar will activate to Current Object Legend which offers a variety of formatting options. To add a legend entry choose Insert Picture,Legend New Legend Entry. The toolbar will activate to Current Object Legend Entry. Fill in the toolbar with your legend text and choose your legend entry options. Getting Started-3

5 Lesson 1 How to Format a Schedule In this lesson you will learn how to: Change the Date Headings. Change the Schedule's Date Range. Change the Schedule's Size. Work with the Legend. Work with Pages and Page Numbers. Work with the Current Date. Work with Vertical Gridlines. Work with Horizontal Gridlines. When you first open Milestones Professional this is the default template. Change the Date Range. 1. Choose the Dates tab. 2. In the Start and End Dates section using your keyboard or the Calendar icon change the dates to 1/1/2010 to 5/31/2010. Default Template 3. When using your keyboard to change the date press the Apply button for the inputted dates to adjust the template. Changed Date Schedule Change the Date Headings. Click on the date headings in the template. The toolbar will change to the Selection tab. The Current Object selected will be the Date Heading. Now all the attributes of the date headings will be in the toolbar and you can select the attributes to change. We will add another heading line and change some attributes. Date Heading Toolbar 1. In the Date Headings section choose click the third drop down arrow. 2. Click on Quarterly: First, Second, Click the Italicize icon, for the third heading. 4. Click the Color swatch, for the third heading, to change the font color. 5. Change the Font Size for the third heading to 12. Added Date Heading Added Date Heading Schedule 1-1

6 Change the Schedule's Size. 1. Choose the Layout tab, in the Page Size section Change the templates Horiz. to Change the Rows per Page to Press the apply button. Work with the Legend. Legend Attributes 1. Choose the Layout tab. In the Legend Size section click on the Full Legend Settings button. 2. The toolbar will change to the Selection tab. The Current Object selected will be the Legend. Now all the attributes of the legend will be in the toolbar and you can select the attributes to change. 3. In the Legend Size and Frame Settings section check on Floating Legend. 4. Change Entries per Row to 1. Rows and Page Size 5. Legend Symbol Size Override choose In the Font Settings section change the legend text to Comic Sans. 7. In the Font Settings section change the legend text size to 18. Resized Schedule Full Legend Settings 8. Click and drag the corner of the legend to adjust it's size. 9. Click on the legend and drag the legend anywhere on the template. Legend Attributes Legend Entry 1. To add a legend entry click the Insert tab 2. In the Picture, Legend section choose New Legend Entry. Legend Entry Floating Legend To change a legend entry click on it, the toolbar will change to the Selection tab. The Current Object selected will be the Legend Entry all the attributes of the legend entry will be in the toolbar and you can select the attributes to change. Legend Entry Attributes 1-2

7 Work with Pages and Page numbers. Insert a page 1. To insert a page choose the Insert tab. 2. In the Page section choose to insert a page before or after your current selected page. Delete a Page 1. To delete a page. Go to that page using the Page Up or Page Down arrows on your keyboard. 2. Choose the Edit tab. 3. In the Delete section choose Current page. Add or Delete Page Numbers 1. To delete or insert a page number choose the View tab. 2. In the Optional Items section remove the check from Page Number to delete the page number check on Page Number to add a page number. Insert Page Page Number Attributes Page Number To change the page number's attributes click on the page number. The toolbar will change to the Selection tab. The Current Object selected will be the Page Number all the attributes of the page number will be in the toolbar and you can select the attributes to change. Page Number Attributes Work with Current Date. Turn on current date and date line 1. To turn off or turn on the current date and date line choose the Dates tab. 2. In the Current Date section check on or off the Display Date and Display Date Line. Current Date By default Milestones picks up the current date from your computer. You can override the current date in the Dates tab Current Date section Set Override Current Date Schedule Current Date Attributes To change the current number's attributes click on the current date. The toolbar will change to the Selection tab. The Current Object selected will be Current Date all the attributes of the current date will be in the toolbar and you can select the attributes to change. Current Date Attributes 1-3

8 Work with Horizontal Gridlines. 1. To change the attributes of the horizontal gridlines choose the Format tab. Note: A check mark next to an option shows a feature is active. Simply click the box next to the feature to have a check mark appear or disappear. 2. In the Gridlines section click the Horizontal Gridlines. 3. The Horizontal Grid and Shading Properties dialog box will come up. A check off Apply New Selections to all Three Sections. 4. On the Gridlines tab, notice the Left Columns, Graph/Schedule Area and Right Columns section all have check marks. In the Graph/Schedule Area section click off Show Gridlines. 5. Now click back on Apply New Selections to all Three Sections. 6. Click the Shading tab, Notice the Left Columns, Graph/Schedule Area, Right Columns section all have check marks by Shade the task Rows. Click off Left Columns, Shade the task row and all other checkmarks will disappear as you checked on Apply New Selections to all Three Sections in the previous step. 7. Click OK. Horizontal Gridlines Horizontal Shading You may see lighter gridlines these are line guides. They will not appear when printing. If you would like to turn off the lines guides choose the View tab. In the Optional Items section check off Line Guides. Horizontal Gridlines Removed Note: For outlined schedules you can have specific formatting for each outline level. Formatting includes gridlines, shading, text attributes, and summary bar symbol options. Choose the Format tab, Gridlines section, click on Gridline, Shading, Font Sizes by Outline Level. Work with Vertical Gridlines. 1. To turn on turn off or change the attributes of the vertical gridlines choose the Format tab. Vertical Gridlines 2. In the Gridlines section click the Vertical Gridlines. 3. The Vertical Grid Options dialog box will come up, check off Quarterly and Monthly vertical gridlines. Vertical Gridlines Removed 1-4

