Cindy LewisCarl Chatfi eldTimothy Johnson
Microsoft Project 2019Step by Step
Microsoft Project 2019 Step by StepPublished with the authorization of Microsoft Corporation by: Pearson Education, Inc.
Copyright Β© 2019 by Pearson Education, Inc.
All rights reserved. This publication is protected by copyright, and permission must be obtained from the publisher prior to any prohibited reproduction, storage in a retrieval system, or transmission in any form or by any means, electronic, mechanical, photocopying, recording, or likewise. For information regarding permissions, request forms, and the appropriate contacts within the Pearson Education Global Rights & Permissions Department, please visit www.pearsoned.com/permissions/. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein.
ISBN-13: 978-1-5093-0742-5ISBN-10: 1-5093-0742-7
Library of Congress Control Number: 2019930824
01 19
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PublisherMark Taub
Acquisitions EditorLoretta Yates
Assistant Sponsoring EditorCharvi Arora
Development EditorSonglin Qiu
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Senior Project EditorTonya Simpson
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IndexerKen Johnson
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Compositor codeMantra
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Contents at a GlancePart 1: Get started with Microsoft Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1: Project, project management, and you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32: Take a guided tour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Part 2: Simple scheduling basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3: Start a new plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .374: Build a task list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .495: Set up resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .796: Assign resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .997: Format and share your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1258: Track progress: Basic techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Part 3: Advanced scheduling techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173
9: Fine-tune task scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17510: Fine-tune task details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20911: Fine-tune resource and assignment details . . . . . . . . . . . . . . . . . . . . . . . . . . 22712: Fine-tune the Project plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25513: Organize plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27914: Track progress: Detailed techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31115: View and report project status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .333
Part 4: In-depth and special subjects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
16: Format and print views: In-depth techniques . . . . . . . . . . . . . . . . . . . . . . . . 35717: Format reports: In-depth techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38718: Customize Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40319: Share information with other programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42320: Consolidate projects and resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44721: Use Agile project management with Project . . . . . . . . . . . . . . . . . . . . . . . . . 469
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Part 5: Appendixes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
A: A short course in project management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505B: Develop your project management skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .515C: Collaborate: Project, SharePoint, and PWA . . . . . . . . . . . . . . . . . . . . . . . . . . . .519D: Use this book in a classroom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547About the authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567
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ContentsAuthor Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii
i Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix
Who this book is for . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xixThe Step by Step approach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xixDownload the practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxE-book edition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiAdapt procedure steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiHow to get support & provide feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii
Errata & book support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiiStay in touch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiv
Part 1: Get started with Microsoft Project
1 Project, project management, and you . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Meet the Project program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Meet the Project family . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4See the new features in Project 2019 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Review features in earlier versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
New in Project 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6New in Project 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7New in Project 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Take a project managerβs perspective . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Letβs get started! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
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2 Take a guided tour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Explore the Project user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Manage files and set options in the Backstage view . . . . . . . . . . . . . . . . . . . . . . . . 18Work with schedule details in views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Use reports to check a planβs status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Explore the Project user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Manage files and set options in the Backstage view . . . . . . . . . . . . . . . . . . . . 32Work with schedule details in views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Use reports to check a planβs status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Part 2: Simple scheduling basics
3 Start a new plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Create a new plan and set its start date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Set nonworking days in the project calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Enter the plan title and other properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Create a new plan and set its start date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Set nonworking days in the project calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Enter the plan title and other properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
4 Build a task list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Create tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Switch task scheduling from manual to automatic . . . . . . . . . . . . . . . . . . . . . . . . . . 51
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Enter task durations and estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Enter milestone tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Create summary tasks to outline the plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Link tasks to create dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Check a planβs duration and finish date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Document task information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Create tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Switch task scheduling from manual to automatic . . . . . . . . . . . . . . . . . . . . . . 72Enter task durations and estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Enter milestone tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Create summary tasks to outline the plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Link tasks to create dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Check a planβs duration and finish date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Document task information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
5 Set up resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Set up work resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Enter the maximum capacity for work resources . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Enter work resource pay rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Adjust working time in a resource calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Set up cost resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90Document resources by using notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Set up work resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Enter the maximum capacity for work resources . . . . . . . . . . . . . . . . . . . . . . . 95Enter work resource pay rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Adjust working time in a resource calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Set up cost resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Document resources by using notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
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6 Assign resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Assign work resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Control work when adding or removing resource assignments . . . . . . . . . . . . . 105Assign cost resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Check the plan after assigning resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117
Assign work resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117Control work when adding or removing resource assignments . . . . . . . . . 120Assign cost resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121Check the plan after assigning resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
7 Format and share your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125Customize a Gantt chart view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126Add tasks to a Timeline view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Customize reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137Copy views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140Print views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Customize a Gantt chart view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Add tasks to a Timeline view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148Customize reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Copy views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150Print views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151
8 Track progress: Basic techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Understand progress tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
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Save a baseline of your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Track a plan as scheduled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Enter a taskβs completion percentage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Enter actual values for tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Save a baseline of your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168Track a plan as scheduled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Enter a taskβs completion percentage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Enter actual values for tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Part 3: Advanced scheduling techniques
9 Fine-tune task scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175See task relationships by using Task Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Adjust task link relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179Control task scheduling by using constraints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Interrupt work on a task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188Adjust working time for individual tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190Control task scheduling by using task types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193See task schedule details by using the Task Inspector . . . . . . . . . . . . . . . . . . . . . . 199Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
See task relationships by using Task Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202Adjust task link relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Control task scheduling by using constraints . . . . . . . . . . . . . . . . . . . . . . . . . . 204Interrupt work on a task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204Adjust working time for individual tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Control task scheduling by using task types . . . . . . . . . . . . . . . . . . . . . . . . . . . 206See task schedule details by using the Task Inspector . . . . . . . . . . . . . . . . . . 207
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10 Fine-tune task details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Enter deadline dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Enter fixed costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Create a recurring task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213View the planβs critical path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217Schedule summary tasks manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Enter deadline dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Enter fixed costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Create a recurring task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224View the planβs critical path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Schedule summary tasks manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
11 Fine-tune resource and assignment details . . . . . . . . . . . . . . . . . . . . . . 227
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227Change resource availability over multiple date ranges . . . . . . . . . . . . . . . . . . . . 228Work with multiple resource pay rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230Change resource pay rates over different date ranges . . . . . . . . . . . . . . . . . . . . . 233Delay the start of assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Apply contours to assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236Create and assign material resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239View resource capacity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242Adjust assignments in the Team Planner view (Project Professional only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Change resource availability over multiple date ranges . . . . . . . . . . . . . . . . 248Work with multiple resource pay rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249Change resource pay rates over different date ranges . . . . . . . . . . . . . . . . . 250Delay the start of assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
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Apply contours to assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251Create and assign material resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252View resource capacity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253Adjust assignments in the Team Planner view (Project Professional only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
12 Fine-tune the Project plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255Examine resource allocations over time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255Resolve resource overallocations manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260Level overallocated resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262Check the planβs cost and finish date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268Inactivate tasks (Project Professional only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Examine resource allocations over time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274Resolve resource overallocations manually . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Level overallocated resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Check the planβs cost and finish date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276Inactivate tasks (Project Professional only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
13 Organize plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279Sort plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280Group plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284Filter plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289Create new tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295Create new views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Sort plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304Group plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
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Filter plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306Create new tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307Create new views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
14 Track progress: Detailed techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .311Update a baseline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312Track actual and remaining work for tasks and assignments . . . . . . . . . . . . . . . 315Track timephased actual work for tasks and assignments . . . . . . . . . . . . . . . . . . 321Reschedule incomplete work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Update a baseline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329Track actual and remaining work for tasks and assignments . . . . . . . . . . . . 330Track timephased actual work for tasks and assignments . . . . . . . . . . . . . . 331Reschedule incomplete work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
15 View and report project status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333Examine a planβs variance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334Identify tasks that have slipped . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338Examine task costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342Examine resource costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Examine a planβs variance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350Identify tasks that have slipped . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351Examine task costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352Examine resource costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
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Part 4: In-depth and special subjects
16 Format and print views: In-depth techniques . . . . . . . . . . . . . . . . . . . . 357
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357Format a Gantt chart view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358Format a Timeline view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364Format a Network Diagram view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368Format a Calendar view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372Print and export views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Format a Gantt chart view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379Format a Timeline view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381Format a Network Diagram view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382Format a Calendar view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383Print and export views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
17 Format reports: In-depth techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387Create a custom report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387Customize charts in a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392Customize tables in a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Create a custom report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399Customize charts in a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .400Customize tables in a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
18 Customize Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403Share custom elements between plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
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Record and run macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407Edit macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410Customize the ribbon and Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . 413Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Share custom elements between plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418Record and run macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419Edit macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420Customize the ribbon and Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . 421
19 Share information with other programs . . . . . . . . . . . . . . . . . . . . . . . . . 423
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423Copy Project data to and from other programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424Open files in other formats in Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428Save to other file formats from Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431Generate reports with Excel and Visio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .440
Copy Project data to and from other programs . . . . . . . . . . . . . . . . . . . . . . .440Open files in other formats in Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441Save to other file formats from Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .443Generate reports with Excel and Visio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .444
20 Consolidate projects and resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447Share a resource pool across multiple plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .448Consolidate plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456Create dependencies between plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .464
xv
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465Share a resource pool across multiple plans . . . . . . . . . . . . . . . . . . . . . . . . . . . 465Consolidate plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466Create dependencies between plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
21 Use Agile project management with Project . . . . . . . . . . . . . . . . . . . . . 469
Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469Navigate the Agile project management template . . . . . . . . . . . . . . . . . . . . . . . . 470Reset the Agile project management template . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472Create the product backlog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476Create the Agile team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478Plan a sprint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479Record progress from daily scrum meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483Generate reports for sprint reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486Sources for more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490
Navigate the Agile project management template . . . . . . . . . . . . . . . . . . . . 490Reset the Agile project management template . . . . . . . . . . . . . . . . . . . . . . . . 491Create the product backlog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493Create the Agile team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494Plan a sprint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495Record progress from daily scrum meetings . . . . . . . . . . . . . . . . . . . . . . . . . . 498Generate reports for sprint reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
Part 5: Appendixes
A A short course in project management . . . . . . . . . . . . . . . . . . . . . . . . . 505
Understand what defines a project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505The project triangle: View projects in terms of time, cost, and scope . . . . . . . . 507
Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 507
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Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508Scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509
Time, cost, and scope: Manage project constraints . . . . . . . . . . . . . . . . . . . . . . . . 509You have less time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510You have fewer resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .511You have more work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
Manage your projects with Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513
B Develop your project management skills . . . . . . . . . . . . . . . . . . . . . . . . .515
Join a Project learning community . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515Join a project-management learning community . . . . . . . . . . . . . . . . . . . . . . . . . . 516
C Collaborate: Project, SharePoint, and PWA . . . . . . . . . . . . . . . . . . . . . . .519
Set the Project desktop client to Computer mode . . . . . . . . . . . . . . . . . . . . . . . . . 519Sources for more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521
Share your plan by using SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522Sources for more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525
Team collaboration with Project Web App . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525Sources for more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 531
Project portfolio management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 531Sources for more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533
D Use this book in a classroom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
Match content to instructional needs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535Teach project management with Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 538
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547About the authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567
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Author AcknowledgmentsThank you to the many people who supported me while writing this book. I thank my technical editor, Christine Flora, for her insightful thoughts and technical expertise. I thank James Mills, Jr., for his expertise as a co-author of Chapter 21 and his great collaboration. A special thank you to my husband, my family, and my friends who supported me during this process. Thank you also out to the amazing editorial team who ensured the bookβs quality.
