Planning and Managing Projects with Microsoft Project Professional 2013

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6 Slides Steps to Apply Sorting: 1. Click View, Sort, and select by Start Date, by Finish Date, by Priority, by Cost, by ID, or Sort By Important Points: When you select Sort By, you can configure your own sort. You can also click on the drop down arrow of any column header to apply a sort. Depending on the data in the column, you may find options like: Sort A to Z and Sort Z to A Sort Smallest to Largest and Sort Largest to Smallest Sort Earliest to Latest and Sort Latest to Earliest Tips & Tricks: Add your most frequently used sorts to the Quick Access Toolbar. Steps to Customize Sorting: 1. Click View, Sort, and Sort By 2. In the Sort dialog box, change any settings and click Sort Important Points: You can undo a custom sort by sorting by ID again.

7 Tips & Tricks: In the Sort dialog box, do not select Permanently renumber tasks, because this will break your Work Breakdown Structure i.e. all tasks will be in the wrong order once you sort by ID again.

8 Slides Steps to Apply Filtering: 1. Click View and in the Filter drop down, select a filter Important Points: You can also click on the drop down of any column header and select any option under Filters. Click View, click on the Filter drop down, and click More Filters to view any filters that may not be displayed in the drop-down. Tips & Tricks: The AutoFilter is enabled by default in Project 2013, which is represented by the small drop-down arrow in each column header. Other than selecting a filter under Filters, you can also deselect and select any data using the check boxes below the Filters option. Steps to Customize Filtering: 1. Click View and in the Filter drop down, select More Filters 2. In the More Filters dialog box, select a filter, and click Edit 3. In the Filter Definition dialog box, edit the settings as necessary, and click Save 4. In the More Filters dialog box, click Apply or Cancel Important Points:

9 It is recommended adding your own filters instead of modifying existing filters, so you always retain a copy of the groups as they were available after the software installation. When you add your own filters, start the name with the acronym of your organization, so they appear together in lists. In addition or instead, use a special character such as an underscore or asterisk prior to the acronym or name, so the filters appear in the top of the list. Tips & Tricks: In the Filter Definition dialog box, the Show related summary rows check box only applies if the filter does not exclude summary tasks.

10 Slides Steps to Apply Grouping: 1. Click View and in the Group by drop down, select a group Important Points: You can also click on the drop down of any column header and select any option under Group by. Click View, click on the Group by drop down, and click More Groups to view any groups that may not be displayed in the drop-down. Tips & Tricks: You can use groups to apply multiple Work Breakdown Structures in your project plan. For example, if you use summary tasks to represent the phases and deliverables of your project, you may limited to only two Work Breakdown Structures. If tasks across all phases and deliverables may be performed in different iterations or locations, then it is recommended entering this information in a custom text field on group on it as necessary. Steps to Customize Grouping: 1. Click View and in the Group by drop down, click More Groups 2. In the More Groups dialog box, select a group, and click Edit 3. In the Group Definition dialog box, change any of the settings, and click Save 4. In the More Groups dialog box, click Apply or Cancel

11 Important Points: It is recommended adding your own groups instead of modifying existing groups, so you always retain a copy of the groups as they were available after the software installation. When you add your own groups, start the name with the acronym of your organization, so they appear together in lists. In addition or instead, use a special character such as an underscore or asterisk prior to the acronym or name, so the groups appear in the top of the list. In the Group Definition dialog box, in the Name field, you may find the ampersand character. The first letter after the ampersand is considered a hot key that you can press on your keyboard once you have opened up a drop down that lists multiple groups. This would automatically select the group. Tips & Tricks: In the Group Definition dialog box, the Show summary tasks check box only applies if you have also coded the summary tasks, otherwise the summary tasks will be bundled in one section.