9 Lesson 2 Adding Tasks, Dates, and a Title to the Schedule In this lesson you will learn how to: Enter Project Steps. Add Symbols (Milestones) and Horizontal Bars using the Combo Toolbox. Add and Move a Column. Add a Schedule Title. Open the Schedule for this Lesson. 1. On the toolbar choose the File tab. 2. In the Files and Templates: Open and Save Options section, click the down arrow next to Open. 3. Choose Lesson Chart. 4. Select Lesson 2 Starter Schedule.mld. 5. Save the schedule to an accessible folder on your hard drive, such as your Documents folder. Choose File tab, in the Files and Templates: Open and Save Options section click Save As... choose Chart. This will insure you have access to saving and editing of this tutorial file. Lesson 1 Starter Schedule Lesson 2 Starter Schedule Enter the Project Steps. 1. Click the T tool in the toolbox. 2. In the first space below the column heading, Project Steps click once. 3. Type in: Get materials. Then press the down arrow on your keyboard. This will take you to the next task row. (You can also click with your mouse within the cell of the next task row.) 4. Type in: Tear off old roof. Press the down arrow on your keyboard to move down to the next row. 5. Type in: Put down tar paper. Press the down arrow on your keyboard to move down to the next row. 6. Type in: Nail on shingles. Click Here Note: Pressing the down arrow in the last row on your page may take you to a new (blank) page. If this happens, use the Page Up keyboard key to move back to Page 1 or delete the unwanted page by clicking on the Edit menu, in the Delete section choose Current Page. Entered Tasks 2-1

10 Add Symbols (Milestones) and Horizontal Bars Using the Combo Toolbox. Add the Symbol, Bar, Symbol for the "Get materials" Step 1. Click once on the small plus to the left of the first symbol+bar+symbol combination in the toolbox. The entire row will highlight as shown: 2. Using the mouse move the cursor into the schedule area to the right of Get materials, as shown: Small Plus 3. When the date displayed next to the cursor or in the status bar, at the bottom left of the Milestones window, displays Wednesday 8/1/07: Cursor With Date Display A. Click down (and hold) the left mouse button. B. Drag the mouse two days to the right until the cursor shows or in the status bar, at the bottom left of the Milestones window Friday 8/3/07. C. Release the mouse button. Added Symbol, Bar, Symbol Add the Symbol, Bar, Symbol for the "Tear off old roof" Step 1. Using the mouse move the cursor into the schedule area to the right of Tear off old roof. 2. When the date displayed next to the cursor or in the status bar, at the bottom of the Milestones window, displays Thursday 8/2/07: A. Click down (and hold) with the left mouse button. B. Drag to the right until the cursor shows Tuesday 8/7/07. C. Release the mouse button. Added Symbol, Bar, Symbol Add a Single Milestone for the "Put down tar paper" Step 1. Using the mouse move the cursor into the schedule area to the right of Put down tar paper. 2. When the date displayed next to the cursor or in the status bar, at the bottom left of the Milestones window, displays Wednesday 8/8/07, click once with the left mouse button. This adds a single milestone: Added Symbol (Milestone) Add the Symbol, Bar, Symbol for the "Nail on shingles" Step Now that you are an expert, go ahead and add a bar for Nail on shingles. The start date for this step is Thursday 8/9/07 and the end date is Saturday 8/11/07. Added Symbols, Bars, Symbols 2-2

11 Add and Move a Column. Add a Column Now you are going to add a Duration SmartColumn. This column is going to automatically calculate and display the duration of each task. 1. Choose the Insert tab. 2. In the Rows, Columns section choose New Column. 3. From the menu choose Duration. The Insert Duration Columns dialog box appears, under Normal Dates check on Duration, then click OK. 4. The duration column will now be in your schedule. Schedule With Duration Column Move a Column To move a column to another part of the schedule: 1. Click the arrow tool in the toolbox. 2. Move the cursor to the top border of the column to be moved (the line just above Dur. in our example). The cursor should change to the move column cursor. 3. Click and hold the left mouse button and drag the column to the right side of the schedule until you see the insertion marker indicating where the column will be inserted. 4. Release the mouse to drop the column at the insertion point. Move Column Cursor Insertion Marker The examples below show moving a column from the left side of the schedule to the right side. Move Column Insert Column Inserted Duration Column 2-3

12 Add a Schedule Title. 1. Choose the Insert tab. 2. In the Title section click on Insert/Edit Chart Title. The Specify Title dialog box will appear. 3. Type Roofing Project in the first blank space as shown. 4. Check on Insert Extra Space Under Chart Title. Click OK. Specify Title Dialog Box Lesson 2 Completed Schedule 2-4