βCindy Lewis
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IntroductionWelcome! This Step by Step book has been designed so that you can read it from the beginning to learn about Microsoft Project 2019 and then build your skills as you learn to perform increasingly specialized procedures. Alternatively, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply and conciselyβjust the facts. Youβll also find informative, full-color graphics that support the instructional content.
Who this book is forMicrosoft Project 2019 Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft programs who want to use Project to create and manage projects more efficiently. The content of the book is designed to be useful both for people who have previously used earlier versions of Project and for people who are discovering Project for the first time.
The Step by Step approachThe bookβs coverage is divided into chapters representing general Project skill sets. Each part is divided into chapters representing skill set areas, and each chapter is divided into topics that group related skills. Each topic includes expository informa-tion followed by generic procedures. At the end of each chapter is a series of practice tasks you can complete on your own by using the skills taught in the chapter. You can use the practice files that are available from this bookβs website to work through the practice tasks, or you can use your own files.
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Introduction
Chapter Folder Files
Part 3: Advanced scheduling techniques
9: Fine-tune task scheduling Ch09 ScheduleTasksAdvanced.mpp ViewTaskPath.mpp
10: Fine-tune task details Ch10 FineTuneTasks.mpp
11: Fine-tune resource and assignment details
Ch11 FineTuneAssignments.mpp FineTuneResources.mpp
12: Fine-tune the Project plan Ch12 FineTunePlan.mpp
13: Organize plan details Ch13 OrganizeDetails.mpp
14: Track progress: Detailed techniques Ch14 RescheduleIncompleteWork.mpp TrackTimephasedWork.mpp TrackWork.mpp UpdateBaseline.mpp
15: View and report project status Ch15 ReportStatus.mpp
Part 4: In-depth and special subjects
16: Format and print views: In-depth techniques
Ch16 FormatInDepth.mpp
17: Format reports: In-depth techniques Ch17 FormatReportsInDepth.mpp
18: Customize Project Ch18 CustomizeProjectA.mpp CustomizeProjectB.mpp
19: Share information with other programs Ch19 SampleTaskList.xlsx ShareInformation.mpp
20: Consolidate projects and resources Ch20 ConsolidatePlansA.mpp ConsolidatePlansB.mpp ShareResourcesA.mpp ShareResourcesB.mpp
21: Use Agile Project Management with Project
Ch21 AgileTeam.mppGenerateReports.mppProductBacklog.mppRecordProgress.mppTemplateReset.mppWorkingSprint.mpp
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Introduction
Ebook editionIf youβre reading the ebook edition of this book, you can do the following:
β Search the full text
β Print
β Copy and paste
You can purchase and download the ebook edition from the Microsoft Press Store at https://www.microsoftpressstore.com/store/microsoft-project-2019-step-by-step-9781509307425.
Adapt procedure stepsThis book contains many images of the Project user interface elements (such as the ribbon and the program window) that youβll work with while performing tasks in Project on a Windows computer. Depending on your screen resolution or window width, the Project ribbon on your screen might look different from the one shown in this book. (If you turn on Touch mode, the ribbon might display some commands in a different layout.) As a result, procedural instructions that involve the ribbon might require a little adaptation.
Simple procedural instructions use this format:
1. On the Task tab, in the View group, click the Gantt Chart button.
If the command is in a list, our instructions use this format:
1. On the View tab, in the Data group, click the Filter arrow and then, in the Filter list, click Summary Tasks.
If differences between your display settings and ours cause a button to appear differ-ently on your screen than it does in this book, you can easily adapt the steps to locate the command. First click the specified tab and then locate the specified group. If a group has been collapsed into a group list or under a group button, click the list or button to display the groupβs commands. If you canβt immediately identify the button you want, point to likely candidates to display their names in ScreenTips.
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Introduction
Multistep procedural instructions use this format:
1. On the View tab, in the Resource Views group, click the Resource Sheet button to display the Resource Sheet view.
2. On the View tab, in the Data group, click the Tables button and then click Cost.
The instructions in this book assume that youβre interacting with onscreen elements on your computer by clicking (with a mouse, touchpad, or other hardware device). If youβre using a different methodβfor example, if your computer has a touchscreen interface and youβre tapping the screen (with your finger or a stylus)βsubstitute the applicable tapping action when you interact with a user interface element.
Instructions in this book refer to Project user interface elements that you click or tap on the screen as buttons and refer to physical buttons that you press on a keyboard as keys, to conform to the standard terminology used in documentation for these products.
When the instructions tell you to enter information, you can do so by typing on a connected external keyboard, tapping an onscreen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences.
How to get support & provide feedbackThe following sections provide information on errata, book support, feedback, and contact information.
Errata & book supportWeβve made every effort to ensure the accuracy of this book and its companion content. You can access updates to this bookβin the form of a list of submitted errata and their related correctionsβat https://www.microsoftpressstore.com/store/microsoft-project-2019-step-by-step-9781509307425.
If you discover an error that is not already listed, please submit it to us at the same page.
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Introduction
If you need additional support, email Microsoft Press Book Support at [email protected].
Please note that product support for Microsoft software and hardware is not offered through the previous addresses. For help with Microsoft software or hardware, go to http://support.microsoft.com.
Stay in touchLetβs keep the conversation going! Weβre on Twitter: http://twitter.com/MicrosoftPress.
Part 2
Simple scheduling basicsCHAPTER 3Start a new plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
CHAPTER 4Build a task list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
CHAPTER 5Set up resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
CHAPTER 6Assign resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
CHAPTER 7Format and share your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
CHAPTER 8Track progress: Basic techniques . . . . . . . . . . . . . . . . . . . . . . . . . . .153
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Practice filesNo practice files are necessary to complete the practice tasks in this chapter.
A projectβs schedule or plan is essentially a model that you construct for some project aspects that you are anticipatingβwhat you expect will happen, or what you want to happen. This model focuses on certain key aspects of a project, such as tasks, resources, time frames, and possible associated costs. Note that this book refers to the types of documents that Project 2019 works with as plans, not documents or schedules.
This chapter guides you through procedures related to creating a new plan and setting its start date, setting nonworking days in a project calendar, and entering a planβs title and other properties.
Create a new plan and set its start dateAs you might expect, Project focuses primarily on time. Sometimes you might know the expected start date of a project, the expected finish date, or both. However, when working with Project, you specify only one date, not bothβeither the planβs start date or its finish date.
3Start a new plan
In this chapter β Create a new plan and set its
start date
β Set nonworking days in the project calendar
β Enter the plan title and other properties
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Chapter 3: Start a new plan
After you enter the planβs start date or finish date and any additional details, Project calculates the other date for you. Remember that Project is not merely a static reposi-tory of your schedule information or a Gantt chart drawing toolβit is an active scheduling engine.
Most plans should be scheduled from a start date, even if you know that the plan should finish by a certain deadline date. Scheduling from a start date sets all tasks to begin as soon as possible and gives you the greatest scheduling flexibility. In this chapter and later chapters, you will see this flexibility in action as you work with a plan that is scheduled from a start date.
To create a new plan
1. In Project, if the File tab is displayed, click it and then click New.
2. In the list of templates, click Blank Project or any other template you want.
Or
1. If you already have a list of available templates on the Start screen, click Blank Project or any other template you want.
When you create a new plan, Project sets the planβs start date to the current date. As Figure 3-1 shows, Project draws a thin green vertical line in the chart portion of the Gantt Chart view at the current date.
TIP Line formatting can be changed to accommodate color blindness. See Chapter 16, βFormat and print views: In-depth techniques,β and its discussion on gridlines.
FIGURE 3-1 The current date is shown in the Gantt Chart view; look for the green vertical line (your current date likely differs).
TIP The current date line is drawn at the start of the day.
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Set nonworking days in the project calendar
To set (or change) the planβs start date
1. On the Project tab, in the Properties group, click Project Information.
2. In the Project Information dialog box, in the Start Date box, either enter the start date you want or click the arrow to select one from the calendar.
TIP In the calendar, you can use the left and right arrows to navigate to any month and then click the date you want, or you can click Today to quickly choose the current date.
3. Click OK to accept the start date and close the Project Information dialog box.
To save the new plan
1. Click the File tab, and then click Save As.
2. On the Save As page, navigate to the location where you want to save the plan.
TIP You can adjust Project settings related to files. For example, you can set Project to automatically display the Project Information dialog box each time you create a new
plan. To make this change, click the File tab and then click Options. In the Project Options dialog box, click Advanced, and then, under General, select the check box titled Prompt for Project Info for New Projects. You can also instruct Project to automatically save the active plan at predefined intervals, such as every 10 minutes. In the Project Options dialog box, click Save, select the Auto Save Every check box, and then specify the time interval you want.
