Project training

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

You have just witnessed two of the databases. On the ribbon, click the Task Usage button, located in the Task Views command group. This is one of two views that displays information from the assignment database.

Note the Task Usage button is a two-part button, with a submenu on the bottom half. Select the name cell of task 1, Perform Initial Planning. This is the Scroll to Task feature which will be discussed later. Figure Task Usage View Task Resource Planned work hours by resource Table shows the default view and the databases from which they collect information. Knowing which database has the information will help later in knowing not only which view to activate but will also assist in developing custom reports.

In this exercise, you viewed some of basic views in the software and the database that held the information. In the next exercise, you will become familiar with more views. When you want to look at data from any one of the databases, you must activate a view. In this exercise, you will learn about some of the common, default views and how to activate them. On the View tab, select the Calendar view from the Task View command group. Figure Calendar View 10 Lesson 1 2.

The Calendar view provides task data in a calendar format. It is helpful when you need to get project information to those project team members who may not have, or know how to operate, Microsoft Project. On the View tab, select the Network Diagram view.

Figure Network Diagram view 4. The network diagram view displays the logical sequencing of the tasks and the relationship these tasks have with other tasks in the project. It is helpful during planning and execution and can show the complexity of a project. On the View tab, select the Resource Usage view. Click the Resource Name column once to highlight the entire column. On the ribbon, in the Data command group, click the Outline button then select Hide Subtasks. Auto fit the Resource Name column.

You do this by placing your cursor on the right side of the column name and double-clicking. Click the Expand button at the left of resource 1, Audit Committee. Your screen should look like Figure In other words, it is helpful to see the assignments each resource has been assigned.

This is opposite from the Task Usage view you selected earlier, which categorized assignments by task. CLOSE the file. When asked to save the file, click No. In this exercise, you viewed three additional, commonly used views in the software. Now that you are familiar with how to navigate in the program, you will now create your own project schedule. You should perform all the planning processes associated with the project management methodology of your organization before entering any information into Microsoft Project When you create a new project schedule, the first task is to set a start date for your project.

Opening a New Blank Project Schedule Rather than use a project schedule template, you can create a new, blank project schedule that you can fine-tune to your specific project.

In this exercise, you open a new project schedule. On the Start screen, click New. On the screen, double-click the Blank Project option. A new blank project schedule appears and you are briefly notified that new tasks will be created in the new Manually Scheduled Mode, which is discussed in lesson 2. Your screen will look like Figure LEAVE the project schedule open to use in the next exercise.

In this exercise, you created a new, blank project schedule. Now you will begin to add details to the project schedule, such as start date, tasks, durations, and calendars. This information should be entered in the sequence presented. When using Microsoft Project the user must perform data entry steps in a specific order.

Entering information out of sequence could result in inaccurate information or re-entry of the data. For example, if you enter duration information before setting the calendar options, the durations entered will be altered when calendar options are set.

In this exercise, you create a start date for the new project you have created. USE the project schedule you opened in the previous exercise.

In the Properties group click the Project Information button. The Project Information dialog box appears. Single-click the drop-down arrow next to the Start Date text box once.

For this exercise, you will change the project start date to January 4, Project Basics 13 3. In the January calendar, click January 4th. Click OK at the bottom of the dialog box. In this exercise, you specified a start date for your project. You can schedule a project from either the start date or the end date, but not both.

Most projects should be scheduled from a start date. Scheduling from a start date causes all tasks to start as soon as possible, and it gives you the greatest scheduling flexibility. Scheduling from a finish date can be helpful in determining when a project must start if the finish date is fixed. Saving the Newly Created Project Schedule Once you have created a new project schedule and specified the start date, you need to save the file.

On the ribbon, click the File tab and then click the Save option. Because you have not previously saved the project schedule, the Save-As section is activated. In the Save As section, click Computer then select Browse. Locate and select the solutions folder for this lesson as directed by your instructor. Click Save. Leave the project schedule open to use in the next exercise. In this exercise, you named and saved your project file. It is important to get into the habit of saving your file frequently so that minimal information is lost should you experience a software or hardware malfunction.

Under the File tab, click Options in the navigation bar, then select Save. In the Save Options dialog box, under Save Projects, select the Auto Save Every check box and then specify the time interval at which you want Microsoft Project to automatically save your file.

You can set your project calendar to reflect the working days and hours of your project, as well as nonworking times such as evenings, weekends, and holidays. Defining Project Calendars In this exercise, you define the calendar for your project and set up two exception days holidays.

On the ribbon, in the Properties command group, select the Change Working Time button. The Change Working Time dialog box is displayed. Click the For Calendar drop-down arrow. In the dropdown menu, select Standard, if it is not already selected. Using the scroll control at the right of the calendar, navigate until the calendar displays January, Click the date box for January Day and press Enter. Single-click the name of the exception you just entered. Then click the Details button.

The Details dialog box appears. Under Recurrence Pattern, click Yearly. Click the The: button, and use the arrows next to each selection box to select Third, Monday, and January. In the Range of Recurrence section, select the option for End after: then type 3, then press Enter. Scroll until calendar in the Change Working Time dialog box displays May, Click once on May 30, In the next blank exception name cell, type Memorial Day and press Enter.

The Details dialog box reappears. Click the The: button, and use the arrows next to each selection box to select Last, Monday, and May. In the Range of Recurrence section, select the option for End after: then type 3.

SAVE the project schedule. Exceptions can also be used to indicate additional time away from the project, such as company-wide training days or morale events. A calendar is a scheduling tool that determines the standard working time and nonworking time such as evening or holidays for the project, resources, and tasks. Calendars are used to determine how tasks and resources assigned to these tasks are scheduled.

It can serve as a project calendar or a task calendar. It defines the normal working and nonworking times. A task calendar defines working and nonworking times for a task, regardless of the settings in the project calendar. Base calendars can be created and assigned to a project, a resource, or a task. Project, resource, and task calendars are used in scheduling tasks. If resources are assigned to tasks, the task is scheduled based upon the resource calendar. Cross Ref You will learn more about base calendars, project calendars, and resource calendars in Lesson 2.

In Microsoft Project, the tasks you define contain the details about each activity or event that must occur in order for your project to be completed. These details include the order and duration of tasks, critical tasks, and resource requirements. Tasks are the most basic building blocks of any project schedule. In this exercise, you will enter a single task in each row of the Entry table.

Click the first blank cell directly below the Task Name column heading. Type Review screenplay and press Enter. Enter the following task names below the Review screenplay task name.

Press Enter after each task name. Develop scene blocking and schedule Develop production layouts Identify and reserve locations Book musicians Book dancers Reserve audio recording equipment Reserve video recording equipment 4. As you enter new tasks, you will note that each cell automatically wraps the text. The Task ID sometimes simply referred to as ID is a unique number that is assigned to each task in the project. However, you can define the duration of days, weeks, and months for your project.

Click the File tab, select Options, then click the Schedule option, and look under Calendar options for this project: See Figure Because different tasks usually take different amounts of time to complete, each task is assigned a separate duration. Do not confuse duration with elapsed time or work effort.

By contrast, a task can have four work resources assigned and equate to 24 hours of effort in a single, eight hour work day. This applies to start dates and finish dates as well. Click the first cell in the Duration column next to the task 1, Review screenplay. The Duration field for task 1 is selected. Type 3w and then press Enter. The value 3 wks appears in the Duration field. Enter the following durations for the remaining tasks.