12 Slides Steps to Apply the AutoFilter: 1. Click on the drop down arrow of any column header 2. Select Sort A to Z, Sort Z to A, Group by, Clear All Filters, Filters, or any of the check boxes to use the features available in the AutoFilter Important Points: The AutoFilter is enabled by default in Project This setting can be found under File and Options. In the Project Options dialog box, in the side pane, click Advanced. In the General section, you can find the Set AutoFilter on for new project setting. Once an AutoFilter is applied, a funnel icon appears in the column header. You can apply the AutoFilter on multiple columns at once. Tips & Tricks: Press F3 on your keyboard to automatically disable any filter on any column, regardless whether it was applied through the ribbon or AutoFilter.

13 Slides Steps to Apply Highlighting: 1. Click View and in the Highlight drop down, select a highlight Important Points: Highlight filters are not available through the AutoFilter in the column headers. Click View, click on the Highlight drop down, and click More Highlight Filters to view any filters that may not be displayed in the drop-down. Tips & Tricks: Use the highlight filter as an alternative to filtering. The highlight filters highlight data that otherwise would have been the only data displayed using the filter.

14 Slides Steps to Apply Views: 1. Click View and click on any of the available views Important Points: When you change views, you may see different data, but the data from the previous view is still available too, it is just not displayed. This is like looking at your house from the front and from the back; views show different slices of data of the same project plan. All view commands have a drop-down arrow that allow you to select any other view of the same kind. Tips & Tricks: Note that the views on the View ribbon are organized by screen (i.e. view type). You can also right click on the gray view bar to the left of the table and select any view. You can also click on the View Shortcuts in the bottom right corner of your screen (to the left of the zoom slider). Select views feature the Reset to Default command that allows you to reset the view format to the way it was out of the box. Note that is command cannot be undone.

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19 Slides Steps to Apply Tables: 1. Click View, Tables, and select a table Important Points: A table is a collection of columns. You can choose a different table while in the same view. Click View, Tables, and More Tables to select any other table not displayed through the drop down in the ribbon. Tips & Tricks: Use tables as a quick way to use different columns as opposed to inserting and hiding columns. Steps to Customize Tables: 1. Click View, Tables, and More Tables 2. In the More Tables dialog box, select a table, and click Edit 3. In the Table Definition dialog box, change any settings, and click OK 4. In the More Tables dialog box, click Apply or Cancel Important Points: It is recommended adding your own tables instead of modifying existing tables, so you always retain a copy of the tables as they were available after the software

20 installation. When you add your own tables, start the name with the acronym of your organization, so they appear together in lists. In addition or instead, use a special character such as an underscore or asterisk prior to the acronym or name, so the tables appear in the top of the list. In the Table Definition dialog box, select Lock first column, Auto-adjust header row heights, or Show Add New Column interface as necessary. The Lock first column setting determines which column stays on the screen as you scroll horizontally through a table. This is the column that is displayed with a gray cell background color (out of the box this applies to the ID column in most views). Tips & Tricks: In the Table Definition dialog box, you can use the Date format field to deviate from the setting under Project Options.

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22 Slides Steps to Customizing Views: 1. Click View, click on the drop down arrow of any view command, and click More Views 2. In the More Views dialog box, select a view, and click Edit 3. In the View Definition dialog box, change the view settings as necessary, and click OK 4. In the More Views dialog box, click Apply or Close Important Points: It is recommended adding your own views instead of modifying existing view, so you always retain a copy of the views as they were available after the software installation. When you add your own views, start the name with the acronym of your organization, so they appear together in lists. In addition or instead, use a special character such as an underscore or asterisk prior to the acronym or name, so the views appear in the top of the list. In the View Definition dialog box, in the Name field, you may find the ampersand character. The first letter after the ampersand is considered a hot key that you can press on your keyboard once you have opened up a drop down that lists multiple views. This would automatically select the view. In the View Definition dialog box, you cannot edit the Screen field. This field can only be selected at the time of creating a new view. If you need to edit the screen, delete the view, and re-create it.

