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MS Project free online courses – Microsoft Community
Learn about the basics of Microsoft Project in this free online course for beginners. Publisher: Workforce Academy Partnership. Get started managing a new project. Add, outline, and link tasks, switch to different views, and print your project.
The Basics of MS Project
This includes files created in previous versions of Project. You can also open a new file. To do this, go to the right of the green column. You can choose to open a blank project. You can also choose to use one of the templates displayed. If you want to use a template, but do not see one displayed that you want to use, you can use the search box and search for the type or category of template that you’d like to find and use.
File types are simply the formats you can use to save your project files. Project supports numerous file types. You can open and save aspects of your project in the following formats, however some formats only allow you to save information contained in Project fields. This is the standard file format for your projects.
It uses the. Microsoft Project MS Project supports the opening and saving of files from Microsoft Project Microsoft Project file. MS Project supports the opening and saving of files from Microsoft Project , as well as These are template files that save information you will use in other products.
It is just like a template for a website, except it is for a project. The global file Global. It can contain information for all projects, but it cannot save tasks, resources, or assignments. PDF files. This format is the portable document format. It has the extension. Excel Workbook or Excel notebook. You can export your field data to this format, but you cannot export entire projects.
This format is commonly used by word processing programs. You can export field data to this format, but you cannot export entire projects. Comma-separated values CSV. This format uses the. This format is used to deliver rich and structured data. You can import and export data using this format.
It can also be used to interchange data from Project between Project and other programs. We’ve looked at the backstage area shown to you when you first open Project Now let’s look at the entire Project interface by opening a blank project.
At the top left of the Project window, you will see the Quick Access toolbar, a feature shared by all Office products. We’ve highlighted the Quick Access Toolbar in yellow below. Beneath the Quick Access Toolbar, you will see the traditional menu bar.
This is also common to all Microsoft products and contains menus you will need for the software and individual projects. Below the toolbar, you have the ribbon. The ribbon contains the tools and commands you will need when using Project The workspace is located below the Entry Bar.
By default, the Project Screen is shown with the Gantt Chart View being the view that is displayed by default.
You can change the view in the workspace by going to View on the menu bar. While memorizing the parts of the interface is not critical to being able to use the software. Please take a minute and review if you f eel like you need to. Open Main Menu. Browse Courses My Classes. Sign In Subscribe Course Catalog. The Basics of MS Project Interested in learning more?
Why not take an online Microsoft Project course? Online Class : PowerPoint Online Class : Adobe Photoshop Online Class : Photoshop Elements Online Class : Dreamweaver Online Class : Google Docs. Online Class : Adobe InDesign Need some help choosing the right view of your project? Printing a view or report in Project is similar to printing in other Office programs:. Getting only the specific project information you want to share with your stakeholders into your printout can involve some prep work before you hit the print button:.
Prepare a view for printing. Prepare a report for printing. How are schedules calculated? How do I change the working days for a project? How can I show the critical path? What do the symbols next to my task mean? What are some ways to save a Project file? Get Started. Project Desktop. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? Toolbar controls have heterogeneous sizes and are classified in visually distinguishable Groups.
Groups are collections of related commands. Each tab is divided into multiple groups. Each tab contains several commands. If you point at a command you will see a description in a tooltip. Active view is the one you can see in the main window at a given point in time.
The View label just tells you about the view you are using currently. Project can display a single view or multiple views in separate panes. Because once you enter one of the two, and other project tasks, constraints and dependencies, MS Project will calculate the other date. It is always a good practice to use a start date even if you know the deadline for the project.
In the list of available templates, click Blank Project. A dialog box appears. Click OK to accept the start date. Click the arrow on the Current Date dropdown box. A list appears containing three base calendars. Now let us add exceptions. Step 3: Adding Exceptions to Calendar Exceptions are used to modify a Project calendar to have a non-standard workday or a non-working day.
You can also allot unique working hours for a particular resource as well. Here is an example to create a non-working day, which could be because of a holiday or office celebrations or events other than the standard office work effort. Change Working Time dialog box appears. This date is now scheduled as a non-working day for the project. You can also verify the changed color indicated in the calendar within the dialog box as below. Click Ok to close.
You can modify the resource calendar to accommodate flex-time, vacation time, training time, etc. Also remember, Resource Calendar can only be applied to work resources and not to material and cost resources.
By default when we create the resources in a plan, the resource calendar matches the Standard base calendar. And any changes you make to the Project Calendar, gets reflected automatically in resource calendars, except when you create an exception in the resource calendar. In that case even if you update the project calendar, the exception in resource calendar is not affected. Select the resource for whom you want to create an exception.
In example below I have chosen John. The Change Working Time dialog box appears. In the following screen you can see we have chosen John.
Double-click the [default] cell below the Name column heading. We have chosen Tuesday and Wednesday. Click Set day s to these specific working times. Change the time.
Select the resource for whom you want to change work schedule. We have chosen John again. Click OK to close the Dialog box. You will now see all Fridays are greyed out in the calendar.
You can record some top level information for your. Under Info Tab go to Project Information. Click arrow near Project Information to click Advanced Properties. A dialog box opens, you can type in the changes as required.
WBS identifies the deliverable at the lowest level as work package. So a task is action-oriented, and the work package is the deliverable or a result of one or more tasks being performed. There is a significant amount of confusion between what constitutes an activity and what constitutes a task within the project management community.
