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Microsoft Project 2010: Desk Reference Guide
For more information about Microsoft Project, visit our website at http://www.mpug.com Page 1
Starting Your First Project
Creating a new project
1. Open Microsoft Project 2010 2. Upon opening, project will automatically set you up
with a blank project
Opening a Project from an existing file
1. Open Microsoft Project 2010 2. Click on File in the upper left hand corner 3. Click on Open
4. Select the appropriate folder and file, Click Open
Opening a Project from a template
1. Open Microsoft Project 2010
2. Select the File Tab
3. Select the New menu item, click on the template
icon
4. Select and download your template from Microsoft
Adjust the Calendar
1. The default MS Project calendar is called Standard.
To view and change this calendar: With Microsoft
Project open, select the Project Tab on the ribbon,
Under Properties Click on the Change Working Time
button
2. Once the Change Working Time dialogue box opens,
you will view the Standard Calendar
3. To set a holiday as a non-working day: Click on the
Holiday Date, Click in an Open Exception line at the
bottom, Enter holiday name, Click Enter. Recurring
holidays may be entered by clicking Details while
selecting the holiday entry
To Change daily working time: Click on Work Weeks
at the bottom, Click on Details, Select days of the
week to be changed, Click 3rd
Radio Button on the
right and change the working times, Click Enter.
4. Click OK to close the box
Setting Options
1. With Microsoft Project open, Click File, In the File
window, Click Options Schedule
2. Important options include: adjust Calendar settings
to match the Project Calendar & Scheduling settings.
MS Project 2010 option settings can be set per
project or apply to all projects
Microsoft Project 2010: Desk Reference Guide
For more information about Microsoft Project, visit our website at http://www.mpug.com Page 2
Set the Project Start Date and apply the Project
Calendar
1. Project Project Information
2. Enter Project Start Date or Project Finish date
3. Select the Project Calendar, Click OK
Working with Tasks Turn on the Project Summary Task
1. With Microsoft Project Open and with the Gantt
chart view showing Click Format tab on the ribbon
bar
2. Check the checkbox labeled
Project Summary Task
Entering in a New Task
1. Click the Task Tab on the ribbon bar
2. Click the Summary button in the Insert section of
the ribbon bar to insert a new summary task and
detail task
3. Click the Task button to insert a new detail task
Create an Outline Structure
Click a detail task; click on the Task tab and in the Schedule
section click on the Indent button to indent a task under a
summary task
Alter Task Scheduling Type
1. Tasks may be scheduled in Automatic or Manual
scheduling mode. To alter the Task Scheduling Mode
value per task: Click in the Task Mode column for a
task and change mode selection
2. To change the scheduling mode for future entered
tasks: At the bottom left of the Gantt chart view click
on New Tasks: and select to change future
scheduling mode
Enter Task Durations
Estimate task durations and enter value in the Duration
column
Tip: Outline numbering is automatically updated.
To see the Outline values insert the WBS column
into the table. Right click on the Task Name
column Insert Column WBS
Tip: It’s a good idea to keep your duration in the same format.
Example: If you start in number of days, all tasks should be
listed in number of days.
Microsoft Project 2010: Desk Reference Guide
For more information about Microsoft Project, visit our website at http://www.mpug.com Page 3
Create Relationships between Tasks Creating relationships between tasks will create the timeline of the project. Select the task you would like to create a relationship between tasks and then Click the Link button on the Task ribbon bar:
NOTE: A best practice is to link detail and milestone tasks
only
Working with Resources
Enter a Resource
1. With Microsoft Project Open, Click on the View Tab
on the ribbon bar and select Resource Sheet under
Resource Views
2. Click on the Resource Tab on the ribbon and select
Add Resources under Insert
3. Select the type of Resource you want to add
4. Enter the Resource’s Name, Type, Max Units, and
Standard Rate. The Resource Calendar will default
to be the same as the Project Calendar - alter if
necessary (Add other information as needed)
Assign a Resource to a task
1. Select the Task Tab Gantt Chart
2. Select the Resource Name box for the Task you want to assign the Resource
Click on the dropdown arrow and place a checkmark to the
left of the Resource Name you would like to assign to the
task. Multiple Resources may be selected
View all Task and Resource assignments for a Project
To view Resources and their assignments, Click on the View
Tab Under the Resource View section click on the Resource
Usage
1. To View Tasks and the Resources Assigned, Click
Task Usage
Assign a Calendar to a Task
NOTE: When a task needs to be performed outside of the
normal working hours of the Project Calendar, a Task
Calendar may be assigned to alter the timeframe for an
individual task
1. To assign a Task Calendar, With Microsoft Project
open, Select the Gantt View
2. Select the Task you wish to assign the calendar
3. Under the Task Tab in the ribbon, Select the
Information button
4. Select the Advanced tab and change the Calendar in
the Calendar dropdown menu
Tip: In the Team Planner view in MSP Pro 2010 you can see at a glance
what tasks have been assigned to resources. With a simple dragging motion
you can change existing assignments to over allocated resources or assign
currently unassigned tasks to available resources.
