Planning and Managing Projects with Microsoft Project Professional 2013

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4 Slides Steps to Enter Duration: 1. In the Duration column of a task, enter a value, and press Enter on your keyboard Important Points: The default time unit is days, so when you enter 5, this becomes 5 days. You can change the default time unit. Click File and Options. In the side pane, click Schedule, and in the Duration is entered in field, select Minutes, Hours, Days, Weeks, or Months. Click OK. Regardless of the default time unit, you can enter durations with another time unit, so we when you enters 5 weeks, this becomes 5 wks. You can change the spelling of the unit. Click File and Options. In the side pane, click Advanced, and in the Display options for this project section you can select the spelling for each time unit as it is used in both the Duration and Work column. Tips & Tricks: Time units are stored in minutes in the Microsoft Project Plan File. When you create a formula using the Duration or Work field, you will notice this. This means that you need to divide the result of a formula in 60 to obtain hour or in 480 to obtain days. Steps to Enter Summary Task Duration (User-Controlled Summary Tasks): 1. In the Duration column of a summary task, enter a value, and press Enter on your keyboard

5 Important Points: When you enter the duration of a summary task, it will automatically become a manually scheduled summary task, because summary tasks normally inherit the duration based on the durations of the tasks underneath. Tips & Tricks: Once the summary task has become manually scheduled, you can enter any (text) value in the Duration, Start, or Finish column.

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8 Slides Steps to Enter Estimated Durations: 1. In the Duration column of a task, enter a value with a question mark at the end, for example 5 days?, and press Enter on your keyboard Important Points: A question mark at the end of a value in the Duration columns means that the duration is an estimated duration. The default duration for new tasks is 1 day? When you overwrite this value with a number, the question mark will no longer be displayed. You can control whether new tasks have estimated durations and whether estimated durations are displayed. Click on File and Options. In the side pane, click Schedule, and select or deselect the Show that scheduled tasks have estimated durations and New scheduled tasks have estimated durations check boxes as necessary. Tips & Tricks: Insert the Estimated column in the table to view and edit whether tasks have estimated durations.

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10 Slides Steps to Create Manually Scheduled Tasks: 1. Click Task, Mode, and Manually Schedule 2. Create a new task and it will automatically be a manually scheduled task Important Points: You must change the Task Mode through the ribbon, to determine whether new tasks are manually or automatically scheduled Manually scheduled tasks can be recognized by a gray pushpin icon in the Task Mode column New manually schedules tasks do not have a value in the Duration, Start, and Finish column Of new or existing manually tasks, you can enter any (text) value in the Duration, Start, and Finish column The drawing elements, in the timescale portion of your screen, of manually scheduled tasks, summary tasks, or milestones have different colors Tips & Tricks: You can also change the task mode of existing tasks by selecting the task, and: Clicking Manually Schedule or Auto Schedule in the Task ribbon Selecting Manually Scheduled or Auto Scheduled in the Task Mode column Clicking on Task and Information, clicking on the General tab, and selecting the Manually Scheduled or Auto Scheduled radio button

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12 Slides Steps to Set the Task Mode: 1. Select a task 2. Click Task and click Manually Schedule or Auto Schedule Important Points: You can also change the task mode by: Selecting Manually Scheduled or Auto Scheduled in the Task Mode column Double clicking on the task and in the Task Information dialog box on the General tab, selecting the Manually Scheduled or Auto Scheduled radio button You can change the task mode of multiple tasks at once Tips & Tricks: Insert the Task Mode column in the table in case you do not see it. This also allows you to quickly review, or change, the task mode of all tasks

13 Slides Steps to Set the Default Task Mode: 1. Click File and Options 2. In the Project Options dialog box, in the side pane, click Schedule 3. In the Scheduling options for this project section, in the New tasks created field, select the default task mode, Manually Scheduled or Auto Scheduled 4. Click OK Important Points: The default task mode applies to new tasks only Tips & Tricks: The default task mode can also be changed through the Task ribbon and the Mode command, or through the Status Bar in the bottom left corner by clicking on New Tasks: Auto Scheduled or New Tasks: Manually Scheduled and selecting the option Of both existing and new tasks, the task mode can be changed as necessary, once or more than once, regardless of the default task mode