23 When you create a new view, you have the option to create a single view or a combination view. Most views are single views, but for example the Gantt with Timeline view is a combination view as it shows both the Gantt Chart and Timeline view at once. Note that text and bar formatting as well as print settings are stored in the view. Tips & Tricks: You can also modify a view by inserting or hiding column, applying formatting, and so forth, and clicking on Save View in any of the view drop downs on the ribbon. Click Reset to Default to reset a standard view (e.g., the Gantt Chart view) to reset it to its settings that were applied after the installation of Project.

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28 Slides Steps to Create Task and Resource Custom Fields: 1. Click Format and Custom Fields 2. In the Custom Fields dialog box, select the Task or Resource radio button 3. In the Type field, select the field type 4. Observe all available task or resource custom fields of the type you have selected 5. Configure the custom field (see next slides for instructions) and click OK Important Points: You cannot configure standard fields, such as Name, Start, Finish, etc. by creating a formula or lookup table. However, of both standard and custom fields you can determine the column title, title alignment, data alignment, and column width. This can be configured by right clicking on the column header and selecting Field Settings. Alternatively, you can also use the Table Definition dialog box, under View, Tables, More Tables, and Edit. This dialog box also allows you to set header wrapping and text wrapping. Standard fields come in four entities: Project, Task, Resource, and Assignment. However, only Task and Resource custom fields can be configured using Microsoft Project on the desktop. Project custom fields can also be configured, but that requires the Server Edition of Microsoft Project (that is the reason why the Project radio button is inactive). Assignment custom fields do not exist. Tips & Tricks:

29 You can configure any number of task or resource custom fields, but you are limited to the number of custom fields available. For example, there are 30 text fields, but only 20 number fields, for both tasks and resources.

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31 Slides Steps to Create a Lookup Table (for example, to select the location of each task): 1. While in a view that shows tasks, click Format and Custom Fields 2. In the Custom Fields dialog box, ensure Task is selected and ensure that Text is selected in the Type field 3. In the Field list, select a text field, for example Text2 4. Below the list, click in the Lookup button 5. In the Edit Lookup Table dialog box, in the Value column, click on the first blank cell, and enter a value, for example London 6. On the next row down, in the Value column, enter New York 7. On the next row down, in the Value column, enter Tokyo 8. Click Close Important Points: After creating a lookup table, it is important to expose the custom field by inserting it as a column in the table. You can right click on any column header, click Insert Column, and click on the field in which you created the lookup table, in our example Text2 You can also rename the custom field, so instead of Text2 it reads something more meaningful. In the Custom Fields dialog box, click on the Rename button and overwrite Text2 with for example Location. Next time when you lookup the field in a list, it will appear both as Location (Text2) and Text2 (Location). You can also title the custom field, with or without renaming it. Right click on the

32 column header of the custom field, and click Field Settings. In the Field Settings dialog box, in the Title field, enter for example Loc., and click OK. The title will appear in the column header instead of the default or custom name. However, the field cannot be identified by the title name in field lists. Titles are often used in case you would like to display a short name of the field name, or in case you need column headers by the same name (which cannot be achieved by renaming fields). Note that when you hide and insert the same column, you will have to re-enter the title. You can create a lookup table for any field type (text, number, cost, etc.) except for Flag fields, because Flag fields have a lookup table by default (with a Yes and No value only) Tips & Tricks: In the Edit Lookup Table dialog box note that you can also: Cut, copy, paste, insert, delete, and move rows using the commands above and to the right of the table Add a description to the values, which will appear when a user selects a value Use a value from the table as the default entry for the field, by selecting the check box and using the button below the table Set the display order by row, ascending, or descending Allow additional items to be entered into the fields (and such values will be added to the lookup) Import lookup tables In the Custom Fields dialog box, in the Type field, you can also select Outline Code. Outline Codes are text fields that allow you to define a hierarchical lookup table. After selecting the Outline Code field type and going to the Edit Lookup Table dialog box, there will be more options available: The Code mask section allows you to define/force the number of levels in the hierarchy and whether the values that are being defined in the lookup table are numbers, uppercase letters, lowercase letters, or characters (by default this is set to Characters). There are commands available to outdent, indent, show subcodes, hide subcodes, or show all subcodes. You can choose to display or hide indenting in the lookup table (this only applies to the Edit Lookup Table dialog box, not to the lookup table when used for tasks or resources). You can determine whether any value can be used or only values with no subordinate values