Figure Gantt Chart showing task durations entered. You may notice that for those tasks where you entered approximate durations, the software did not draw a corresponding Gantt Chart bar. This is the result of Manual Scheduling. Later in this lesson you will change the scheduling mode to Automatic Scheduling.

Recall that when you set up your project calendar in the previous exercise, the working times for your project were Monday through Friday from A.

No work is scheduled on evenings or weekends because these have been defined as nonworking times. Although the task durations are supplied for you for the exercises in this book, you and the project team will have to estimate task durations for most real-world projects.

Risk is an uncertain event or condition that, if it occurs, will have an impact on your project, either positively or negatively. Inaccurate task duration estimates negative risk decreases the likelihood of completing the project on time, within budget and to specification. Developing good estimates is worth the time and effort.

In the Manual mode which is the default , Project allows the user some flexibility in entering information. However, this mode does not allow the software to schedule tasks in a dynamic manner, meaning it requires more attention to maintain the schedule.

Automatic scheduling mode reduces the f lexibility of entering approximate durations and dates. This mode does allow the user to create a dynamic schedule which requires less maintenance. Switching from Manual to Automatic Scheduling When you entered durations earlier, you noticed how the software dealt with approximate duration information — it did not draw a Gantt bar. In this exercise you will learn how to change the scheduling mode.

You can do this for an entire project or you can do it on a task-by-task basis, depending on your needs. By default, all new tasks are set to manual scheduling. Select the Task Name for task 1, Review screenplay. Click the Task tab. Then, in the Tasks command group, click the Auto Schedule button. Notice the change in the Gantt Chart bar for task 1. Select the duration cell of task 3, Develop production layouts.

Type 1mo and press Enter. This sets the duration for that task. Single-click task name column heading to select all tasks. On the ribbon, select the Auto Schedule button. Note the duration of task 8 now displays 1 day with a question mark behind it. Select the duration cell of task 8, Reserve audio recording equipment. Key 5d and press Enter.

Click the File tab then select Options. In the Project Options dialog box, in the navigation bar on the left side of the dialog box, click Schedule. Look in the Scheduling options for this project: section. Note that you have only changed the options for this file, not the behavior of the software. Click OK to close the options dialog box.

Notice that at the bottom of the screen, on the status bar, that all new tasks are auto scheduled. In this exercise you changed the scheduling mode for a single task then changed it for all entered tasks. You then changed the scheduling mode for all new tasks to be entered into the file. Creating a Milestone A milestone represents a major event or a significant point in a project. In Microsoft Project, milestones are represented as a task with zero duration.

On the Task ribbon, in the Insert command group, click the Milestone button. Notice that a duration of zero days has already been entered. In the Name cell of the newly created milestone, type Pre-Production complete and press Enter. In the Task Name column, click the name of task 1, Review screenplay. Microsoft Project inserts and numbers the new milestone as ID 1. Notice that the other tasks after this new task insertion point have been renumbered.

Type Pre-Production begins and press Enter. To insert multiple new tasks, select multiple tasks and then press Insert. The same number of new tasks will be inserted as the number you selected. A sample WBS for this project is shown in Figure Create Summary Tasks After you enter tasks in your project, it can be helpful to organize your project by grouping related tasks into phases, or groups of closely related tasks that encompass a major section of your project.

The phases, represented by summary tasks, identify the major phases and sub-phases in your project. A summary task is made up of and summarizes all of the tasks within its hierarchical structure, which could also include other summary tasks, detail tasks, or subtasks that fall below it. A work breakdown structure WBS is the hierarchical decomposition of the work to complete the project. Figure depicts a box-type, or graphical, WBS for the case study project you are working on in this book.

There are other WBS formats that can be used but these are the two most common. Select tasks 1 through On the Task ribbon, in the Insert command group, click the Summary button. A new summary task row is inserted above the selected tasks, all selected tasks are shifted down and renumbered, and they are all now part of this new summary task.

Type the following task names below task 11, Pre-Production complete. Production Post-Production Note that each of these became part of the previous section. You want each of these to become a summary task. Select tasks 12 and On the ribbon, in the Schedule command group, select the Outdent button. Click the name of task 13, Post-Production, and press Insert twice. Two blank tasks are inserted above the Post-Production task.

Type the following task names and durations below task 12, Production. Task Name Duration Production begins 0d Production complete 0d 8. Type the following tasks names and durations below task 15, Post-Production. Select tasks 13 and On the Task ribbon, in the Schedule group, click the Indent button. Tasks 13 and 14 are indented and task 12 becomes a summary task. All of the selected tasks will be indented and a new summary task line will appear. Select tasks 16 and Tasks 16 and 17 are indented and task 15 becomes a summary task.

Figure Summary task Gantt bar Gantt Chart showing summary and indented tasks. The appearance of the Production and Post-production summary tasks will change once additional tasks are added in later lessons.

You have just organized your tasks into phases. Working with phases and tasks in Microsoft Project is similar to working with an outline in Microsoft Word. You can create phases by indenting and outdenting tasks, and you can collapse an entire task list into its phase components.

This approach works from general to specific. This approach works from specific to general. In the Auto Scheduling mode, the links create a sequential dependency in which one task depends on the start or completion of another task in order to begin or end.

Linking Two Tasks When you created your project, all of the tasks in the project schedule were scheduled to start on the same date — the project start date.

You must create a dependency, or link, between tasks to correctly reflect the order in which work must be completed. In this exercise, you will link two tasks to reflect the actual order in which they will occur.

Select tasks 2 and 3. Tasks 2 and 3 are now linked with a finish-to-start relationship. Select the name cells of tasks 3 and 4. Microsoft Project changed the start date of task 4 to the next working day following the completion of task 3. Note that because January 18 was a nonworking day the Martin Luther King holiday you set up , task 3 does not finish until January 25 and task 4 does not start until January If necessary, scroll the Gantt Chart to January 24 so that the link you just created is visible.

When you started the exercise in this section, all of the tasks in the project schedule were scheduled to start on the same date — the project start date. You have just linked two tasks to reflect the actual order in which they will occur. A link is a logical connection between tasks that controls sequence and defines the relationship between two or more tasks.

These two tasks have a finish-to-start relationship. The first task is called the predecessor, a task whose start or end date determines the start or finish of another task or tasks.

Any task can be a predecessor for one or more tasks. The second task is called the successor, a task whose start or finish is driven by another task or tasks. Again, any task can be a successor to one or more predecessor tasks. The second task occurs after the first task. This is called a sequence, or the chronological order in which tasks must occur. Tasks can have only one of four types of task relationships, as shown in Table Do not get task relationships in Microsoft Project confused with task dependencies in project management.

A dependency is a need or a condition that exists between two elements. Knowing the dependency is an important factor in defining the task relationships. The first task MUST be done before the second task, i. Lags will be discussed in detail in Lesson A music track must be recorded before it can be edited.

Start-to-start SS The start date of the predecessor task determines the start date of the successor task. Booking musicians and Booking dancers are related tasks and can occur simultaneously. Finish-to-finish FF The finish date of the predecessor task determines the finish date of the successor task. Tasks that require the use of specific equipment must end when the equipment rental ends. Start-to-finish SF This relationship type is rarely used.

The start date of the predecessor task determines the finish date of the successor task. The time when the production sound studio becomes available determines when rehearsals must end. The first task does not necessarily have to be done in order to complete the second task, i. It is preferred, but not absolutely necessary.

Dependencies of this type can have any one of the relationships. External dependencies are usually outside of the control of the project team. Select the names of tasks 4 through Note the new feature in Project where the row height indicators extend out into the Gantt Chart area. Tasks 4 through 11 are now linked with a finish-to-start relationship. Select the View tab. In the Zoom group, click the Entire Project button.

