MICROSOFT PROJECT 2016

Microsoft Project
Lecture material
Hailu Agegnehu Tesfaye PMP, MSc in PM
08-Feb-20

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1.1.02 The Project Management Process

Projects are comprised of one or more phases. A phase consists of a group of activities that result
in the completion of one or more deliverables (for example, the foundation phase of a house
includes digging the hole, assembling the forms for the basement walls, pouring the concrete,
etc.). Within each phase are various project management processes, which are grouped into five
process groups as defined by PMI PMBOK® Guide - Sixth Edition.*

Process Group Description

Initiating Those processes performed to define a new
project or a new phase of an existing project by
obtaining authorization to start the project or
phase.*
Planning Those processes required to establish the scope
of the project, refine the objectives, and define
the course of action required to attain the
objectives that the project was undertaken to
achieve.*
Executing Those processes performed to complete the
work defined in the project management plan to
satisfy the project specifications.*
Monitoring and Controlling Those processes required to track, review, and
regulate the progress and performance of the
project; identify any areas in which changes to
the plan are required; and initiate the
corresponding changes.*
Closing Those processes performed to finalize all
activities across all Process Groups to formally
close the project or phase.*

Project management is iterative, and many of these process groups occur more than once in a
project. For example, as a project is executed, more planning may be needed and monitoring and
controlling is constantly taking place throughout the project.
1.1.04 Methods for Creating New Projects
The first step in outlining a project plan is creating a new project plan file. You can create a
project plan from scratch using either a blank file or an existing project; you can import
information from Microsoft® Excel® or Microsoft® SharePoint®; or you can start with a
template that is pre-populated with the phases and tasks for a common project type. These five
methods for creating a new project plan are shown in the following table.

Method Description
Blank Project This method creates a completely empty file, with no pre-
defined components, to which you can add all of your project
information.
New from existing project This method creates a new file from a previous file, pulling
in the information added to the existing file into a new file.
New from Excel workbook This method creates a new file and imports into it
information that was created in Excel. When selected, a
wizard will guide you through the steps of importing from
Excel into Microsoft Project.
New from SharePoint Tasks This method creates a new file and imports into it
information from a SharePoint task list. When selected, you
will need to enter a valid SharePoint URL and then select a
task list from that SharePoint site.
Project template This method creates a new file that is customized for a
specific type of project, complete with sample information
that can be modified based on your project’s specific
information.

When you open the Microsoft Project environment, the Start screen displays several common
options for creating a new file.
1.1.05 Project Templates
A project template contains the details for a sample project—such as phases, tasks, resources,
etc.—that you can modify with the details for your specific project or use as a model to frame
your own project plan.

In addition to the default new project types that are included in the application, Microsoft Project
lists many templates that can be downloaded from the Microsoft website, and it includes a tool
that allows you to search the web for more online templates.

Additionally, you can also save existing project plans that you have used in the past as a project
template. Saving and reusing project plans as templates provides many benefits: not only will
you save time on creating future project plans, but re-applying strategies and methods that
worked well in previous project plans can help ensure success for your current project.

You can start to manage a project by creating a new project plan in Microsoft Project. Here are
the general steps you will use to create a new project plan.

Start a New Blank Project

To start a new blank project:

1. Ensure that Microsoft Project is open and displaying the Start screen.
2. On the Start screen, select Blank Project.

Start a New Project from a Template

To start a new project from a template:

1. On the Start screen, select a template.

 2. In the Start Date field, type a date (or leave Today as the default).
3. Select Create.

Search for a Template

To search for a template:

1. On the Start screen, in the Search for online templates field, type a keyword or
name of a template.
2. Select the Start searching button.

Activity 1.1 Creating a New Project Plan

Scenario

Trey Research is an enterprise-level company that develops and manufactures innovative

products that are designed to improve business productivity. The Research and Development
(R&D) department has been exploring new opportunities and has authorized the development of
an enhanced laser presentation device. While the concept is not new (other devices are on the
market to advance slides in a presentation), Trey’s design will incorporate three colors of laser
lights, rather than only the red light that is found in competing products. Market research has
shown that public speakers want the option to use white and yellow lights also.

You will be the project manager on this exciting venture, and you are looking forward to the next
several months. The R&D department has placed tight time and cost constraints on the project,
and a big bonus awaits you if you meet them. You have used Microsoft Excel to track other
projects, but the complexity of this one demands a more robust tool, so you have decided to use
Microsoft Project instead. You will create a project plan from scratch for your work.

1. Open Microsoft Project.

1. From the computer operating system’s Start menu, navigate to and open
Microsoft Project.
2. Create a new project.
1. From the File tab, click the New button and select Blank Project.
2. Verify that a new file opens with no data in it.
3. Save the file to your local computer.
1. Select the File menu, and then click Save. Navigate to the Initializing a
Project folder and save the file as My_Trey_Research_Presenter_Project
2. Close the file.
 2. 1.1.07 The Save as Template Dialog Box
3. When you save an existing project plan as a template, the Save As Template dialog box
displays. Here, you can choose which data you want to retain or remove from the file
when it is saved as a template. For example, you would probably want to clear any
project-specific values, such as baselines. But, if you were using the same resources for a
number of different projects, you might want to keep the same resource rates in a
template. Based on your needs, you would simply select which types of data you want to
remove from the newly created template.

Fig

Here are the general steps you will use to create a project plan template.

Create a Project Plan Template

To save a project plan as a template:

1. Export the file as a template—it will have an extension of .mpt.

2. Navigate to a convenient location where the file will be saved.
3. In the Save As Template dialog box, check the check boxes for data you want to
remove from the template file, and then select Save.

Activity 1.2 Creating a Project Plan Template

Scenario

As you get ready to launch your new project, you realize that you might need to team up with
another company, to fill any gaps that Trey Research may have. You have found an existing Trey
project that contains the tasks and resources to merge with or acquire another company, and you
would like to modify this project plan for your use. You know that you can save it as a template,
and then create a new project from the template and make the necessary changes to suit your
needs. The steps to create the template are simple.

1. Open the project plan that you want to save as a template.

 1. Open the Merger_and_Acquisitions_Analysis.mpp project plan from the
location where it has been saved.
2. Save the project plan as a template.
1. Use the Save As command to save the file as a Project Template, with the
.mpt extension, to the location where you want it to be saved.
3. Select the data that you like to keep or remove from the template.

Note: The Mergers and Acquisitions Analysis project is in progress, and it is

important to remove any data that will not be used in a new project that will be
created based upon the template.

1. In the Save As Template dialog box, check the Values of all baselines
and Actual Values options.
2. Leave the remaining values unchecked.
3. Click Save.
4. Close the template file.

1.2.01 The Project Properties Dialog Box

Once you have created a new project file, you should define some general information about the
project that will help you keep track of your files and the information they contain. In the
Project Properties dialog box, you can enter some general information about the project, such
as the project name or title, the subject of the project, the project manager’s name, keywords
related to the project, and even comments about the project that might be useful.
1.2.02 The Project Information Dialog Box
When you first create a project file, you aren’t prompted to add any project details. When you’re
ready to define the specific parameters for your project plan, you can do so in the Project
Information dialog box. Here, you can capture high-level information about the project as a
whole. By default, the current date is used as the project start date, but it can be changed. Once
you add your information and things like tasks are established and linked, Microsoft Project
calculates the finish date automatically from that starting point.

Capturing the appropriate information will help you find and remember important details about
your project. Here are the general steps you will use to define the information for a project.

Change the Project Scheduling Mode

To change the project scheduling mode:

1. From the Project tab, open the Project Information dialog box.
2. In the Schedule from drop-down list, select a scheduling mode (Project Start
Date or Project Finish Date).

Change the Start Date

To change the project start date:

1. From the Project tab, open the Project Information dialog box.
2. In the Start date box, select a new date.

Change the Finish Date

To change the project finish date if you have scheduled from the finish date:

1. From the Project tab, open the Project Information dialog box.
2. In the Finish date box, select a new date.

Change the Current Date

To change the date that Microsoft Project uses as the current date:

1. From the Project tab, open the Project Information dialog box.
2. In the Current date box, select a new date.

Save a Project File to Your Computer

To save a Microsoft Project file to your computer:

1. On the File tab, select Save As.

2. Browse to a location to save the file, and name the file.
Activity 1.3 Defining Project Information
Before You Begin

Open the My_Trey_Slide_Presenter_Project.mpp file from the Creating a New Project Plan
activity.

Scenario

Now that you have created a new project plan for your presentation device, you need to
configure some basic information in it. The project sponsor has given you a start date for the
work, and has indicated that you will schedule everything from that start date. Microsoft Project
will then calculate the finish date, based upon the tasks, durations, and resource assignments.
You do not need to change the current date in the file, as it will not be used in any of the
application’s calculations.

1. Set the project’s scheduling mode and start date.

1. From the Project tab on the ribbon, select Project Information. Set the
Start date to August 1, 2016.
2. Ensure that the Schedule from drop-down list is set to Project Start date.
3. Select OK.
2. Save the file, and leave it open.

1.3.01 Project Calendars

In Microsoft Project, calendars help determine when tasks can be scheduled and when resources
will be available to perform work and complete those tasks. The project calendar determines the
overall schedule for a project based on the conditions you define. For instance, if you have
included any holidays in your project calendar, Microsoft Project will automatically calculate an
end date that takes those holidays into account and ends the project on a workday.
1.3.02 Base Calendars
A base calendar defines the working days and working hours that can be used when assigning
tasks and resources to the project. The base calendar that is assigned to your project can be
viewed in the Calendar field in the Project Information dialog box. The Standard base
calendar is the default for all new files you create, but you can change it to one of the other built-
in base calendar options from the Calendar drop-down.

The base calendar options include the following.

Base Calendar Description

Standard Monday through Friday

8:00 AM to 12:00 PM

1:00 PM to 5:00 PM
Night Shift Tuesday through Friday

12:00 AM to 3:00 AM

4:00 AM to 8:00 AM

11:00 PM to 12:00 AM

Saturday

12:00 AM to 3:00 AM

4:00 AM to 8:00 AM
24 Hours 24 hours a day

7 days a week

1.3.03 The Create New Base Calendar Dialog Box

If you need to, you can create a new base calendar for your project that fits your specific working
days and times. In the Create New Base Calendar dialog box, you can create a new base
calendar from scratch or copy an existing base calendar and modify it to fit your needs. Make
sure to name your new base calendar descriptively to make it easy to find and use later.

To access the Create New Base Calendar dialog box, select the Change Working Time button
from the Project tab, and then select the Create New Calendar button.
1.2.03 Methods for Scheduling Projects
In the Project Information dialog box, the date that the project begins is shown in the Start
date field and the date the project ends is shown in the Finish date field. As needed, you can
change these dates by selecting the down arrow at the right of each field.

Projects can be scheduled either from the start date or from the finish date (but not both at the
same time.) This information is displayed and selected in the Schedule from field. If Project
Start Date is selected, the Start date drop-down will be active for you to modify the project’s
start date and the Finish date drop-down will be inactive. If Project Finish Date is selected, the
Finish date drop-down will be active for you to modify the project’s end date and the Start date
drop-down will be inactive.

By default, all new projects are scheduled from the start date. In this mode, all the tasks that are
added to the project will be automatically scheduled to begin as soon as possible, in order to
maximize the schedule’s flexibility.
1.2.04 Guidelines for Scheduling a Project from the Finish
Date
If you choose to schedule a project from the finish date, all tasks that are added to the project will
be automatically scheduled to begin as late as possible, which limits the schedule’s flexibility.
While this isn’t the common method for scheduling a project, it can be advantageous when:

You are not sure when the project will begin.

You want the tasks in the project to start as late as possible for organizational reasons.

The project has a firm end date and you want Project to calculate when a project must start in
order to meet that specific deadline.
1.3.03 The Create New Base Calendar Dialog Box
If you need to, you can create a new base calendar for your project that fits your specific working
days and times. In the Create New Base Calendar dialog box, you can create a new base
calendar from scratch or copy an existing base calendar and modify it to fit your needs. Make
sure to name your new base calendar descriptively to make it easy to find and use later.

To access the Create New Base Calendar dialog box, select the Change Working Time button
from the Project tab, and then select the Create New Calendar button.

1.3.04 The Change Working Time Dialog Box

Working time refers to any time when labor is being performed on a task or by a resource in
order to complete the project. Nonworking time refers to any time when labor is not being
performed. Depending on your organization’s typical work schedule, you may have different
working and nonworking time than what is defined in the default hours of Microsoft Project’s
base calendar. If so, you can create a base calendar that defines your organization’s working and
nonworking dates and times, including any holidays that the company observes, and apply it to
the project.

To modify working time, select the Project tab on the ribbon, and then select the Change
Working Time button in the Properties command group. In the Change Working Time dialog
box, you can view and change working time via the calendar that is displayed.
The Legend on the left side of the calendar provides a brief explanation of how each type of time
appears in the calendar, and the table below provides a more detailed description of each
classification.

Appearance Meaning
Working Labor will be performed during the defined
working hours on this date.
Nonworking Labor will not be performed during the defined
working hours on this date. This typically
includes weekends and holidays.
Edited working hours The hours during which labor will be performed
on this date have been changed to something
 other than the normal working hours.
Exception day The hours during which labor will be performed
on this date are different than the normal
working hours. For instance, an organization
may only be operating during the morning on
the day before a major holiday.
Nondefault work week The hours during which labor will be performed
during this entire week are different than the
normal working hours. For instance, an
organization may shut down operations for an
entire week if a majority of employees will be
out on vacation.