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34 Slides Steps to Create Basic Formulas (for example, to express the finish variance as a percent of the baseline duration): 1. While in a view that shows tasks, click Format and Custom Fields 2. In the Custom Fields dialog box, ensure Task is selected and ensure that Text is selected in the Type field 3. In the Field list, select a text field, for example Text1 4. Below the list, click in the Formula button 5. In the Formula dialog box, click Field 6. Point to Date and click Finish Variance 7. In the Edit formula box, enter / after [Finish Variance] 8. Click Field, point to Duration, point to Baseline Duration, and click Baseline Duration 9. In the Edit formula box, enter * 100 after [Baseline Duration] 10. Click OK 11. In the Microsoft Project dialog box, click OK to accept the warning 12. In the Custom Fields dialog box, click OK Steps to Create Graphical Indicator Criteria (for example using the above example, to show a green indicator if the percent is less than 25, a yellow indicator if the percent is at least 25 but less than 50, or a red indicator if the percent is at least 50): 1. While in a view that shows tasks, click Format and Custom Fields 2. In the Custom Fields dialog box, ensure Task is selected and ensure that Text is

35 selected in the Type field 3. In the Field list, select Text1 (in our example) 4. To the bottom of the dialog box, click on the Graphical Indicators button 5. In the Graphical Indicators dialog box, in the Test for column, click in the first blank cell and click on the drop-down arrow that appears 6. Select is greater than or equal to 7. In the Value(s) column, enter 50 in the first blank cell 8. In the Image column, select a red indicator 9. On the next row down, in the Test for column, select is greater than or equal to, in the Value(s) column, enter 25, in the Image column, select a yellow indicator 10. On the next row down, in the Test for column, select is less than, in the Value(s) column, enter 25, in the Image column, select a green indicator 11. Click OK 12. In the Custom Fields dialog box, click OK Important Points: After creating a formula, it is important to expose the custom field by inserting it as a column in the table. You can right click on any column header, click Insert Column, and click on the field in which you created the lookup table, in our example Text1 You can also rename the custom field, so instead of Text1 it reads something more meaningful. In the Custom Fields dialog box, click on the Rename button and overwrite Text1 with for example Percent. Next time when you lookup the field in a list, it will appear both as Percent (Text1) and Text1 (Percent). You can also title the custom field, with or without renaming it. Right click on the column header of the custom field, and click Field Settings. In the Field Settings dialog box, in the Title field, enter for example %, and click OK. The title will appear in the column header instead of the default or custom name. However, the field cannot be identified by the title name in field lists. Titles are often used in case you would like to display a short name of the field name, or in case you need column headers by the same name (which cannot be achieved by renaming fields). Note that when you hide and insert the same column, you will have to re-enter the title. You can create a formula in any field type (Text, Number, Cost, etc.), except for fields of the Outline Code type. When specifying graphical indicator criteria, it is important to consider the sequence of the criteria. Project starts reading criteria on the first row and if the criteria is true, it will NOT go to the next row, but it will consider the value of the next task instead. In our example, if we had placed the yellow criteria first, none of the tasks would be red, because any value equal to or greater than 25 would be yellow. Tips & Tricks: You can configure formulas for both task and resource fields. In the Formulas dialog box, use the Function button to create more advanced

36 formulas. In the Graphical Indicators dialog box, consider the available options for summary tasks. By default, graphical indicators do not apply to summary tasks, but you can enable so if necessary. In the Graphical Indicators dialog box, using the Import Indicator Criteria button, you have the ability to share criteria with other project plans. If you mouse over a graphical indicator, you will see the outcome of the formula. As a result, it is recommended using text fields for most formulas, because they have the ability to show a description, instead of the value, which sometimes is meaningless. You can achieve this by using the IIf function in the formula. You can also go to the Custom Fields dialog box, by right clicking on any column header and selecting Custom Fields.