Click the name of the task that you wish to set as the successor. Then on the Task ribbon, click the Information button, and then click the Predecessors tab. Click the first cell in the Task Name column, and then click the arrow to select the task you wish to set as the predecessor.

Linking Milestones Now that you have linked some of the tasks in the project schedule, you will link milestones across summary tasks. Linking milestones to each other reflects the sequential nature of the overall phases.

Select the name of task 11, Pre-Production complete, and, while holding down the Ctrl key, select the name of task 13, Production begins. This is how you select nonadjacent tasks in a table in Microsoft Project.

In the Schedule group click the Link the Selected Tasks button. Tasks 11 and 13 are linked with a finish-to-start relationship. Select the predecessor cell of task 16, Production complete. Type 14 and press Enter. Tasks 14 and 16 are linked with a finish-to-start relationship. They will move to the right side of the Gantt bar chart once you add and link more subtasks in a future lesson. Point to the predecessor task until the pointer changes to a four-arrow star.

Drag the pointer up or down to the task bar of the successor task. Microsoft Project will link the two tasks. Notice that while you are dragging, the pointer image changes to a chain link.

Be aware, however, that this method requires very precise and accurate mouse control and is not recommended. In this exercise, you linked milestones across summary tasks. When you link milestones, you set up the natural flow of the project — when one phase finishes, the next phase begins. In this particular project, you have not yet entered all of the subtasks for the Production and PostProduction phases, so the graphical representation of the milestones and links on the Gantt Chart may have looked a bit strange.

Once you begin to enter and link these tasks, the project will begin to look more like the Pre-Production section of the Gantt Chart. Additional task information that is important to the project can be recorded in a note. You can also provide more information about a task by linking it to another file, an intranet page, or an Internet page through a hyperlink.

Attaching a note to a task in a project schedule allows you to document important information while keeping your project schedule succinct. In this exercise, you enter a task note.

Select task 7, Book musicians, by clicking on the task number 7. On the Task ribbon, in the Properties group, click the Task Notes icon. The Task Information dialog box appears with the Notes tab displayed. A note icon appears in the Indicators column for task 7. The Indicators column is the first column to the right of the task ID column.

Point to the note icon. The note appears in a ScreenTip. For longer notes, or to see other task information, you can double-click the note icon and the Task Information box will display the full text of the note. The note icon and ScreenTip are shown in Figure As you saw in this exercise, you enter and review task notes on the Notes tab in the Task Information dialog box. You can enter a wide variety of additional information to help clarify or enhance your project schedule.

You can also attach a file, paste text and graphics from other Microsoft programs, insert sound or video files, add photos to link faces with resource names , company logos, PowerPoint slides or presentations, and organizational charts.

Do not worry about filling this field up — it can hold 64, characters. You can view both the project statistics and the Gantt Chart for the entire project. Click the Project tab, and then click Project Information in the Properties group. The Project Information dialog box appears, as shown in Figure Figure Project Information dialog box Statistics button 2.

Click the Statistics button. The Project Statistics dialog box appears and displays information such as the project start and finish dates and duration. The statistics dialog box is shown in Figure Note that, based on the current information entered, this project is slated for 95 days of duration, starting on January 4 and ending on May 16, Click the Close button to close the Project Statistics dialog box.

If you are continuing to the next lesson, keep Project open. If you are not continuing to additional lessons, Close Project. Manual scheduling is not the default mode and creates a dynamic schedule. When you initially enter tasks into Project, they are linked in a finish-to-start relationship that can be changed later.

The task note field can only contain words and not pictures. A milestone can be imposed on the project or developed and used by the project team to track project progress. An estimated duration of 3 weeks for a task would be shown as 3ew. A task calendar defines working and nonworking times for an individual work resource.

A summary task is derived from all of the detail tasks that fall below it. Once you have entered all of the tasks and durations for a project, the project duration does not change. Tasks that are indented below a summary task are called successors. For tasks that are linked in a finish-to-start relationship, the finish date of the predecessor task determines the start date of the successor task.

Click the name of task 14, Production complete. Drag your cursor downward so that 5 rows are highlighted, including the row for task On the ribbon, in the Insert group, click Task. Click the blank Task Name field for task Starting in this field, enter the following tasks and durations: Task Scene 1 setup Scene 1 rehearsal Scene 1 vocal recording Scene 1 video shoot Scene 1 teardown Duration 2d 6h 1d 2d 1d 4.

Project New Employee Orientation Add a note and hyperlink to a project schedule as reminders of information to be given to new employees. Double-click the name of task 9, Take picture for employee ID. In the Task Information dialog box, on the Notes tab, key Remember to use blue backdrop for digital pics. Double-click the name of task 22, Complete health insurance paperwork. In the Task Information dialog box, key the note, Verify all insurance needs and any other insurance carriers.

Project Basics 35 Proficiency Assessment Project Hiring a New Employee You need to create a project schedule for the process of hiring a new employee for your department. OPEN a new blank project schedule. Set the project start date to be October 19, Enter the following tasks and durations: Task Duration Write job description 2d Notify departmental recruiter 1d Post job internally 5d Post job externally 5d Collect resumes 10d Review resumes 5d Set up interviews 3d Conduct interviews 8d Select candidate 1d Make offer milestone 3.

Assign a finish-to-start relationship to all the tasks. Change the dependency between tasks 3 and 4 to a start-to-start relationship. Change all tasks to the Auto Schedule mode. Use the Statistics button on the Project Information dialog box to determine the current project duration. SAVE the project schedule in the solutions folder for this lesson as Hiring Employee xxd where the xx in the file name is the duration in days of the project. For example, if the project is 13 days long, save the file as Hiring Employee 13d.

Project Don Funk Video: New Task Dependencies After reviewing your project schedule, you have determined that some of the tasks could be linked in a different way to make your project more efficient.

Students also have access to fully integrated resources within their Wiley Desktop Edition. From highlighting their e-text to taking and sharing notes, students can easily personalize their Wiley Desktop Edition as they are reading or following along in class. Wiley E-Text: Powered by Vitalsource When you choose a Wiley E-Text you not only save money; you benefit from being able to access course materials and content anytime, anywhere through a user experience that makes learning rewarding.

Students can access it online and download to their computer for off line access and access read and study on their device of preference— computer, tablet, or smartphone. Student Data Files All of the practice files that you will use as you perform the exercises in the book are available for download on our student companion site. By using the practice files, you will not waste time creating the samples used in the lessons, and you can concentrate on learning how to use Microsoft Project With the files and the step-by-step instructions in the lessons, you will learn by doing, which is an easy and effective way to acquire and remember new skills.

Copying the Practice Files Your instructor might already have copied the practice files before you arrive in class. However, your instructor might ask you to copy the practice files on your own at the start of class. Also, if you want to work through any of the exercises in this book on your own at home or at your place of business after class, you may want to copy the practice files.

In Internet Explorer, go to the student companion site: www. Search for your book title in the upper-right corner. Select Student Companion Site from the pop-up box. Now select Student Data Files from the center of the screen. Remember the drive name that you saved your files to. We would like to thank the many instructors and reviewers who pored over the Microsoft Official Academic Course series design, outlines and manuscript, providing invaluable feedback in the service of quality instructional materials.

We would like to thank the following instructors for their contributions to particular titles in the series as well:. Gregg D. Richie Gregg D. Richie, PMP, MCTS is the founding member and managing partner of P8, LLC, which is a consulting firm that provides consulting and training in project management tech- niques, including advanced usage and application of Microsoft Project.