1.3.05 Exceptions
In Microsoft Project, an exception is any date (or dates) when the defined working time is
different than the normal working time in the base calendar. Often, an exception will be a
holiday that you have added to your base calendar. All of the exceptions for the selected base
calendar are displayed in the Exceptions table below the calendar in the Change Working Time
dialog box.

You can add an exception to the base calendar by selecting a date in the calendar in the Change
Working Time dialog box and entering a name for the exception in a blank row in the
Exceptions table.
1.3.06 Working Time vs. Non-Working Time for Exceptions
By default, when you add an exception to your base calendar, it is automatically added as an
entire day of nonworking time. However, if the organization will actually be working some of
the day—say, just the morning of the day before a major holiday—you can make part of the day
working time and part of the day nonworking time. You can do so by selecting the exception in
the Exceptions table and then selecting the Details button.

1.3.07 The Details Dialog Box

In the Details dialog box, you can view and modify the specific details for the selected
exception. Here, you can set the desired working times for the exception and even set up a
recurrence for the exception. For instance, if your organization needs to stay open for a few
nights in a row to perform an inventory, you may extend the working times for the exception
date and set up a recurrence to repeat daily for the next three days. The recurrence feature is also
useful for a holiday that does not change from year to year (for example, Labor Day is the first
Monday in September).
In many projects, you need to specify the working times and non-working times using project
calendars. Here are the general steps you will use to work with project calendars.

Copy a Base Calendar

To create a new base calendar from an existing calendar:

1. From the Project tab, select Change Working Time.

2. Select Create New Calendar, and name it. Make sure that the Make a copy of
radio button is selected, and select a base calendar to copy from.

Add an Exception

To add a working time exception:

1. From the Project tab, select Change Working Time.

2. Select a date or dates on the calendar.
3. In the Exceptions table, select the highlighted cell and enter a name for the
exception.

Set the Working Time of an Exception

To set the working time of an exception:

1. From the Project tab, select Change Working Time.

2. In the Exceptions table, select an exception, then the Details button to the right.
3. Below the Working times radio button, modify a From or To time, select the cell
and enter the new time. To delete a row of From and To times, select the row and
press Delete.

Set a Recurrence Pattern

To set a recurrence pattern for an exception:

1. From the Project tab, select Change Working Time.

2. In the Exceptions table, select an exception, then the Details button to the right.
3. Select the Daily, Weekly, Monthly, or Yearly radio button as appropriate.
4. Select the appropriate recurrence pattern and range of occurrence.

Assign a Calendar to the Project

To assign a calendar:

1. From the Project tab, open the Project Information dialog box.
2. In the Calendar drop-down list, select a base calendar (24 Hours, Night Shift,
Standard, or a calendar that you created).
Activity 1.4 Creating and Assigning a New Calendar
Before you begin

The My_Trey_Slide_Presenter_Project.mpp file you saved in the previous activity is still

open.

Scenario

Trey Research is not open on several Federal holidays, and employees will work only a half day
on Election Day. You need to include these non-working days in a calendar, and then assign the
calendar to your project.

1. Create a copy of the Standard calendar.

1. On the Project tab on the ribbon, select Change Working Time.
2. Create a new calendar named Trey Research
2. Add federal holidays as exceptions.
1. Navigate in the calendar to May 2016, and select May 30.
2. In the Exceptions table, type Memorial Day
3. Add the following exceptions to the project calendar:
i. Monday, July 4, 2016, Independence Day
ii. Monday, September 5, 2016, Labor Day
iii. Tuesday, November 8, 2016, Election Day
3. Change the working time of Election Day to 8:00 AM-12:00 PM.
1. In the Exceptions table, select Election Day, then the Details button to
the right.
2. Set the time as Working, and use the Delete key to remove the second
row.
4. Set a recurrence pattern for Memorial Day and Labor Day for the next 10 years.
1. In the Exceptions table, select Memorial Day, then the Details button.
2. Change the recurrence interval to Yearly, select the Last Monday of
May, and change the number of occurrences to 10.
3. Repeat these steps for Labor Day, which is the first Monday in
September.
5. Assign the Trey Research calendar as the project calendar.
1. On the Project tab, select Project Information.
2. Change the calendar from Standard to Trey Research.
6. Save the file and close it.
2.1.01 Manually Scheduled vs. Auto Scheduled Tasks
When scheduling new tasks in Microsoft Project, you are given two options: Manually
Scheduled and Auto Scheduled. By default, all new tasks that you enter into a project plan will
be manually scheduled, which gives you complete control of the task’s start date, end date, and
duration. However, you can also choose to have new tasks auto scheduled, which automatically
calculates the start date, end date, and duration for the task based on relationships to other tasks,
calendar dates, and other assorted factors.

Using the manually scheduled option is the most useful when you have a simple project or are
just getting started with a project plan. But as your project plan grows more complex, you may
want to switch to the auto scheduled option. Microsoft Project allows you switch between these
modes whenever you’d like, either for individual tasks or for all tasks in the project plan. There
may be some cases where you need some tasks to be manually scheduled and others auto
scheduled, based on your project’s specifications.

To change whether new tasks that you add to a project are manually scheduled or auto
scheduled, you can select the New Tasks button in the status bar at the bottom of the project file
window.

To change whether existing tasks are manually scheduled or auto scheduled, you can select the
appropriate command from the Tasks group on the Task tab of the ribbon.
2.1.02 The Task Entry Table
The default Gantt Chart view in Microsoft Project contains the Task Entry table at the left,
which is the main area where you can view, enter, and modify your project’s tasks.
The Task Entry table contains information for each of the tasks entered in columns from left to
right.

Task Entry Table Column Description

Row Number Displays the row number of the task in the
Gantt Chart, which also corresponds to the
Task ID number for that task.
Indicators Displays icons that show the status of the task
and pertinent information about the task. For
instance, if a task has a note associated with it, a
note indicator will appear in this column.
Task Mode Shows whether the task is a manually scheduled
or auto scheduled task.
Task Name Displays a brief description of the task and the
work to be done. Short, action-oriented task
names are recommended, such as “secure
permit.”
Duration Displays how long a task will take to complete.
By default, Microsoft Project displays the
duration in days, but you can specify minutes,
hours, weeks, or even months as the unit of
time.
Start Displays the date when the task is supposed to
begin.
Finish Displays the date when the task is supposed to
be completed.
Predecessors Displays the Task ID(s) of any other tasks on
which the task is dependent upon for
completion.

2.1.03 The Task Information Dialog Box

When you open a task from the Gantt Chart view, the Task Information dialog box displays.

You can view and modify all of the information for the task from the six tabs within the dialog
box.

Tab Description
General On the General tab you can view and modify the task’s name,
duration, schedule mode, start date, and finish date. This
 information corresponds to the fields in the Task Entry table.
Predecessors A predecessor is a task that must be started or completed before
another task can begin. On the Predecessors tab you can view
all of the task’s predecessors, including their task ID, name, and
type.
Resources On the Resources tab you can view, enter, or modify the
resources assigned to the task, including the resource’s name, the
assignment owner, the number of assignment units allocated to
the task, and the costs associated with the resource.
Advanced On the Advanced tab you can view, enter, or modify
supplemental information about the task, including its deadline,
any constraints that might affect the task, the task type, the
calendars or work breakdown structure that the task is associated
with, whether to mark the task as a milestone, and more.
Notes On the Notes tab, you can view, enter or modify any further
information for the task that may be useful, in the form of a text
note.
Custom Fields On the Custom Fields tab, you can view, enter, or modify any
custom data fields that have been created and associated with the
task.

2.1.04 Task Durations

In the Task Information dialog box, the Duration field shows the amount of time it will take to
complete the specific task. In most cases, you will know how long it is going to take to complete
the task, so you would enter this amount in the Duration field. The default unit of time for task
duration is days, but if needed, you can also enter the duration in minutes, hours, weeks, or
months.

2.1.05 Duration vs. Work

In project management, the concepts of duration and work are not the same thing. Duration is
the total number of work periods (not including holidays or other nonworking periods required to
complete a schedule activity or work breakdown structure component. Usually expressed as
workdays or workweeks. Sometimes incorrectly equated with elapsed time. Contrast with
effort.* Work is the amount of time it will take to complete the task (the duration), multiplied by
the level of effort that will be given to the task by the resources assigned to it. For example, if the
task “secure work permit” has a duration of 3 days and the resource “Jack” will give 50% of
effort to the task, then the work for the task is 1.5 days.
For tasks with a fixed amount of work, then, you can decrease the duration of the task by
increasing the effort level through more resources. For instance, if the task “perform quality
testing” has a duration of 6 days and a single quality controller is assigned to the task with 100%
effort level, assigning another quality controller to the same task with 100% effort level would
reduce the duration to 3 days.

2.1.06 Dependencies
A dependency is a relationship between a task and its predecessor. Or also referred as a Logical
Relationship in the PMBOK® Guide 6th Edition. A Logical Relationship is a dependency
between two activities, or between an activity and a milestone.* All of these relationships are
displayed on the Predecessors tab of the Task Information dialog box.

There are four types of dependencies:

1. Finish-to-start (FS)-A logical relationship in which a successor activity cannot start until
a predecessor activity has finished. Example: The awards ceremony (successor) cannot
start until the race (predecessor) has finished.*
2. Start-to-Start (SS)-A logical relationship in which a successor activity cannot start until
a predecessor activity has started. Example: Level concrete (successor) cannot begin until
pour foundation (predecessor) begins.*
3. Finish-to-Finish (FF)-A logical relationship in which a successor activity cannot finish
until a predecessor activity has finished. Example: Writing a document (predecessor) is
required to finish before editing the document (successor) can finish.*
 4. Start-to-Finish (SF)-A logical relationship in which a successor activity cannot finish
until a predecessor activity has started. Example: The first security guard shift (successor)
cannot finish until the second security guard shift (predecessor) starts.*

2.1.07 Lag Time

In a typical Finish-to-Start (FS) relationship between tasks in a project plan, there is no delay or
overlap between the end of the predecessor task and the start of the successor task. However,
there may be times when there is a delay between tasks or an overlap between them. This is
called lag and lead.

Lag is the amount of time whereby a successor activity will be delayed with respect to a
predecessor activity.* In an FS relationship, this would mean that the successor task would be
scheduled to start some time after the predecessor task is completed, rather than immediately
after it ends.

For example, when you are making a birthday cake, you have to bake the cake before you can
put frosting on it. So, there is an FS relationship between the task of baking the cake and the task
of frosting the cake. However, after baking the cake, you have to allow the cake to cool before
you can start frosting it. The delay between baking and frosting, while the cake cools, is the lag
time.

You can add lag time between tasks by opening the Task Information dialog box for the
successor task, and on the Predecessors tab, entering a positive value in the Lag field for the
predecessor task.
2.1.09 Task Constraints
A task constraint is a date-based limitation placed on a task in order to control the start and
finish dates. The constraint parameters are selected from the Advanced tab of the Task
Information dialog box.
There are eight schedule constraint types:

 As Late As Possible (which is the default for projects scheduled from a finish
date)
 As Soon As possible (which is the default for projects scheduled from a start
date)
 Finish No Earlier Than
 Finish No Later Than
 Must Start On
 Must Finish On
 Start No Earlier Than
 Start No Later Than

In general, you will want to keep the default constraint assigned to your task, to ensure that your
schedule is as flexible as possible. However, you may choose a different constraint type and
constraint date if you have a specific task whose start or end date is critical to the project’s
success.

2.1.10 Deadlines

In general project management terms, a deadline is the latest time by which something—a task, a
phase, even a whole project—must be completed. In Microsoft Project, you can set a deadline
for a task, in order to track how closely its finish date aligns with the deadline. Setting a deadline
for a task does not affect the schedule, but rather gives you a visual indicator in the Gantt chart—
in the form of a small green arrow—that you can use to easily monitor your progress. If your
task extends beyond the deadline, you will see a red diamond as a warning in the Indicators
field of the Task Entry table.

You can set a deadline for a task on the Advanced tab of the Task Information dialog box, by
selecting the appropriate date from the Deadline field.
Activity 2.1 Creating a Project Schedule

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Tasks.mpp

Scenario

Now that you have begun your project plan in Microsoft Project, you want to add some tasks to
it. Your project will have several phases, and you will add a few tasks in the first phase of the
work. You know how long each task should take, so you can add duration values to the plan at
this time. You will also link the tasks in the correct sequence and address special considerations
(lag and lead time, constraints, and deadlines) where they will apply.