13 Lesson 3 Working with Text In this lesson you will learn how to: Add a Block of Freeform Text. Customize Freeform Text. Display Dates with Symbols. Annotate a Symbol Using Symbol Text. Add Text in the Middle of a Bar using Symbol Text. Add Angled Text. Adjust Symbol and Date Text Position. Open the Schedule for this Lesson. 1. On the toolbar choose the File tab. 2. In the Files and Templates: Open and Save Options section, click the down arrow next to Open. 3. Choose Lesson Chart. 4. Select Lesson 3 Starter Schedule.mld. 5. Save the schedule to an accessible folder on your hard drive, such as your Documents folder. Choose File tab, in the Files and Templates: Open and Save Options section click Save As... choose Chart. This will insure you have access to saving and editing of this tutorial file. Lesson 3 Starter Schedule Add a Border and Shadow to the Title. 1. Click the arrow tool in the toolbox. 2. Click the title Roof Project. The toolbar will change to the Selection tab and display all the chart titles attributes. The image of the toolbar below shows the titles attributes to change. Toolbar Toolbar 1. For title text justification, choose the center icon. 2. Under Text Highlights choose Shadow. 3. In the Background Color section click the top rectangle to get the color pallet, choose teal (or any other color you like). 4. In the Background Color section, Special Effects choose Fade to Right. 5. In the Background Color section, Target Color click the rectangle to get the color pallet, choose light blue (or any other color you like). 6. In the Border and Shadow section, Border Type choose Width of Schedule. 7. In the Border and Shadow section, Shadow choose Small. 8. In the Border and Shadow section, Shadow click the rectangle to get the color pallet, choose brown (or any other color you like). Enhanced Title 9. To have our changes applied to your schedule in the Tile text Settings section choose the apply button Press here to apply text change made above. 3-1

14 Add a Block of Freeform Text. 1. Click the T tool in the toolbox. 2. Click in the schedule area, to the right of the Nail on shingles step: Click Here 3. Type "3 Man crew to arrive". 4. Press Enter to split the text onto a new line. 5. Type "by 8am daily.". Freeform Text Customize Freeform Text. 1. Click the arrow tool in the toolbox. 2. Click the freeform text 3 Man crew to arrive by 8am daily. The toolbar will change to the Selection tab and display all the freeform text attributes. The image of the tool bar below shows the freeform text attributes to changes. Toolbar 1. In the Font section change the font to Arial. 2. Change the Size to For Horizontal Alignment, choose the center icon. 4. For Text Style click the Bold, Italic and Underline icons. 5. Click the Text Color rectangle to get the color pallet, choose teal. 6. In the Background Color section click on the Set Fill Color rectangle to get the color pallet, choose gold. 7. Change the Special Effects to Fade to Bottom. 8. Click on the Target Color rectangle to get the color pallet, choose light yellow. 9. Uncheck Transparent (Disables Background Color). 10.In the Current Object section check on the Show Shadow. 11.Click on the Set Shadow Color rectangle to get the color pallet, choose gold. Note: Enhanced Freeform Text Automation Tag area is for programming. In the Page section you can assign freeform text to show on all pages. Freeform text placement can be adjusted by using the arrow tool in the toolbox. 3-2

15 Display Dates with Symbols. 1. In the toolbox, double click the symbol that is used for the start symbols on your schedule. The Symbol Options dialog box appears. 2. Click the Text and Date Properties tab. 3. Under Date Placement, choose Above and Center. 4. Click OK. Each start symbol now has a date displayed above it: Note: Just the month and day are displayed for symbol dates in this example. If you would like something different, choose the Dates tab. In the Date Related Settings section, click Set Symbol Date Format and choose from a list of predefined formats or create a custom format. Dates Displayed With Symbols Annotate a Symbol Using Symbol Text. 1. Click the arrow tool in the toolbox. 2. Click the end symbol for the Get Materials step. The toolbar will change to the Selection tab and display all the symbol's attributes. The image of the toolbar below shows the symbol attributes to change. Toolbar 1. In the Text section for Line 1 enter Materials:. 2. In the Text section for Line 2 enter Tar paper, shingles, nails. 3. In the Text Placement section for Horizontal choose Right. 4. In the Text section for Suffix, type in Est.. 5. In the Text section click Text Overrides for Line 1. The Symbol Text Line 1 Overrides dialog box will come up. Under Text Color Override click the Change button to get the color pallet, choose light brown. Click OK. Text Added To A Symbols 6. Press the Apply Text Changes button. 3-3