37 Slides Steps to Format Cells: 1. Select a cell in any view and apply any of the formatting commands in the Font group of the Task ribbon Important Points: Formatting applied to a task or resource in one view, is not applied in any other view Formatting is stored in views Cell formatting requires data and may not be a suitable solution when using templates without any data Tips & Tricks: Apply formatting to cells to help you recognize important tasks or resources for exception reporting or analysis. Steps to Format Text Styles: 1. Go to the Format ribbon and click Text Styles 2. In the Text Styles dialog box, in the Item to Change field, select an item 3. Set the Font, Font style, Size, Underline, Strikethrough, Color, Background Color, and Background Pattern as necessary 4. Click OK Important Points: You can only select one of the items to change, you cannot add your own item. This means for example that you can format critical tasks, but not critical milestones and summary tasks. Tips & Tricks: Select the Critical Tasks item and set the cell background color to red with white text, so critical tasks stand out in the table. Similarly, consider changing the cell background color of the Changed Cells to yellow, so it is very striking when values change.

38 Slides Steps to Format Bar Styles: 1. Go to the Format ribbon, click on the Format command, and click Bar Styles 2. In the Bar Styles dialog box, select a bar in the table or select the next blank row 1. In the entry bar above the table, edit the bar name if necessary 2. In the Show For Tasks column, select the task type to which the format applies 3. In the Row column, select the row height 4. In the From and To column, select start and end type of the task type 3. Select the Text tab, and configure and field value to be displayed with the bar 4. Select the Bars tab, and configure the shape of the bar 5. Click OK Important Points: If you want to display a Gantt bar for tasks of multiple types (such as tasks that are milestones and critical), type a comma (,) after the task category in the text entry box, and type or select a second task category in the Show For Tasks field. If you want to exclude tasks with a specific bar type, type not before the task type. For example, you can define a bar type as not milestone to display only tasks that are not milestone tasks. The Row column allows you to determine the default height of rows in a view. For example, when you select 2, the rows will be double the height. You only need to select this for one task type, and it will apply to all rows. Tips & Tricks: You can also right click on the timescale portion of the Gantt Chart view and click Bar Styles To save time, you can copy an existing Gantt bar style that has many of the attributes you want and paste it where you want it. In the Bar Styles dialog box, select the row you want to copy, and then click Cut Row. Click Paste Row to restore the cut row, select the row above where you want to insert the copied row, click Paste Row again, and then modify the copy.

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40 Slides Steps to Format Gantt Chart Styles: 1. In the Format ribbon, in the Gantt Chart Style group, select any style Important Points: When displaying critical or late tasks, the Gantt chart style will be overwritten. Tips & Tricks: After you have selected a Gantt chart style, you can return to the Bar Styles dialog box to make any further changes.

41 Slides Steps to Share a View: 1. Open the project plan that has the view that you would like to share with another project plan the source 2. Open the other project plan the target 3. In either project plan, click File and Organizer 4. In the Organizer dialog box, click on the View tab 5. Below the left list, in the Views available in field, select the source 6. Below the right list, in the Views available in field, select the target 7. In the left list, select the view, and click Copy 8. Click on the Tables tab 9. Below the tabs select the appropriate radio button 10. In the left list, select the table that is associated with the view, and click Copy 11. Click on the Filters tab 12. Below the tabs select the appropriate radio button 13. In the left list, select the filter that is associated with the view, if any, and click Copy 14. Click on the Groups tab 15. Below the tabs select the appropriate radio button 16. In the left list, select the group that is associated with the view, if any, and click Copy 17. Click Cancel Important Points:

42 Use the organizer to share any other objects between project plans as well (e.g., reports, modules, calendars, maps). After the objects have been copied, there is no integration that keeps the objects in sync. At any time you can copy your objects into the Global.MPT file, which is a system Project Plan Template upon which the first project plan is created when you start Project. In Project 2013, all custom objects are copied in the Global.MPT file by default. This option can be found under File and Options. In the Project Options dialog box, in the side pane, click Advanced. In the Display section, see the Automatically add new views, tables, filters, and groups to the global setting. You can make a copy of your Global.MPT file and share the file with other Project users. They can rename their existing Global.MPT for backup purposes and use your Global.MPT instead. This way you do not need to copy objects individually from file to file. Tips & Tricks: The Server Edition of Microsoft Project allows administrators to make custom objects available in Project Professional of all users who log on to the server. This also applies to any changes in custom objects.