14 Slides Steps to Set the Default Task Type: 1. Click File and Options 2. In the Project Options dialog box, in the side pane, click Schedule 3. In the Scheduling options for this project section, in the Default task type field, select the default task type 4. Click OK Important Points: The default task type applies to new tasks only Tips & Tricks: Of both existing and new tasks, the task type can be changed as necessary, once or more than once, regardless of the default task type

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19 Slides Steps to Attach Documents: 1. Double click on a task 2. In the Task Information dialog box, click on the Notes tab 3. Click Insert Object 4. In the Insert Object dialog box, select Create from File 5. Click Browse 6. In the Browse dialog box, select a file, and click Insert 7. In the Insert Object dialog box, check Display As Icon, and click OK 8. In the Task Information dialog box, click OK Steps to Link Hyperlinks: 1. Right click on a task and click Hyperlink 2. In the Insert Hyperlink dialog box, in the Address field, enter a URL, and click OK Important Points: If you do not check Display As Icon, the file will be inserted as an image. Tips & Tricks: When you check Link in the Insert Object dialog box, you will insert an image of the file that will be updated when the source file is updated.

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22 Slides Steps to Create Dependencies: 1. Select two or more tasks, and click Task and Link Tasks Important Points: Project will automatically recalculate the start and finish date of the succeeding task(s). You can delete dependencies by using the Unlink Tasks command. You can also create dependencies using any of the following techniques: Dragging and dropping task bars on top of each other. Double clicking on a task and in the Task Information dialog box, using the settings on the Predecessors tab. Entering row numbers in the Predecessors column (the numbers refer to the row number of the preceding task, not to the Unique ID number). Clicking on View, selecting Details, right clicking anywhere on the Task Form (lower half of the screen), and selecting any details showing predecessors and/or successors. When you select a task in the upper half of the screen, the lower half of the screen will shows the dependencies, or any other detail. Selecting two or more tasks and pressing Ctrl + F2 on your keyboard. All tasks and milestones should have at least one predecessors and successor, except for the project start and finish milestone (or any other start or finish milestones). Summary tasks should not have any dependencies, because summary tasks ought to be rollups of tasks only, and in Project you may create a circular relationship error

23 when linking summary tasks. Tips & Tricks: You can change the dependency type, or add lead or lag to dependencies as necessary.

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33 Slides Steps to View Task Inspector Warnings and Suggestions: 1. When using manual tasks, observe the Start and Finish column for any red or green underlines below the dates 2. Click Task, Inspect, and select or deselect Show Warnings and Show Suggestions as necessary Important Points: You can also choose to hide a warning or suggestion by right clicking on the date that shows a warning or suggestion, and clicking Ignore Problems for This Task. After hiding individual problems, you have the ability to expose all hidden warnings and suggestions again by clicking on Task, Inspect, and Show Ignored Problems. Warnings and suggestions apply to manual tasks only. Tips & Tricks: Warning and suggestions can also be enabled or disabled through the options. Click File and Options. In the Project Options dialog box, in the side pane, click Schedule, in the Schedule Alerts Options section, select or deselect Show task schedule warnings and Show task schedule suggestions as necessary. Steps to Identify Resource Overallocations: 1. Create two tasks in parallel full-time assigned to the same resource 2. Observe the red person icon on both tasks

34 3. Right click on any of the two icons and click Fix in Task Inspector 4. In the Task Inspector side pane, observe the available options and click for example on Reschedule Task to resolve the overallocation Important Points: The Task Inspector is most useful for manual tasks; for auto tasks the inspector only shows factors that explain the dates of the task the way they are. Tips & Tricks: At the bottom of the Task Inspector, select or deselect Show warning and suggestion indicators for this task as necessary.

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