With more than 30 years of experience in the field of project management, working on projects on almost every continent, he travels all over the world as an international project management consultant and speaker. It was here that his love for both teaching and project man- agement was discovered and developed. He began instructing in , has taught thousands people in classroom environments, and publicly spoken to thousands at a time.

Southridge Video is a video production and editing agency that works primarily with clients in the music industry to produce promotional videos for tours and full-length music videos for television play. Video production managers must identify the production tasks, plan and manage the schedule, and communicate project information to all the members of the production team.

Microsoft Project is the perfect tool for managing a project such as this. In this lesson, you will learn how to navigate in Microsoft Project , how the software handles data, how to create a new project sched- ule, enter tasks, durations, and milestones into the schedule, and organize the tasks in the schedule.

Your screen may be different if default settings have been changed or if other preferences have been set. Later, you will set the option directing the software to go directly to the Gantt Chart view. Before you begin using Microsoft Project , you will need to become familiar with the user interface, also known as the Ribbon. This is similar to other Office applications in that the commands are in tabs, such as File, Task, Resource, Report, Project, and View.

Selecting a tab activates the ribbon. Within each ribbon, commands are organized into groups; each command has its own button, which you activate by clicking with the mouse. Project’s user interface makes it easy to find the commands you need more quickly. Command Groups Chart Timescale. Table Area Chart Area. The most widely used view is the Gantt Chart view as shown in Figure This view displays various task data as well as a graphical display of how the project is currently scheduled.

Project Basics 3. The Gantt Chart view is the primary way of viewing the data in a project schedule. It became the standard for visualizing project schedules in the early twentieth century when American engineer and management consultant Henry L. Gantt developed a bar chart with two main principles; 1 to measure activities by the amount of time needed to complete them; and 2 to represent the amount of the activity that should have been done in a given time.

In Microsoft Project, the Gantt Chart view is the default view. A view is a window through which you can see various elements of your project schedule. You will learn more about the Gantt Chart view in Lesson 8.

Microsoft Project is the tool used by project managers to manage project schedules — it is not the process of project management. A project schedule is a model of a real project — what you want to happen or what you think will happen throughout the project. The schedule contains all of the tasks, resources, time frames, and costs that might be associated with such a project. Later in this lesson you will learn how to create a project schedule from a blank template.

A template is a predefined file that can be blank with the default characteristics set, or it could already contain project task and resource information. Knowing how to navigate in Microsoft Project and how Microsoft Project handles data will increase your efficiency in locating needed information.

In this exercise, you learn how to start Microsoft Project and open a template. Before you begin these steps, be sure to turn on or log on to your computer. On the Windows taskbar, click the Start button. The Start screen appears. Microsoft Project opens. This is the start screen. From this screen you can choose to open a blank project, import information from Microsoft Excel or a SharePoint task list, open an existing project file, or open a template.

This manual is based on the Windows 7 operating system. You are encouraged to use this manual with either operating system and understand that the differences are cosmetic only and in no way affect the functionality of Microsoft Project Microsoft Project should be open. You must be connected 1. On the Start screen Figure , click the Search for online templates box located to the Internet to gain at the top of the screen.

Type annual report preparation, then press Enter. The access to online templates. Double-click the Annual Report Preparation template graphic. The template is downloaded to your system, then opens a new project based on the template in the Gantt Chart view and closes the New Project screen.

As you create your own templates, you can store them wherever you wish. However, it is recom- mended that they are stored in the default Microsoft templates folder. Project Basics 5. You have just opened a project schedule from a template in Microsoft Project. A project schedule is a model of a real project — what you want to happen or what you think will happen. The schedule contains tasks, resources, time frames, and costs that might be associated with such a project.

You can modify this schedule or any other project template to fit your specific project needs. Later in this lesson, you will learn how to create a project schedule from a blank template. This is located in the upper right corner of the screen, just to the left of the close application button. See Figure Close File Button. Using the resizing feature, change the width of the reduced window and watch how the ribbon changes with the changing width.

Figure shows an example of the ribbon at a reduced level of resolution. Figure Command Groups show less buttons The Ribbon at a reduced level of resolution.

Commands are accessed when button is selected. This will set the window back to full screen. Note the automatic change in the ribbon as shown in Figure In this exercise, you changed the resolution of the Project window and the software automati- cally changed the resolution of the ribbon command groups. This is where the user will change options, save, print, import and export, set file properties, and much more.

USE the project schedule you created in the previous exercise. Click the File tab. On the left navigation bar click New. This screen is similar to the Start screen that appeared when you first started the software. From this screen you can open an existing schedule, start a new project from a blank template, or import from Excel or SharePoint.

Click Print in the left navigation bar. This section provides a print preview, allows the You must have Microsoft user to change printers and the print settings, as well as setting the page options Project Professional such as headers, footers, and margins. Click Share in the left navigation bar. Here the user can send the project file as an tasks from a SharePoint email attachment or sync it with SharePoint.

Click Export in the left navigation bar. In this exercise, you reviewed some sections of the Backstage Area. Throughout this text, you will return to this area to check and change options. More correctly, it is three databases in one, as shown in Figure The first is a task database. This is where all task-related information such as the task name, start, finish, cost, duration, and work is kept. The second is the resource database.

All resource-related information is stored in the resource database, such as resource name, type of resource, standard rate pay rate , resource group they belong to, the base calendar they are assigned, and the maximum number of units for the resource.

The third database is called the assignment database. When a resource is assigned to a task, all of the assignment-related information for each specific resource on each specific task is stored here. Project Basics 7. Your screen should be on the Gantt Chart view. Place your mouse cursor on the Task Name column heading, but do not click it. You will notice that a ScreenTip appears, displaying the title of the column Task Name and its actual name Name. Place the mouse cursor on the Resource Name column heading and observe the ScreenTip that appears as in Figure You will notice that this field has the same name as the one in Figure You have just witnessed two of the databases.

On the ribbon, click the Task Usage button, located in the Task Views command group. This is one of two views that displays information from the assignment database. Note the Task Usage button is a two-part button, with a submenu on the bottom half.

Select the name cell of task 1, Perform Initial Planning. This is the Scroll to Task feature which will be discussed later. Planned work hours by resource.

Table shows the default view and the databases from which they collect informa- tion. Knowing which database has the information will help later in knowing not only which view to activate but will also assist in developing custom reports. Project Basics 9. In this exercise, you viewed some of basic views in the software and the database that held the information.

In the next exercise, you will become familiar with more views. When you want to look at data from any one of the databases, you must activate a view.

In this exercise, you will learn about some of the common, default views and how to activate them. On the View tab, select the Calendar view from the Task View command group. The Calendar view provides task data in a calendar format. It is helpful when you need to get project information to those project team members who may not have, or know how to operate, Microsoft Project.

On the View tab, select the Network Diagram view. The network diagram view displays the logical sequencing of the tasks and the relationship these tasks have with other tasks in the project.

It is helpful during planning and execution and can show the complexity of a project. On the View tab, select the Resource Usage view. Click the Resource Name column once to highlight the entire column. On the ribbon, in the Data command group, click the Outline button then select Hide Subtasks. Auto fit the Resource Name column. You do this by placing your cursor on the right side of the column name and double-clicking.

Click the Expand button at the left of resource 1, Audit Committee. Your screen should look like Figure The Resource Usage view shows assignments, categorized by resource. In other words, it is helpful to see the assignments each resource has been assigned. This is opposite from the Task Usage view you selected earlier, which categorized assign- ments by task. CLOSE the file.