Set nonworking days in the project calendarCalendars are the primary means by which you control when each task and resource can be scheduled for work in Project. In later chapters, you will work with other types of calendars; in this chapter, we focus on the project calendar.
The project calendar defines the general working and nonworking days and times for tasks for the entire plan. Project includes multiple calendars, called base calendars, and any one of those calendars can serve as the project calendar for a plan. As Figure 3-2 shows, you select the base calendar to be used as the project calendar in the Project Information dialog box.
40
Chapter 3: Start a new plan
FIGURE 3-2 Set the planβs start date, project calendar, and other essential schedule settings in the Project Information dialog box.
IMPORTANT If you are using Project Professional instead of Project Standard, be aware that the Project Information dialog box and some other dialog boxes may
contain additional options related to Project Online or Project Server. For more information, see Appendix C, βCollaborate: Project, SharePoint, and PWA.β
The Calendar list contains the three base calendars that are included with Project:
β 24 Hours Has no nonworking time; all time is working time.
β Night Shift Covers a night shift schedule of Monday night through Saturday morning, 11:00 P.M. to 8:00 A.M. (23:00 to 08:00), with a 1-hour break each day.
β Standard The traditional working day and week, Monday through Friday from 8:00 A.M. to 5:00 P.M. (08:00 to 17:00), with a 1-hour break each day.
Only one of the base calendars serves as the project calendar; the Standard calendar is the default.
Think of the project calendar as your organizationβs normal working days and hours. For example, this might be Monday through Friday, 8:00 A.M. through 5:00 P.M. (08:00 to 17:00), with a 1-hour lunch break each day. Your organization or specific resources might have exceptions to this normal working time, such as public holidays or vacation days (personal holidays). Youβll address resource vacations in Chapter 5, βSet up resources.β
You customize calendars as shown in Figure 3-3 in the Change Working Time dialog box, which opens when you click the Change Working Time button on the Project tab.
3
41
Set nonworking days in the project calendar
The selected dayβs working times
FIGURE 3-3 You customize a calendarβs working time in the Change Working Time dialog box.
Use this dialog box to set normal working schedules and working time exceptions for individual resources or the entire plan. Other common examples of working time adjustments include the following:
β Recurring holidays or other times off that follow a known pattern, such as weekly, monthly, or annually.
β Variable working times per weekβfor example, to address seasonal changes in working times.
β Unique working hours for a resource. Youβll adjust such settings in Chapter 5.
To select the project calendar
1. On the Project tab, in the Properties group, click the Project Information button.
2. In the Project Information dialog box, in the Calendar box, click the arrow and then click the calendar you want to use as the project calendar.
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Chapter 3: Start a new plan
To set a specific date as nonworking
1. On the Project tab, in the Properties group, click the Change Working Time button.
2. On the Exceptions tab in the lower portion of the Change Working Time dialog box, in the Name field, enter a description of the exception.
TIP You donβt need to name calendar exceptions, but itβs a good practice for you or others to identify the reason for the exception.
3. In the Start and Finish fields, enter or select the dates you want.
4. Click OK.
To set up a recurring nonworking time
1. On the Project tab, in the Properties group, click the Change Working Time button.
2. On the Exceptions tab of the Change Working Time dialog box, in the Name field, enter a description of the recurring exception.
3. Click in the Start field, and then click Details.
4. In the Details dialog box, under Recurrence Patterns, select the recurrence values you want, and then click OK.
5. Click OK to close the Change Working Time dialog box.
To set up a custom work week
1. On the Project tab, in the Properties group, click the Change Working Time button.
2. Click the Work Weeks tab in the lower portion of the Change Working Time dialog box.
3. Click a row below the [Default] value.
4. Enter a description and the date range you want to apply to the custom work week.
5. In the Start and Finish fields, enter or select the date range you want to apply to the custom work week.
6. Click Details.
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43
Enter the plan title and other properties
7. In the Details dialog box, select the day and time values you want, and then click OK.
8. Click OK to close the Change Working Time dialog box.
Enter the plan title and other propertiesAs with other Microsoft Office apps, Project keeps track of several document properties. Some of these properties are statistics, such as how many times the document has been revised. Other properties include information that you might want to record about a plan, such as the project title, the project managerβs name, or keywords to support a file search. Some of these properties are used in views, reports, and page headers and footers when printing. You can view and record these properties in the Properties dialog box shown in Figure 3-4.
FIGURE 3-4 Record useful summary information about a plan in the Properties dialog box.
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Chapter 3: Start a new plan
TIP The project title and comments automatically appear on the Project Summary Task. For more information, see Chapter 4, βBuild a task list.β
To enter a planβs properties
1. Click the File tab, and then click Info.
2. On the right side of the Info screen, click Project Information. In the menu that appears, click Advanced Properties.
3. Enter the properties you want to record (all are optional), and then click OK.
Project management focus: Project is part of a larger pictureDepending on your needs and the information to which you have access, the plans that you develop in Project might not deal with other important aspects of your projects. For example, many large projects take place in organizations that have a formal change-management process. Before a major change to the scope of a project is allowed, the people managing and implementing the project must evaluate and approve the change. Even though this is an impor-tant project-management activity, it is not done directly within Project.
Skills reviewIn this chapter, you learned how to
β Create a new plan and set its start date
β Set nonworking days in the project calendar
β Enter the plan title and other properties
Practice tasks
45
Practice tasksNo practice files are necessary to complete the practice tasks in this chapter.
IMPORTANT If you are running Project Professional, Project Online Professional, or Project Online Premium, make sure your Project desktop client is not connected
to Project Web App but is instead set to Computer mode. For more information, see Appendix C.
Create a new plan and set its start dateThe scenario: Throughout this book, you play the role of a project manager at Lucerne Publishing, a book publisher that specializes in childrenβs books. Lucerne is about to publish a major new book, and youβve been asked to develop a plan for the book launch. Start Project and perform the following tasks:
1. Create a new plan based on the Blank Project template.
2. Set the new planβs start date to January 9, 2023.
3. Save the new plan as Simple Plan.
Set nonworking days in the project calendarThe scenario: At Lucerne Publishing, you need to account for an upcoming date on which the entire Lucerne staff will be unavailable to work on the book launch project. Continuing in the Simple Plan plan, perform the following task:
1. In the project calendar, create a nonworking day calendar exception named Staff at morale event for January 25, 2023, which is illustrated in Figure 3-5.
Chapter 3
46
FIGURE 3-5 The calendar exception you created should look like this in the Change Working Time dialog box.
Enter the plan title and other propertiesThe scenario: You want to record top-level information about the new book launch plan. These details donβt affect the overall schedule, but they relate to important supplemental information you want to keep in the plan. Continuing in the Simple Plan plan, perform the following task:
1. Give the Simple Plan the following properties:
β Subject: New book launch schedule
β Manager: Carole Poland
β Company: Lucerne Publishing
β Comments: New childrenβs book for spring release
Practice tasks
47
2. Review the Gantt Chart view for this plan and, in the timescale, locate the vertical current date line and the date for the morale event you created in the previous section.
Notice that the morale event is shaded the same way as other nonworking time in the timescale.
TIP If you do not see the shading for nonworking time, check to make sure you are viewing the timescale by days instead of by weeks or months.