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48 Slides Steps to Use Enhanced Copy and Paste: 1. Select a cell range from for example the Gantt Chart view 2. Right click on the selection and click Copy Cell 3. Go to any other Microsoft Office application and click Paste Important Points: The enhanced copy and paste has been designed to work well with Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, and others. The copy and paste does not include task bars. Tips & Tricks: The enhanced copy and paste retains cell formatting, task outlines, and column headers unlike previous versions. Use the enhanced copy and paste to quickly share project plan data in a tabular format.

49 Slides Steps to Use Copy Picture: 1. Select one or multiple tasks 2. Go to the Task ribbon, click on the drop down arrow of the Copy command, and click Copy Picture 3. In the Copy Picture dialog box, For screen (to clipboard), For printer, or To GIF image file 4. In the Copy section, select Rows on screen or Selected rows 5. In the Timescale section, select As shown on screen or enter a date range in the From and To field 6. Click OK Important Points: Use the Copy Picture feature to create an image of your project plan that includes both the tables and screen, which can easily be pasted into any other Microsoft Office application for reporting purposes. Tips & Tricks: Use the Copy Picture if your report needs to include task bars. Add the Copy Picture command to the Quick Access Toolbar to make it more accessible.

50 Slides Steps to Save to PDF or XPS: 1. Click on the File tab and click on Save As 2. In the Save As dialog box, in the Save as type field, select PDF Files or XPS Files 3. Click Save Important Points: If you need to share your project plan with someone who does not have Project installed, save your file as a PDF or XPS file. Tips & Tricks: You no longer need to purchase a copy of Adobe Acrobat in order create PDF files in Project Steps to Print Gantt Information, Schedule, or Timeline: 1. Click on the File tab, click Print, and review the print preview 2. In the Printer section, select the printer 3. In the Settings sections, choose: 1. Print Entire Project (from start to finish), Print Specific Dates, Print Specific Pages, Print Custom Dates and Pages 2. Landscape Orientation or Portrait Orientation 3. Paper Size 4. Click on Page Setup to adjust the print size based on a percentage, change margins, set the header and footer, include or exclude a legend, or apply any other print options, and click OK 5. Click Print Important Points: You can exclude the legend to save space. You can modify the header and footer to include any custom text or leverage fields from the Advanced Document Properties dialog box Print settings are stored in the view. Tips & Tricks: The print preview will show you what the view displays, for example, if the print preview shows too many column, click on thefile tab again to return to the view and hide the columns from the view. This is also true for the table, column order and column width. If you need to print the new Timeline view, while you see both the Timeline and Gantt Chart view at the same time, click anywhere on the Timeline view and click File and Print to see the preview. If you would like to omit the blue cell background color of any cells, add the Display Change Highlighting command to the Quick Access Toolbar and disable change highlighting. Step to Print based on Date Range: 1. Click on the File tab, click Print, and review the print preview 2. In the Printer section, select the printer 3. In the Settings sections, select Print Specific Dates or Print Custom Dates and Pages 4. In the Dates field, select the start date, and in the to field, select the finish date 5. Click Print Important Points: If the date range does not fit on the width of your chosen paper format, you can do one or all of the following: Ensure Landscape Orientation is selected Choose a larger paper size Choose a larger printer (i.e. a plotter) Click Page Setup, in the Page Setup dialog box, on the General tab, in the Adjust to field, enter a smaller percentage, and click OK Go to the View ribbon, and click Zoom Entire Project or choose a larger granularity in the Timescale field Tips & Tricks: Create a print view. For example, you can copy the Gantt Chart view and its Entry table, give it your own name, and hide the columns you may not need when printing, for example you could omit the Indicators and Task Mode column. You can also make columns narrower or use a smaller font size.