When asked to save the file, click No. In this exercise, you viewed three additional, commonly used views in the software. Now that you are familiar with how to navigate in the program, you will now create your own project schedule. Creating a Project Schedule Microsoft Project is an active scheduling tool. When you create a new project schedule, the first task is to set a start date for your project. Opening a New Blank Project Schedule Rather than use a project schedule template, you can create a new, blank project schedule that you can fine-tune to your specific project.

In this exercise, you open a new project schedule. On the Start screen, click New. On the screen, double-click the Blank Project option. A new blank project schedule appears and you are briefly notified that new tasks will be created in the new Manually Scheduled Mode, which is discussed in lesson 2.

Your screen will look like Figure LEAVE the project schedule open to use in the next exercise. In this exercise, you created a new, blank project schedule. Now you will begin to add details to the project schedule, such as start date, tasks, durations, and calendars.

This information should be entered in the sequence presented. When using Microsoft Project the user must perform data entry steps in a specific order. Entering information out of sequence could result in inaccurate information or re-entry of the data. For example, if you enter duration informa- tion before setting the calendar options, the durations entered will be altered when calendar options are set.

In this exercise, you create a start date for the new project you have created. By default, Microsoft 1. In the Properties group click the Project Information button. Project uses the current The Project Information dialog box appears. Single-click the drop-down arrow next to the Start Date text box once. For this start date.

Project Basics In the January calendar, click January 4th. Click OK at the bottom of the dialog box. You can also quickly set the start date in the In this exercise, you specified a start date for your project. You can schedule a project from Project Information either the start date or the end date, but not both. Most projects should be scheduled from a dialog box by highlight- start date. Scheduling from a start date causes all tasks to start as soon as possible, and it gives ing the current date in you the greatest scheduling flexibility.

Scheduling from a finish date can be helpful in deter- the Start Date box and mining when a project must start if the finish date is fixed.

Saving the Newly Created Project Schedule Once you have created a new project schedule and specified the start date, you need to save the file. On the ribbon, click the File tab and then click the Save option.

Because you have not previously saved the project schedule, the Save-As section is activated. In the Save As section, click Computer then select Browse. Locate and select the solutions folder for this lesson as directed by your instructor. Click Save. Leave the project schedule open to use in the next exercise. In this exercise, you named and saved your project file.

It is important to get into the habit of saving your file frequently so that minimal information is lost should you experience a software or hardware malfunction. You can also have Microsoft Project save your project schedule at specified intervals. In the Save Options dialog box, under Save Projects, select the Auto Save Every check box and then specify the time interval at which you want Microsoft Project to automatically save your file. You can set your project calendar to reflect the working days and hours of your project, as well as nonworking times such as evenings, weekends, and holidays.

Defining Project Calendars In this exercise, you define the calendar for your project and set up two exception days holidays. On the ribbon, in the Properties command group, select the Change Working Time button. The Change Working Time dialog box is displayed. Click the For Calendar drop-down arrow.

In the dropdown menu, select Standard, if it is not already selected. Using the scroll control at the right of the calendar, navigate until the calendar displays January, Click the date box for January Day and press Enter. Single-click the name of the exception you just entered.

Then click the Details button. The Details dialog box appears. Under Recurrence Pattern, click Yearly. Click the The: button, and use the arrows next to each selection box to select Third, Monday, and January. In the Range of Recurrence section, select the option for End after: then type 3, then press Enter.

Scroll until calendar in the Change Working Time dialog box displays May, Click once on May 30, In the next blank exception name cell, type Memorial Day and press Enter.

The Details dialog box reappears. Click the The: button, and use the arrows next to each selection box to select Last, Monday, and May. In the Range of Recurrence section, select the option for End after: then type 3. SAVE the project schedule. You have just defined the calendar for this project, as well as set up two exception days holidays. Exceptions can also be used to indicate additional time away from the project, such as company-wide training days or morale events.

A calendar is a scheduling tool that deter- mines the standard working time and nonworking time such as evening or holidays for the project, resources, and tasks. Calendars are used to determine how tasks and resources assigned to these tasks are scheduled. It can serve as a project calendar or a task calendar. It defines the normal working and nonworking times. A task calendar defines working and nonworking times for a task, regardless of the settings in the project calendar. Base calendars can be created and assigned to a project, a resource, or a task.

Project, resource, and task calendars are used in scheduling tasks. If resources are assigned to tasks, the task is scheduled based upon the resource calendar. Cross You will learn more about base calendars, project calendars, and resource calendars in Ref Lesson 2.

These details include the order and duration of tasks, critical tasks, and resource requirements. Tasks are the most basic building blocks of any project schedule.

In this exercise, you will enter a single task in each row of the Entry table. Click the first blank cell directly below the Task Name column heading. Type Review screenplay and press Enter. Enter the following task names below the Review screenplay task name. Press Enter after each task name. Develop scene blocking and schedule Develop production layouts Identify and reserve locations Book musicians Book dancers Reserve audio recording equipment Reserve video recording equipment 4.

As you enter new tasks, you will note that each cell automatically wraps the text. You have just added eight tasks to your project schedule. The Task ID sometimes simply referred to as ID is a unique number that is assigned to each task in the project. However, you can define the duration of days, weeks, and months for your project. Click the File tab, select Options, then click the Schedule option, and look under Calendar options for this project: See Figure Because different tasks usually take different amounts of time to complete, each task is assigned a separate duration.

Do not confuse duration with elapsed time or work effort. By contrast, a task can have four work resources assigned and equate to 24 hours of effort in a single, eight hour work day. This applies to start dates and finish dates as well.

Click the first cell in the Duration column next to the task 1, Review screenplay. The Duration field for task 1 is selected. Type 3w and then press Enter. The value 3 wks appears in the Duration field. Enter the following durations for the remaining tasks. You may notice that for those tasks where you entered approximate durations, the software did not draw a corresponding Gantt Chart bar. This is the result of Manual Scheduling. Later in this lesson you will change the scheduling mode to Automatic Scheduling.

Recall that when you set up your project calendar in the previous exercise, the working times for your project were Monday through Friday from A. No work is scheduled on evenings or weekends because these have been defined as nonworking times.

Although the task durations are supplied for you for the exercises in this book, you and the project team will have to estimate task durations for most real-world projects. For any project, a major source of risk is inaccurate task duration estimates. Risk is an uncer- tain event or condition that, if it occurs, will have an impact on your project, either positively or negatively. Inaccurate task duration estimates negative risk decreases the likelihood of completing the project on time, within budget and to specification.

Developing good esti- mates is worth the time and effort. Microsoft Project has two scheduling modes, Manual and Automatic. In the Manual mode which is the default , Project allows the user some flexibility in entering information.

However, this mode does not allow the software to schedule tasks in a dynamic manner, meaning it requires more attention to maintain the schedule. Automatic scheduling mode reduces the f lexibility of entering approximate durations and dates. This mode does allow the user to create a dynamic schedule which requires less maintenance. Switching from Manual to Automatic Scheduling When you entered durations earlier, you noticed how the software dealt with approximate duration information — it did not draw a Gantt bar.

In this exercise you will learn how to change the scheduling mode. You can do this for an entire project or you can do it on a task-by-task basis, depending on your needs. By default, all new tasks are set to manual scheduling. Select the Task Name for task 1, Review screenplay.