547
IndexSymbols% Complete column (tables), progress
tracking, 162
Numbers8/80 rule, accuracy in durations (tasks), 56β5724 Hour calendars (plans), 40
Aaccessibility, 6Account page (Backstage view), 19accuracy in durations (tasks), 56β57active view (report), 14activities. See tasksactual costs, 268, 319β320actual values
collecting from resources, 325β326manually entering, 326
actual/remaining work in tasks/assignments, tracking, 315β320
Lucerne Publishing practice example, 330β331timephased work, 321β327, 331β332
actuals and progress tracking, 153Agile project management, 469β470, 488
Agile teams, creating, 478β479, 494β495childhood behavior and, 476product backlogs
assigning/unassigning work items, 481β482creating, 476β477, 493β494updating, 483
resources, 488β489scrum meetings, recording progress from,
483β485, 498β500sprints, 478
generating reports, 486β488, 500β501planning, 479β483, 495β498
Team Planner view, 480, 484templates
navigating, 470β472, 490β491resetting, 472β475, 490β491
ALAP (As Late As Possible) constraint, 183allocations (resources), 256β257
evaluating, 258, 274example of, 257fully allocated resources, 256
graphing against a timescale, 260overallocated resources, 256, 258
editing assignment-level work, 261finding, 259β260leveling resources, 262β268, 275β276manually adding level delays, 261β262resolving manually, 260β262, 275
Resource Allocation view, 257, 258, 259β260Resource Usage view, 257, 258β259, 260β261underallocated resources, 256, 258
ASAP (As Soon As Possible) constraint, 183, 184β185assigning resources to tasks
checking plans after resource assignments, 112β116, 122β123
cost resources, 111β112, 121β122effort-driven scheduling, 105β111
changing schedule results when removing resources from tasks, 111, 120β121
managing for specific tasks, 111Lucerne Publishing practice example, 117β119material resources, 240β241, 242work items to product backlogs, 481β482work resources, 100β105, 117β119
assignment units, 196assignments (resources)
actual/remaining work, tracking, 315β320, 330β331contours, applying to assignments (resources),
236β239, 251β252incomplete work, rescheduling, 327β328, 332manually editing work per time period, 239
start dates, delaying, 235β236, 251tasks and, breaking relationships, 326
Team Planner view, adjusting in, 244β247, 254timephased work, progress tracking,
321β327, 331β332AutoFilter, 8automatically scheduled tasks, 50
durations, 55, 57β58rescheduling, 63switching to manually scheduled tasks,
51β53, 72availability (work resources), 80, 228β230, 248
Bbacklogs (product)
assigning/unassigning work items, 481β482creating, 476β477, 493β494updating, 483
Backstage view
548
Backstage view, 8, 16, 18Account page, 19exiting, 20Export page, 19Info page, 18β19New page, 19
creating plans as blank projects, 21creating plans from templates/
other plans, 21pinning templates to, 19β20
Open pagepinning folders to, 19pinning plans to, 19
options, 18plans
creating as blank projects, 21creating from templates/other plans, 21opening, 21saving, 21
Print page, 19Project integration, 7Project Options dialog, 19Share page, 19templates, creating from existing plans, 21β22
baselines (plans)clearing previously saved baselines, 158comparing, 312β313, 314costs, 268displaying
Gantt bar baselines in Gantt Chart view, 158values with Variance tables, 158
removing, 315saving, 155β158, 168updating, 312β315, 326β330variance, 334β337, 350
blank projects, creating plans as, 21bottom-up planning, 60Budget Cost visual reports, 344β345, 346Burndown reports and variance, 336β337
CCalendar view, formatting, 372β374, 383β384calendars (plans)
24 Hour calendars, 40customizing, 404new base calendars, creating/applying in tasks,
191β193Night Shift calendars, 40nonworking days, setting, 39β40
Lucerne Publishing practice example, 45β46recurring nonworking days, 42specific dates, 42
resource calendars, 86β87assigning a different base calendar to a
resource, 90modifying work days/times, 89β90, 96specifying exceptions for work
resources, 87β88selecting, 41standard base calendars, 190β191Standard calendars, 40
work resources, specifying for, 87β88work weeks, customizing, 42β43
callouts, switching task bars to callouts in Timeline view, 135β136
capacity (maximum), work resources, 82β83Lucerne Publishing practice example, 95viewing, 242β244, 253β254
Cash Flow reports, 344, 345change highlighting, task scheduling, 175charts
adding to reports, 391customizing in reports, 392β396, 400β401in reports, 28β29
childhood behavior and Agile project management, 476
collapsing/expanding ribbon interface, 16collecting actual values from resources, 325β326columns (tables), adding, 298β299combination (split) view, 22
displaying, 28primary/secondary views, 26reports, 30β31Task Form, 26
commands, 14ribbon interface, 17Task tab (ribbon interface), 17touch input and, 17
comparing baselines (plans), 312β313, 314completion percentages, tasks, 160β163,
169β170consolidated plans, 456β457, 466
creating, 459displaying project summary tasks, 460insert plans, 457β458, 459simplicity of, 459uses of, 457
constraints, scheduling tasks with, 182, 204applying constraints, 186β188flexible constraints, 182
ALAP constraint, 183ASAP constraint, 183, 184β185
inflexible constraints, 183MFO constraint, 184MSO constraint, 184, 185β186
549
date ranges, changing
removing constraints, 188semi-flexible constraints, 182β183
FNET constraint, 184FNLT constraint, 184SNET constraint, 183, 185, 190SNLT constraint, 183
consumption rates and material resourcesfixed consumption rates, 241variable consumption rates, 241
context menus. See shortcut menuscontours, applying to assignments (resources),
236β239, 251β252copying/pasting
data from other programs and pasting into Project, 426, 427
to Excel, 8Gantt charts, 140global template elements, 404β405,
406β407images from other programs and pasting into
Project, 427Project data and pasting into other programs,
424β427, 440reports, 140, 142, 150β151Timeline view, 140, 141β142views, 140β142, 150β151to Word, 8
Cost Overview reports and variance, 336cost resources, 90β91
assigning to tasks, 111β112, 121β122defined, 79Lucerne Publishing practice example, 97
costs, 268β269actual costs, 268actual costs (tasks), entering manually, 319β320baseline costs, 268Cost tables
displaying, 270, 345reporting resource costs, 347β348, 349
current (scheduled) costs, 268fixed costs in plans, 212β213, 223β224Lucerne Publishing practice example, 276β277remaining costs, 268reports, 269β270, 271resource costs, reporting, 346β348,
349, 353task costs, reporting, 342β343, 352
Budget Cost visual reports, 344β345, 346Cash Flow reports, 344, 345Resource Cost Overview reports, 348, 349Task Cost Overview reports, 343, 345
viewing essential cost/schedule values, 269work resources, 80, 86
critical pathscrashing, 217defined, 217free slack, 217β218slack/float, 217β218
changing slack threshold, 219displaying slack for noncritical tasks, 219
viewing, 217β219, 225cross-plan links, creating, 460β464, 466β467current (scheduled) costs, 268current date lines (plans), 38custom fields, 8custom reports, creating, 387β390, 391
chartsadding to reports, 391customizing in reports, 392β396,
400β401images, adding to reports, 392Lucerne Publishing practice example, 399β400shapes, adding to reports, 392tables
adding to reports, 392customizing in reports, 396β398, 401β402
text boxes, adding to reports, 392customizing
calendars (plans), 40β41, 404charts in reports, 392β396, 400β401fields (tables), creating, 296β297filters, 294Gantt Chart view, 126β129, 146β148global templates, 404, 406β407, 418β419groups, editing, 286β288plans, formatting changes, 38Quick Access Toolbar, 413β414, 415β416, 421β422reports, 137β139
charts, 392β396, 400β401Lucerne Publishing practice example,
149β150page setup options, 145tables, 396β398, 401β402
ribbon interface, 8, 414, 416β417, 421β422tables in reports, 396β398, 401β402views, 377, 384
Ddata maps, opening files in other formats in Project,
428β431, 441β443date ranges, changing
pay rates over different date ranges, 233β234, 250
resource availability over multiple date ranges, 228β230, 248
deadline dates (tasks)
550
deadline dates (tasks), 209β211removing, 211setting, 211, 223
dedicated resource pools, creating, 451delaying
overallocated resources, manually adding level delays, 261β262
resource assignment start dates, 235β236, 251deleting
constraints from tasks, 188deadline dates (tasks), 211macros, 410resources, 81tasks, 51work resources, 81
deliverables, developing task lists, 51demoting tasks (outlining plans), 61dependencies (tasks), 61β62, 64β65
cross-plan links, 460β464, 466β467finish-to-finish relationships (FF), 63finish-to-start relationships (FS), 62, 63linking tasks, 75β76, 179β182, 203start-to-finish relationships (SF), 63start-to-start relationships (SS), 62summary tasks, 66unlinking tasks, 66
Design tab (ribbon interface), 16displaying
Budget Cost visual reports, 346Cash Flow reports, 345Cost tables, 270, 345, 349insert plans, details of, 459Late Tasks reports, 341project summary tasks in consolidated plans, 460reports, 139Resource Cost Overview reports, 349scheduled/baselines values with Variance tables,
158Scrum Template Instructions view, 472slack for noncritical tasks, 219Slipping Tasks reports, 341Task Cost Overview reports, 345Tracking Gantt view, 341Variance tables, 341
documentingresources, 91β92, 98tasks, 68β70
adding hyperlinks to tasks, 69adding notes to tasks, 69Lucerne Publishing practice example, 77β78removing formatting from tasks, 70removing hyperlinks from tasks, 70removing notes from tasks, 70
drawing on Gantt charts, 129β130
durations (tasks), 53β54, 588/80 rule, 56β57abbreviations, 55accuracy in, 56β57automatically scheduled tasks, 55, 57β58checking, 66β68, 76β77elapsed durations, 56example of, 54fixed duration task type, 194, 197Lucerne Publishing practice example, 73manually scheduled tasks, 55, 57β58, 63milestones, 58β59nonworking days, 55, 58
Eediting macros, 410β412, 420β421effort-driven scheduling, 105β111
changing schedule results when removing resources from tasks, 111, 120β121
managing for specific tasks, 111task types and, 198β199
elapsed durations (tasks), 56equipment resources, 81β82estimates. See durationsExcel
copying/pasting to, 8generating reports in, 435β438, 444β445
exceptions (calendar), specifying for work resources, 87β88
expanding/collapsing ribbon interface, 16Export page (Backstage view), 19exporting views as PDF or XPS file, 377β378, 384
FFeedback smiley button, 13Field List pane (reports), 28β29fields (custom), creating, 296β297File tab (ribbon interface), 16, 18files in other formats