16 Add Text in the Middle of a Bar Using Symbol Text. 1. Click the arrow tool in the toolbox. 2. Click the start symbol for Tear off old roof. The toolbar will change to the Selection tab and display all the symbol attributes. The image of the toolbar below shows the symbol attributes to change. Toolbar 1. In the Text section for Line 1 enter Smith Const.. 2. In the Text section click Text Overrides for Line 1. The Symbol Text Line 1 Overrides dialog box will come up. Under Text Color Override click the Change button to get the color pallet, choose light gold. Click OK. 3. In the Text Placement section for Vertical choose Middle. 4. In the Text Placement section check on Center Text on Bar. 5. Press the Apply Text Changes button. Note: Always use the left most symbol to enter text for a bar. You can select symbols in the schedule area, but you cannot select connectors. Text In The Middle Of The Bar Draw Symbol Text at An Angle. The default angle is set to 45 degrees. to change the angle click the Tools tab in the Program Options section choose Edit then under Angle for Angled Symbol Text click the down arrow and choose the degree. 1. Click the arrow tool in the toolbox. 2. Click the milestone for Put down tar paper. The toolbar will change to the Selection tab and display all the symbol attributes. The image of the toolbar below shows the symbol attributes to change. 3. In the Text section for Line 1 enter Rain Reschedule. 4. In the Text section click Text Overrides for Line 1. The Symbol Text Line 1 Overrides dialog box will come up. Under Text Color Override click the Change button choose teal. Under Text Attributes Overrides check on Bold Override. Click OK. 5. In the Text Placement section for Vertical choose Above. 6. In the Text Placement section check on Draw Text at Angle. (To change the angle of the text choose the Tools tab in the Program Options section choose Edit. Under Angle for Angled Symbol Text use the drop down arrow to change the angle.) 7. Press the Apply Text Changes button. Angled Text Note: Angled text will only show a single line of text regardless of how many lines of text were entered. Symbol dates can be drawn at an angle only if symbol text is drawn at an angle. This is an individual symbol selection. Click on the symbol in the schedule. The tool bar changes to the Selection menu in the Text Placement section check on Draw Text at Angle and Date Also. 3-4

17 Adjust Symbol and Date Text Position. Vertically Move Symbol Text 1. To select the symbol and the vertical line type to be used for vertical symbol text move. Choose the Tools tab. In the Customize section choose Symbol Text Move. 2. Using the scroll arrows choose a Symbol from the list that you are not currently using on your schedule. The symbol will then become a invisible symbol in the toolbox. 3. Using the scroll arrows choose a Vertical link. 4. Click the arrow tool in the toolbox. 5. On the schedule, click once on the symbol with the text. 6. Hold down Ctrl + T. 7. Click and drag to move the invisible symbol and its text to another task row. Note: Once the text is moved to another task row you can move the text horizontally by clicking on the arrow tool in the toolbox, then clicking and dragging the text to the right or left. Once the text is moved to another task row you can move the text vertically by clicking the arrow tool in the toolbox, then holding the shift key clicking and dragging the text up or down to the next task row. Adjust Symbol Text Position with the Keyboard: 1. Click the arrow tool in the toolbox. 2. On the schedule, click once on the symbol with the text to be moved. 3. Hold down the ALT key. 4. Click the arrow keys on the keyboard to move the text around the symbol. The text will move as you click the arrow keys. Adjust Symbol Date Position with the Keyboard: 1. Click the arrow tool in the toolbox. 2. On the schedule, click once on the symbol with the symbol date to be moved. 3. Hold down ALT + CTRL. 4. Click the arrow keys on the keyboard to move the symbol date around the symbol. The symbol date will move as you click the arrow keys. More About Milestones Professional and Text. Symbol Text is the best way to annotate large schedules, especially if you need text to "stick" to a task or symbol. Default Symbol Text is applied to symbols by double clicking a symbol in the toolbox and choosing the Symbol Options dialog box, Default Text tab. Each time the symbol is added to the schedule, the default text also gets added. Text attached to any symbol already on the schedule will not be affected by changes to the Default Text. That is, changes to the Default Text only affect symbols that subsequently get added not those already on the schedule. Freeform Text is most useful for blocks of text that are independent of any task or symbol. Freeform text will not move with a task row it is independent of any object. If you want to have text stick to a task without displaying a symbol, consider using a comment symbol. A comment symbol can be a blank symbol or a very small symbol on a task row. The comment symbol is ignored when computing start date, end date and duration so you can place it anywhere on your schedule you need text. To create a comment symbol, just double click any unused symbol in your toolbox and choose Comment Symbol under the Symbol Shape tab. Change the Default Symbol Text style and size by choosing the Format tab. In the Default Text section, click Symbol Text and make your changes. Do you want to add lengthy notes to a symbol, but not display the notes on the schedule? Try using Symbol Notes. Just click any symbol on your schedule the toolbar will change to the Selection tab. Select the Notes tab. In the Symbol Note section type your notes then press the apply 3-5