1. Open the Trey_Slide_Presenter_Tasks.mpp project plan file.

2. Set Microsoft Project so all new tasks are automatically scheduled.
a. On the Status Bar at the bottom of the Gantt Chart, left-click New Tasks: Manually
Scheduled, and change it to New Tasks: Auto Scheduled.
3. Add the following tasks in the Gantt Chart.
a. In the Task Entry pane, in the Name field, enter the following tasks in the first four rows:
 Determine sales objectives
 Define launch timing and publicity objectives
 Identify budget requirements
 Obtain launch budget approval
4. Add durations for each task.
a. In the Duration field for each task, enter the following values:
 For the Determine sales objectives task, enter 3 days
 For the Define launch timing and publicity objectives task, enter 3 days
 For the Identify budget requirements task, enter 1 week?
 For the Obtain launch budget approval task, enter 1 week
5. Link the tasks in a Finish-to-Start relationship.
a. Select all of the tasks you just entered.
b. In the Schedule group of the Task tab on the ribbon, select Link the selected tasks.
6. Change the relationship between Tasks 1 and 2 to Start-to-Start.
a. Open the Task Information dialog box for Task 2, Define launch timing and publicity
objectives, by selecting the task name, then selecting the Information button in the
Properties group of the Task tab.
b. In the Predecessors tab of the Task Information dialog box, select Determine sales
objectives and in the Type field, select Start-to-Start (SS).
7. Add a lag time between Tasks 3 and 4.
a. Open the Task Information dialog box for Task 4, Obtain launch budget approval, by
selecting the task name, then selecting the Information button in the Properties group
of the Task tab.
b. In the Predecessors tab of the Task Information dialog box, select Identify budget
requirements, and in the Lag column type 1d for a 1-day lag.
8. Add a lead time between Tasks 2 and 3.
 a. Open the Task Information dialog box for Task 3, Identify budget requirements, by
selecting the task name, then selecting the Information button in the Properties group
of the Task tab.
b. In the Predecessors tab of the Task Information dialog box, select Define launch timing
and publicity objectives, and in the Lag column type -2d for a 2-day lead.
9. Set a constraint for Task 3.
a. Open the Task Information dialog box for Task 3, Identify budget requirements, by
selecting the task name, then selecting the Information button in the Properties group
of the Task tab.
b. In the Advanced tab of the Task Information dialog box, change the Constraint type to
Start No Earlier Than, and set the Constraint date to 8/2/16
10. Set a deadline for Task 4.
a. Open the Task Information dialog box for Task 3, Identify budget requirements, by
selecting the task name, then selecting the Information button in the Properties group
of the Task tab.
b. In the Advanced tab of the Task Information dialog box, set the Deadline to 8/19/16
11. Save the file as My_Trey_Slide_Presenter_Tasks

2.1.12 How to Create a Project Schedule

The key pieces of information you need to complete your project plan are tasks. Here are the
general steps you will use to add tasks to a project; define relationships between tasks; change
how a task is scheduled; and set task constraints and deadlines. When you have completed these
tasks, you will have a project schedule.

Add a New Task

To add a new task:

1. Make sure you are in Gantt Chart view.

2. In the Task Entry table, find the cell in the first empty row of the Task Name column,
and type the name of the task in that cell.

Set a Task's Duration

To set the duration of task:

1. Make sure you are in Gantt Chart view.

2. In the Task Entry table, find the Duration column for the task you wish to modify, and
enter the number and unit, for example 1 day or 2 weeks.
3. To make the Duration an estimate, add a question mark, for example 1 day?

Link Tasks

To link tasks:

1. Make sure you are in Gantt Chart view.

2. In the Task Entry table, highlight the tasks you wish to link.
3. On the ribbon, in the Schedule group of the Task tab, select the Link the Selected Tasks
button.

Define Task Relationships

To change the relationship type between a task and its predecessor:

1. Double-click the successor task in the Task Entry table.

2. In the Predecessors tab of the Task Information dialog box, select the predecessor task
relationship you want to change and select the appropriate relationship type.

Add Lag Time

To add lag time to linked tasks:

1. Double-click the successor task in the Task Entry table.

2. In the Predecessors tab of the Task Information dialog box, enter a positive value and
the unit of time in the Lag column, for example, 1 day to set a lag of one day.

Add Lead Time

To add lead time to linked tasks:

1. Double-click the successor task in the Task Entry table.

2. In the Predecessors tab of the Task Information dialog box, enter a negative value and
the unit of time in the Lag column, for example, -1 day to set a lead time of one day.

Set a Constraint on a Task

To set a constraint on a task:

1. Double-click the task to open the Task Information dialog box.

2. In the Advanced tab, select the desired constraint type, and in the Constraint date box,
enter or select a date for the constraint.

Set a Deadline for a Task

To set a deadline for a task:

1. Double-click the task to open the Task Information dialog box.

2. In the Advanced tab, enter or select a date for the deadline.

2.2.01 User-Controlled Scheduling

Microsoft Project enables you to utilize user-controlled scheduling, in which you can enter tasks
in manually scheduled mode, with or without specific task information for durations, start dates,
or end dates. Instead, you can enter this information as text—rather than specific dates or units of
time—in order to create a schedule that is more a documentation of estimations and assumptions,
instead of a date-based plan.

2.2.02 Estimated Durations

When crafting a user-controlled schedule, you may be unsure of the task’s true duration. When
this is the case, you can mark the task’s duration as Estimated. To do so, you would enter your
best guess at how long it is going to take to complete the task, and then select the Estimated
checkbox or type a question mark after the value of the duration. A duration that has been
estimated will be shown with a question mark following the number in the Duration column.

2.2.03 Manually Scheduled Summary Tasks

With user-controlled scheduling, Microsoft Project allows you to manually define the duration of
a summary task, rather than calculating it automatically based on the relationships and durations
of the subtasks. However, by manually scheduling your summary tasks, it is possible that the
duration of the subtasks could be less than or greater than the duration of the summary task. If so,
Microsoft Project will display a blue or red bar beneath the Gantt bar for the summary task,
warning you of the inconsistency.

2.2.04 Warnings and Suggestions

When creating a user-controlled schedule, you may want to use the warnings and suggestions
that Microsoft Project can display to notify you of any potential problems in your schedule. From
the Inspect command drop-down, you can choose to do one of the following for your tasks:

 Show Warnings: displays a warning icon in the Indicators field or some other visual notification
(such as a red squiggle) for tasks that have problems that may potentially affect the project’s
finish date.
 Show Suggestions: displays a suggestion icon in the Indicators field or some other visual
notification (such as a green squiggle) for tasks that have potential minor issues or where
optimizations could be made to improve the schedule.
 Show Ignored Problems: displays a half-shaded warning icon in the Indicators field for tasks
that have warnings or suggestions that have been previously noted and ignored.

When you select the Inspect Task command for the indicated task, more detailed information
about the task—including information about the warning or suggestion—is displayed in the Task
Inspector pane at the left side of the window.
2.2.05 How to Create a User-Controlled Schedule

By default, Microsoft Project sets all tasks to the manually-scheduled mode. Here are the general
steps you will perform to change the scheduling mode of tasks.

Change the Scheduling Mode for a Task

To change a task from manually-scheduled to auto-scheduled, and the reverse, follow these steps
while in the Gantt Chart view:

1. Select the name of the task you wish to change.

2. From the Tasks group on the Task tab of the ribbon, change the mode to the scheduling
mode you want the task to adopt, either Manually Schedule or Auto Schedule.

Change the Scheduling Mode for All New Tasks

To change the scheduling mode for all new tasks:

1. On the status bar at the bottom of the Gantt Chart, left-click the New Tasks button and
select Auto Scheduled.

Change the Default Project Setting So All New Projects Are Auto-Scheduled

To change the scheduling mode for all new projects:

1. Select the File tab, then Options, and then Schedule Options.
2. Click the drop-down arrow next to Scheduling options for this project, and select All
new projects.
3. Beneath this, change New tasks created to Auto Scheduled, and click OK to close
Project Options.

Activity 2.2 Creating a Project Plan with User-Controlled Scheduling

Before You Begin

Microsoft Project is open.

Scenario

You are becoming more familiar with user-controlled-scheduling, and you want to experiment
with it before applying it to the Trey Slide Presenter project. You remember that by default all
tasks in Microsoft Project are set to Manually Scheduled, which means that when you add a new
task, Microsoft Project does not set dates and durations for it. The Project Management Office
(PMO) at Trey Research has created a small file for you to work with. The tasks are presently
Manually Scheduled, and some of the tasks should become Auto Scheduled. You also want to
change the default setting in Microsoft Project so all new projects are Auto Scheduled.
 1. Open the file named New_Widget_Project from the Create a Project Schedule folder. Note that
some of the fields have data in them and others do not, and that some fields have text instead
of dates or numbers. This is a feature of Manually Scheduled tasks.
2. Link the tasks.
a. Select the first task name in the Task Entry table, hold the Shift key and select the last
task name.
b. In the Schedule group of the Task tab select the Link the Selected tasks button. The
duration and dates fields will then be populated, but the tasks will still be Manually
Scheduled.
3. Change the scheduling mode of the Design task.
a. Select the Design task name, and in the Properties group of the Task tab select
Information.
b. In the General tab, change the Schedule Mode to Auto Scheduled. The color of the
Gantt bar will change to a different shade of blue.
4. Change the scheduling mode of the Marketing task in the same manner, and note that the
values in the Duration and Date fields have changed.
5. Change the scheduling mode for all new tasks to Auto Scheduled.
a. On the Status Bar at the bottom of the Gantt Chart, select New Tasks: Manually
Scheduled and change it to New Tasks: Auto Scheduled.
6. Add a new task at the end of the project.
a. In the first blank row of the Task Entry table, enter the name Production
7. Change the default scheduling mode for all new projects to Auto Scheduled.
a. Select the File tab, then Options, and then Schedule Options.
b. Click the drop-down arrow next to Scheduling options for this project, and select All
new projects.
c. Beneath this, change New tasks created to Auto Scheduled, and click OK to close
Project Options.
8. Save the file as My_New_Widget_Project and close it.

2.3.01 Work Breakdown Structure

A Work Breakdown Structure (WBS) is a hierarchical decomposition of the total scope of work
to be carried out by the project team to accomplish the project objectives and create the required
deliverables.*

The WBS for your project should be created during the planning process, and should detail the
full scope of work that needs to be performed to complete the project—in short, it should
encompass all of the tasks in the project. This is important for estimating project costs, assigning
resources, and effectively scheduling your project. Your progress will be based on comparing the
actual work that has been completed during execution and what was detailed in the WBS during
planning.

2.3.02 Summary Tasks and Subtasks

In the WBS hierarchy, a larger task is called a summary task, and the smaller tasks that are
grouped within it are called subtasks.
In the Gantt Chart view, summary tasks are displayed in bold text in the task list at the left and
with brackets in the Gantt Chart at the right. Subtasks are indented underneath their summary
task. The summary task can be expanded to show its subtasks using the arrows to the left of the
task name, which makes it easier to switch between a high- level view of just the larger tasks and
a more detailed view of all of the related tasks.

If needed, summary tasks can also be made into subtasks of a higher- level summary task, which
can be quite helpful for projects that are particularly complex.

You can create new summary tasks in the Task Entry table using the Insert Summary Task
command from the Insert command group on the Task tab. For existing tasks, you can change
them to summary tasks using the Outdent Task command or change them to subtasks using the
Indent Task command (from the Schedule command group on the Task tab).

It is important to note that grouping tasks under a summary task does not automatically create
dependencies among the subtasks. You must still link subtasks manually in order to create
dependent relationships between them.
Additionally, changing the duration of a summary task will not always automatically change the
duration of the subtasks. However, changing the duration of the subtasks will change the
duration of the summary task accordingly.

2.3.03 The Project Summary Task

Every new project that you create automatically contains a project summary task, which is the
main objective of the project plan. All new tasks that you add to the project will be subtasks of
the project summary task.

By default, the project summary task is hidden for new projects. However, if you want to see the
project summary task, you can unhide it in the Gantt Chart view by selecting the Format
contextual tab, and checking the Project Summary Task check box in the Show/Hide
command group. Then, the project summary task appears as the first task in the task list and
Gantt chart.

Note: The project summary task is sometimes referred to as “Task 0.”

2.3.04 Outline Numbers

When you are working with a complex project that has multiple summary tasks and subtasks,
you might find it helpful to see the outline numbers that Microsoft Project can automatically
assign to each task. Microsoft Project uses a decimal hierarchy numbering scheme to show the
sequence and level of the summary tasks and their subtasks.

By default, outline numbers are hidden, but you can unhide them in the Gantt Chart view by
selecting the Format contextual tab and checking the Outline Number checkbox in the
Show/Hide command group.
2.3.05 Milestone Tasks

A milestone is a significant point or event in a project, program, or portfolio.* While a milestone

in more traditional project management practices is not a true task—it doesn’t have time or effort
associated with it—in Microsoft Project, a milestone is a task with zero duration (but may have
duration if appropriate). In the Gantt Chart view, milestones are indicated in the chart with a
diamond.

You can create a new milestone using the Insert Milestone command in the Insert command
group on the Task tab, or you can insert a new task in the Task Entry table and set the duration
to zero and Microsoft Project will automatically change it to a milestone task. You can convert
an existing regular task into a milestone by viewing the task’s information and checking the
Mark task as milestone check box on the Advanced tab of the Task Information dialog box.
In this case, the milestone task will retain its duration and resources.

2.3.06 Task Notes

As needed, you can use the Notes tab of the Task Information dialog box to capture important
information about a task that might be useful.
There are three ways you can add notes for your task:

 You can type text directly into the Notes field.

 You can copy text or graphics from a source document (such as Microsoft® Word®, Excel®, or
PowerPoint®) and paste them into the Notes field.

A task that has notes associated with it will be indicated by a note icon in the Indicators column
in the task list.

2.3.07 How to Create a Work Breakdown Structure

Here are the general steps you will use to create a work breakdown structure. All of the steps
assume that you are in the Gantt Chart view.

Rearrange Tasks

To rearrange tasks on the task list:

1. Select the task(s) you want to move.

2. Drag and drop the task(s) to their new location.
Insert a Summary Task

To insert a summary task:

1. In the left pane, select the row(s) of one or more tasks that you want to become subtasks
of the new summary task.
2. On Task tab of the ribbon, select Insert Summary Task.
3. In the Task Entry table, replace the text <New Summary Task> with your desired name
for the summary task.