changing formatting, 431opening in Project, 428β431, 441β443saving to other formats in Project, 431β435,
443β444filtering
built-in filters, 294creating/editing filters, 292β294custom filters, 294plan details, 289β295, 306resources
by built-in/custom filters, 294by column headings, 292
551
hyperlinks
highlight filters, 294β295Lucerne Publishing practice example, 306
tasksby built-in/custom filters, 294by column headings, 292highlight filters, 294β295Lucerne Publishing practice example, 306
finish dates (plans), 270β271checking, 66β68, 76β77Lucerne Publishing practice example, 276β277
finish-to-finish relationships (FF), 63, 179finish-to-start relationships (FS), 62, 63, 179, 180fixed consumption rates, material resources, 241fixed costs in plans, 212β213, 223β224fixed duration task type, 194, 197fixed unit task type, 194, 197fixed work task type, 194flexible constraints, 182
ALAP constraint, 183ASAP constraint, 183, 184β185
float/slack, 217β218changing slack threshold, 219displaying slack for noncritical tasks, 219
FNET (Finish No Earlier Than) constraint, 184FNLT (Finish No Later Than) constraint, 184folders, pinning to Open page
(Backstage view), 19Format tab (ribbon interface), 16formatting
Calendar view, 372β374, 383β384files in other formats
changing formatting, 431opening in Project, 428β431, 441β443saving to other formats in Project,
431β435, 443β444Gantt Chart view, 358β364, 379β380Network Diagram view, 368β371, 382β383plans, customizing formatting, 38reports, 138Task Path, 178tasks
removing formatting from tasks, 70in Timeline view, 135β136
text, Gantt Chart view, 131β133Timeline view, 24, 364β367, 381
forms, Task Form, 26free slack, 217β218fully allocated resources, 256
GGantt bar, 15, 16Gantt Chart view, 22β23
assigning resources to tasks, 101, 102, 103β104, 118, 119, 121
copying, 150customizing, 126β129, 146β148drawing on Gantt charts, 129β130elements of, 126β127finish dates (plans), checking, 67β68formatting, 131β133, 358β364, 379β380Gantt bar
customizing, 128, 130displaying baselines in Gantt Chart view, 158
overallocated resources, resolving manually, 261Presentation Styles, 128printing, 143β144, 151progress tracking with Gantt bar,
162β163relationships, appearances of, 64Scheduling Styles, 128scrolling in, 136timescale adjustments, 133, 137
Gantt charts, 16, 17copying, 140drawing on Gantt charts, 129β130panning/zooming in Timeline view,
136β137Gantt with Timeline view, 22, 23, 126generating reports
in Excel, 435β438, 444β445sprint reports (Agile project management),
generating, 486β488, 500β501in Visio, 435β438, 444β445
global templates, 403β404copying, 404β405, 406β407customizing, 404, 406β407, 418β419elements of, 404
grouping, 14custom groups
editing, 286β288grouping tasks/resources, 288β289
plan details, 284β289resources, 286, 288β289, 305tasks, 286, 288β289, 305
Hhighlighting
change highlighting, task scheduling, 175filtering tasks/resources, 292, 294β295
hyperlinksadding hyperlinks to tasks, 69Lucerne Publishing practice example, 77β78removing hyperlinks from tasks, 70
552
ID numbers, tasks
IID numbers, tasks, 49images
copying/pasting from another program into Project, 427
in reports, 28β29, 392importing files, opening files in other formats in
Project, 428β431, 441β443inactive tasks, 272β273, 278incomplete work, rescheduling, 327β328, 332inflexible constraints, 183
MFO constraint, 184MSO constraint, 184, 185β186
Info page (Backstage view), 18β19insert plans, 457β458, 459interactive tasks, 9interim plans, 313β314, 315interrupting work on tasks, 188β189, 204β205
Llag time, relationships (tasks), 180, 181, 182Late Tasks reports and variance, 340, 341Layout tab (ribbon interface), 16lead time, relationships (tasks), 180β181, 182leveling overallocated resources, 261β262, 275β276Levelling Gantt view
overallocated resources, 266β268resource allocation, 258
linkingplans to resource pools, 454tasks (dependencies), 61β62, 64β65, 179β182,
460β464finish-to-finish relationships (FF), 63finish-to-start relationships (FS), 62, 63Lucerne Publishing practice example, 75β76,
203, 466β467start-to-finish relationships (SF), 63start-to-start relationships (SS), 62summary tasks, 66unlinking tasks, 66
Lucerne Publishing practice exampleAgile project management
Agile teams, 494β495navigating templates, 490β491product backlogs, 493β494recording progress from scrum meetings,
498β500resetting templates, 491β493sprints, generating, 500β501sprints, planning, 495β498
assigning resources to tasks
checking plans after resource assignments, 122β123
cost resources, 121β122effort-driven scheduling, 120β121work resources, 117β119
assignments (resources), tracking actual/remaining work in tasks/assignments, 330β331
availabilitychanging over multiple date ranges, 248customizing, 248
baselinessaving, 168updating, 326β330
consolidated plans, 466contours, applying to assignments (resources),
251β252copying /pasting data, pasting Project data into
other programs, 440costs, fixed costs in plans, 223β224critical paths, viewing, 225cross-plan links, 466β467custom reports, creating, 399β400
charts, customizing in reports, 400β401tables, customizing in reports, 401β402
durations (tasks), checking, 76β77files in other formats, saving to other formats in
Project, 443β444fixed costs in plans, 223β224Gantt Chart view, customizing, 146β148global templates, customizing, 418β419incomplete work, rescheduling, 332macros
editing, 420β421recording/running, 419β420
material resourcesassigning, 252β253creating, 252β253
milestones, 74opening files in other formats in Project, 441β443organizing plan details
creating tables, 307β308creating views, 308β310filtering details, 306grouping details, 305sorting details, 304β305
pay rateschanging pay rates over different date ranges,
250multiple resource pay rates, 249β250
planschecking durations, 76β77checking finish dates, 76β77consolidated plans, 466costs, 276β277
MSO (Must Start On) constraint
553
creating, 45customizing templates, 418β419finish dates, 276β277fixed costs in plans, 223β224scheduling start dates, 45
progress trackingactual values, 170β172completion percentages, 169β170saving baselines, 168tracking plans as scheduled, 169
Quick Access Toolbar, customizing, 421β422recurring tasks, 224β225reports
copying, 150β151customizing, 149β150printing, 151β152
reports, generating in Excel or Visio, 444β445resource assignments
adjusting in Team Planner view, 254applying contours to assignments (resources),
251β252delaying start dates, 251
resource pools, sharing across plans, 465resources
configuring work resources, 94cost resources, 97documenting, 98evaluating allocations, 274leveling overallocated resources, 275β276Max. Units field, 95maximum capacity, 95modifying work days/times, 96pay rates, 95β96resolving overallocted resources
manually, 275viewing maximum capacity, 253β254
ribbon interface, customizing, 421β422summary tasks, scheduling manually, 226tasks
adding to Timeline view, 148β149constraints, scheduling tasks with, 204creating, 71documenting, 77β78durations, 73inactive tasks, 278interrupting work on tasks, 204β205linking tasks (dependencies), 75β76, 203milestones, 74outlining plans with summary tasks, 74β75scheduling, 72seeing task relationships with
Task Path, 202setting deadline dates, 223summary tasks, scheduling manually, 226
switching automatically scheduled tasks/manually scheduled tasks, 72
task types, 206β207tracking actual/remaining work in tasks/
assignments, 330β331viewing task details with Task Inspector,
207β208working time for individual tasks, adjusting, 205
Timeline view, adding tasks to, 148β149timephased work, progress tracking, 331β332variance, reporting, 349views
copying, 150β151exporting as PDF or XPS file, 384formatting, 379β384printing, 151β152, 384
Mmacros
deleting, 410editing, 410β412, 420β421recording, 407β409, 419β420running, 410, 419β420security, 409
managingprojects. See also Agile project management
changing scope of projects, 44perspective of, 9β10
sharer plans in resource pools, 455β456manually scheduled tasks, 8, 50, 194
durations, 55, 57β58rescheduling, 63switching to automatic scheduled tasks, 51β53, 72
maps (data), opening files in other formats in Project, 428β431, 441β443
material resources, 239β240assigning, Lucerne Publishing practice example,
252β253assigning to tasks, 240β241, 242creating, 241, 252β253defined, 79fixed consumption rates, 241variable consumption rates, 241
Max. Units field (work resources), 82β83, 95maximum capacity, work resources, 82β83
Lucerne Publishing practice example, 95viewing, 242β244, 253β254
MFO (Must Finish On) constraint, 184milestones, 58β59, 74Mini Toolbars, 15MSO (Must Start On) constraint,
184, 185β186
naming
554
Nnaming
plans, 43β44, 46β47tasks, 50work resources, 80β81
navigating Agile project management templates, 470β472
Network Diagram view, formatting, 368β371, 382β383new features
Project 2010, 8β9Project 2013, 7Project 2016, 6β7Project 2019, 5β6
New page (Backstage view), 19pinning templates to, 19β20plans, creating as blank projects, 21
Night Shift calendars (plans), 40nonworking days
durations, 55, 58setting in calendars, 39β40
Lucerne Publishing practice example, 45β46recurring nonworking days, 42specific dates, 42
notesresources, documenting, 91β92, 98tasks, documenting
adding notes to tasks, 69Lucerne Publishing practice example, 77β78removing notes from tasks, 70
OOffice, Project support, 7OneDrive, Project integration, 7Open page (Backstage view), pinning
folders to, 19plans to, 19
opening files in other formats in Project, 428β431, 441β443
Organizer, 18β19copying elements of global templates,
404β405, 406β407customizing global templates, 406β407
organizing plan detailsfiltering details, 289β295, 306grouping details, 284β289, 305sorting details, 280β284, 304β305tables, creating, 295β299, 307β308views, creating, 299β303, 308β310
outlining plans with summary tasks, 59β60demoting tasks, 61Lucerne Publishing practice example, 74β75
promoting tasks, 60β61overallocated resources, 256, 258
editing assignment-level work, 261finding, 259β260leveling resources, 262β268, 275β276manually adding level delays, 261β262resolving manually, 260β262, 275
Ppage setup options (reports), 145panning/zooming Gantt charts in Timeline view,
136β137pasting
data from other programs into Project, 426, 427
images from other programs into Project, 427Paste Special feature, 425Project data into other programs,
424β427, 440paths (critical)
crashing, 217defined, 217free slack, 217β218slack/float, 217β218
