Microsoft Project 2010: Desk Reference Guide

Transcription

1 Starting Your First Project Creating a new project 1. Open Microsoft Project Upon opening, project will automatically set you up with a blank project Opening a Project from an existing file 1. Open Microsoft Project Click on File in the upper left hand corner 3. Click on Open 2. Once the Change Working Time dialogue box opens, you will view the Standard Calendar 3. To set a holiday as a non-working day: Click on the Holiday Date, Click in an Open Exception line at the bottom, Enter holiday name, Click Enter. Recurring holidays may be entered by clicking Details while selecting the holiday entry To Change daily working time: Click on Work Weeks at the bottom, Click on Details, Select days of the week to be changed, Click 3 rd Radio Button on the right and change the working times, Click Enter. 4. Click OK to close the box 4. Select the appropriate folder and file, Click Open Opening a Project from a template 1. Open Microsoft Project Select the File Tab 3. Select the New menu item, click on the template icon 4. Select and download your template from Microsoft Setting Options 1. With Microsoft Project open, Click File, In the File window, Click Options Schedule Adjust the Calendar 1. The default MS Project calendar is called Standard. To view and change this calendar: With Microsoft Project open, select the Project Tab on the ribbon, Under Properties Click on the Change Working Time button 2. Important options include: adjust Calendar settings to match the Project Calendar & Scheduling settings. MS Project 2010 option settings can be set per project or apply to all projects For more information about Microsoft Project, visit our website at Page 1

2 Set the Project Start Date and apply the Project Calendar 1. Project Project Information 2. Enter Project Start Date or Project Finish date 3. Select the Project Calendar, Click OK Tip: Outline numbering is automatically updated. To see the Outline values insert the WBS column into the table. Right click on the Task Name column Insert Column WBS Working with Tasks Turn on the Project Summary Task 1. With Microsoft Project Open and with the Gantt chart view showing Click Format tab on the ribbon bar 2. Check the checkbox labeled Project Summary Task Alter Task Scheduling Type 1. Tasks may be scheduled in Automatic or Manual scheduling mode. To alter the Task Scheduling Mode value per task: Click in the Task Mode column for a task and change mode selection 2. To change the scheduling mode for future entered tasks: At the bottom left of the Gantt chart view click on New Tasks: and select to change future scheduling mode Entering in a New Task 1. Click the Task Tab on the ribbon bar 2. Click the Summary button in the Insert section of the ribbon bar to insert a new summary task and detail task Enter Task Durations Estimate task durations and enter value in the Duration column 3. Click the Task button to insert a new detail task Create an Outline Structure Tip: It s a good idea to keep your duration in the same format. Example: If you start in number of days, all tasks should be listed in number of days. Click a detail task; click on the Task tab and in the Schedule section click on the Indent button to indent a task under a summary task For more information about Microsoft Project, visit our website at Page 2

3 Create Relationships between Tasks Creating relationships between tasks will create the timeline of the project. Select the task you would like to create a relationship between tasks and then Click the Link button on the Task ribbon bar: NOTE: A best practice is to link detail and milestone tasks only Microsoft Project 2010: Desk Reference Guide Assign a Resource to a task 1. Select the Task Tab Gantt Chart 2. Select the Resource Name box for the Task you want to assign the Resource Click on the dropdown arrow and place a checkmark to the left of the Resource Name you would like to assign to the task. Multiple Resources may be selected View all Task and Resource assignments for a Project To view Resources and their assignments, Click on the View Tab Under the Resource View section click on the Resource Usage Working with Resources Enter a Resource 1. With Microsoft Project Open, Click on the View Tab on the ribbon bar and select Resource Sheet under Resource Views 1. To View Tasks and the Resources Assigned, Click Task Usage 2. Click on the Resource Tab on the ribbon and select Add Resources under Insert Assign a Calendar to a Task 3. Select the type of Resource you want to add 4. Enter the Resource s Name, Type, Max Units, and Standard Rate. The Resource Calendar will default to be the same as the Project Calendar - alter if necessary (Add other information as needed) Tip: In the Team Planner view in MSP Pro 2010 you can see at a glance what tasks have been assigned to resources. With a simple dragging motion you can change existing assignments to over allocated resources or assign currently unassigned tasks to available resources. NOTE: When a task needs to be performed outside of the normal working hours of the Project Calendar, a Task Calendar may be assigned to alter the timeframe for an individual task 1. To assign a Task Calendar, With Microsoft Project open, Select the Gantt View 2. Select the Task you wish to assign the calendar 3. Under the Task Tab in the ribbon, Select the Information button 4. Select the Advanced tab and change the Calendar in the Calendar dropdown menu For more information about Microsoft Project, visit our website at Page 3