Indent Tasks

To indent tasks so they are subtasks of a Summary Task:

1. In the Task Entry table, select the task numbers or task names of the tasks that you want
indented.
2. In the Schedule group of the Task tab, select the Indent Task button.

Insert a Milestone

To insert a milestone:

1. In the left pane, select the row of the task immediately below the point where you want to
insert the milestone.
2. On the Task tab of the ribbon, select Insert Milestone.
3. In the Task Entry table, replace the text <New Milestone> with your desired name for
the milestone.

Add Text to a Task Note

To add text to a note:

1. Double-click the task to open the Task Information dialog box.

2. In the Notes tab, type and format your desired text.

Show the Project Summary Task

To show the project summary task:

1. On the ribbon, select the Format contextual tab.

2. In the Show / Hide group, check the Project Summary Task check box.
Activity 2.3 Creating a Work Breakdown Structure

Data File:

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Tasks_a.mpp

Scenario

A member of your project team has begun to list the tasks for your project. She has entered the
first two phases of work into Microsoft Project, and you need to make some changes so that the
work will flow smoothly.

1. Open the file.

a. From the Create a Project Schedule folder, open Trey_Slide_Presenter_Tasks_a.mpp.
2. Rearrange the task list.
a. Select the row for the Define press release requirements task.
b. Drag the selected task up until it is between Kickoff product launch and Define sales
presentation.
3. Insert a summary task.
a. Select row numbers 9-12.
b. In the Insert group of the Task tab, select Summary.
c. Replace the placeholder text <New Summary Task> with Marketing
4. Insert a milestone.
a. Select the task named Phase 2 – Detailed Planning.
b. In the Insert group of the Task tab, select Milestone.
c. Replace the placeholder text <New Milestone> with High-Level Planning Complete
5. Indent tasks so they are subtasks of a summary task.
a. Select the tasks named Identify budget requirements and Obtain launch budget
approval.
b. In the Schedule group of the Task tab, select Indent Task.
6. Add text to a task note.
a. Select the Engineering task.
b. In the Properties group of the Task tab, select Information.
c. In the Notes area on the Notes tab, enter Engineering has its own set of plans that it
will follow and select OK.
7. Show the Project Summary Task.
a. On the ribbon, select the Format tab.
b. In the Show / Hide group, select the Project Summary Task check box.
8. Save the file as My_Trey_Slide_Presenter_Tasks_a.mpp
2.3.08 Schedule Options

Throughout your project planning, you may need to add tasks to your project plan to account for
the work that needs to be completed—especially if you used a template as a basis for your plan
and now you need to modify it to include your project’s specific details. Before you insert any
new tasks into an existing task list, it’s a good idea to modify the schedule options for the project
to ensure that new tasks are properly scheduled.

You can access these options by selecting the File tab, and then selecting Options on the
Backstage; in the Project Options dialog box, select the Schedule tab. In the New tasks
created field, make sure that Auto Scheduled has been selected in order to automatically
calculate the task’s parameters in the schedule. Then, make sure that the Autolink inserted or
moved tasks check box is checked, so that Microsoft Project will automatically manage the
dependencies between the tasks for you.

2.3.09 Insert Tasks

You can insert new tasks directly in the Task Entry table in the Gantt Chart. The key is to
select the task directly below the point where you want to place the new task; then, select the
Insert Task command from the Tasks command group on the Task tab and the new task will be
inserted directly above the task you selected. By default, the new task is named <New Task>
and you can rename it with a more descriptive title directly in the Gantt Chart or in the Task
Information dialog box.

If the task that you selected when adding the new task was part of a path, the new task will be
automatically inserted into the path. The selected task will become the successor of the new task,
and the task that was previously the predecessor of the selected task will now become the
predecessor of the new task.

Other than that, the new task will not inherit any other characteristics of the selected task. You
will still need to set the task duration, assign resources to it, and make any other adjustments to
the task information as is appropriate.

2.3.10 Insert Task Options

In addition to adding a task to the task list, there are other options that you can choose from the
Insert Task command drop-down while in the Gantt Chart view:

 Select Recurring Task to insert a repeating task, such as a task that you want to occur on a
certain day each month.
 Select Blank Row to insert blank rows into your task list to separate tasks from one another.
 Select Import Outlook Tasks to convert a task that was created in Microsoft Outlook into a
Microsoft Project task.

2.3.11 Inactive Tasks

An inactive task is a task that is no longer needed in the project plan, but it does not affect
resource availability or the project schedule. When you make a task inactive, the task stays in the
task list but the text is greyed out and crossed out in strikethrough format.

You can mark a task as inactive either in the Task Information dialog box or by selecting the
Inactivate command from the Schedule command group on the Task tab.
It is a best practice to inactivate tasks, rather than delete them, to ensure that your project plan
accurately reflects all of the original tasks in the schedule while accounting for any changes that
were made as the project moved from the planning phase into execution.

2.3.12 The Update Project Dialog Box

If and when a delay occurs in your project, it is likely that you will need to reschedule tasks in
the project plan. Fortunately, Microsoft Project can automatically reschedule any remaining
work based on the changes you make to a task or tasks. To do so, select the tasks you need to
reschedule, and use the Update Project command to specify when you want to reschedule the
uncompleted work for those tasks.

For example, you may have an unforeseen power outage that stops all work being done on the
hardware systems for a software system upgrade. You can select the tasks that are affected in the
project plan, and then specify the date after which that work can resume in the Reschedule
uncompleted work to start after field in the Update Project dialog box.

Note: By default, Microsoft Project will update this information for the entire project. Be sure to
select the Selected tasks radio button to reschedule the work that remains uncompleted for just
the tasks that are affected.
2.3.13 Split Tasks

When you assign a resource to a task in the project plan, Microsoft Project assumes that person
will be working on that task until it is complete. In reality, however, this is not always the case:
the assigned resource may need to work on a task in two or more chunks of time. This is called
splitting a task.

In Microsoft Project, you can manually split a task by selecting the Split Task command from
the Schedule command group on the Task tab. Then, in the Gantt chart, select the task bar for
the task that needs to be split and drag the split piece to the date in the future when the second
chunk of work will be performed. Microsoft Project will connect the two halves of the split task
with a dotted line in the Gantt chart.
2.3.14 The Move Command

If you need to move certain tasks forward or backward in your project schedule or reschedule a
task when resources are available, you can easily do so using the Move command. Simply select
the task that needs to be changed, and then select how it should be moved or rescheduled from
the Move command drop-down from the Tasks command group on the Task tab.

2.3.15 How to Modify a Work Breakdown Structure

Here are the general steps you will use to modify a work breakdown structure.

Set Schedule Options for Automatic Management

To set the scheduling options so that Microsoft Project helps you manage the schedule for
modified and inserted tasks:

1. In the File tab, select Options.

2. In the Project Options dialog box, select the Schedule tab.
3. In the Scheduling options for this project section, in the New tasks created drop-down
list, ensure that Auto Scheduled is selected, and ensure that the Autolink inserted or
moved tasks check box is checked.
Insert a New Task into an Existing Task List

To insert a new task into an existing task list:

1. Select the task below the row where you want to insert the new task.
2. On the Task tab, Insert Task.
3. In the Task Entry table, update the fields for the new task as needed.

Mark a Task Inactive

To mark an existing task as inactive:

1. Select the task that you want to mark inactive.

2. In the Schedule group of the Task tab, select Inactivate.
3. In the Task Entry table, verify that the task appears crossed out.

Reschedule Incomplete Work

To reschedule incomplete work:

1. Select the tasks for which you want to reschedule incomplete work.
2. In the Status group of the Project tab, select Update Project.
3. In the Update Project dialog box, select the Reschedule uncompleted work to start
after radio button and then select the date on which you want the work to resume.
4. Select the Selected Tasks radio button, and Select OK to apply the changes and close the
Update Project dialog box.

Manually Split a Task

To control how a task is split:

1. Select the task that you want to split. Ensure that you can see the task in the Gantt chart
pane and set the zoom level so that you can see the entire task.
2. In the Schedule group on the Task tab, select Split Task.
3. In the Gantt Chart pane, select the place in the bar for the task where you want to create
the split, then drag the split bar to the new starting date.

Move a Task

To move a task:

1. Select the task that you want to move.

2. In the tasks group of the Task pane, select Move.
3. In the menu, select how you want to move the task.
Activity 2.4 Modifying a Work Breakdown Structure

Data File:

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Tasks_b.mpp

Scenario

Your team has made progress on the Work Breakdown Structure, by adding durations and links
to the tasks. You need to make some changes to your Work Breakdown Structure, as it is still a
work in progress. You will add a new task in the middle of the project, mark a task inactive
because you do not think you will need to perform it, split a task into two separate pieces, and
move a task forward by a day. You also want to learn how to reschedule incomplete work,
although you will not need to do this until the project is underway.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tasks_b.mpp from the Create a Project
Schedule folder.
2. Insert a new task into the existing task list.
a. Select the Phase 3 - Execution task name.
b. In the Insert group on the Task tab, select Task.
Note: The new task will appear immediately above the task Phase 3 – Execution, and it
will be linked in a Finish-to-Start relationship with Plan team staffing to support sales
goals and Evaluate market and refine messaging.
c. Replace the <New Task> placeholder with the text Detailed Planning Complete
d. Set the Duration to 0 days, to make the task a milestone.
3. Mark the Define internal communication needs task as inactive.
a. Select the Define internal communication needs task.
b. On the Schedule group on the Task tab, select Inactivate. The task name and associated
Gantt bar will have a strikeout line through them, and the linking of the tasks will be
updated to reflect that this task will not be done.
4. Manually split the Obtain launch budget approval task to have a one-day delay that will occur
two days after the task begins.
a. Select the Obtain launch budget approval task.
b. In the Schedule group of the Task tab, select Split task.
c. In the Gantt Chart pane, select the place in the bar where the split will occur, Friday
8/12/2016.
5. Move the Define sales presentation task.
a. Select the Define sales presentation task.
b. In the Tasks group of the task tab, select Move Task, and then select Move Task
Forward 1 day.
6. Save the file as My_Trey_Slide_Presenter_Tasks_b.mpp
7. Reschedule incomplete work.
a. Select the Define sales presentation task.
b. In the Schedule group of the Task tab, select 50%. The Gantt bar for the task will be dark
blue for 2 days (50% of the duration).
 c. In the Status group of the Project tab, select Update Project.
d. In the Update Project window, select Reschedule uncompleted work to start after and
enter 8/25/2016. The task will then appear with a one-day split.
8. Close the file and do not save changes.

2.4.01 Linked Projects

Just like you can link tasks within a project plan, you can also link tasks from separate project
files or link whole project files to one another. Linking projects or tasks in different project plans
establishes a relationship between the files.

2.4.02 Master Projects and Subprojects

A master project is a project that is linked to one or more smaller subprojects. Conversely, a
subproject is a project that is linked to a larger master project. If you are managing a large,
complex project that is comprised of several smaller, related projects, you might find it easier to
create a project plan for each of the small projects and combine them into a master project plan.

For example, the master project Moonshot.mpp might be composed of the following
subprojects:

 Launch from Earth.mpp

 Travel from Earth to Moon.mpp
 Land on Moon.mpp
 Explore Moon.mpp
 Launch from Moon.mpp
 Travel from Moon to Earth.mpp
 Land on Earth.mpp

One of the advantages of combining your subprojects into a master project is that it allows you to
view all of your resources across all of your projects and make sure that they are not
overallocated.

To link a subproject to a master project, select the Insert Subproject command from the Insert
command group on the Project tab.

Note: To insert a subproject into a master project, you need to be in a task-related view such as
Gantt Chart or Task Usage. If you are in any other type of view, such as Calendar or Team
Viewer, the Insert Subproject command will be inactive.
2.4.03 Insert Subproject Options

When you select the Insert Subproject command, the Insert Project dialog box opens.

From here, you will navigate to and select the file that you want to insert as a subproject, and
then choose from one of three options for establishing a link between the subproject and master
project files.

Option Description
Link to project and Insert Establishes a two-way link between the
subproject and the master project. Changes
made in either file will be updated in the other
file.
Link to project and Insert Read-Only Establishes a one-way link between the
subproject and the master project. Changes
made in the subproject file will be updated in
the master project file, but changes made in the
master project file will not be updated in the
subproject file.
Insert Does not establish a link between the subproject
and master project. Instead, a copy of the
subproject data is simply inserted into the
master project file, and changes made in either
file will not be updated in the other file.

2.4.04 Dependencies Between Linked Projects

When subprojects are linked to a master project, you can establish dependencies between the
tasks of the subprojects or between the tasks of the master project and its subprojects. These
relationships are established exactly as they are done for an individual project, using the Link
the Selected Tasks command. However, if you link tasks between tasks in different projects, it
is important to remember that changes you make to a linked task will affect its successors—even
if those successors exist in another project file.

2.4.05 The Links Between Projects Dialog Box

When you have linked projects to one or more other projects, you can easily see the
dependencies that exist between them. With any of the linked projects open in Microsoft Project,
select the Links Between Projects command from the Properties command group on the
Project tab.

In the Links Between Projects dialog box, you can view any dependency relationships that exist
between tasks in that project and any of the projects to which it is linked. On the External
Predecessors tab, you can see which tasks have predecessor tasks in another project. On the
External Successors tab, you can see which tasks have successor tasks in another project.

For instance, in the following image, the project has one external predecessor: there is a Finish-
to-Start (FS) dependency between the Deployment complete task in another project and the
Review preliminary software specifications task in this project.
2.4.06 How to Link Project Plans

Here are the general steps you will take to link projects to one another.