changing slack threshold, 219displaying slack for noncritical tasks, 219
viewing, 217β219, 225pay rates, work resources, 83β85
changing pay rates over different date ranges, 233β234, 250
Lucerne Publishing practice example, 95β96multiple resource pay rates, 230β232, 249β250
PDF filesexporting views as, 377β378, 384saving as PDF, 9
Peak, 196, 198people resources, 81β82pinning to Open page (Backstage view)
folders, 19plans, 19templates, 19β20
plans, 37β38Backstage view
opening plans in, 21saving in, 21
baselinesclearing previously saved baselines, 158comparing, 312β313, 314displaying Gantt bar baselines in Gantt Chart
view, 158displaying values with Variance tables, 158removing, 315
555
product backlogs
saving, 155β158, 168updating, 312β315, 326β330variance, 312β315, 334β337
bottom-up planning, 60calendars
24 Hour calendars, 40changing start dates, 39customizing, 404customizing work weeks, 42β43Night Shift calendars, 40resource calendars, 86β90scheduling start dates, 39selecting, 41setting nonworking days, 39, 42β43, 45β46Standard calendars, 40
checking after resource assignments, 112β116, 122β123
consolidated plans, 456β457, 466creating, 459displaying project summary tasks, 460insert plans, 457β458, 459simplicity of, 459uses of, 457
costs, 268β269actual costs, 268baseline costs, 268cost tables, 270current (scheduled) costs, 268fixed costs in plans, 212β213, 223β224Lucerne Publishing practice example, 276β277remaining costs, 268reports, 269β270, 271viewing essential cost/schedule values, 269
creating, 11β13, 38as blank projects, 21Lucerne Publishing practice example, 45sensitive material, 20templates from existing plans, 21β22from templates/other plans, 20, 21
critical pathscrashing, 217defined, 217free slack, 217β218slack/float, 217β218, 219viewing, 217β219, 225
current date lines, 38dependencies, creating, 460β464,
466β467durations (tasks), checking, 76β77filtering details, 289β295, 306finish dates, 270β271
checking, 66β68, 76β77Lucerne Publishing practice example, 276β277
fixed costs in plans, 212β213, 223β224
formatting, customizing, 38global templates
copying elements of, 404β405, 406β407customizing, 404, 406β407, 418β419elements of, 404
grouping plan details, 284β289insert plans, 457β458, 459interim plans, 313β314, 315naming, 43β44, 46β47organizing plan details
creating tables, 295β299, 307β308creating views, 299β303, 308β310filtering details, 289β295, 306grouping details, 284β289, 305sorting details, 280β284, 304β305
outlining with summary tasks, 59β60, 74β75demoting tasks, 61promoting tasks, 60β61
pinning to Open page (Backstage view), 19progress tracking, tracking plans as scheduled,
158β160, 169Project Information dialog, automatically
displaying in plans, 39properties of, entering, 43β44, 46β47resource pools
dedicated resource pools, creating, 451linking plans to, 454sharing across plans, 448β451,
452β456, 465saving, 21, 39sharer plans
managing linked plans in resource pools, 455β456
unlinking from resource pools, 455updating working times in resource pools, 456
sorting plan details, 280β284, 304β305start dates
changing, 39scheduling, 38, 39, 45
tasks, linking tasks (dependencies), 460β464, 466β467
top-down planning, 60predecessor tasks, 62β64, 65β66
lag time, 180, 181, 182lead time, 180β181, 182
Presentation Styles (Gantt Chart view), 128Print page (Backstage view), 19printing
reports, 142, 145, 151β152views, 142β144, 374β377, 384-385
product backlogsassigning/unassigning work items, 481β482creating, 476β477, 493β494updating, 483
product scope
556
product scope, 51progress tracking, 154
actual/remaining work in tasks/assignments, tracking, 315β320, 330β331
actuals and, 153baselines
clearing previously saved baselines, 158comparing, 312β313, 314displaying Gantt bar baselines in Gantt Chart
view, 158displaying values with Variance tables, 158removing, 315saving, 155β158updating, 312β315, 326β330
incomplete work, rescheduling, 327β328interim plans, 313β314, 315plans, tracking plans as scheduled,
158β160, 169resource costs, reporting, 346β348, 349, 353task costs, reporting, 352
Budget Cost visual reports, 344β345, 346Cash Flow reports, 344, 345Resource Cost Overview reports, 348, 349Task Cost Overview reports, 343, 345
tasksactual values, 163β165, 166, 170β172completion percentages, 160β163, 169β170
timephased work, 321β327, 331β332variance, 334
defined, 311displaying Variance tables, 341Late Tasks reports, 340, 341reporting, 334β337, 350slipping tasks, 338β341, 351Slipping Tasks reports, 340β341
Projectcopying /pasting data
into other programs, 424β427, 440pasting data from other programs into Project,
426, 427pasting images from other programs into
Project, 427selecting data, 426
Project 2010, new features, 8β9Project 2013, new features, 7Project 2016, new features, 6β7Project 2019
new features, 5β6uses of, 3β4
project calendars24 Hour calendars, 40Night Shift calendars, 40nonworking days, setting, 39β40
Lucerne Publishing practice example, 45β46recurring nonworking days, 42specific dates, 42
selecting, 41Standard calendars, 40work weeks, customizing, 42β43
Project Dashboard reports and variance, 335β337Project Information dialog
automatically displaying in plans, 39options, 40
Project interfaceactive view (report), 14changing file formatting, 431commands, 14Feedback smiley button, 13Groups, 14opening files in other formats, 428β431, 441β443Quick Access Toolbar, 13ribbon interface, 14
commands, 17expanding/collapsing, 16split buttons, 17tabs, 16β17
saving files to other formats, 431β435, 443β444ScreenTips, 14shortcut menus (context/right-click
menus), 15Start screen, creating plans, 11β13status bar, 14Tell Me, 13view label (report label), 14view shortcuts, 15Zoom Slider, 15
project managementAgile project management, 469β470, 488
Agile teams, 478β479, 494β495assigning/unassigning work items from
product backups, 481β482childhood behavior and, 476navigating templates, 470β472, 490β491recording progress from scrum meetings,
483β485, 498β500resetting templates, 472β475, 490β491resources, 488β489sprints, 478, 479β483, 486β488, 495β498,
500β501Team Planner view, 480, 484updating product backups, 483
perspective of, 9β10product backlogs, creating, 476β477, 493β494progress tracking, 165β166scope of projects, changing, 44status reports, 337β338
557
reports
variancebenefits of, 341status reports, 337β338
Project Online, 5Project Online Premium, 4β5Project Online Professional, 4β5Project Options dialog (Backstage view), 19Project Professional, 4
inactive tasks, 272β273interactive tasks, 9SharePoint Task Lists, 9Skype, 7Team Planner view, 9
project scope, 44, 51Project Server, 5Project Standard, 4Project Statistics dialog and variance, 334β335project summary tasks, displaying in consolidated
plans, 460Project tab (ribbon interface), 16projects (blank), creating plans as, 21promoting tasks (outlining plans), 60β61PWA (Project Web App), 5
Q - RQuick Access Toolbar, 13, 413β414, 415β416, 421β422read-only resource pools, updating, 455recording macros, 407β409, 419β420recurring tasks, 213β216
assigning resources to tasks, 216β217creating, 216Lucerne Publishing practice example, 224β225
rejoining split tasks, 190relationships (tasks), 61β62, 64β65
appearances of, 64changing type of, 181finish-to-finish relationships (FF), 63, 179finish-to-start relationships (FS), 62, 63,
179, 180lag time, 180, 181, 182lead time, 180β181, 182linking tasks (dependencies), 179β182, 203seeing task relationships with Task Path, 176β178,
202start-to-finish relationships (SF), 63, 179start-to-start relationships (SS), 62, 179summary tasks, 66unlinking tasks, 66
remaining costs, 268remaining/actual work in tasks/assignments, tracking,
315β320, 330β331removing
baselines (plans), 315constraints from tasks, 188deadline dates (tasks), 211
report (active view), 14report label (view label), 14Report tab (ribbon interface), 16reports, 7
Budget Cost visual reports, 344β345, 346Cash Flow reports, 344, 345charts in, 28β29copying, 140, 142, 150β151cost reports, 269β270, 271custom reports, creating, 387β390, 391
charts, adding to reports, 391charts, customizing in reports, 392β396,
400β401images, adding to reports, 392Lucerne Publishing practice example, 399β400shapes, adding to reports, 392tables, adding to reports, 392tables, customizing in reports, 396β398,
401β402text boxes, adding to reports, 392
customizing, 137β139Lucerne Publishing practice example, 149β150page setup options, 145
displaying, 139Field List pane, 28β29formatting, 138generating in Excel or Visio, 435β438, 444β445images in, 28β29page setup options, 145printing, 142, 145, 151β152Report Tools Design tab, 29β30Resource Cost Overview reports, 138, 149β150, 151,
152, 348, 349Resource Overview report, 28split (combination) view, 30β31sprint reports (Agile project management),
generating, 486β488, 500β501status reports and project management, 337β338Table Tools Design tab, 30Table Tools Layout tab, 30tables in, 28β29, 139Task Cost Overview reports, 343, 345task costs, 342β343variance, examining
Burndown reports, 336β337Cost Overview reports, 336Late Tasks reports, 340, 341Project Dashboard reports, 335β337Project Statistics dialog, 334β335Slipping Tasks reports, 340β341βstatus-at-a-glanceβ snapshots, 334β335
558
reports
views versus reports, 390β391visual reports, generating in Excel or Visio,
435β438, 444β445rescheduling
incomplete work, 327β328, 332tasks, 63β64, 190Resource Allocation view, 257, 258,
259β260Resource Cost Overview reports, 138, 149β150, 151, 152,
348, 349Resource Overview report, 28resource pools
dedicated resource pools, creating, 451linking plans to, 454sharer plans
managing linked plans in resource pools, 455β456
unlinking from resource pools, 455updating working times in resource pools, 456
sharing across plans, 448β451, 452β456, 465updating read-only resource pools, 455viewing usage details, 455
Resource sheet view, 24β25Resource tab (ribbon interface), 16Resource Usage view, 25, 257, 258β259
assignments, applying contours to assignments (resources), 236β239
overallocated resources, resolving manually, 260β261
resource costs, reporting, 347β348timephased work, progress tracking, 327timescale adjustments, 25
resources, 79β80actual values
collecting from resources, 325β326manually entering, 326
allocations, 256β257evaluating, 258, 274example of, 257fully allocated resources, 256graphing against a timescale, 260overallocated resources, 256, 258,
259β268, 275β276Resource Allocation view, 257, 258, 259β260Resource Usage view, 257, 258β259, 260β261underallocated resources, 256, 258
assigning to taskschecking plans after resource assignments,