But for MS Project, a task is the effort and action required to produce a particular project deliverable. Enter the task name. In the following screen, we have entered 5 different tasks. Enter Duration A duration of the task is the estimated amount of time it will take to complete a task. As a project manager you can estimate a task duration using expert judgment, historical information, analogous estimates or parametric estimates.
You can enter task duration in terms of different dimensional units of time, namely minutes, hours, days, weeks, and months. You can use abbreviations for simplicity and ease as shown in the following table. So 1 day is not equivalent to 24 hours but has 8 hours of work for the day. Of course, you can change these defaults anytime you want. You can apply this to all projects or a specific project that you are working on currently. One of the neat tricks MS Project possesses is, it considers duration of the task in work- day sense.
So if you have a non-working day in between, it accommodates this and ensures a task that takes 16 hours to complete to end on the 3rd day. In other words, if you have a task that needs 16 hours to complete starting on Monday AM if this is the time your work day starts, and 8 hours being total work hours in a day , and Tuesday being a holiday, the task will logically end on the evening of Wednesday.
Enter the duration. Task 1 in the following screenshot You can also enter Start and Finish date and MS Project will calculate the duration on its own.
Task 3 and Task 4 in the following screenshot Note: In the above screenshot, Task 6 is scheduled to start on Sunday, which is a non- working day and ends on Wednesday. So essentially, one would believe that with these 3 days Monday, Tuesday, Wednesday, the duration calculated would be 3 days.
But MS Project calculates it as 4 days. So one needs to be careful when choosing the start date of the task. Because for any successive operation, MS Project considers that Task 6 will take 4 days. The next time, you change the start date, the Finish date changes to reflect this 4-day duration.
Elapsed Duration Elapsed Duration is the time that elapses while some event is occurring which does not require any resources. Elapsed duration for a task can be used in instances where a task will go on round-the-clock without any stoppage. A normal workday has 8 hours, and an elapsed day duration will have 24 hours. The task also continues over non-working holidays and vacations and working days.
So 1ew is seven hour days. And it takes 4 days for this to happen. It does not need a resource or a work effort, and all you are doing is waiting for it to dry. You can use 4ed as the time duration, which signifies 4 elapsed days, the paint can dry regardless of whether it is a weekend or if it falls on a holiday.
Here in this example, the drying occurs over 24 hours over the weekend. They are used as major progress points to manage project success and stakeholder expectations. They are primarily used for review, inputs and budgets.
Mathematically, a milestone is a task of zero duration. And they can be put where there is a logical conclusion of a phase of work, or at deadlines imposed by the project plan. There are two ways you can insert a milestone. You can see the milestone appear with a rhombus symbol in the Gantt Chart View on the right. MS Project converts it to a Milestone. But one can also convert a task of non-zero duration into a Milestone. This is rarely used and causes confusion.
Double-click a particular Task name. Task Information dialog box opens. Create Summary Task There can be a huge number of tasks in a project schedule, it is therefore a good idea to have a bunch of related tasks rolled up into a Summary Task to help you organize the plan in a better way. It helps you organize your plan into phases.
In MS Project , you can have several number of sub-tasks under any higher level task. These higher level tasks are called Summary Task. At an even higher level, they are called Phases. Remember because summary task is not a separate task entity but a phase of the project with several sub-tasks in it, the duration of the summary task is from the start of the first sub-task to the finish of the last sub-task.
This will be automatically calculated by MS Project. Of course, you can enter a manual duration of the summary task as well which could be different from the automatically calculated duration. MS Project will keep track of both but this can cause significant confusion.
In most cases, you should ensure that there is no manually entered duration for any task you will be using as a Summary Task. If you would like to group Task 4 and Task 5 into a Summary Task 1.
You can do it in two ways. Method 1 Select the names of Task 4 and Task 5. Rename it to Summary Task 1. Method 2 You can click Task 4 row. You can rename the Task. Here it is renamed as Summary Task 1.
Now select Task 4 and Task 5. For example, Task 2 can start once Task 1 has finished. These dependencies are called Links. A Guide to the Project Management Body of Knowledge PMBOK Guide does not define the term dependency, but refers to it as a logical relationship, which in turn is defined as a dependency between two activities, or between an activity and a milestone. In MS Project, the first task is called a predecessor because it precedes tasks that depend on it.
The following task is called the successor because it succeeds, or follows tasks on which it is dependent. Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks. There are only four types of task dependencies, here we present them with examples. Most used. One does not have to finish collecting survey response before starting the tabulation.
Least used. Method 1 Select the two tasks you want to link. In the following screenshot taken as an example, we have selected names, Task 1 and Task 2. Task 1 and Task 2 are linked with a Finish-to-Start relationship.
A drop down box appears with all Tasks defined in the project. Choose the predecessor task. Click OK. Here I have chosen Task 3. All tasks get linked. To select non-adjacent tasks, hold down Ctrl key and select each task separately. Respect Links If you are in Manually Scheduled mode, any change in duration of the predecessor task will not reflect on Start date of Task 4. Scheduling is controlled in two ways.
Manual Scheduling: This is done to quickly capture some details without actually scheduling the tasks. It calculates values such as task durations, start dates, and finish dates automatically.
It takes into accounts all constraints, links and calendars. For example, at Lucerne Publishing, the new book launch plan has been reviewed by the resources who will carry out the work and by other project stakeholders.