Microsoft Project 2010: Desk Reference Guide
For more information about Microsoft Project, visit our website at http://www.mpug.com Page 4
Working with Views
Selecting a View
1. With Microsoft Project Open, Select the View Tab
2. Under the Task View and Resource View sections,
select the appropriate view you wish to use
Change the way the data is viewed
1. With Project Open, Select the View Tab
2. In the Data section, edit the filter by selecting
various settings from the dropdown arrows
a. Highlight – Highlights a certain selection of
tasks
b. Filter – Filters out all tasks not pertaining to
the subject
c. Group – Groups tasks together based on
criteria
Creating a New View
1. With Microsoft Project open, click on the View Tab
2. Under the Task View section, click on the drop down
arrow title Other Views and click on More Views
3. When the dialogue box opens, click on the New
button
4. Define whether you want a Single View or
Combination View and click on OK
5. When the view definition dialogue box opens, Name
your new view, select the Screen you want it to be
displayed in and Click OK
Adding a Timeline
1. To add a timeline to your project, click on the View
Tab
2. Under the Split View section, select the checkbox
titled Timeline
3. The timeline will then appear under the ribbon.
Tip: Add Key Milestones to the Timeline View
The default view in Project 2010 is a combination of the Gantt Chart
view with the Timeline view layered above it.
1. In the Gantt chart, click the task or milestone you want to add to
the Timeline view. 2. Right-click the milestone, and then click Add
to Timeline.
Tip: The best view to see slippage between baseline vs.
actual work is the Detail Gantt view
http://www.mpug.com/News/Pages/Ask-the-Experts-15-
Project-Tips-for-NewUsers.aspx
Microsoft Project 2010: Desk Reference Guide
For more information about Microsoft Project, visit our website at http://www.mpug.com Page 5
Tip: % Complete represents the percentage of task duration that's complete.
% Work Complete is the percentage of task work hours that are complete.
And you probably know that time can pass without a corresponding amount
of work getting done. When the percent duration is updated, the percentage
of work completed is updated also.
http://www.mpug.com/News/Pages/Certification-Insider-Tracking-Project-
Progress.aspx
Managing a Project
Setting a Baseline
1. With Microsoft Project Open, select the Project Tab
2. Under the Schedule section, click on Set Baseline
3. The Set Baseline dialogue box will open
Select the Baseline you wish to set
4. Select whether the Baseline will be for the Entire Project
or just for Selected Tasks Click OK
Entering Progress Using Percent Complete
1. With Microsoft Project Open and in the Tracking
Gantt chart view, select the Task Name column
2. Click on a task you wish to update
3. On the Task Tab click the appropriate update
percentage for the task in the Schedule section
4. Note the update values to
the right of the Gantt
bars in the Tracking
Gantt chart view
Reporting Create a Project Report
With Microsoft Project open, select the Project Tab
1. Under the Reports section, Click on Reports
2. Each box selected will give access to multiple
reports
Create a Visual Report
1. Click on Visual Reports, under the Project tab
2. When the Create a report Dialogue opens, select the
desired report from the tabs and Click View.
3. Your report will open in either Microsoft Excel or
Microsoft Visio depending on the selected report
Tip: There are technically 11 sets of baseline fields in the
system, Baseline and Baselines 1-10. The Baseline field is the
default used when you first set a baseline. When a baseline is
updated, you may optionally select one of the other 10 sets of
Baseline fields or update the current Baseline fields.
http://www.mpug.com/News/Pages/Ask-the-Experts-Updating-
the-Baseline.aspx
Microsoft Project 2010: Desk Reference Guide
For more information about Microsoft Project, visit our website at http://www.mpug.com Page 6
Keyboard Shortcuts Action Shortcut
Create a new Project Ctrl + N
Open a Project Ctrl + O
Save a Project Ctrl + S
Insert a New Task Insert
Assigns Resources box Alt + F10
Open Microsoft Help F1
Open the Find dialogue box Ctrl + F
Undo Ctrl + Z
Print Ctrl + P
Spell Check F7
Click on a task, Opens the Task Information Shift + F2
Select Auto Schedule Ctrl + Shift + A
Select Manual Schedule Ctrl + Shift + M
Indent a task Alt + Shift + Right Arrow
Outdent a task Alt + Shift + Left Arrow
Close Active Project Window Ctrl + W
Switch to the next Project Window Ctrl + F6
Maximize the Project Window Ctrl + F10
Copy Ctrl + C
Link Task Ctrl + F2
Paste Ctrl + V
Remove All Tasks Filters F3