112β116, 122β123cost resources, 111β112, 121β122effort-driven scheduling, 105β111recurring tasks, 216β217work resources, 100β105, 117β119
assignments
adjusting in Team Planner view, 244β247, 254applying contours to assignments (resources),
236β239, 251β252breaking relationships, 326delaying start dates, 235β236, 251manually editing work per time period, 239rescheduling incomplete work, 327β328, 332tracking actual/remaining work in tasks/
assignments, 315β320, 330β331tracking timephased work, 321β327, 331β332
cost resources, 90β91assigning to tasks, 111β112, 121β122defined, 79Lucerne Publishing practice example, 97
costs, reporting, 346β348, 349, 353documenting, 91β92, 98equipment resources, 81β82filtering
by built-in/custom filters, 294by column headings, 292highlight filters, 294β295Lucerne Publishing practice example, 306
grouping, 286, 288β289, 305leveling overallocated resources, 262β268,
275β276Lucerne Publishing practice example, configuring
work resources, 94material resources, 239β240
assigning to tasks, 240β241, 242creating, 241defined, 79fixed consumption rates, 241Lucerne Publishing practice example, 252β253variable consumption rates, 241
maximum capacity, viewing, 242β244, 253β254notes, documenting with, 91β92, 98people resources, 81β82resource calendars, 86β87
assigning a different base calendar to a resource, 90
modifying work days/times, 89β90, 96specifying exceptions for work resources, 87β88
resource lists, inserting work resources into, 81
sorting, 283, 304β305work resources
assigning to tasks, 100β105, 117β119availability, 80, 228β230, 248configuring, 94costs, 80, 86customizing availability, 228β230, 248defined, 79deleting, 81equipment resources, 81β82
shortcut menus (context/right-click menus)
559
inserting into resource lists, 81Lucerne Publishing practice example, 94β98Max. Units field, 82β83, 95maximum capacity, 82β83, 95naming, 80β81pay rates, 83β85, 95β96, 230β232,
233β234, 249β250people resources, 81β82resource calendars, 86β90
ribbon interface, 8, 14commands, 17
Task tab, 17touch input and, 17
customizing, 8, 414, 416β417, 421β422Design tab, 16expanding/collapsing, 16File tab, 16, 18Format tab, 16Layout tab, 16Project tab, 16Report tab, 16Resource tab, 16split buttons, 17tabs, 16Task tab, 16, 17tool tabs, 16View tab, 16
right-click menus. See shortcut menus
Ssaving
baselines (plans), 155β158clearing previously saved baselines, 158Lucerne Publishing practice example, 168
files in other formats in Project, 431β435, 443β444as PDF, 9plans, 21, 39as XPS, 9
scheduled (current) costs, 268scheduled tasks (manually), 8scheduling
effort-driven scheduling, 105β111changing schedule results when removing
resources from tasks, 111, 120β121managing for specific tasks, 111
incomplete work, rescheduling, 327β328, 332interrupting work on tasks, Lucerne Publishing
practice example, 204β205start dates (plans), 38, 39, 45tasks
assignment units, 196change highlighting, 175
constraints, 182β188, 204creating/applying new base calendars, 191β193effort-driven scheduling, 198β199interrupting work on tasks, 188β189linking tasks (dependencies), 179β182, 203Lucerne Publishing practice example, 72manually scheduled tasks, 194Peak, 196, 198rescheduling tasks, 63β64seeing task relationships with Task Path,
176β178, 202standard base calendars, 190β191summary tasks manually, 219β222, 226switching manual/automatic scheduling, 51β53task types, 193β196, 197β198, 199, 206β207viewing task details with Task Inspector,
199β200, 207β208working time for individual tasks, adjusting,
190β193, 205variance and, 338β341
Scheduling Styles (Gantt Chart view), 128scope of product, 51scope of projects, 44, 51ScreenTips, 14scrolling in, Gantt Chart view, 136scrum meetings (Agile project management),
recording progress from, 483β485, 498β500Scrum templates
displaying Scrum Template Instructions view, 472switching between views, 472
security, macros, 409segments, splitting tasks into, 190
rejoining split tasks, 190rescheduling second half of a task, 190
selecting Project data, 426semi-flexible constraints, 182β183
FNET (Finish No Earlier Than) constraint, 184FNLT (Finish No Later Than) constraint, 184SNET (Start No Earlier Than) constraint, 183,
185, 190SNLT (Start No Later Than) constraint, 183
sensitive material in plans, 20shapes, adding to reports, 392Share page (Backstage view), 19SharePoint Task Lists, 9sharer plans
managing linked plans in resource pools, 455β456unlinking from resource pools, 455updating working times in resource
pools, 456sharing resource pools across plans, 448β451,
452β456, 465sheet views, 24β25shortcut menus (context/right-click menus), 15
shortcuts (views)
560
shortcuts (views), 15Skype, Project integration, 7slack/float, 217β218
changing slack threshold, 219displaying slack for noncritical tasks, 219
slipping tasks and variance, 338β341, 351Slipping Tasks reports and variance,
340β341SNET (Start No Earlier Than) constraint,
183, 185, 190SNLT (Start No Later Than) constraint, 183sorting
plan details, 280β284, 304β305resetting sorted lists, 284resources, 283, 304β305tasks, 283, 304β305
split (combination) view, 22displaying, 28primary/secondary views, 26reports, 30β31Task Form, 26
split buttons, ribbon interface, 17splitting tasks into segments, 190
rejoining split tasks, 190rescheduling second half of a task, 190
sprints (Agile project management), 478generating reports, 486β488, 500β501planning, 479β483, 495β498
standard base calendars, 190β191Standard calendars (plans), 40start dates
planschanging, 39scheduling, 38, 39, 45
resource assignment start dates, delaying, 235β236, 251
Start screen, creating plans, 11β13start-to-finish relationships (SF), 63, 179start-to-start relationships (SS), 62, 179Statistics dialog, checking finish dates (plans), 67β68status bar, 14status reports and project management, 337β338βstatus-at-a-glanceβ snapshots and variance, 334β335successor tasks, 62β64, 65β66
lag time, 180, 181, 182predecessor tasks, 180β181, 182
summary tasks, 59β60demoting tasks, 61linking, 66outlining plans with summary tasks,
74β75promoting tasks, 60β61scheduling manually, 219β222, 226task lists, inserting summary tasks into, 61
switchingtables in views, 27tasks, switching automatically
scheduled tasks/manually scheduled tasks, 72
views, 27, 472
TTable Tools Design tab (reports), 30Table Tools Layout tab (reports), 30tables
% Complete column, progress tracking, 162columns, adding, 298β299Cost tables
displaying, 270, 345reporting resource costs, 347β348, 349
creating, 295β299, 307β308custom fields, creating, 296β297reports, 28β29
adding tables to reports, 392applying styles to tables, 139customizing tables in reports, 396β398
switching, in views, 27Variance tables
displaying, 341displaying scheduled/baselines values,
158tabular data, copying/pasting
from another program into Project, 427Paste Special feature, 425from Project to another program, 424β427, 440
Task Cost Overview reports, 343, 345Task Form view, 26
assigning resources to tasks, 102β104, 105, 118
effort-driven scheduling, 106β107Task Inspector, viewing task details, 199β200, 207β208Task Mapping, opening files in other formats in
Project, 429β431, 441β443Task Path, 7
formatting, 178seeing task relationships with Task Path, 176β178,
202Task Sheet view, displaying Cost tables, 345Task Summary Name field, 6Task tab (ribbon interface), 16, 17Task Usage view, 25
actual/remaining work in tasks/assignments, tracking, 317, 330β331
assignments, applying contours to assignments (resources), 236β239
timephased work, progress tracking, 326
561
tasks
tasks, 49actual/remaining work, tracking,
315β320, 330β331assigning resources to tasks
checking plans after resource assignments, 112β116, 122β123
cost resources, 111β112, 121β122effort-driven scheduling, 105β111work resources, 100β105, 117β119
assignments (resources), breaking relationships, 326
automatically scheduled tasks, 50durations, 55, 57β58rescheduling, 63switching to manually scheduled tasks, 51β53,
72constraints, scheduling tasks with, 182, 204
ALAP constraint, 183applying constraints, 186β188ASAP constraint, 183, 184β185flexible constraints, 182, 183, 184β185FNET constraint, 184FNLT constraint, 184inflexible constraints, 183, 184MFO constraint, 184MSO constraint, 184, 185β186removing constraints, 188semi-flexible constraints, 182β184SNET constraint, 183, 185, 190SNLT constraint, 183
costsmanually entering actual costs, 319β320reports, 342β349, 352
creating, Lucerne Publishing practice example, 71deadline dates, 209β211
Lucerne Publishing practice example, 223removing, 211setting, 211, 223
deleting, 51dependencies, 61β62, 64β65
cross-plan links, 460β464, 466β467finish-to-finish relationships (FF), 63finish-to-start relationships (FS), 62, 63linking tasks, 75β76start-to-finish relationships (SF), 63start-to-start relationships (SS), 62summary tasks, 66unlinking tasks, 66
documenting, 68β70adding hyperlinks to tasks, 69adding notes to tasks, 69Lucerne Publishing practice example, 77β78removing formatting from tasks, 70
removing hyperlinks from tasks, 70removing notes from tasks, 70
durations, 53β54, 588/80 rule, 56β57abbreviations, 55accuracy in, 56β57automatically scheduled tasks, 55, 57β58checking, 66β68, 76β77elapsed durations, 56example of, 54Lucerne Publishing practice example, 73manually scheduled tasks, 55, 57β58, 63milestones, 58β59nonworking days, 55, 58
filteringby built-in/custom filters, 294by column headings, 292highlight filters, 294β295Lucerne Publishing practice example, 306
formattingremoving formatting from tasks, 70in Timeline view, 135β136
free slack, 217β218grouping, 286, 288β289, 305hyperlinks
adding hyperlinks to tasks, 69Lucerne Publishing practice example, 77β78removing hyperlinks from tasks, 70
ID numbers, 49inactive tasks, 272β273, 278incomplete work, rescheduling, 327β328, 332interrupting work on tasks, 188β189, 204β205Late Tasks reports, variance, examining, 340, 341linking tasks (dependencies), 5, 61β62, 64β65,
179β182, 460β464finish-to-finish relationships (FF), 63finish-to-start relationships (FS), 62, 63Lucerne Publishing practice example, 75β76,
203, 466β467start-to-finish relationships (SF), 63start-to-start relationships (SS), 62summary tasks, 66unlinking tasks, 66
manually scheduled tasks, 50durations, 55switching to automatically scheduled tasks,
51β53, 72material resources, assigning to tasks,
240β241, 242milestones, 58β59, 74naming, 50notes
adding notes to tasks, 69
562
tasks
Lucerne Publishing practice example, 77β78removing notes from tasks, 70