51 Slides Steps to Report Progress Status: 1. Go to the Project ribbon and click Reports 2. In the Reports dialog box, select a category, and click Select 3. In the next dialog, select a report, and click Select, after which Project will display a print preview of the report Important Points: Reports are tabular and do not include charts like task bars. If you need to include charts, use the Virtual Reports command instead. Tables and filters that are configured through the ribbon, can be leveraged as part of the report configuration. Information from most reports can also be obtained by printing views. The only reports that you cannot create using views are the project summary reports. Tips & Tricks: You can edit and format (e.g., use different font colors and sizes) existing reports or create your own report templates.

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59 Slides Steps to Create Visual Reports: 1. Go to the Project ribbon and click Visual Reports 2. In the Visual Reports dialog box, select any of the Excel or Visio report templates 3. Below the list, in the Select level of usage data to include in the report field, select the time granularity for the data in the report 4. Click View 5. Wait a few moments for the report to be displayed in Excel or Visio Important Points: The tabs in the Visual Reports dialog box show filtered lists of the All tab. If you do not have Visio installed, you will not see any Visio report templates. Tips & Tricks: You can edit existing report templates or you can create your own. You can include report templates from another location on your computer in the list by checking Include report templates from and choosing the location using the Modify button. Click on the Save Data button to save the cube and/or Access database to your computer. The cube and Access database are temporarily created when you click on the View button, and these data sets are the data source for the reports.

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68 Slides Steps to Format the Timeline View: 1. Go to the View ribbon and check Timeline to expose the Timeline view 2. Right click on a task, milestone, or summary task in the Gantt Chart view, and click Add to Timeline 3. Select one or multiple tasks, milestones, or summary tasks in the Timeline view, and apply any of the commands in the Font group to change the formatting of the text or bar 4. Use any of the commands in the Show/Hide group to modify the look and feel of the Timeline view (e.g., change the date format, row height) 5. Click on Copy Timeline and select For , For Presentation, or Full Size, and paste the timeline in any other Office document for reporting purposes (the choice of any of the three subcommands determines the size of the pasted result) Important Points: When you make updates to the project plan, the Timeline view is automatically updated. You show or hide the Timeline view in any view (e.g., with the Gantt Chart view, but also with the Resource Sheet view). The Timeline view only shows the current plan, it does not show the baseline, progress, or variance. Tips & Tricks: You can select multiple tasks, milestones, or summary tasks at once to be added to the Timeline view. When you right click on a task in the Gantt Chart view on which you already had selected Add to Timeline, you can deselect Add to Timeline to remove the task from the timeline. You can right click on a task in the Timeline view and click Display as Callout to move the bar outside the timeline (i.e. so you can read the entire task name) or click Remove from Timeline. You can also apply Text Styles to the Timeline view. When there are multiple tasks listed in parallel on the Timeline view, you can drag and drop them to change the order. You can also use the Timeline view for navigation purposes. In a project plan with tasks that do not fit in the date range on your screen, go to the View ribbon, and in the Timescale field, select Days. A light blue bar appears right above the gray bar of the Timeline view. Move to blue bar to the left and to the right to scroll through the timescale on your screen. You can also drag and drop the vertical border edges of the light blue to zoom in and out of the timescale.

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72 Slid Steps to Report Progress Status: 1. Go to the Project ribbon and click Reports 2. In the Reports dialog box, select a category, and click Select 3. In the next dialog, select a report, and click Select, after which Project will display a print preview of the report Important Points: Reports are tabular and do not include charts like task bars. If you need to include charts, use the Virtual Reports command instead. Tables and filters that are configured through the ribbon, can be leveraged as part of the report configuration. Information from most reports can also be obtained by printing views. The only reports that you cannot create using views are the project summary reports. Tips & Tricks: You can edit and format (e.g., use different font colors and sizes) existing reports or create your own report templates.