18 Lesson 4 Customizing Symbols, Bars, Vertical Links and the Toolbox In this lesson you will learn how to: Unlock the Toolbox from the Sidebar. Change the Appearance of a Symbol in the Toolbox. Change the Appearance of a Horizontal Bar in the Toolbox. Change the Appearance of a Vertical Link in the Toolbox. Switch Between the Combo and Standard Toolbox. Change the Combo Toolbox Size and Highlighting. Change the Standard Toolbox Size and Highlighting. Open the Schedule for this Lesson. 1. On the toolbar choose the File tab. 2. In the Files and Templates: Open and Save Options section, click the down arrow next to Open. 3. Choose Lesson Chart. 4. Select Lesson 4 Starter Schedule.mld. 5. Save the schedule to an accessible folder on your hard drive, such as your Documents folder. Choose File tab, in the Files and Templates: Open and Save Options section click Save As... choose Chart. This will insure you have access to saving and editing of this tutorial file. Lesson 4 Starter Schedule Unlock the Toolbox from the Sidebar. The sidebar is a toolbar anchored to the left or right side of the Milestones window. The sidebar contains the toolbox (which can be free floating) and a user defined list of shortcut buttons for a variety of activities, including moving from page to page, creating web pages, filtering, applying a color theme, creating a master schedule, and more. 1. Right click anywhere on the toolbox and choose Sidebar Options. 2. In the Sidebar Options dialog box, choose Do not show Sidebar. 3. You will need to close and restart Milestones in order for the sidebar changes to take. 4. Now close and open Milestones. The toolbox is now free standing, as shown below. We will keep it this way for the following lesson. Floating Toolbox (Can Be Moved Anywhere In Window) Docked Toolbox In Sidebar Note: Changes made in the Sidebar Options dialog box apply to all schedules. 4-1

19 Change the Appearance of a Symbol in the Combo or Standard Toolbox. Any symbol in the toolbox can be customized for your needs. When a change is made to a symbol in the toolbox, and that symbol currently exists on the schedule, that symbol on the schedule changes accordingly. Change the Red Triangle. 1. First, notice that each task row contains a red triangle symbol, and that the same symbol is in the toolbox. Additionally, the red triangle appears in the legend below the schedule. 2. In the toolbox, double click on the red triangle symbol. This brings up the Symbol Options dialog box. 3. Under Standard Shapes, scroll and select the 28th symbol (the null symbol). 4. Click the Text and Date Properties tab. 5. Under Date Placement, choose Hide. 6. Click OK. Red Triangle Changed To Null Symbol All red triangle symbols on the schedule have been changed to a null symbols with no dates. The red triangle in the legend changed as well. Change the Green Upside Down Triangle. 1. In the toolbox, double click on the green upside down triangle symbol. This brings up the Symbol Options dialog box. 2. Under Standard Shapes, scroll and select the 43rd symbol (arrowhead). 3. Click the Color/Pattern/Size/Shadow tab. 4. Under Outline Color click the Change button to get the color pallet, choose red. 5. Under Fill Color click the Change button to get the color pallet, choose yellow. 6. Under Shadows (Filled Symbols Only) check Show Shadow on Symbol. A checkmark indicates this feature is turned on. 7. Under Shadows (Filled Symbols Only) choose Medium for the Size. A dot in the radio button indicates which size of shadow will be applied to the symbol. 8. For shadow Color click the Change button to get the color pallet, choose silver. 9. Click the Text and Date Properties tab. 10. Under Date Placement, choose Above then Center. 11. Click OK. Green Upside Down Triangle Changed To Arrowhead 12. If a message about symbol placement appears, then select Yes. All green upside down triangle symbols on the schedule have been changed to yellow arrowhead symbols with dates above the symbol. The green upside down triangle in the legend changed as well 4-2

20 Change the Appearance of a Horizontal Bar in the Toolbox. You will do something similar for the horizontal bars as for symbols. Again, when you make a change to a symbol or bar in the toolbox, and that symbol or bar already exists on the schedule, the symbols or bars on the schedule change as well. 1. In the toolbox, double click on the gold bar that is between the null symbol and the yellow arrowhead. The Bar Options box appears. 2. Keep the same Bar Type. There are 51 bar types. 3. Under Fill Color click the Change button to get the color pallet, choose red. 4. Under Line Color click the Change button to get the color pallet, choose red. 5. In the Special Color Effects section choose Target Color, click the Change button to get the color pallet, choose yellow (the Fill Color fades into the Target Color). 6. In the Special Color Effects section choose Type of Effect, click the down arrow and choose Fade to Right (a Special Effect must be chosen for the Target Color to appear). Bar Fades From Red To Yellow 7. In the Shadow Settings (Bars Only) section check on Show Shadow. 8. For Shadow Size, choose Medium. 9. Under Shadow Color click the Change button to get the color pallet, choose Silver. 10.Click OK. Now, the bar fades from red (fill color) to yellow (target color) moving from left to right. Notice the legend entry also reflects the bar changes. Change the Appearance of a Vertical Link in the Toolbox. This schedule has just one vertical link. These are customized similarly to the symbols and the horizontal bars: 1. Double click the first vertical link in the toolbox. This brings up the Vertical Link Options dialog box. 2. Under Color click the Change button to get the color pallet, choose green. 3. Under Shape click the down arrow and choose link In the Arrowhead Size section choose Large. 5. Click OK. Vertical Link Changes 4-3

