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Project 2019
Quick Reference Card
Project 2019 Screen Common Views
Quick Access Toolbar Title Bar Minimize Ribbon To Display a View: Select the VIEW tab
Close
File Button and choose from the Task Views available.
Tab
Gantt Chart: Default view. Displays
Ribbon a list of tasks with bar chart information.

Task Usage: Displays a list of tasks

Time
line showing assigned resources under each task.
Network Diagram: Displays a
sequence or logic diagram that shows
the project’s tasks and dependencies.

Calendar: Displays tasks and

Pane Vertical durations in a monthly calendar.
divider Scroll
Bar Other Views: Provides additional views:
• Task Form: Detailed information of
the select task.
Horizontal • Task Sheet: List of all the tasks
Scroll
and selected details.
Bar
Status • Timeline: An expanded view of the
Bar timeline.
Gantt Spreadsheet Gantt Chart
Keystroke Shortcuts
Project 2019 Fundamentals Save Project File <Ctrl> + <S>
• To Create a New Project: Click the FILE • To Save a Project File: Click the Save
tab, click the NEW tab and click the Blank button on the Quick Access toolbar or click Close Current Project <Ctrl> + <W>
Project option. Or press <Ctrl> + <N>. FILE tab and select Save or Save As if you Open Existing Project <Ctrl> + <O>
• To Use a Template: Click the FILE tab, wish to change the file name or location. Print/Print Preview <Ctrl> + <P>
click the NEW tab. Select a template from the • To Set a Baseline Plan: Click the Task or Resource <Shift> + <F2>
menu and click OK. PROJECT tab, click the Set Baseline drop Information
• To View Information About the Project: list arrow in the Schedule group and choose Set
Select the PROJECT tab and click Project
Baseline. Click the Set Baseline Plan Assign Resources <Alt> + <F10>
option, choose the baseline number, save the plan Copy <Ctrl> + <C>
Information in the Properties group.
for the entire project or selected tasks, and click
• Set the Working Time Calendar: Select the OK. Cut <Ctrl> + <X>
PROJECT tab and click Change Working Paste <Ctrl> + <V>
• To Set an Interim Plan: Click the
Time in the Properties group. Select the date(s) you
want to change and select a new calendar, or enter the PROJECT tab, click the Set Baseline drop Help <F1>
new working hours in the Start and list arrow in the Schedule group and choose Set Go To Selected <Ctrl> + <Shift>
Finish boxes. Baseline. Select the baseline details and click Task + <F5>
OK. Click the Set Interim plan option, choose
• To Use Spell check: Select the PROJECT where to copy from and where they should be Link Selected Task <Ctrl> + <F2>
tab and click Spelling in the Proofing group. copied into, save the plan for the entire project or Unlink Selected <Ctrl> + <Shift>
• To Use Undo and Redo: Click the selected tasks, and click OK. Task + <F2>
Undo button and Redo button on the Quick • To Show or Hide the Planning Wizard: Create a Hyperlink <Ctrl> + <K>
Access toolbar. Click the FILE tab and click Options. Click the
Zoom In <Ctrl>+ </>
• To Adjust the Timescale: Select the Advanced tab and either select or deselect the
Advice from Planning Wizard checkbox. Zoom Out <Ctrl> + <Shift>
VIEW tab and choose from the options in the
+<*>
Timescale list arrow in the Zoom group. • To View a Task’sUsage: Select the task and
click the View tab. Click the Task Usage Undo <Ctrl> + <Z>
• To Adjust the Zoom Level: Select the
VIEW tab and click the Zoom button to either button in the Task Views group. Redo <Ctrl> + <Y>
zoom in or zoom out. Alternatively, click the • To Get Help: Press <F1> to open the Bold <Ctrl> + <B>
Entire Project button to zoom to a level Project Help task pane, type your question, and
Italics <Ctrl> + <I>
where the whole project is visible. click the Search button.
Underline <Ctrl> + <U>
Plan and Manage the Project Working with Resources and Costs
• There are six basic steps to follow when planning a project: (1) Define a The Resource Tab
project (2) Plan project activities (3) Plan for and gather resources (4) Plan
project costs (5) Plan for quality and risks (6) Plan security and
communication.
• Project management is the Project Triangle
process of planning, organizing, Time – Know the Cost – This includes
and managing tasks and deadline for your the people and the
• To Enter Resource Availability: Click the Information button in
project. equipment that do
resources to accomplish an the work, and the
the Properties group. Enter the Available To and Available From dates in the
objective within constraints of materials they use.
Resource Availability table, and enter the Maximum Units available in the
time, resources, or cost.
Units field.
• Adjusting one constraint of the • To Assign a Resource: Select a task and click the Assign