Click the Task tab. Then, in the Tasks command group, click the Auto Schedule button. Notice the change in the Gantt Chart bar for task 1. Manual Scheduling Bar. Select the duration cell of task 3, Develop production layouts. Type 1mo and press Enter. This sets the duration for that task.

Single-click task name column heading to select all tasks. On the ribbon, select the Auto Schedule button. Note the duration of task 8 now displays 1 day with a question mark behind it. Select the duration cell of task 8, Reserve audio recording equipment. Key 5d and press Enter.

Click the File tab then select Options. In the Project Options dialog box, in the navigation bar on the left side of the dialog box, click Schedule. Look in the Scheduling options for this project: section. Note that you have only changed the options for this file, not the behavior of the software. Click OK to close the options dialog box. Notice that at the bottom of the screen, on the status bar, that all new tasks are auto scheduled.

In this exercise you changed the scheduling mode for a single task then changed it for all entered tasks. You then changed the scheduling mode for all new tasks to be entered into the file. Creating a Milestone A milestone represents a major event or a significant point in a project.

In Microsoft Project, milestones are represented as a task with zero duration. On the Task ribbon, in the Insert command group, click the Milestone button. Notice that a duration of zero days has already been entered. In the Name cell of the newly created milestone, type Pre-Production complete and press Enter. In the Task Name column, click the name of task 1, Review screenplay. Microsoft Project inserts and numbers the new milestone as ID 1.

Notice that the other tasks after this new task insertion point have been renumbered. Type Pre-Production begins and press Enter. Milestones are zero duration By default, milestones are displayed as a black diamond. You can also press Insert to add a new task above the selected task. The same number of new tasks will be inserted as the number you selected.

A sample WBS for this project is shown in Figure After you enter tasks in your project, it can be helpful to organize your project by grouping related tasks into phases, or groups of closely related tasks that encompass a major section of your project.

The phases, represented by summary tasks, identify the major phases and sub-phases in your project. A summary task is made up of and summarizes all of the tasks within its hierarchical structure, which could also include other summary tasks, detail tasks, or subtasks that fall below it.

A work breakdown structure WBS is the hierarchical decomposition of the work to complete the project. Figure depicts a box-type, or graphical, WBS for the case study project you are working on in this book. There are other WBS formats that can be used but these are the two most common. Select tasks 1 through On the Task ribbon, in the Insert command group, click the Summary button.

A new summary task row is inserted above the selected tasks, all selected tasks are shifted down and renumbered, and they are all now part of this new summary task. Type the following task names below task 11, Pre-Production complete.

Production Post-Production Note that each of these became part of the previous section. You want each of these to become a summary task. Select tasks 12 and On the ribbon, in the Schedule command group, select the Outdent button. Click the name of task 13, Post-Production, and press Insert twice. Two blank tasks are inserted above the Post-Production task. Type the following task names and durations below task 12, Production. Task Name Duration Production begins 0d Production complete 0d 8. Type the following tasks names and durations below task 15, Post-Production.

Select tasks 13 and On the Task ribbon, in the Schedule group, click the Indent button. Tasks 13 and 14 are indented and task 12 becomes a summary task. All of the selected tasks will be indented and a new summary task line will appear.

Select tasks 16 and Tasks 16 and 17 are indented and task 15 becomes a summary task. Figure Summary task Gantt bar Gantt Chart showing summary and indented tasks. The appearance of the Production and Post-production summary tasks will change once additional tasks are added in later lessons. You have just organized your tasks into phases. Working with phases and tasks in Microsoft Project is similar to working with an outline in Microsoft Word. You can create phases by indenting and outdenting tasks, and you can collapse an entire task list into its phase components.

This approach works from general to specific. This approach works from specific to general. You can create task relationships by creating links between tasks.

When you created your project, all of the tasks in the project schedule were scheduled to start on the same date — the project start date. You must create a dependency, or link, between tasks to correctly reflect the order in which work must be completed. In this exercise, you will link two tasks to reflect the actual order in which they will occur.

Select tasks 2 and 3. Tasks 2 and 3 are now linked with a finish-to-start relationship. Select the name cells of tasks 3 and 4. Microsoft Project changed the start date of task 4 to the next working day following the completion of task 3. Clicking the arrow opens a dialog box or a task pane containing more options for that particular group of commands. Launch Excel and start a new workbook. If necessary, click the Home tab to activate it. Select cell A1 to make it active.

Then type and press Tab. In the lower-right corner of the Font group, click the Dialog Box Launcher arrow. The Format Cells dialog box shown in Figure opens. In most cases, your default font in Excel will be Calibri, 11 point, without bold or italic. Figure Format Cells dialog box 4. Notice that the Font tab of the dialog box is active. Scroll down in the Font list, click Cambria, and then click OK.

Cell B1 is the active cell now. Type in this cell and then press Tab. Notice the difference in appearance between this number and the one you entered in cell A1. Click the View tab. In the Workbook Views group, click Page Layout. In this view, you can see the margins, where pages break, and you can add a header or footer see Figure In the Workbook Views group, click Normal to return the worksheet to the view that no longer shows rulers, headers, footers, or page breaks.

This view enables you to fine-tune pages before printing. You can also use the rulers to measure the width and height of your window and determine whether you need to change its margins or print orientation. The Split command enables you to overcome this limitation by viewing the worksheet in two panes or four quadrants. After issuing this command, you can use the scroll bars on the right and at the bottom of the window to display different sections of the worksheet at the same time so that you can more easily compare or contrast data or see what effect a change in one part of the worksheet might have on a distant part of the worksheet.

In this exercise, you learn to split the Excel window and use the scroll bars to view different sections of a worksheet. You also practice entering data into cells in the split windows, and you learn how to remove the split to return to single-window view. USE the worksheet you left open in the previous exercise or type in cells A1 and B1 in a new workbook.

Click cell F1 to make it active. On the View tab, click Split. Notice that the screen is split vertically in two different panes. Overview 7 3. In the horizontal scroll bar of the right pane, hold down the right arrow until you see cell AA1.

Notice that you can still see cells A1 and B1 in the left pane. Click Split again. The screen is no longer split. Click in cell A17 and click Split. The screen is split horizontally in two different panes. Click in cell F14 and click Split.

The screen is split into four panes this time. Choose the lower-right quadrant by clicking any cell in that pane, and then scroll down to display row In cell H40, type and press Enter. The data you entered in cells A1 and B1 should be visible along with what you just entered in cell H40 see Figure Figure Split command Working in a split window Scroll bars Click Split to remove the split.

The data in cell H40 is no longer visible. CLOSE the workbook and do not save. Take Note The Split command is especially useful when you need to compare various portions of a long worksheet. When you use a worksheet that contains a small amount of data, it is easy to scroll through the worksheet and focus on specific cells. As you become experienced in working with Excel, however, you might find yourself working on much larger worksheets.

The ability to view more than one section of a worksheet at the same time by using split windows is especially useful when you need to compare different sections of data. Workers frequently open an existing workbook, update information, and then save the workbook to be revised again at a later time. Often, files are created by one person, and then used or updated by others.

Filenames should reflect the type of data contained in the file. A descriptive filename enables you to locate and retrieve files quickly. Filenames can be up to characters long, including the filename extension.

However, most workers use short descriptive filenames that clearly identify the content of the workbook. There are several ways to move through worksheets that contain numerous rows and col- umns. You can use the arrow keys, the scroll bars, or the mouse to navigate through a worksheet. In the following exercises, you explore the different methods for moving through a worksheet. Take Note A worksheet can be very large or quite small depending on your needs.