Insert a Subproject into a Master Project

To insert a subproject into a master project:

1. Make sure you are in a task-related view.

2. In the Insert group of the Project tab on the ribbon, select the Insert Subproject button.
3. Navigate to the location of the subproject file and select it to insert it.

Create a Dependency Between Tasks in Different Subprojects

To create a dependency between tasks in different subprojects:

1. Make sure both subprojects are inserted into the master project.
2. Expand both subprojects to display the tasks comprising each project.
3. Select the task in one subproject that you wish to be the predecessor.
4. While holding the Ctrl key, select the task in the other subproject that you wish to be the
successor.
5. In the Schedule group of the Task tab on the ribbon, select the Link the Selected Tasks
button.
Activity 2.5 Linking Project Plans

Data Files:

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Tasks_a.mpp

Contractor_Selection.mpp

Scenario

You have decided to use a contractor for the engineering phase of your Trey Slide Presenter
project, and the Trey Research PMO has made available a Microsoft Project file that contains the
steps to select such a contractor. You want to incorporate these steps into your project, and you
decide to create a master project that includes two sub-projects, the slide presenter project and
the contractor selection project.

1. Create a new blank project and set it up for your use.

a. From the New page, select Blank Project.
b. Set the project’s scheduling mode and start date.
 From the Project tab on the ribbon, select Project Information. Set the Start
date to August 1, 2016
 Ensure that the Schedule from drop-down list is set to Project Start date.
 Select OK.
c. Set the Task Mode so all new tasks are auto scheduled.
 On the Status Bar below the Gantt Chart, select New Tasks: Manually
Scheduled and change it to New Tasks: Auto Scheduled.
d. Show the Project Summary Task.
 On the ribbon, select the Format tab.
 In the Show/Hide group, select the Project Summary Task check box.
e. Save the file in the Create a Project Schedule folder, and name it
My_Trey_Slide_Presenter_with_Contractor.mpp
2. Insert two subprojects into the master project you just created.
a. Insert the first subproject into the master project.
 Select the Task Name cell in the first blank row below the Project Summary
task.
 In the Insert group of the Project tab, select Subproject.
 If necessary, navigate to the Create a Project Schedule folder and insert the file
My_Trey_Slide_Presenter_Tasks_a.mpp.
 Expand the tasks in the subproject by selecting the open triangle next to the
Task Name in the second row.
b. Insert the second subproject into the master project.
 Select the Engineering task name in the task list.
 In the Insert group of the Project tab, select Subproject.
 From the Create a Project Schedule folder, insert the file
Contractor_Selection.mpp.
  Select the Contractor_Selection task name, and in the Schedule group of the
Task tab, select the green Outdent arrow.
 Expand the tasks in the subproject by selecting the open triangle next to
Contractor_Selection task name in the second row. The subproject is then
parallel to the Marketing and Engineering summary tasks, and below the Define
internal communications needs task.
3. Create dependencies between tasks in different projects.
a. Select the Define internal communication needs task name, hold the Control key, and
select the Write Statement of Work task name.
b. In the Schedule group of the Task tab, select the Link the Selected Tasks button.
c. Select the Select contractor task name, hold the Control key, and select the Align
product release timing with marketing plan task name.
d. In the Schedule group of the Task tab, select the Link the Selected Tasks button.
4. Save the file, but do not save changes to My_Trey_Slide_Presenter_Tasks_a.mpp or to
Contractor_Selection.mpp.

3.1.01 Work Resources

A work resource is a resource that will be utilized for the project on a time basis. The most
common work resources are the people who will perform the tasks (often called “human
resources”), but this also includes any other resources that you need to schedule or track cost for
on a time basis such as equipment, work space, or so forth.

In your project plan, you can refer to your work resources by name (Sara Davis) or by generic
labels (Engineer) depending on your needs. You can also specify the maximum amount of time
units that a work resource can work on the project. For example, Sara Davis may only be able to
devote half of her time to the project, so her Max Units would be 50%. Or, if you have three
identical pieces of equipment that you will be using throughout the project, you can create one
resource for all three of them and set the Max Units to 300%.

3.1.02 Cost Resources

A cost resource is a resource used to capture expenses or track against a budget. Standard cost
resources are assigned to tasks in order to keep track of the expenses associated with the task,
such as a travel expense, purchase of hardware or software licenses, and so on.

A budget resource is a special type of cost resource that is used to keep track of costs against the
budget throughout the project lifecycle. Budget resources can only be assigned to the project
summary task and are used to track the budget at the project level.
3.1.03 Material Resources

A material resource is a resource that is measured by how many units of it are used. For
example, you may have a task to install carpeting, which requires carpet as a material. If you
purchase the carpet by the square foot, you can create a material resource for the carpet and set
its unit of measure to “square foot.” You can also enter the cost per unit, and Microsoft Project
will calculate the estimated cost per task.

3.1.05 The Resource Sheet

To view information regarding the resources that have been allocated to your project, select the
Resource Sheet command in the Resource Views group on the View tab. The Resource Sheet
shows you all of the resources that you have defined for your project and all of the pertinent
information for each, including their resource type, the maximum amount available, standard and
overtime rates (for human resources), accrual rate, and so on.

3.1.06 The Resource Information Dialog Box

In the Resource Sheet, if you double-click any of the fields for a resource, the Resource
Information dialog box will open. This dialog box contains all of the information for the
resource, grouped on four tabs. The General tab displays fields that correspond to several of the
columns in the Resource Sheet, including the resource’s name, initials, group, resource type, and
so on.
Note: Cost information that is displayed in the Resource Sheet is displayed on the Cost tab of
the Resource Information dialog box. You will learn more about this tab when you enter costs
for your resources.

3.1.07 How to Add Resources

Resources are the people, tools, and materials that are used to accomplish the tasks in your
project plan. Adding resources that you need to schedule and track expenses for will be crucial
for keeping your project on time and within budget. Here are the general steps you will use to
add resources to a project plan.

Add a Resource to the Resource Sheet

To add a new resource to the Resource Sheet:

1. From the Resource Views group of the View tab on the ribbon, select Resource Sheet.
2. In the Resource Sheet view, select the first empty cell of the Resource Name column.
3. Type a resource name, such as Resource 1
4. In the Type field, choose the resource type: work, cost, or material.
 5. If creating a material resource, in the Material Label field, enter the label for the per unit
accounting (examples: tons, sq. feet, pound, pallet).
6. Enter any other applicable data in the Resource Sheet columns, for each resource.

Activity 3.1 Adding Resources

Data File:

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Resources.mpp

Scenario

Your Work Breakdown Structure (WBS) looks very solid, and it is now time to begin naming the
resources that are needed for the project. Earlier in planning, you inactivated one of the tasks, but
you have since decided that it is required and have re-activated it. Several of the groups within
R&D will be expanding on the WBS with their specific tasks and resources, so you do not have
to add them to the project.

Here you will add several work resources, as well as material and cost resources, to your plan.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Resources.mpp from the Managing
Resources and Assignments folder.
2. Add work resources to the Resource Sheet.
a. Change the view to the Resource Sheet.
b. In the Resource Views group of the View tab, select Resource Sheet.
c. Add the following resources in the Resource Name column of the Resource Sheet.
 Mable McDonald
 Jeannette Bowman
 Brittany Stuart
 Margarita Steele
 Juan Madera
3. Add material resources in the Resource Name column of the Resource Sheet.
a. Enter Draft Quality Paper and change the Type to Material.
b. Enter Final Quality Paper and change the Type to Material.
c. Add material labels to the Material Label column of the Resource Sheet.
 For Draft Quality Paper enter cartons
 For Final Quality Paper enter cartons
4. Add a cost resource in the Resource Name column of the Resource Sheet.
a. Enter Travel Expenses and change the Type to Cost.
5. Save the file as My_Trey_Slide_Presenter_Resources.mpp
6. Close the file.
Activity 3.1 Adding Resources

Data File:

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Resources.mpp

Scenario

Your Work Breakdown Structure (WBS) looks very solid, and it is now time to begin naming the
resources that are needed for the project. Earlier in planning, you inactivated one of the tasks, but
you have since decided that it is required and have re-activated it. Several of the groups within
R&D will be expanding on the WBS with their specific tasks and resources, so you do not have
to add them to the project.

Here you will add several work resources, as well as material and cost resources, to your plan.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Resources.mpp from the Managing
Resources and Assignments folder.
2. Add work resources to the Resource Sheet.
a. Change the view to the Resource Sheet.
b. In the Resource Views group of the View tab, select Resource Sheet.
c. Add the following resources in the Resource Name column of the Resource Sheet.
 Mable McDonald
 Jeannette Bowman
 Brittany Stuart
 Margarita Steele
 Juan Madera
3. Add material resources in the Resource Name column of the Resource Sheet.
a. Enter Draft Quality Paper and change the Type to Material.
b. Enter Final Quality Paper and change the Type to Material.
c. Add material labels to the Material Label column of the Resource Sheet.
 For Draft Quality Paper enter cartons
 For Final Quality Paper enter cartons
4. Add a cost resource in the Resource Name column of the Resource Sheet.
a. Enter Travel Expenses and change the Type to Cost.
5. Save the file as My_Trey_Slide_Presenter_Resources.mpp
6. Close the file.

3.1.08 Resource Pools

A resource pool is a single, central file that contains information for all the resources being
utilized across various projects for an organization. You can use a resource pool to view
available resources, view resource allocation across projects, and identify assignment conflicts.
Resources pools are created by saving a blank project file that contains only the resource pool
information. If your organization uses an enterprise resource pool through Microsoft PPM, you
don’t need to create another resource pool.

3.1.09 The Share Resources Dialog Box

After you have created a resource pool, all the information for the resources such as assignments,
cost rates, and availability are housed in this central location. Then, the resource pool can be
shared with other project managers, so that they can utilize those resources within their own
project plans.

When a resource pool has been shared, you can choose whether to use your own local resources
or a resource pool in the Share Resources dialog box. Select the Sharer takes precedence
option only if you want information in your project plan to override any conflicting information
from the resource pool.

3.1.10 How to Share Resources

Here are the general steps you will use to share resources.

Create a Resource Pool

To create a resource pool:

1. From the File tab, select New, then Blank Project to create a blank project plan file.
2. From the Resource View group on the View tab, open the Resource Sheet.
3. Enter or import the resources for the resource pool.
4. Save the project plan file containing the resource pool information.

Use a Resource Pool

To use a resource pool in a project plan:

 1. Open the project plan file containing the resource pool.
2. Open the project plan file in which you want to use the shared resource pool.
3. From the Assignments group on the Resource tab, select Resource Pool, then Share
Resources.
4. In the Use Resources (requires at least on open resource pool) From drop-down list,
select the file you opened in Step 1.

Activity 3.2 Sharing Resources

Data File

To complete this lab, you must first download the following data file: Contractor_Selection.mpp

Scenario

Earlier in planning, you created a Microsoft Project file to be used when selecting a contractor.
You would like to share resources from a resource pool with this file, so that you do not have to
enter them. But since you have not yet created the resource pool, you will do that first. The
resource pool will then be available for sharing with other Microsoft Project files.

1. Create a new project.

a. From the File tab, select the New button and select Blank Project.
2. Add work resources to the Resource Sheet.
a. Change the view to the Resource Sheet.
b. In the Resource Views group of the View tab, select Resource Sheet.
c. Add the following resources in the Resource Name column of the Resource Sheet.
 Kristine Rowe
 Humberto Maple
 Barbara Navarro
 Edwin Witcher
 Jerald Odum
d. Save the file in the Managing Resources and Assignments folder with the name
Resource_Pool and leave the file open.
3. Use a resource pool.
a. Open the file Contractor_Selection.mpp.
b. From the Assignments group on the Resource tab, select Resource Pool and then select
Share Resources.
c. In the Share Resources window, select the option Use resources (requires at least one
open resource pool) and verify that the From field indicates Resource_Pool.mpp.
d. From the On conflict with calendar or resource information option, select Pool takes
precedence and select OK.
e. Verify that the resources appear in the Resource Sheet.
 In the Resource Views group of the View tab, select Resource Sheet.
4. Save the file as My_Contractor_Selection.mpp and close the file.
5. Save the resource pool file as My_Resource_Pool.mpp and close it.

3.1.11 Resource Calendars

If you created and applied a base calendar for your project previously in the planning process,
that calendar will automatically be used as the base calendar for each work resource you add to
your project plan. However, if the working and nonworking times of your project calendar do not
actually coincide with the availability of a resource, you can create a resource calendar that is
specific to that particular resource. For example, a resource calendar for Sara Davis might reflect
that she is only available to work from 9 to 12 on Mondays and Fridays.

3.1.12 Resource Availability

There may be times during your project lifecycle that a resource will have varying availability to
work on the project. Perhaps you need to hire a software developer who won’t be able to start
working until a certain date. Or, maybe you will be using a piece of equipment that must be
returned by a certain date. In this case, you can use the Resource Availability table in the
Resource Information dialog box to set a specific start or end date for the resource. There might
also be times in your schedule when one of your resources has limited availability to work on the
project. In this case, you can set the resource’s Units in the Resource Availability table to a
percentage that more accurately reflects their availability during that time period, such as 50%
for a resource that can only devote half of his time.

3.1.13 How to Create a Resource Calendar

Here are the steps you will generally use to create a resource calendar and set resource
availability.

Add an Exception

To add a working time exception:

1. In the Resource Sheet, select the name of a resource and in the Properties group of the
Resource tab, select Information to open the Resource Information dialog box.
2. On the General tab, select Change Working Time.
3. Select a date or dates on the calendar.
4. In the Exceptions table, select the highlighted cell and enter a name for the exception.
5. Select OK in each dialog box to save your changes and close the dialog box.