21 Switch Between the Combo Toolbox and the Standard Toolbox. The Combo Toolbox is being used for this lesson. To switch to the Standard Toolbox do the following: 1. Right click the Toolbox. 2. Choose Switch to Standard Toolbox. The Standard Toolbox replaces the Combo Toolbox. Notice that the symbols and connectors are the same; they are just separated into different sections. Follow the same direction to switch back. Combo Toolbox Standard Toolbox Change the Combo Toolbox size and Highlighting. Here is a copy of the Combo Toolbox for this schedule. All of the major components of the toolbox are indicated: This Combo Toolbox has 3 sets of symbol+bar+symbol combinations, and 4 vertical links. You are going to change the number of symbols and bars in the toolbox then turn off the extra highlighting to the selected tools and symbols. 1. This time, right click the toolbox and choose Toolbox Properties, the Customize Toolbox Size, Type, Highlight dialog box appears Combo Toolbox 2. Under Combo Toolbox View Settings, choose 16 for the number of Rows to display. 3. Under Common Settings, click Extra Highlighting for Selection so that it is no longer checked. 4. Under Common Settings, set the Vertical Connector Rows to Click OK. Expanded Combo Toolbox Change the Standard Toolbox Size and Highlighting. Right click the toolbox and choose Switch to Standard Toolbox. Here is a copy of the Standard Toolbox for this schedule. All of the major components of the toolbox are indicated: The toolbox shown above has 2 rows of symbols, 3 rows of horizontal connectors and 2 rows of vertical connectors. You are going to change the number of symbols and connectors. 1. Right click the toolbox and choose Toolbox Properties. the Customize Toolbox Size, Type, Highlight dialog box appears. Standard Toolbox 2. Under Standard Toolbox View Settings choose Symbols: Under Standard Toolbox View Settings choose Horizontal Bars: Under Common Settings, click Extra Highlighting for Selection so that it is no longer checked. 5. Under Common Settings, set the Vertical Connector Rows to Click OK. Expanded Standard Toolbox 4-4

22 Lesson 5 Working with Dependencies In this lesson you will learn how to: Set Up Dependencies for a Project. Adjust Tasks and the Entire Schedule Using Shift All Dates. Adjust the Schedule Using Dependencies Open the Schedule for this Lesson 1. On the toolbar choose the File tab. 2. In the Files and Templates: Open and Save Options section, click the down arrow next to Open. 3. Choose Lesson Chart. 4. Select Lesson 5 Starter Schedule.mld. 5. Save the schedule to an accessible folder on your hard drive, such as your Documents folder. Choose File tab, in the Files and Templates: Open and Save Options section click Save As... choose Chart. This will insure you have access to saving and editing of this tutorial file. Lesson 5 Starter Schedule Set Up Dependencies Here are the dependencies we are going to set up for this schedule: Manufacture can begin only after Design is finished and Design can begin only after Plan is finished. Test can t be started until Design is finished. Market can t be started until Test is finished. Add a Vertical Link from "Plan" to "Design" and "Design" to "Manufacture" 1. Click the arrow tool in the toolbox. 2. Click once on the black vertical link in the toolbox. 3. Hold the Ctrl key on the keyboard, and click once on the word Plan, then once on Design, and once on Manufacture. Now, release the Ctrl key. 4. Those three task rows should be highlighted in black. 5. Next click the Insert tab. 6. In the Vertical Links section click on the Vertical Links between selected task rows. This will bring up the Create Vertical Links/Dependencies dialog box. Added Vertical Links 7. Under Type of Symbols to Link choose Link normal symbols. 8. Under Direction to Link choose Downward. 9. Under Type of Link choose ( FS) Finish to Start (connects the end symbols on one task row to the start symbols on the next task row). 10.Press OK. Note: Highlighted Tasks If you need to delete a vertical link, click the arrow tool, right click the symbol that launches the vertical link, choose Clear Vertical Links. 5-1

23 Add a Vertical Link From "Design" to "Test" 1. Click the arrow tool in the toolbox. 2. Click once on the red vertical link in the toolbox. 3. Hold the Ctrl key on the keyboard, and click once on the word Design, and then once on Test. Now, release the Ctrl key. 4. Next click the Insert tab. 5. In the Vertical Links section click on the Vertical Links between selected task rows. This will bring up the Create Vertical Links/ Dependencies dialog box. 6. Under Type of Symbols to Link choose Link normal symbols. 7. Under Direction to Link choose Downward. 8. Under Type of Link choose ( FS) Finish to Start (connects the end symbols on one task row to the start symbols on the next task row). 9. Press OK. Red Vertical Link Add a Vertical Link From "Test" to "Market" There is a second method to add vertical connectors. Here, you will connect the end symbol for Test to the start symbol for Market. 1. In the toolbox, click once on the plus tool. 2. On the schedule, click once on the end symbol for Test. 3. In the toolbox, click once on the blue vertical connector. Blue Vertical Link 4. On the schedule, click once on the start symbol for Market. Adjust the Entire Schedule Using Shift All Dates Suppose your entire project schedule needs to be moved forward because it cannot start at the scheduled time. One option would be to add dependencies and shift the start date using Dependency Mode. To shift the entire schedule use Shift All Dates. 1. Click the Dates tab. 2. In the Date Range Tools section choose Shift all tasks dates. The Shift all Dates for Schedule dialog box appears. 3. For Number of Working Days to Shift, enter Click Forward so that it is selected. 5. Click Reset Schedule Start and End Dates by the Same Amount so that it is not checked. 6. Click OK. Your schedule has been shifted ahead 30 days: Note: Shift All Dates If the Vertical links are not showing check the in the View tab Optional Items make sure Task Links has a check mark. 5-2