Available columns go from A through XFD, and available rows can go from 1 through 1,, Click the File tab, click Open, and then click Browse. In the Open dialog box, choose the location of your Lesson01 data files, select 01 Contoso Employee Info, and then click Open. Click in the Name Box, type A3, and then press Enter to make the cell active.

Cell D27, the last column in the range of data, becomes the active cell. The last possible row in the worksheet displays. Use the vertical scroll bar to navigate from the beginning to the end of the data. If your mouse has a wheel button, roll the wheel button forward and back to quickly scroll through the worksheet. Navigating Data with the Go To Command The workbook used in these exercises is neither long nor particularly complicated. When you be- gin dealing with much larger databases, or longer sets of workbooks, you might wish you had some easier means to get around the data than just scrolling.

The Name Box indicates the current cell you are in as well as gives you the opportunity to name the cell or a range. The Go To command can take you to particular points in a worksheet, including cells and cell ranges that you name yourself. Select cell A In the Name Box to the left of the formula bar, select A Delete A17, type MedAssts, and then press Enter. Select cell M Click Go To. The Go To dialog box appears see Figure Overview 9 Figure Go To dialog box 6. Cell A17 becomes the active cell.

The Go To Special dialog box appears see Figure Figure Go To Special dialog box 8. In the Go To Special dialog box, click Last cell. Click OK. Cell D27 becomes the active cell. The last cell is the lower-right cell in the worksheet with contents or formatting. An arrow in the lower-right corner of a group on the ribbon tells you that which of the following is available?

A dialog box or task pane b. An additional workbook c. A list of worksheets d. An additional part of the current range 2. Which feature enables you to preview headers and footers, page breaks, and other features that will print?

Page Layout b. Print Layout c. Synchronous Scrolling d. ScreenTips 3. When you split a window, the window is divided into how many panes? Which of the following is the intersection of a row and column? Which of the following starts off with Save, Undo, and Redo and can be customized to contain the commands you use most frequently? A worksheet b. The Help window c. The Quick Access Toolbar d. The ribbon 6. How many worksheets does a new Excel workbook open with?

The Quick Access Toolbar appears on the right side of the title bar, above the ribbon. The columns in a worksheet are identified by numbers. The active cell in a worksheet is outlined by a bold rectangle. Page Layout view is useful when preparing your data for printing. Click the File tab. This is your instant access to Backstage view.

Click several of the commands in Backstage view that are shown on the navigation bar in the left pane. Click the Return to document arrow in the upper-left corner to return to the workbook. Move the mouse pointer over the ribbon, reading the various ScreenTips that appear as the pointer rests over individual ribbon elements. On the Home tab, in the Font group, click the Font arrow.

Note that the first font at the top of the font list is displayed. Click the arrow again to hide the list. Click the Font arrow again and then choose Times New Roman. Note the corresponding change in font on the Font list. Move the pointer to the Quick Access Toolbar and click the Undo button. Note that your font returns to the default font, usually Calibri. Click the Insert tab. Move the pointer over the ribbon and examine it while reading the ScreenTips.

Once again, point to the ribbon and examine its features. Click the File tab again to display Backstage view. Click the Close command at the bottom of the left pane to close the workbook. Project Navigating a List Fabrikam, Inc. You need to know how large the list is. Click cell B6. CLOSE the workbook. The Home tab, shown in Figure , contains the com- mands that people use the most when creating Excel documents. Having commands visible on the work surface enables you to see at a glance most tasks you want to perform.

Each tab contains groups of commands related to specific tasks or functions. This indicates that in addition to the default task, other options are available for the task. Similarly, some of the groups have Dialog Box Launchers associated with them. Clicking these displays additional commands not shown on the ribbon. In Figure , the Clipboard, Font, Alignment, and Number groups have associated dialog boxes or task panes, whereas Styles, Cells, and Editing do not.

You can open a new, blank work- book when you launch Excel or by using the File tab to access Backstage view. You can open an existing Excel workbook, enter new or additional data, and save the file with a new name, thus creating a new workbook. You can also use a template to create a new workbook. A template is a model that has already been set up to display certain kinds of data, such as sales reports, invoices, and so on.

Creating a Workbook from Scratch To create a new workbook, launch Excel and select a blank workbook or another type of template. If you are working in Excel and want to begin a new workbook, click the File tab, click New, and then click Blank workbook. Worksheets often include text that describes the content of the work- sheet. In this exercise, you create two Excel workbooks: one with a company address and one with a quick phone message. Excel gives you options for starting a blank workbook, taking a tour, or using templates see Figure Figure Available options after Excel is launched 1.

If you have just launched Excel, Book1 — Excel appears in the title bar at the top of the window. A blank workbook opens with A1 as the active cell. In cell A1, type Fabrikam Inc.

This entry is the primary title for the worksheet. Note that as you type, the text appears in the cell and in the formula bar see Figure Formula bar Active cell 3. Press Enter. The text is entered into cell A1, but appears as if it flows into cell B1. In cell A2, type Fourth Street and then press Enter. Sometimes you need a quick work area to complete another task while you are in the middle of a workbook.

You can open another workbook as a scratch area. Click the File tab, and in the left pane, click New. The different templates available appear refer to Figure In the Backstage view, click Blank workbook.

A second Excel workbook opens and Book2 appears in the title bar. In cell A1, type Phone Calls and then press Enter. Click the File tab to open Backstage view. In the left pane, click Close to close the Phone Calls workbook. You must first identify where the doc- ument is to be saved. The remainder of the Save process is the same, regardless of the location or storage device. Naming and Saving a Workbook When you save a file for the first time, you are asked two important questions: Where do you want to save the file?

What name will you give to the file? In this lesson, you practice answering these questions for two different files. By default in all Office applications, documents are saved to the Documents folder or to your OneDrive, depending on settings specified during the program installation.

USE the workbook from the previous exercise. In the left pane, click Save As to display the save options. Figure Save As dialog box 3. In the navigation pane on the left, in the Save As dialog box, click Desktop. The Desktop becomes the new destination of your saved file. In the Save As dialog box, click New folder. A folder icon appears with the words New folder selected. Type Excel Lesson 2 and then press Enter. Click the Open button.

In the File name box, type 02 Fabrikam Address Solution. Click the Save button. LEAVE the workbook open to use in the next exercise.

Take Note Save your workbook often and especially before opening another workbook, printing, or after you enter information. Saving to Your OneDrive OneDrive is a cloud-based application that allows you to store and sync your files so you can re- trieve them anywhere and share them with other people if desired. OneDrive is also a great place to store backup files of important documents.

OneDrive comes with recent versions of Windows and Microsoft Office. A free desktop app is also available for mobile devices. This exercise assumes you already have access to OneDrive. Click the File tab and then click Save As. In the Backstage view, under Save As, click your OneDrive account, and then click a folder location in the right pane.

Click the New folder button in the Save As dialog box. In the New folder text box, type Excel Lesson 2 to save a folder for this lesson on your OneDrive and then press Enter.

Double-click the Excel Lesson 2 icon to move to that folder. Keep the file with the same name or type 02 Fabrikam Address Solution in the File name box , and then click the Save button. Saving a Workbook Under a Different Name You can rename an existing workbook to create a new workbook. For example, when you have multiple offices, you can save a file with a new name and use it to enter data for another office.

You can also use an existing workbook as a template to create new workbooks. In this exercise, you learn how to use the Save As dialog box to implement either of these options. Click the File tab, and in the left pane, click Save As. The Backstage view shows that the Current Folder in the right pane is Excel Lesson 2 on your OneDrive, because it was the folder that was last used to save a workbook.