Set the Working Time of an Exception

To set the working time of an exception:

1. In the Resource Sheet, select the name of a resource and in the Properties group of the
Resource tab, select Information to open the Resource Information dialog box.
2. On the General tab, select Change Working Time.
3. In the Exceptions table, select an exception, then the Details button to the right.
4. Below the Working times radio button, modify a From or To time, select the cell and
enter the new time. To delete a row of From and To times, select the row and press
Delete.
5. Select OK in each dialog box to save your changes and close the dialog box.
Change Resource Availability

To change a resource's availability:

1. In the Resource Sheet, select the name of a resource and in the Properties group of the
Resource tab, select Information to open the Resource Information dialog box.
2. On the General tab, in the Resource Availability table, change the Available From
and/or Available To columns to reflect start and/or end dates of the change in the
resource’s availability.
3. Configure additional availability parameters:
 If you want to increase or decrease the resource's percentage of time dedicated to
working on tasks, change the Units field.
 If you want to specify additional timeframes for changing availability, add
additional rows to the Resource Availability table.
4. Select OK in the Resource Information dialog box.

Activity 3.3 Creating a Resource Calendar

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Resources_b.mpp

Scenario

By default, when you add a resource to your project plan it adopts the project calendar and all of
its exceptions (usually holidays and other non-working days). However, there are times when a
resource has additional non-working days (vacations, work on other projects, and so on.). You
will account for these by creating a resource calendar for Juan Madera, who has some days that
he cannot work on the project during normal working hours and is not available to work on the
project after November 20, 2016.

1. Open the file and view its resources.

a. Open the file named mpp from the Managing Resources and Assignments folder.
b. From the Resource Views group of the View tab on the ribbon, select Resource Sheet.
2. Add an exception to Juan’s working times for September 2nd, when he needs the afternoon off.
a. In the Resource Sheet, select the name Juan Madera.
b. In the Properties group of the Resource tab, select Information to open the Resource
Information dialog box.
c. On the General tab, select Change Working Time.
d. Select September 2, 2016 on the calendar.
e. In the Exceptions table, select the first blank row and enter Half Day in the Name
f. Select the Start field to the right of the Half Day entry and then select the Details
g. Select the Working times option button, select the second row in the table (1:00 PM to
5:00 PM) and delete the row.
h. Select OK to close the Details dialog box.
 3. Add an exception for Juan’s vacation day on September 6th.
a. Select September 6, 2016 on the calendar.
b. In the Exceptions table, select the second blank row and enter Vacation in the Name
c. Select OK to close the Change Working Time dialog box.
4. Change Juan’s resource availability after November 20th.
a. In the first row of the Resource Availability table, change the Available To date to
11/20/2016
b. In the second row of the table, enter 11/21/2016 in the Available from cell and enter
NA in the Available To Enter 100% in the Units cell.
c. Select OK to close Resource Information.
5. Save the file as My_Trey_Slide_Presenter_Resources_b.mpp and leave it open.

3.2.01 Resource Assignments

Once you have built your resource pool, you need to start allocating those resources and their
associated work effort to your project’s tasks. A resource assignment is the connection between
a task and the resource or resources that will be used to complete the task.
3.2.02 Methods for Assigning Resources

There are a number of ways that you can assign a resource to a task in Microsoft Project.

Method Description
Via the From the Resource Names drop-down for a task in the Task Entry table, you can
Resourc select a single resource or multiple resources to assign them to the correspondin
e Names
column

g task.

Via the From the list of available project resources in the Resources table in the Assign
Assign Resources dialog box, you can select a single resource or multiple resources, and
Resourc assign them to a single task or multiple tasks that you have selected in the task list.
es
Dialog
Box

Via the On the Resources tab in the Task Information dialog box, you can select the
Task resources that you want to assign to the task from the Resource Name drop-down in
Informa the Resources table.
tion
Dialog
Box

Via the In the Task Form view, you can select the resources that you want to assign to the task
Task from the Resource Name drop-down in the Task Form table.
Form
3.2.03 How to Assign Resources

Once you've entered resources into your project plan, you need to establish the assignments
between them and tasks. Here are the general steps you will use to assign resources.

Assign Resources Using the Resource Names Column

To assign resources to tasks using the Resource Names column:

1. In the Task Views group of the View tab, select Gantt Chart if necessary.
2. In the Task Entry table, scroll to the task for which you want to assign the resource(s).
3. For the task, select the Resource Names column to activate the drop-down list.
4. From the drop-down list, select the resource(s) that you want to assign to the selected
task.

Assign Resources Using the Assign Resources Dialog Box

To assign resources to tasks using the Assign Resources dialog box:

1. In the Task Views group of the View tab, select Gantt Chart if necessary.
2. In the Task Entry table, select the task(s) for which you want to assign the same
resource(s).
 3. From the Resource tab, select Assign Resources.
4. In the Assign Resources dialog box, select the resource(s) that you want to assign to the
selected tasks.
Note: You can also select the Assign Resources command first, and then select tasks in
the task list with the Assign Resources dialog box already open.
5. In the Units field, set the units to be assigned to the task (for example, 50% for a person
who will spend half their time on the task, or 12 feet for an amount of materials).
6. Select Assign
7. Repeats steps 3-5 to continue assigning resources as needed.
8. Select Close to close the Assign Resources dialog box.

Assign Resources Using the Task Information Dialog Box

To assign resources to a task using the Task Information dialog box:

1. In the Task Views group of the View tab, select Gantt Chart if necessary.
2. In the Task Entry table, locate the task for which you want to assign resources.
3. From the Properties group of the Task tab, select Information to open the Task
Information dialog box.
4. On the Resources tab, in the Resource Name column, enter or select the resources that
you want to assign.
5. In the Units field, set the units to be assigned to the task, for example, 50% for a person
who will spend half their time on the task, or 12 feet for an amount of materials.
6. In a similar manner, select other resources to assign to the task.

Assign Resources Using the Task Form

To assign resources to tasks using the Task Form:

1. In the Task Views group of the View tab, select Gantt Chart if necessary.
2. In the Task Entry table, locate and select the task for which you want to assign
resources.
3. From the Task Views group of the View tab, select Other Views→More Views→Task
Form.
4. In the Task Form view, select a blank row in the Resource Name column.
5. Select a resource name from the drop-down list, and select the appropriate Units value.
6. In a similar manner, select other resources to assign to the task.

Edit Resource Assignments Using the Task Information Dialog Box

To edit resource assignments using the Task Information Dialog Box:

1. In the Task Views group of the View tab, select Gantt Chart if necessary.
2. In the Task Entry table, locate the task for which you want to edit resource assignments.
3. From the Properties group of the Task tab, select Information to open the Task
Information dialog box.
 4. In the Resource Names column for the task, add or remove resources and in the Units
column change the units for any resources. Select OK to return to the Gantt Chart.
5. The background color of the task you just edited will be gray, and a yellow Smart Tag
diamond will appear to the left of the Task Name. The Smart Tag will indicate Click to
set how the task is rescheduled as a result of this assignment. Select the Smart Tag.
6. From the three option presented in the Smart Tag, select the correct one to reflect how
you want the work, duration, or units to be changed. Note that the Smart Tag will no
longer appear next to that Task Name after you make any changes to another task.

Activity 3.4 Assigning Resources to Tasks

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Resources_b.mpp

Scenario

Now that you have added resources to your project plan, it is time to assign them to tasks.
Microsoft Project gives you several methods to do this, and you will use all of them. Because
project plans change after they are created, you will need to modify resource assignments after
they are made. You will also do this in this activity.

1. Assign resources using the Assign Resources dialog box.

a. From the Task Views group of the View tab on the ribbon, select Gantt Chart.
b. In the Assignments group of the Resource tab, select Assign Resources.
c. With the Assign Resources dialog box open, select the Determine sales objectives task.
d. In the Resource Name column, select Mable McDonald and then select the Assign
button.
e. In the task list, select the Identify budget requirements task.
f. In the Resource Name column, select Brittany Stuart and then select the Assign button.
g. With the task still selected, select Travel Expenses in the Resource Name column.
h. In the Cost column of the Travel Expenses row, enter $100.00.
i. Select the Assign button.
j. Close the Assign Resources dialog box.
2. Assign resources using the Task Information dialog box.
a. Select the Task tab and make sure you are in the Gantt Chart view.
b. Select the Define launch goals task name, and from the Properties group of the Task
tab, select Information.
c. In the Task Information dialog box, select the Resources tab.
d. Select the first blank row in the Resource Name column and select Jeannette Bowman
from the drop-down.
e. Jeanette will work full-time on this task, so leave the Units field at 100% and select OK.
f. Select the Define press release requirements task name, and open the Task
Information dialog box.
g. On the Resources tab, select the first blank row in the Resource Name column and
select Humberto Maple from the drop-down.
 h. Humberto will only work part-time on this task, so select 50% in the Units field and
select OK.
i. In a similar manner, assign the following resources to the following tasks:
 Assign Cameron Kellum full-time (100%) to the Obtain launch budget approval
task.
 Assign Edwin Witcher full-time (100%) to the Kickoff product launch task.
 Assign Winston Blanks full-time (100%) to the Create press releases task.
 Assign Final Quality Paper to the Create press releases task and update the
Units to 2 cartons.
3. Assign resources using the Task Form.
a. In the Task Entry table, locate and select the Define sales presentations task.
b. From the View group on the Task tab, select More Views.
c. Select Task Form in the More Views dialog box and select Apply.
d. In the Task Form view, select a blank row in the Resource Name column.
e. Select Juan Madera from the drop-down list, and enter 100% in the Units column.
Select OK.
f. In the same manner, assign Kristine Rowe and Mable McDonald to the Define product
specification literature task.
4. Edit resource assignments using the Task Entry table.
a. From the View group on the Task tab, select Gantt Chart.
b. Select the Determine sales objectives task.
c. Select the Resource Names column for the task to activate the drop-down, and select
the drop-down arrow.
d. From the drop-down list, select Shannon Clemons and then select anywhere in the Task
Entry table to add the resource.
e. Note that the duration became 0.5 days. However, you need both resources to work for
1 day.
f. Select the yellow Smart Tag next to the Resources Names column, and then select the
option to Increase the amount of work but keep the same duration.
5. Save the file and leave it open.

3.3.01 Overallocation

As you may already know, allocation is the act of scheduling tasks and the resources to perform
them, taking into account both resource availability and project duration. Overallocation occurs
when a resource has been assigned to do more work a project than it can within its normal
working capacity.

For example, if you schedule Jan Kolas to spend 100% of her time on the task to develop the
detailed hardware design and 50% of her time on the task to develop the detailed software
design, and those tasks occur simultaneously in the project schedule, then she is an overallocated
resource.

In the Gantt Chart view, tasks with overallocated resources will display an overallocation
icon—sometimes referred to as the burning man icon—in the Indicators column.
In the Resource Sheet view, overallocated resources will be indicated by an overallocation icon
in the Indicators column and with red, bold text in the remaining columns.

3.3.02 Methods of Resolving Resource Conflicts

When you identify that there are overallocated work resources in your project plan, you need to
level them. Resource Leveling is a technique in which start and finish dates are adjusted based
on resource constraints with the goal of balancing demand for resources with the available
supply.*

There are a number of methods you can use to level resource allocation for a task:

 Increase the duration of a task. (This approach is used when resources are fixed.)
 Increase the number of resources assigned to a task. (This approach is used when task duration
is fixed.)
 Reassign the task to another resource that is available.
 Reschedule the task to a time when the resource is available.

Note: Project managers typically use a combination of these methods to achieve a level project.
3.3.03 The Task Inspector Pane

The Task Inspector pane displays any factors that are currently affecting a task’s schedule. If
the task has overallocated resources, the Task Inspector pane will provide you with information
about the resource conflicts and, if available, any actions that you could take to quickly resolve
them. For example, you can have Microsoft Project reschedule the task to start on the date when
the resource is no longer overallocated and available.
3.3.04 The Team Planner View

The Team Planner is the easiest way to see how your resources are allocated across tasks in
your project plan. You can view the Team Planner by selecting it from any of the View drop-
downs that are available on the various ribbon tabs.

In the Team Planner view, all of the work resources are shown in the left pane and the tasks to
which they are assigned are displayed in the right pane, plotted against the project timeline.
Unassigned tasks are shown in the bottom pane. Overallocated resources will appear in red in the
left pane and the respective overallocated task will display red brackets.

In the Team Planner, you can also quickly and easily assign, reassign, or reschedule the tasks in
your project plan:

 To assign an unassigned task, drag it from the bottom pane of the planner to a date in th e
desired resource’s row.
 To reassign a task, drag it from one resource’s row in the planner to another.
 To reschedule a task, drag it from one date in the planner to another.
3.3.05 Automatic Resource Leveling

In Microsoft Project, you can also automatically level overallocations. Leveling works by
splitting tasks or adding a delay to tasks until the resources that are assigned to them are no
longer overallocated. When performing this automatic leveling, Microsoft Project does not
change who is assigned to each task and does not level the material resources, cost resources, or
proposed resources; it only levels the work resources, generic resources and committed
resources. Because of these changes, leveling can delay the finish date of some tasks and,
consequently, also delay the project’s finish date.

Note: Prior to leveling, you may want to set the task priorities in the Task Information dialog
box. The priority sets the task’s importance in the schedule and its availability for leveling. Tasks
that have lower priority are delayed or split before those that have a higher priority.