24 Adjust the Schedule Using Dependencies Turn on Dependency Mode 1. Click the Dates tab. 2. In the Date Related Setting section check on Dependency Mode. Adjust the schedule The schedule shows the Plan stage is supposed to be completed February 21st. However, due to unforeseen technical difficulties, the Plan stage will not be complete until March 9th. With Milestones Professional, it s easy to adjust the schedule to reflect this change. 1. Click the arrow tool in the toolbox. 2. On the end date symbol for Plan, click and hold using the left mouse button. 3. Drag the symbol to the right until you reach March 9th, then release the mouse button. Drag The Symbol Note: All of the dependent tasks have slipped by the same amount of time: Adjusted Schedule Change the length of "Design" Since the Plan stage has slipped, we ll cut 1 week from the Design step. 1. Click the arrow tool in the toolbox. 2. Click and hold the end date symbol for Design. 3. Drag the symbol back to March 25th. Note: This small change affects the rest of the schedule. Adjusted Schedule 5-3

25 Lesson 6 Outlining your Schedule In this lesson you will learn how to: Set up Indenting for a Column. Outline the Steps in the Project. Set Summary Bar Options. Collapse and Expand Tasks. Organize the Schedule Using WBS Numbering. Open the Schedule for this Lesson 1. On the toolbar choose the File tab. 2. In the Files and Templates: Open and Save Options section, click the down arrow next to Open. 3. Choose Lesson Chart. 4. Select Lesson 6 Starter Schedule.mld. 5. Save the schedule to an accessible folder on your hard drive, such as your Documents folder. Choose File tab, in the Files and Templates: Open and Save Options section click Save As... choose Chart. This will insure you have access to saving and editing of this tutorial file. Lesson 6 Starter Schedule Set up Indenting for a Column. The Indent/Outdent tools icons allow you to change the outline level of each task. The Keyboard Tab key also allows indentation for outline level when the option is turned on: Choose the Tools tab. In the Program Options section choose Edit, check on Use TAB key for Outlining. 1. Click the arrow tool in the toolbox. 2. Click on the PROJECTS column heading. The toolbar will change to the Selection tab Current Object : Column Heading select Switch to Column. 3. In the Column Type and Format section Insert.2 in the Indent per Outline Level then click the apply button. You will not notice any difference on your schedule until after you have outlined it. 6-1

26 Outline the Steps in the Project. Indent selected tasks from Outline Level 1 to 2. Indent the project steps under each street address, thereby changing their Outline Level from 1 to 2. Note: When you change the outline levels, characteristics such as font, task row color, task row shading etc. also change. The example schedule has a color theme with outline level properties preset. To change the outline level properties click the Format tab in the Gridlines section choose Gridlines, Shading, Font Size by Outline level Click the arrow tool in the toolbox. 2. Holding the Ctrl key down, in the PROJECT column, click once on each of the project steps that is not an address. When selected, the task row will highlight and the toolbar will change to Selection tab Current Object : Task Row. 3. Click once on the indent icon in the toolbar to change all of these steps to level Click within the schedule area to de select the project steps. Highlighted Schedule Indented Schedule Indent selected tasks from Outline Level 2 to Click the arrow tool in the toolbox. 2. Holding the Ctrl key down, click once on the words Pool Plumbing and once on the words Hook up Water for each street address. When selected, the task row will highlight and the toolbar will change to the Selection tab Current Object : Task Row. 3. Click once on the indent icon on the toolbar to change all of these steps to level Click within the schedule area to de select the project steps. The project steps under Plumbing for each street name are indented: NOTE: To change the task row colors and attributes of each summary levels choose the Format tab in the Gridlines section choose Gridlines Shading, Font Sizes by Outline Level. Highlighted Schedule Indented Schedule 6-2

27 Set Summary Bar Options. Notice that on level 1 tasks (the addresses) and level 2 tasks (Plumbing), no schedule information is drawn. This is because no schedule information was added for these tasks. There is a way to have Milestones automatically draw schedule information for higher level tasks (summary tasks). 1. Click the Layout tab. 2. In the Other section choose Summary Bar Settings. The Summary Bar Settings dialog box will appear. 3. Under When to Draw, click the Always option. 4. Under For Normal Summary Bar Symbols and Bars, scroll to choose the Starting Symbol, bar and Ending Symbol, as shown below: Note: The Normal Summary Bar Symbols and Bars lists are drawn from the symbols in the toolbox. 5. Click OK. Summary Bar Setting Dialog Box Note: The schedule will display your symbol+bar+symbol selections on the summary rows. These are summaries of the sub tasks and cannot be changed unless the sub tasks are changed Schedule with Summary Bars Collapse and Expand Tasks Turn on the Collapse/Expand Indicators 1. Click View tab. 2. In the Optional Items section check on Collapse/Expand Indicators. This will cause small red triangles to be displayed beside every summary task. These indicators are filled with red when they can be expanded and hollow (filled with white) when there is nothing to expand. Collapse 301 Sunspot using the Collapse/Expand Indicator 1. Click the arrow tool in the toolbox. 2. Click the Collapse/Expand Indicator to the right of 301 Sunspot. (Remember that clicking within the schedule area de selects any project steps that remain highlighted.) Collapse "Plumbing" under 455 Tombstone using the right click menu 1. Right click once on the word Plumbing. A menu will appear. 2. Choose Collapse Selected Task Row. Expand all project steps at once Now that you have collapsed tasks, we will see how to expand the tasks. They can be expanded individually, in much the same way they were collapsed; or they can be expanded all at once. To expand the entire schedule: 1. Click the View tab. 2. In the Other section choose Show all Task Rows. Note: For quick collapse/expand capabilities you can right click any task row and choose from the collapse and expand options in the right click menu. Collapsed And Expanded Schedules 6-3