Working with Microsoft Excel 17 4. Click This PC to return to the drive you used before. In the right pane, click Excel Lesson 2. Click Save. You created a new workbook by saving an existing workbook with a new name.

Click the File tab, click Save As in the left pane, and then click Browse. In the Save as type box, click the drop-down arrow and then choose Excel Template. Take Note Templates are automatically saved in another location so they can be opened with the File, New option.

Creating a template to use for each new workbook based on the example file eliminates the possi- bility that you might lose data because you might overwrite a file after you enter new data. When you exit, you are prompted to save the file with a new name.

However, if some of your users do not have the latest version or use other applications, they might not be able to open your file. You can save a copy of an Excel workbook with the.

The program symbol displayed with the filenames is different, but it is a good idea to give the earlier edition file a different name. At the bottom of the left pane, click Open Other Workbooks. In the list of recent files in the right pane, click 02 Fabrikam Broad Address Solution. First check for compatibility issues. Read the information in the Compatibility Checker dialog box and then click OK. The Backstage view shows the different file types see Figure Figure Change File Type options in Backstage view 6.

Click Excel Workbook and then click Save As. In the File name box, click before Solution, type , and then click Save.

Click the File tab and then click Open. The right pane in Backstage view shows the last set of documents that have been saved. Click 02 Fabrikam Broad Address Solution. The file formats that are listed as options in the Save As dialog box or on the Export tab depend on what type of file format the application supports. When you save a file in another file format, some of the formatting, data, and features might be lost.

USE the 02 Fabrikam Broad Address Solution workbook from the previous exercise or type your name and address in a new workbook. Click the File tab, and then click the Export button. Click the Change File Type button. Excel explains the different file types refer to Figure Figure shows the reasons for using this format.

In the left navigation pane, click Desktop. Double-click Excel Lesson 2 to move to that folder. Click Publish. Take Note Adobe PDF Portable Documents Format ensures that your printed or viewed file retains the formatting that you intended, but the file cannot be easily changed. All of these options are available from the Save as type drop-down list or the Export tab. You can also copy and paste information from another worksheet or from other programs.

Copy takes the information from one location and duplicates it. You use Paste to put this information into another location. To enter data in a cell in a worksheet, you must make the desired cell active and then type the data. To move to the next column after text is entered, press Tab. Continue to press Tab to go to the next column. Entering Basic Data in a Worksheet When you finish typing the entries in a row, press Enter to move to the beginning of the next row.

You can also use the arrow keys to move to an adjacent cell or click on any cell to make that cell active. Press Enter to accept the entry and move down one row. In the following exercise, you create a list of people working in the office. Click cell A1, type Fabrikam Inc. Notice that the active cell moves to the next row, to cell A2.

In cell A2, type Employee List and then press Enter. Click cell A4, type Name, and then press Tab. Notice that the active cell moves to the next column, to cell B4. Troubleshooting If you type the wrong data, you can click the cell and retype the entry. In the following sec- tions, you see how to edit text.

Type Extension and then press Enter. Notice that the active cell moves to the first cell in the next row. Type Richard Carey and then press Tab. Type and then press Enter. Click cell A5 and notice that the complete entry for Richard Carey appears in the formula bar. Click cell A6, type David Ortiz, and then press Enter. Type Kim Akers and then press Enter. Type Nicole Caron and then press Enter.

Your file should look like Figure LEAVE the workbook open for the next lesson. Take Note Text is stored in only one cell, even when it appears to extend into adjacent cells. If an entry is longer than the cell width and the next cell contains data, the entry appears in truncated form. To edit the data, you need to go to the cell where the text starts and not to the adjacent cells.

Changing the Column Width In Excel, column width is established based on the existing data. Use the 02 Fabrikam Employees Solution file from the previous exercise. Move the mouse pointer between columns A and B, to the column markers at the top of the worksheet see Figure The mouse pointer changes to a double-headed arrow.

Double-click the column marker between A and B. The width of the column changes to the widest entry in column A. Take Note To change the column width manually, point to the column marker between columns A and B and drag the pointer left or right instead of double-clicking.

Drag the double-headed arrow mouse pointer between columns B and C until the ScreenTip shows Width: 20 pixels or something close to this amount see Figure , and then release the mouse button. Figure When you drag the dou- ble-headed arrow pointer, the ScreenTip shows the column width.

This overwrites your previous version without the column width change. However, when you type in the next cell, the overflow text does not display. The text is still there. It is often easier to proof your work if you have the column widths match the longest text entries. You can double-click on the column markers to automatically adjust to the widest entry or drag the column marker to adjust the column width to your desired width. To edit information in a worksheet, you can make changes directly in the cell or edit the contents of a cell in the formula bar, located between the ribbon and the worksheet.

When you enter data in a cell, the text or numbers appear in the cell and in the formula bar. You can also enter data directly in the formula bar.

Selecting text means that you highlight the text that is to be changed. You can also double-click in a cell to position the insertion point for editing.

OPEN a blank workbook. Click cell A1, type Fabrikam, and then press Enter. The insertion point moves to cell A2 and nothing appears in the formula bar. Click cell A1. Notice that the formula bar displays Fabrikam see Figure Figure Active cell and formu- la bar displaying the Formula bar same information Active cell 3. Click after Fabrikam in the formula bar, type a space, type Incorporated, and then press Tab.

The insertion point moves to cell B1 and nothing appears in the formula bar see Figure Figure Although it looks like text is in B1, it is actually extended text from A1.

Nothing shows in the formula bar. Click cell A1 and in the formula bar, double-click on Incorporated to select it. Type Inc. Type Sales and then press Enter. Click cell A2 and then click after Sales in the formula bar. Press Home. The insertion point moves to the beginning of the formula bar.

Working with Microsoft Excel 23 Take Note While you are editing in the formula bar, you can press Home to move to the beginning, End to move to the end, or the left or right arrow keys to move one character at a time. Press Delete to delete characters after the insertion point.

Press Backspace to delete characters before the insertion point. Type Monthly and then press the spacebar. In cell A3, type January and then press Enter.

Click cell A3, type February, and then press Enter. Click cell A3 and then press Delete. The entry in A3 is removed. Above row 1 and to the left of column A, click the Select All button. All cells on the worksheet are selected. Press Delete. All entries are removed. The previous entry will be restored. You can edit a cell by double-clicking the cell and then typing the replacement text in the cell. Or, you can click the cell and then click in the formula bar.

Use the Home key on your keyboard to move the insertion point to the beginning of the cell, and use the End key to move the insertion point to the end of the cell. You can add new characters at the location of the insertion point. To select multiple characters while in Edit mode, press Shift while you press the arrow keys. You also can use the mouse to select characters while you are editing a cell.

Just click and drag the mouse pointer over the characters that you want to select. This deletes what is in the cell rather than the cell itself. To erase the contents of more than one cell, select all the cells that you want to erase and on your keyboard, press Delete. In cell A1, type 1 and then press Enter. Type 2 and then press Enter. Type 3 and then press Enter. Type 4 and then press Enter. Highlight cells A1 through A4 containing the numbers 1 through 4.

All the cells are erased. On the Quick Access Toolbar, click the Undo button to restore the cell entries. The value and format are placed into the cell. Click cell B5 and then press Delete. Type without the dollar sign and comma and then press Enter.

Although the original entry is gone, the cell retains the previous format when you press Delete. Click cell B5 and on the Home tab, in the Editing group, click Clear.

 
 

 

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