3.3.06 Resource Leveling Commands

All of the leveling actions are located in the Level group on the Resource tab.

The following table describes all of the options that you can set in the Resource Leveling dialog
box.

Command Function
Level Selection The selected tasks will be leveled according to
the settings configured in the Leveling Options
dialog box. This command is only active when
you select two or more tasks.
Level Resource The selected resource will be leveled according
to the settings configured in the Leveling
Options dialog box.
Level All All overallocated resources will be leveled
according to the settings configured in the
Leveling Options dialog box.
Leveling Options The Leveling Options dialog box opens, where
you can choose how Microsoft Project will
level your resources.
Clear Leveling Any leveling you previously applied to the
project plan will be undone. If two or more
tasks were selected, only the leveling for those
tasks will be cleared.
Next Overallocation The next overallocated resource in the project
plan is selected.

3.3.07 The Resource Leveling Dialog Box

You can control how Microsoft Project levels your resources by selecting Leveling Options and
then setting the leveling parameters in the Resource Leveling dialog box.

There are many options that can be configured from the dialog box:

 You can choose between Automatic and Manual for how leveling calculations will be made.
 You can choose by which unit of time that overallocations will be identified. The default is Day
by Day, but you can also choose from Minute by Minute, Hour by Hour, Week by Week, or
Month by Month.
 You can choose whether to clear old leveling values before applying the new leveling
calculations.
 You can choose whether to level the entire project or only for a specific period of time that you
select.
 You can choose the order in which tasks will be leveled. The default is Standard, but you can
also choose from ID Only or Priority, Standard.
 You can choose which built-in leveling rules are followed when resolving overallocations.

From within the dialog box you can also choose to clear any leveling you have already applied to
the project plan or choose to level all overallocated resources using the parameters you just set.
3.3.08 The Leveling Gantt Chart

When you utilize Microsoft Project’s automatic leveling function, many changes will be made to
your project plan without you seeing them. It may be useful to review these modifications using
the Leveling Gantt Chart, which shows you a comparison of your project plan before leveling
and after leveling. In the Leveling Gantt Chart, each task will appear with two different colored
bars, one for its placement in the project schedule before leveling and for after leveling. You can
also view the delay caused by leveling in the Leveling Delay column.

If you are not happy with the changes made through automatic leveling, you can clear the
changes and either make adjustments to the Leveling Options and try again or you identify
which tasks need adjustments and make them manually.

3.3.09 How to Resolve Resource Conflicts

s you assign resources to tasks, it is easy to assign more work to a resource than it should do in a
day (or hour, week, or month). If such an assignment is unintentional, you can correct it by one
of several methods. Here are the steps you will take to resolve resource conflicts.

Manage Resource Allocation Using the Team Planner View

To manually resolve a resource conflict using Team Planner view:

1. Select the Team Planner from the Resource tab on the ribbon.
 2. Locate the row for the overallocated resource. The Resource Name will appear in red
text.
3. Locate the task(s) which are overallocated. They will appear with a red box in the
schedule pane.
4. Drag and drop the task to reschedule it and/or reassign it to another resource.

Manually Resolve a Resource Conflict Using Task Inspector

To resolve a resource conflict using the Task Inspector:

1. Open the Gantt Chart view if it is not already open.

2. In the Task Entry table, locate the overallocated task.
3. In the Indicators column, right-click the overallocation ("burning man") icon, and select
Fix in Task Inspector.
4. In the Task Inspector pane, review the information about the overallocation.
5. In the Actions area, select an available action, such as Reschedule Task to correct the
overallocation.

Automatically Resolve a Resource Conflict

To resolve resource conflicts in the Gantt Chart using Project's automatic resource leveling
features:

1. In the Level group of the Resource tab on the ribbon, select Leveling Options.
2. In the Resource Leveling dialog box, select the options for leveling:
o To level within a specific time period, in the Leveling range area, select the
Level From radio button and then enter a From and To date.
o To control which tasks get priority in leveling, in the Leveling order drop-down
list, select Priority, Standard. Leveling will be prioritized according to the tasks'
Priority value in the Task Information dialog box.
o To prevent Project from changing the project's end date when leveling, check the
Level only within available slack check box.
3. Select OK to close the Resource Leveling dialog box.
4. Level resources:
o To level assignments only for selected resources, in the Level group of the
Resource tab on the ribbon, select Level Resource. Then select the resource(s) to
be levelled. Select Level Now.
o To level assignments only for selected tasks, in the Gantt Chart select the tasks
to level, and then in the Level group of the Resource tab on the ribbon, select
Level Selection.
o To level assignments for all tasks, in the Level group of the Resource tab on the
ribbon, select Level All.

Analyze the Results of Automatic Leveling

To see how Project's automatic leveling feature changed the project plan:
 1. In the Resource Views group of the View tab on the ribbon, select Other Views then
More Views, then Leveling Gantt.
2. In the Leveling Gantt view, review the changes to the project plan.

Activity 3.5 Resolving Resource Conflicts

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Allocation.mpp

Scenario

Resources have been assigned to all of the tasks in your project, but you see the red “burning
man” icon for some tasks, which tells you that a resource is overallocated, or working more
hours than it should be according to the Resource Sheet. Although overtime has been approved
for the project, you would like to avoid it by delaying the work for a task. There are several ways
to do this, and you will try each one.

1. Open the file.

a. Open the Trey_Slide_Presenter_Allocation.mpp file from the Managing Resources and
Assignments folder and view the Gantt Chart.
2. Mable McDonald is assigned to both Tasks 3 and 4 on August 1, making her overallocated. You
think she can push Task 4 to the next day to solve the problem. Manually resolve this resource
conflict using the Team Planner view.
a. From the View group of the Resource tab, select Team Planner.
b. Scroll in the view until you see Mabel’s name in red and a red box around two tasks on
August 1.
c. Select the Define launch goals task and drag it horizontally to Tuesday, August 2. The
red text and red box disappear.
d. Return to the Gantt Chart, and verify that Mabel is no longer overallocated. Note that
for Task 4 there is a Start No Earlier Constraint on 8/2/16 in the Indicator column, to
signify that Mabel cannot work on this task on Monday.
3. Edward Witcher is overallocated because he is assigned to two tasks on the same day. Manually
resolve this resource conflict using the Task Inspector.
a. Select Task 21, Plan sales force staffing and training to support sales goals and note
that the red “burning man” icon appears in the Indicators column to indicate an
overallocation.
b. From the Task group in the Task tab, select Inspect. The Task Inspector pane opens to
the left of the Gantt Chart, stating that Edwin is working on other tasks. In the Actions
group of the Task Inspector, select Reschedule Task.
c. Note that the overallocations disappear, and the task moves to Tuesday, September 6.
d. Close the Task inspector.
4. Winston Blanks is overallocated for the Update launch plan based on forecast task because he is
scheduled to work on other tasks at the same time. Use the automatic leveling options to
resolve this resource conflict.
 a. Scroll to Task 33, Update launch plan based on forecast, and note that the red “burning
man” icon appears in the Indicators column to indicate an overallocation.
b. In the Level group of the Resource tab, select Leveling Options. Confirm that leveling
calculations is set to Manual and the leveling range is set to Level entire project; the
Leveling order is set to Standard, and that Level only within available slack is
unchecked. Select OK to close the window.
c. In the Level group of the Resource tab, select Level Resource.
d. From the list of resources, scroll down and select Winston Blanks, and select Level Now.
e. Note that Microsoft Project delays the successor task, Establish sales channels, to solve
the overallocation.
5. Analyze the results of automatic leveling.
a. In the Resource Views group of the View tab on the ribbon, select Other Views then
More Views, then Leveling Gantt.
b. The Leveling Delay column displays the number of days each task was delayed as a
result of resource leveling. Note that Task 21 has a leveling delay of 6 elapsed days. In
the right pane of the Gantt Chart, you will see a tan line representing the un-leveled
task, and a blue line representing the leveled task. (Note that Task 17 was not delayed.)
c. Examine the other tasks with leveling delays greater than 0 elapsed days to see the
effect of leveling.
d. Return to the Gantt Chart.
6. Save the file as My_ Trey_Slide_Presenter_Allocation.mpp and close it.

3.4.01 Fixed and Variable Costs

When it comes to the costs associated with a project, there are actually two types: fixed costs and
variable costs.

Fixed costs are those costs that remain constant throughout the project and do not change
because they are independent of their output. These costs include things like rent, buildings,
equipment, and so on.

Variable costs are those costs that increase at a constant rate throughout the project and vary
because they are directly related to their output. These costs include things like wages, utilities,
materials, and so on.

3.4.02 Resource Costs

The Costs tab of the Resource Information dialog box displays the costs associated with a
specific resource. In the Cost rate tables, you can view, add, or modify the resource’s costs,
including setting the wage rates (Standard Rate and Overtime Rate) and the amount of cost
that accrues every time the resource is used (Per Use Cost). You can also specify different rates
for on specific time periods, using the Effective Date field.

However, resources don’t always have the same rates over the entire life of a project. An
employee might get a raise that takes effect during the project, or a contractor might have
varying rates depending on the type of labor being performed. On the Costs tab, you can capture
these types of resource rate changes using the various tabs of the Cost rate tables, each of which
can contain rates for the resource that will be used during specified period of time. For example,
you could use tab A (Default) to specify the default rates that a contractor charges during the
peak season, and use tab B to specify the discount rates that he will charge during the off-season.

You can also use cost rate tables for your material resources. You may have discounted rates for
buying your materials in bulk or different rates depending on the quality of the material being
used. You can specify these different rates in the cost table and then see how the variable rates
affect the overall costs for the project when you change them.

3.4.03 How to Enter Resource Costs

Here are the general steps you will use to add cost rates for a resource.

Add Cost Rates for a Resource

To add cost rates for a resource:

1. In the Resource Sheet, select the name of a work resource.

2. In the Std. Rate column, enter the appropriate rate.
Note: If the rate is an hourly rate, you do not need to enter /h because Microsoft Project
 uses hourly units by default. Monthly rates can be entered with /m following the
numerical value. Annual rates can be entered with /y.
3. Configure additional cost details for a work resource:
 If you want to add an overtime rate for the resource, enter the overtime rate in the
Ovt. Rate column.
 If you want to add per use cost for the resource, enter the value in the Cost/Use
column.
4. For a material resource, change the Type to Material then enter the appropriate monetary
value in the Std. Rate column and enter the units in the Material column—for example,
a paper resource might appear as 5.00 in the Std. Rate column and carton in the Material
column.
5. For a cost resource, change the Type to Cost. Do not enter any values in the Std. Rate
column; they will be entered when the cost resource is assigned to a task.

Change a Cost Rate for a Resource

To change a cost rate for a resource:

1. In the Resource Sheet, select the name of a resource and in the Properties group of the
Resource tab, select Information to open the Resource Information dialog box. Select
the Costs tab.
2. In the Cost rate tables section, select the A (Default) tab.
3. Select the second cell in the Effective Date column.
4. Select the date when the resource's cost will change.
5. Select the second cell in the Standard Rate column and type a monetary amount (dollars
and cents) in the cell. Alternatively, you can type a positive or negative percentage (such
as 50% or -50%) in the cell; the amount from the cell above will be increased or
decreased by that percentage and replace the percentage you typed.
6. Configure additional cost details:
 If you want to add an overtime rate for the work resource, enter the overtime rate
in the first cell in the Overtime Rate column. Alternatively, you can type a
positive or negative percentage (such as 50% or -50%) in the cell; the amount
from the cell above will be increased or decreased by that percentage and will
replace the percentage you typed.
 If you want to add per use cost for the resource, select the second cell in the Per
Use Cost column and type a monetary amount (dollars and cents) in the cell.
Alternatively, you can type a positive or negative percentage (such as 50% or -
50%) in the cell; the amount from the cell above will be increased or decreased by
that percentage and will replace the percentage you typed.
Activity 3.6 Entering Resource Costs

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Costs.mpp

Scenario

Resources and assignments have been added to the project plan, and you now want to enter costs
for the resources. Most of the project team members will charge an hourly rate, although a
couple of people know only their annual salary, so you will need to input either hourly or annual
values as appropriate. Also, the costs for several people will increase on September 1, 2016 and
you want to input the new rates now so Microsoft Project will calculate costs automatically using
the correct rates. Finally, a few team members will be eligible for overtime pay. Fortunately,
Microsoft Project can handle that also, so you will add overtime rates where necessary.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Costs.mpp from the Managing Resources
and Assignments folder.
b. Change the view to the Resource Sheet.
2. Add cost rates for resources.
a. Select the work resource Mabel McDonald.
b. In the Std. Rate column enter 30 and in the Ovt. Rate column enter 45
Note: The cells will display $30.00/h and $45.00/h.
c. In a similar manner, enter costs for the other work resources as follows:
 Jeannette Bowman has a standard rate of $30.00 an hour and an overtime rate
of $45.00 an hour.
 Brittany Stuart has a standard rate of $30.00 an hour and an overtime rate of
$45.00 an hour.
 Kristine Rowe has a standard rate of $500.00 a month.
 Cameron Kellum has a standard rate of $65,000 a year.
d. Select the material resource Draft Quality Paper.
e. In the Std. Rate column enter 5 and in the Material column enter cartons
f. Enter the rate for Final Quality Paper.
g. In the Std. Rate column enter 10 and in the Material column enter cartons
3. Change cost rates for resources.
a. Select Mabel McDonald and in the Properties group of the Resource tab, select
Information. Then select the Costs tab.
b. In the second row in the Effective Date column select or enter 9/1/2016
c. In the second row of the Standard Rate column enter 5%
d. In the second row of the Overtime Rate column enter 5%
e. In a similar manner, increase the costs by 5% on 9/1/2016 for the following resources:
 Jeannette Bowman
 Brittany Stuart
4. Save the file as My_ Trey_Slide_Presenter_Costs.mpp and leave it open.
4.1.01 The Gantt Chart Tools Format Contextual Tab

When you are working with your project data in a Gantt Chart view, the Gantt Chart Tools
Format contextual tab displays on the ribbon. You can use the commands on the tab to format
how the information is displayed in the Gantt Chart.