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75 Managing Projects with Microsoft Project 2010

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79 Slides Steps to Create Master Plans (Inserting Subprojects): 1. Create two project plans with a number of random tasks 2. Save the project plans to a location on your computer and close them 3. Create a new, blank project plan and save it to your computer by the name of Master Plan 4. In the Gantt Chart view of the Master Plan, click on the Project tab, and click Subproject 5. In the Insert Project dialog box, go to the location where you had saved the two project plans, select the first project plan, and click Insert 6. In the Master Plan, click on the next blank row below the inserted project and repeat the previous two steps for the second project plan 7. Expand both project plans within the Master Plan and observe how you can see the tasks of both project plans at once Important Points: When inserting a subproject, there are two important options available in the Insert Project dialog box. First of all there is a check box called Link to project. By default this option is selected and this means that you will enable live linkage between the master plan and subproject in terms of updates. If this option were to be unchecked, you would copy and paste the subproject into the master plan without linkage. If you were to click on the arrow of the Insert command, you have the option to Insert Read-Only. This option allows you to create a master plan that cannot update

80 the subprojects, which may be desired if the master plan and subprojects have different owners. When saving and closing the master plan, you will presented with a Microsoft Project dialog box that allows you to saved changes in one or all of the subprojects. This only applies if you inserted the project plans read write. Tips & Tricks: User a master plan if you need to report on tasks or milestones across project plans. This may be appropriate for a large program that consists of multiple projects. Create a temporary master plan when you need to create links between projects.

81 Slides Steps to Create Links Between Projects: 1. Create a master plan (see previous slide) 2. Open the master plan 3. Expand the project plans that require intraproject dependencies 4. Drag the task bar of a task from one project plan and drop it onto the task bar of another project plan Important Points: Observe the Predecessors column to see how a link between projects is stored C:\Users\Username\Location\Project.mpp\1 Be aware that changes in one project plan may impact the dates of another project plan. When you open a project plan in which a task is impacted by a task from another project plan, you will see the Links Between Projects dialog box. Use the dialog box to review any changes, and accept or reject the changes. Tips & Tricks: It is recommended to periodically open all related project plans at once to ensure all changes are cascaded through all project plans and to ensure there are no circular relationships that are not supported by Project.

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83 Slides Steps to Create a Shared Resource Pool: 1. Create a new, blank project plan 2. Enter resources on the Resource Sheet view 3. Save the project plan to your computer, for example called Resource Pool, and close the file 4. Create another new, blank project that will serve as one of the projects that requires resources from the resource pool 5. Enter tasks on the Gantt Chart view 6. In the Resource ribbon, click Resource Pool, and click Share Resources 7. In the Share Resources dialog box, select Use resources (requires at least one open resource pool) 8. In the From field, select Resource Pool, and click OK 9. Save the project plan to your computer, for example Project Plan, and close the file Important Points: When you open the resource pool you, will always see the Open Resource Pool dialog box. Choose Open resource pool read-write so that you can make changes to resource information to add or edit resources, and click OK. When you open a project plan that is associated with the resource pool, you will always see the Open Resource Pool Information dialog box. Choose Open resource pool to see assignments across all sharer files, and click OK to edit the project plan.

84 Tips & Tricks: Use a resource pool to see resource supply and demand across multiple projects. A resource pool also allows you to centrally administer resource information, so project managers do not need to re-enter resource information in each project plan. Steps to View Availability across Multiple Projects: 1. Open the resource pool 2. In the Open Resource Pool dialog box, select Open resource pool read-write so that you can make changes to resource information and click OK 3. Click View and Resource Usage 4. Click Format and select Remaining Availability 5. Note the Remaining Availability values on the resource rows of each resource Important Points: The Remaining Availability is automatically calculated based on assignments across multiple projects Tips & Tricks: Consider using the Server Edition of Microsoft Project if you are interested in view resource demand and supply across multiple projects.

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