predecessor tasks, 62β64, 65β66lag time, 180, 181, 182lead time, 180β181, 182
progress trackingactual values, 163β165, 166, 170β172completion percentages, 160β163, 169β170
project summary tasks, displaying in consolidated plans, 460
promoting tasks (outlining plans), 60β61recurring tasks, 213β216
assigning resources to tasks, 216β217creating, 216Lucerne Publishing practice example, 224β225
relationships, 61β62, 64β65appearances of, 64changing type of, 181finish-to-finish relationships (FF), 63, 179finish-to-start relationships (FS), 62, 63, 179, 180lag time, 180, 181, 182lead time, 180β181, 182linking tasks (dependencies),
179β182, 203seeing task relationships with Task Path,
176β178, 202start-to-finish relationships (SF), 63, 179start-to-start relationships (SS), 62, 179summary tasks, 66unlinking tasks, 66
rescheduling tasks, 63β64, 190resources
assigning to recurring tasks, 216β217material resources, 239β242
schedulingassignment units, 196change highlighting, 175constraints, 182β188, 204creating/applying new base calendars, 191β193effort-driven scheduling, 198β199interrupting work on tasks, 188β189, 204β205linking tasks (dependencies), 179β182, 203Lucerne Publishing practice example, 72manually scheduled tasks, 194Peak, 196, 198rescheduling tasks, 63β64seeing task relationships with Task Path,
176β178, 202standard base calendars, 190β191summary tasks manually, 219β222, 226switching manual/automatic scheduling, 51β53task types, 193β196, 197β198, 199, 206β207viewing task details with Task Inspector, 199β
200, 207β208
working time for individual tasks, adjusting, 190β193, 205
slack/floatchanging slack threshold, 219displaying slack for noncritical tasks, 219
slipping tasks and variance, 338β341, 351Slipping Tasks reports and variance, 340β341sorting tasks, 283, 304β305splitting into segments, 190
rejoining split tasks, 190rescheduling second half of a task, 190
standard base calendars, 190β191successor tasks, 62β64, 65β66
lag time, 180, 181, 182lead time, 180β181, 182
summary tasks, 59β60demoting tasks, 61inserting summary tasks into, 61linking, 66outlining plans with summary tasks, 74β75promoting tasks, 60β61scheduling manually, 219β222, 226
task listsdeveloping, 51inserting summary tasks into, 61inserting tasks into, 50
task typeschanging, 194β196, 199effort-driven scheduling, 198β199fixed duration task type, 194, 197fixed unit task type, 194, 197fixed work task type, 194Lucerne Publishing practice example, 206β207
Timeline viewadding tasks to, 133β135, 148β149formatting tasks, 135β136switching task bars to callouts, 135β136
timephased work, progress tracking, 321β327, 331β332
unlinking tasks, 66viewing task details with Task Inspector, 199β200,
207β208working time for individual tasks, adjusting,
190β193, 205Team Planner view, 9
Agile project management, 480, 484resource assignments, adjusting, 244β247, 254
Tell Me, 7, 13templates
Agile project management templateschildhood behavior and, 476navigating, 470β472, 490β491resetting, 472β475, 490β491
creating, from existing plans, 21β22
563
user interface
global templates, 403β404copying elements of, 404β405, 406β407customizing, 404, 406β407, 418β419elements of, 404
pinning to New page (Backstage view), 19β20plans
creating from templates, 21creating from templates/other plans, 20
product backlogsassigning/unassigning work items, 481β482updating, 483
Scrum templatesdisplaying Scrum Template Instructions view,
472switching between views, 472
sensitive material, 20sources of, 20viewing offline, 20
text, formatting in Gantt Chart view, 131β133text boxes, adding to reports, 392themes, 7Timeline view, 5, 6, 8, 22β23
callouts, switching task bars to, 135β136copying, 140, 141β142displaying/hiding, 28finish dates (plans), checking, 67formatting, 24, 364β367, 381Gantt charts, panning/zooming, 136β137multiple timeline bars in, 23task bars, switching to callouts, 135β136tasks
adding to Timeline view, 133β135, 148β149
formatting tasks, 135β136timephased work, progress tracking, 321β327, 331β332timescale adjustments
Gantt Chart view, 133, 137resource allocation, graphing against a timescale,
260in views, 25, 27
tool tabs (ribbon interface), 16top-down planning, 60touch input, commands and, 17Tracking Gantt view
baselines (plans), comparing, 312β313, 314displaying, 341schedule variance, 338β341
tracking progress, 154actual/remaining work in tasks/assignments,
tracking, 315β320, 330β331actuals and, 153baselines
clearing previously saved baselines, 158comparing, 312β313, 314
displaying Gantt bar baselines in Gantt Chart view, 158
displaying values with Variance tables, 158removing, 315saving, 155β158updating, 312β315, 326β330
incomplete work, rescheduling, 327β328interim plans, 313β314, 315plans, tracking plans as scheduled,
158β160, 169resource costs, reporting, 346β348,
349, 353task costs, reporting, 352
Budget Cost visual reports, 344β345, 346Cash Flow reports, 344, 345Resource Cost Overview reports, 348, 349Task Cost Overview reports, 343, 345
tasksactual values, 163β165, 166, 170β172completion percentages, 160β163, 169β170
timephased work, 321β327, 331β332variance, 334
defined, 311displaying Variance tables, 341Late Tasks reports, 340, 341reporting, 334β337, 350slipping tasks, 338β341, 351Slipping Tasks reports, 340β341
Uunderallocated resources, 256, 258unlinking tasks, 66updating
baselines (plans), 312β315, 326β330product backlogs, Agile project management, 483read-only resource pools, 455sharer plans, updating working times in resource
pools, 456usage views
Resource usage view, 25Task Usage view, 25
user interfaceactive view (report), 14commands, 14Feedback smiley button, 13Groups, 14Quick Access Toolbar, 13ribbon interface, 14
commands, 17expanding/collapsing, 16split buttons, 17tabs, 16β17
564
user interface
ScreenTips, 14shortcut menus (context/right-click
menus), 15Start screen, creating plans, 11β13status bar, 14Tell Me, 13view label (report label), 14view shortcuts, 15Zoom Slider, 15
Vvariable consumption rates, material resources, 241variance, 334
defined, 311reporting
Burndown reports, 336β337Cost Overview reports, 336Late Tasks reports, 340, 341Lucerne Publishing practice example, 350Project Dashboard reports, 335β337Project Statistics dialog, 334β335Slipping Tasks reports, 340β341status reports, 337β338βstatus-at-a-glanceβ snapshots, 334β335
schedule variance, 338β341slipping tasks, 338β341, 351Variance tables
displaying, 341displaying scheduled/baselines values, 158
VBA macrosdeleting, 410editing, 410β412, 420β421recording, 407β409, 419β420running, 410, 419β420security, 409
view label (report label), 14view shortcuts, 15View tab (ribbon interface), 16viewing
critical paths, 217β219, 225essential cost/schedule values, 269maximum capacity of resources, 242β244, 253β254resource pool usage details, 455task details with Task Inspector, 199β200, 207β208
views, 22active view (report), 14Backstage view, 8, 16, 18
Account page, 19creating plans as blank projects, 21creating plans from templates/
other plans, 21creating templates from existing plans, 21β22
exiting, 20Export page, 19Info page, 18β19New page, 19, 21Open page, 19opening plans, 21options, 18Print page, 19Project integration, 7Project Options dialog, 19saving plans, 21Share page, 19
Calendar view, formatting, 372β374, 383β384copying, 140β142, 150β151creating, 299β303, 308β310customizing, 377, 384exporting as PDF or XPS file, 377β378, 384Gantt Chart view, 22β23
assigning resources to tasks, 101, 102, 103β104, 118, 119, 121
checking finish dates (plans), 67β68copying, 150customizing, 126β129, 130, 146β148displaying Gantt bar baselines in Gantt Chart
view, 158drawing on Gantt charts, 129β130elements of, 126β127formatting, 131β133, 358β364, 379β380Presentation Styles, 128printing, 143β144, 151progress tracking with Gantt bar, 162β163relationships, 64β65resolving overallocated resources manually, 261Scheduling Styles, 128scrolling in, 136timescale adjustments, 133, 137
Gantt with Timeline view, 22, 23, 126Levelling Gantt view
overallocated resources, 266β268resource allocation, 258
Network Diagram view, formatting, 368β371, 382β383
printing, 142β144, 151β152, 374β377, 384reports versus views, 390β391Resource Allocation view, 257, 258, 259β260Resource sheet view, 24β25Resource Usage view, 25, 257, 258β259
applying contours to assignments, 236β239overallocated resources, 260β261resource costs, reporting, 347β348timephased work, tracking, 327timescale adjustments, 25
Scrum templates
565
zooming/panning, Gantt charts in Timeline view
displaying Scrum Template Instructions view, 472
switching between views, 472sheet views, Resource sheet view, 24β25split (combination) view, 22switching, 27Task Form view, 26
assigning resources to tasks, 102β104, 105, 118effort-driven scheduling, 106β107
Task Sheet view, displaying Cost tables, 345Task Usage view, 25
applying contours to assignments, 236β239timephased work, tracking, 326tracking actual/remaining work in tasks/
assignments, 317, 330β331Team Planner view, 9
adjusting resource assignments, 244β247, 254
Agile project management, 480, 484Timeline view, 5, 6, 8, 22β23
adding tasks to, 133β135, 148β149checking finish dates (plans), 67copying, 140, 141β142displaying/hiding, 28formatting, 24, 364β367, 381formatting tasks, 135β136multiple timeline bars in, 23panning/zooming Gantt charts, 136β137switching task bars to callouts, 135β136
timescale adjustments, 27Tracking Gantt view
comparing baselines (plans), 312β313displaying, 341
usage viewsResource usage view, 25Task Usage view, 25
Visio, generating reports in, 435β438, 444β445visual reports, generating in Excel or Visio,
435β438, 444β445
WWord, copying/pasting to, 8work packages. See taskswork resources
assigning to tasks, 100β105, 117β119availability, 80, 228β230, 248configuring, 94costs, 80, 86defined, 79deleting, 81equipment resources, 81β82Max. Units field, 82β83, 95maximum capacity, 82β83, 95naming, 80β81pay rates, 83β85
changing pay rates over different date ranges, 233β234, 250
Lucerne Publishing practice example, 95β96multiple resource pay rates, 230β232, 249β250
people resources, 81β82resource calendars, 86β87
assigning a different base calendar to a resource, 90
modifying work days/times, 89β90, 96specifying exceptions for work resources, 87β88
resource lists, inserting into, 81work weeks, customizing in calendars, 42β43working times
individual tasks, adjusting in, 190β193, 205sharer plans, updating in resource pools, 456
X-Y-ZXPS files
exporting views as, 377β378, 384saving files as XPS, 9
Zoom Slider, 15, 25, 27zooming/panning, Gantt charts in Timeline view,
136β137