28 Organizing a Schedule Using WBS Numbering A WBS (Work Breakdown Structure) SmartColumn displays the outline level as 1, 1.1, 1.1.1,... instead of the Outline Level SmartColumn levels of 1, 2, 3,... A WBS number combines the task number and outline level into one number. Task 1 would have WBS number 1, Sub task 1 of Task 1 would have WBS number 1.1, Sub task 2 of Task 1 would have "1.2", and so on. 1. Choose the arrow tool in the toolbox. 2. Move the cursor to the column heading PROJECTS and just below the word PROJECTS. 3. When the cursor changes to click once to highlight the column. 4. Click the Insert tab. 5. In the Rows, Columns section choose New Column. 6. From the menu choose WBS Number. The Starting WBS Number dialog box appears. 7. In the Starting WBS Number dialog box, for the Starting WBS Number enter Click OK and OK. Schedule With WBS Column 6-4

29 Lesson 7 Showing Progress In this lesson you will learn how to: Turn on Symbol and Bar Fill To Status date. Customize the Fill Color After the Status Date. Define a Status Symbol in your Toolbox. Show a Project is Ahead or Behind Schedule Using a Status Symbol. Show a Percent Complete Column and Percent Complete Symbol in the Column. Open the Schedule for this Lesson. 1. On the toolbar choose the File tab. 2. In the Files and Templates: Open and Save Options section, click the down arrow next to Open. 3. Choose Lesson Chart. 4. Select Lesson 7 Starter Schedule.mld. 5. Save the schedule to an accessible folder on your hard drive, such as your Documents folder. Choose the File tab, in the Files and Templates: Open and Save Options section click Save As... choose Chart. This will insure you have access to saving and editing of this tutorial file. Lesson 7 Starter Schedule Turn on Symbol and Bar Fill To Status date. When Fill to Status Date is turned on for symbols and bars, the symbols and bars are filled with their normal fill colors up to the current date. After the current date, they are hollow or a determined after status color to indicate future, incomplete activity. The current date for the example schedule is 3/23/07. Notice the current date is depicted by the vertical dotted line on the schedule. Turn on Symbols Fill to Status Date 1. Click the Dates tab. 2. In the Date Related Settings check on Symbols Fill to Status Date. A check mark indicates this feature is turned on. Symbols And Bars Filled To Status Date Turn on bars Fill to Status Date 1. Click Dates tab. 2. In the Date Related Settings check on Bars Fill to Status Date. A check mark indicates this feature is turned on. 7-1

30 Customize the Fill Color After the Status Date.. You can have the to be completed portion of the bar (to the right of the current date line) filled with a color other than white. 1. In the toolbox, double click the yellow bar. The Bar Options dialog box will appear. 2. Under After Status Fill Color:, click Change to get the color pallet, choose red. 3. Press OK. Note: You can also customize the After Status color for the symbol. Change this setting in the toolbox by double clicking the symbol and making the appropriate selections. Custom After Status Fill Color Define a Status Symbol in the Toolbox. Your project steps may not all be on time. You may need to indicate one or more of the steps as ahead or behind schedule. The "status" symbol allows you to control how much each task is ahead or behind. A status symbol can be any symbol in your toolbox, including the null (invisible) symbol. 1. In the toolbox, double click the black diamond symbol (first symbol second row). This brings up the Symbol Options dialog box. 2. On the Symbol Shape tab, click on the radio button next to Status Symbol (used for Percent Complete). The radio button will have a colored center indicating this feature has been selected. 3. Click OK. Show a Project is Ahead or Behind Schedule Using a Status Symbol. Change "Prototype" to be Behind Schedule 1. In the toolbox, click once on the plus tool. 2. In the toolbox, click once on the black diamond symbol. 3. Move your cursor to the Prototype task row in the schedule area. The S next to the crosshairs cursor indicates that you are about to add a Status Symbol. The % next to the cursor reminds you that the status symbol controls percent complete. 4. Click and hold the left mouse button, and then drag until you see the 3/9/07 date next to the cursor (as shown below) or in the status bar at the bottom of the milestones window release the mouse button to add the status symbol. Change "Refine & Redesign" to be Ahead of Schedule 1. In the toolbox, click once on the plus tool. 2. In the toolbox, click once on the black diamond symbol. 3. Click and drag to add the status symbol on April 18, 2007 to the Refine & Redesign task row. Refine & Redesign is now shown to be ahead of schedule. Ahead Or Behind Using Status Symbol 7-2

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