Scope – This includes the quality, functions,
Project Triangle affects the and features of your product or service, and the
Resources button, select the resource(s) and click Assign.
other two. work required to deliver it.
• To Enter Costs: Click the Information button in the Properties group
and click the COSTS tab. Enter amounts in the Standard Rate field, the
Working with Tasks Overtime Rate field, or the Per Use Cost fields. Then choose when
you’d like to begin accruing the resource cost in the Cost Accrual field.
The Task Tab
Viewing the Project
• Applying a Split View: Select one of the options from the Timeline or
Details list arrows in the Split View group on the VIEW tab.
• Applying Groups: Select one of the options from the Group By
• To Enter a Task: Type the task’s name in the Task Name column
list arrow in the Data group on the VIEW tab.
and press <Enter>.
• Applying Filters: Select one of the options from the Filter list arrow
• To Enter a Duration: Type the duration (m = minutes; h = hours; d =
in the Data group on the VIEW tab.
days; w = weeks; mo = months) in the Duration column and press <Enter>.
• Sort the Information: Select one of the options from the Sort list
• To Create a Milestone: Enter 0 (zero) in the Duration column. Or, click arrow in the Data group on the VIEW tab.
the Information button in the Properties group, select the ADVANCED
• View the Critical Path: In the Gantt Chart View, select Critical from the
tab and click the Mark task as Milestone check box.
options in the Highlight list arrow in the Data group on the VIEW tab.
• To Create a Recurring Task: Click the Task list arrow in the Insert
group and select Recurring Task from the list. Enter information into the Tracking Progress
Recurring Task Information dialog box.
Always save a baseline plan before beginning to track progress.
• To Access Task Information: Select the task and click the
• Update Tasks: Select the task you want to update and select the
Information button in the Properties group. Or, press <Ctrl> + <F2>
percentage complete in the Schedule group on the TASK tab.
• To Organize the Task List: Create summary tasks and subtasks by • Update Resources: In Resource Usage or Task Usage view, select the
selecting the task(s) and clicking the Outdent Task or Indent Task resource you wish to update, click the Details button in the Properties group
buttons in the Schedule group. on the RESOURCE tab and update the Work value.
• To Link Tasks: Press <Ctrl> and select the two tasks you want to link • Update Costs: Turn off automatic cost updating: click the FILE tab
in the order that you want to link them and click the Link Tasks button in and select Options. Click the Schedule tab and select the Off option
the Schedule group. for Calculate project after each edit at the bottom of the menu.
• To Unlink Tasks: Press <Ctrl> and select two linked tasks in the order • Check Project Variance: In a task or resource view, click the VIEW
they are linked. Click the Unlink Tasks button in the Schedule group. tab and click the Tables list arrow. Click More Tables and select Variance
• To Split a Task: Select the task, click the Split Tasks button in from the options.
the Schedule group, and use the dividing tool to split the task’s Gantt bar. Balancing the Project
• To Enter Lag or Lead Time: Click the successor task and click the
• To Identify an Overallocated Resource: In the Resource
Information button in the Properties group. Click the Predecessors
Usage View, select Overallocated Resources from the options
tab and enter a lead time with a (-) minus sign, or lag time with a (+) plus sign
in the Lag box. in the Highlight list arrow on the VIEW tab.
• To Balance Overallocated Resources Automatically: Click the
• To Enter a Task Deadline or Constraint: Click the task to which
Leveling Options button in the Level group on the RESOURCE
you want to add a deadline and click the Information button in the
Tab. Select Automatic under Leveling Calculations.
Properties group. Click the Advanced tab, and select a date in the
Deadline box, or select the relevant constraint and enter the Constraint date. • To Reassign Work: Open Gantt Chart view, select the overallocated
resource and click the Assign Resources button in the Assignments group
• To Assign a Task Calendar: Select the task, click the Information on the RESOURCE tab. Select the overallocated resource, click the Remove
button in the Properties tab and click the Advanced tab. Click the Calendar button, select another resource and click Assign.
list arrow and select a calendar from the drop-down list.
• To Apply a Filter: Click the Filter list arrow for the relevant column and
select the filter you want to apply to the project.