4 Working with Views Selecting a View 3. When the dialogue box opens, click on the New button 1. With Microsoft Project Open, Select the View Tab 2. Under the Task View and Resource View sections, select the appropriate view you wish to use 4. Define whether you want a Single View or Combination View and click on OK 5. When the view definition dialogue box opens, Name your new view, select the Screen you want it to be displayed in and Click OK Tip: Add Key Milestones to the Timeline View The default view in Project 2010 is a combination of the Gantt Chart view with the Timeline view layered above it. 1. In the Gantt chart, click the task or milestone you want to add to the Timeline view. 2. Right-click the milestone, and then click Add to Timeline. Tip: The best view to see slippage between baseline vs. actual work is the Detail Gantt view Project-Tips-for-NewUsers.aspx Change the way the data is viewed 1. With Project Open, Select the View Tab 2. In the Data section, edit the filter by selecting various settings from the dropdown arrows a. Highlight Highlights a certain selection of tasks b. Filter Filters out all tasks not pertaining to the subject c. Group Groups tasks together based on criteria Adding a Timeline 1. To add a timeline to your project, click on the View Tab 2. Under the Split View section, select the checkbox titled Timeline Creating a New View 1. With Microsoft Project open, click on the View Tab 2. Under the Task View section, click on the drop down arrow title Other Views and click on More Views 3. The timeline will then appear under the ribbon. For more information about Microsoft Project, visit our website at Page 4

5 Managing a Project Tip: There are technically 11 sets of baseline fields in the system, Baseline and Baselines The Baseline field is the default used when you first set a baseline. When a baseline is updated, you may optionally select one of the other 10 sets of Baseline fields or update the current Baseline fields. Reporting Create a Project Report With Microsoft Project open, select the Project Tab 1. Under the Reports section, Click on Reports Setting a Baseline 1. With Microsoft Project Open, select the Project Tab 2. Under the Schedule section, click on Set Baseline 2. Each box selected will give access to multiple reports 3. The Set Baseline dialogue box will open Select the Baseline you wish to set 4. Select whether the Baseline will be for the Entire Project or just for Selected Tasks Click OK Entering Progress Using Percent Complete 1. With Microsoft Project Open and in the Tracking Gantt chart view, select the Task Name column 2. Click on a task you wish to update 3. On the Task Tab click the appropriate update percentage for the task in the Schedule section Create a Visual Report 1. Click on Visual Reports, under the Project tab 2. When the Create a report Dialogue opens, select the desired report from the tabs and Click View. 4. Note the update values to the right of the Gantt bars in the Tracking Gantt chart view 3. Your report will open in either Microsoft Excel or Microsoft Visio depending on the selected report Tip: % Complete represents the percentage of task duration that's complete. % Work Complete is the percentage of task work hours that are complete. And you probably know that time can pass without a corresponding amount of work getting done. When the percent duration is updated, the percentage of work completed is updated also. Progress.aspx For more information about Microsoft Project, visit our website at Page 5

6 Keyboard Shortcuts Action Create a new Project Open a Project Save a Project Insert a New Task Assigns Resources box Open Microsoft Help Open the Find dialogue box Undo Print Spell Check Click on a task, Opens the Task Information Select Auto Schedule Select Manual Schedule Indent a task Outdent a task Close Active Project Window Switch to the next Project Window Maximize the Project Window Copy Link Task Paste Remove All Tasks Filters Shortcut Ctrl + N Ctrl + O Ctrl + S Insert Alt + F10 F1 Ctrl + F Ctrl + Z Ctrl + P F7 Shift + F2 Ctrl + Shift + A Ctrl + Shift + M Alt + Shift + Right Arrow Alt + Shift + Left Arrow Ctrl + W Ctrl + F6 Ctrl + F10 Ctrl + C Ctrl + F2 Ctrl + V F3 For more information about Microsoft Project, visit our website at Page 6