For instance, you can format a Gantt Chart view to quickly identify specific types of tasks, or
you could add text to specific bars to help you identify them.

Note: Any changes you make to one Gantt Chart view does not change the look of another Gantt
Chart view.

4.1.02 Gantt Chart Bar Styles Options

To display critical project information in your Gantt Chart, you will use the commands found in
the Bar Styles command group on the Gantt Chart Tools Format tab. This includes actions to
format how bars appear in the chart, which types of tasks are displayed and how they appear in
the chart, and whether or not to display other critical factors in the chart to help you track and
analyze your project progress.

4.1.03 Format Bar Styles

To call attention to specific tasks in your project plan, such as a milestone or summary task, you
can customize how they appear in the Gantt Chart using the Format Bar Styles command from
the Format Bar Styles drop-down in the Bar Styles command group. In the Bar Styles dialog
box, you can select from a variety of customization options to change the appearance of the task
bars—such as their color, shape, or pattern—for specific types of tasks, in order to distinguish
them from each other in the Gantt Chart.
Note: You can also change the appearance of just a single, selected task using the Format Bar
command from the Format Bar Styles drop-down.

4.1.04 Task Path

With a more complex project, the information displayed in the Gantt Chart might start to get a
little overwhelming with so many multi-colored bars and task link lines. To help you sort this out
visually, Microsoft Project has included the Task Path feature, which highlights how tasks are
linked to each other in the schedule.

With Task Path, you can select any task in the task list and then view the chain of predecessor
tasks and successor tasks that are linked to it. You can also differentiate between and view
driving predecessors and driven successors, whose scheduling is driven by the selected task. You
can choose to display one, all, or any combination of these task types for the selected task in the
Gantt Chart. With the task selected, simply choose the type of tasks you want to see in the
connected chain from the Highlight Task Path drop-down from the Bar Styles command group
on the Gantt Chart Tools Format tab.
4.1.05 The Critical Path

The critical path is the sequence of activities that represents the longest path through a project,
which determines the shortest possible duration.*

In short, the project duration cannot be shorter than the total duration of all of the tasks in the
critical path. In general, a project will only have a single critical path, though some more
complex projects could have more than one.
Microsoft Project automatically calculates the critical path for you, but does not display it for
you by default. In the Gantt Chart view, check the Critical Tasks check box from the Bar
Styles command group on the Gantt Chart Tools Format tab. Then, tasks in the critical path
will be displayed in red in the Gantt Chart.

4.1.06 How to View Information About the Critical Path

he critical path is an important component of the project plan. Here are the general steps to view
information about the critical path in the Gantt Chart.

Use the Task Path Feature in a Gantt Chart

To use the Task Path feature to display a color for the predecessors and successors of a task:

1. In the Task Views group of the View tab select Gantt Chart.
 2. Select a task for which you want to examine information about predecessors and
successors.
3. In the Bar Styles group of the Gantt Chart Tools Format tab, select Highlight Task
Path.
4. From the Highlight Task Path drop-down, select the related types of tasks that you want
to highlight in the Gantt Chart:
 Select Predecessors to highlight the predecessors of the selected task in yellow.
 Select Driving Predecessors to highlight the predecessors that directly affect the
selected task in orange.
 Select Successors to highlight the successors of the selected task in magenta.
 Select Driven Successors to highlight the successors that are directly affected by
the selected task in purple.

View the Critical Path in a Gantt Chart

To see the critical path of a project in Gantt Chart view:

1. In the Task Views group of the View tab, select Gantt Chart.
2. On the ribbon, select the Gantt Chart Tools Format contextual tab.
3. In the Bar Styles group, check the Critical Tasks check box.
4. In the right pane of the Gantt Chart view, scroll vertically and horizontally to find bars
and arrows in red.
Activity 4.1 Viewing Critical Path Information for a Project

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Tracking.mpp

Scenario

Your project plan is progressing nicely, and resources have been assigned to all tasks. You know
that the plan is not complete yet because there will be additional material resources for the
manufacturing work, but from a scheduling perspective the plan looks good. You want to see
which tasks are on the critical path, because they will drive the completion date for the project.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tracking.mpp from the Tracking and
Analyzing a Project folder.
2. View the critical path for the project.
a. In the Task Views group of the View tab, select Gantt Chart.
b. On the ribbon, select the Gantt Chart Tools Format contextual tab.
c. In the Bar Styles group, check the Critical Tasks check box.
d. In the right pane of the Gantt Chart view, scroll vertically and horizontally to find bars
and arrows in red.
3. Save the file as My_Trey_Slide_Presenter_Tracking.mpp and leave it open.

4.2.01 Baselines

A baseline is the approved version of a work product that can be changed only through formal
change control procedures and is used as a basis for comparison.* Your project baseline is a
snapshot of the planned scope, time, and cost of the project according to the approved project
plan. As the project is then executed, you can compare your actual scope, time, and cost against
the baseline to measure how the project is performing.

There are a number of questions that you can pose to determine if your project is on track as
compared to the baseline.

For Scope Baseline-"The scope baseline is the approved version of a scope statement, work
breakdown structure (WBS), and its associated WBS dictionary, that can be changed only
through formal change control procedures and is used as a basis for comparison.*

 Are we performing the tasks we planned?

 Are we performing different tasks than we anticipated?
 Are we performing more or fewer tasks than we anticipated?
For Schedule Baseline-"the approved version of a schedule model that can be changed only
through formal change control procedures and is used as a basis for comparison to actual
results.*

 Are we on schedule?
 Are we behind schedule?
 Are we ahead of schedule?

For Cost Baseline- The approved version of the time-phased project budget, excluding any
management reserves, which can be changed only through formal change control procedures and
is used as a basis for comparison to actual results.*

 Are we on budget?
 Are we under budget?
 Are we over budget?

4.2.02 Baselines in a Project Plan

In Microsoft Project, you can set up to 11 different baselines that you can use as comparison
points to help you monitor your project progress. Once your project plan is approved, the initial
baseline will show the baseline for the project with the tasks as they have been scheduled. As
work begins and the project progresses, you will want to set additional baselines to capture
changes that have been made to the project plan and measure your progress against them.
Because a baseline provides the reference points against which you will compare your actual
project progress, it should include your best estimates for start and finish dates, task durations,
costs, and any other project variables that you want to monitor.

The best practice is to use Baseline (without a number) for the project plan when it is initially
approved, and then to use Baseline 1-10 when changes are made to the project plan. For
instance, if one month into the project there are several new tasks added to the project plan
because of a new request, you should capture these changes by setting Baseline 1 for the project.

You may find that setting multiple baselines is useful for long projects or for projects in which
there have been significant changes to scheduled tasks or costs that have rendered the original
baseline irrelevant. Baseline information that consistently differs from your actual data may
indicate that your original project plan is no longer accurate, because the scope needs to be
reviewed or essential elements of the project have changed.

4.2.03 The Set Baseline Dialog Box

You can easily set a baseline for your project plan by selecting the Project tab on the ribbon and,
from the Schedule command group, selecting the Set Baseline command from the Set Baseline
drop-down.

In the Set Baseline dialog box, you will select the parameters for your baseline that will be used
to create a snapshot of your project schedule at this particular point in time.
4.2.04 The Baseline Dialog Table

A baseline in Microsoft Project is made up of primary reference points across five categories:
duration, start dates, finish dates, work estimates, and cost estimates. The Baseline table displays
the baseline that you have set for your project plan with values for each of these five specific
reference points.
4.2.05 Interim Plans

An interim plan is a snapshot of the current project start dates and end dates that you can
compare against the project baseline to see how the project is progressing specifically related to
the project schedule. You can save up to 10 interim plans in a project plan.

If you need to keep records of extensive changes that are made to the project plan, it is
recommended that you set multiple baselines rather than using interim plans, or use a
combination of the two, to capture this data. For example, you may want to set a baseline at each
major planning milestone; then, if you need to save only task start dates and finish dates after
work begins, you can set multiple interim plans (perhaps on a monthly or quarterly basis).

4.2.06 How to Set and Maintain Baselines

The followings steps are how you will set, update, and clear baselines and set an interim plan.

Set and Update a Baseline

To set a project baseline:

1. In the Schedule group of the Project tab, select Set Baseline, then Set Baseline again.
 2. Select the Set baseline radio button, and from the drop-down list, select the baseline you
wish to set.
 Leave it at the default Baseline to use the standard baseline fields.
 Additional baselines can be set throughout the project, for example at the ends of
phases, by using Baseline 1, Baseline 2, and so on.
3. Verify that the Entire project radio button is selected.
4. Select OK to close the dialog box.

Clear a Baseline

To clear a project baseline:

1. In the Schedule group of the Project tab, select Set Baseline, then Clear Baseline.
2. In the Clear Baseline dialog box, select the Clear baseline plan radio button, and select
the baseline you wish to clear.
3. Verify that the Entire project radio button is selected, and select OK to close the dialog
box.

View the Baseline Table

To view the current values for the project baseline in the Baseline table:

1. In the Data group of the View tab, select Tables→More Tables→Baseline.

2. Select Apply.
3. View the values in the Baseline Duration, Baseline Start, Baseline Finish, Baseline
Work, and Baseline Cost for the applied baseline.

Set an Interim Plan

To set an interim plan:

1. In the Schedule group of the Project tab, select Set Baseline, then Set Baseline again.
2. Select the Set Interim Plan radio button.
3. In the Copy drop-down list, select the start and finish or baseline values that you want
to save. (The current start and finish, and baseline values are not numbered.)
4. In the Into drop-down list, select the name of the interim plan into which you want to
copy the values. Interim plans are stored in the start and finish fields.
5. Select OK to close the dialog box.
Activity 4.2 Setting and Updating a Baseline Activity 4.2 Setting and Updating a
Baseline

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Tracking.mpp

Scenario

You are ready to track the progress of your project, but before doing this you need to set a
baseline for the project. This will provide you with a point in time against which you can
compare your progress. The baseline will consist of five values for each task: start date, finish
date, duration, work, and cost.

1. Set a baseline.
a. In the Schedule group of the Project tab, select Set Baseline→Set Baseline.
b. In the Set Baseline dialog box, select the Set baseline radio button, and leave the drop-
down list at the default Baseline to use the standard baseline fields.
c. Leave the For field with the default Entire Project radio button selected.
d. Select OK.
2. View the baseline data.
a. In the Data group of the View tab, select Tables→ More Tables.
b. In the More Table dialog box, select Baseline, and then select Apply.
c. Note that the five columns to the right of the Task Name column have been populated
with data.
3. Return to the Task Entry table.
a. In the Data group of the View tab, select Tables→Entry.
4. Save the file and leave it open.

4.3.01 Task Progress

When the project is in the execution phase and work is being performed against the tasks, you
need to capture your task progress in order to keep the project plan up to date. Task progress can
include the actual start date that work began, the percentage of work that has been completed,
and the actual or projected finish date of the task given the other two factors.

When you update the progress on a task, Microsoft Project may automatically update the amount
of work completed and the associated cost depending on the task’s settings. Additionally, any
auto-scheduled successor tasks that are dependent on the task you are updating will be
automatically rescheduled if the update causes a change in the dependency date. For example, if
you complete a predecessor task a day early, Microsoft Project may assume that the successor
task that is supposed to start when the predecessor finishes can also start a day early.
4.3.02 The Status Date Dialog Box

A status date is a date that you set within Microsoft Project that you will use to report on your
project’s status. When you update your task status, you can specify whether that status is as of
the current date or as of the status date. For example, if your team reports their task status to you
on Friday and you enter your updates on the following Monday, you can set the status date to the
previous Friday’s date so that your reporting and estimates are accurate.

You can use the Status Date dialog box to change the status date for the project. You can access
it from the Status command group on the Project tab.

4.3.04 The Update Tasks Dialog Box

If you need or want even more control over updating a task, you can use the Update Tasks
command from the Mark on Track drop-down in the Schedule command group. The command
opens the Update Tasks dialog box, where you can update the task progress manually, at a much
more detailed level.

One of the task progress updates that you can make in the Update Tasks dialog box is to a task’s
actual start and finish dates. For instance, if a task did not start on the date in which it was
supposed to according to the project plan, you should update the actual start date of the task in
order to prevent its delay from affecting the entire project (as would possibly happen if you just
marked the task on track) and to maintain an accurate record of the project’s progress. Or, if a
task that started on schedule ends before or after the planned finish date, you should update the
actual finish date of the task.
4.3.05 Tracking Progress Against Duration

There are a number of values that you can update for a task within the Update Tasks dialog box
in order to track its progress against its duration.

Value Description
Percent complete The percent complete is the amount of the task that has been
completed, as a percentage of total completion. A task that has not
been started is 0% complete and a task that is finished is 100%
complete. When a task is in progress and you want to update its
progress in the project plan, you can enter a percentage value
between 0 and 100 to represent the task’s status. This amount is
displayed and updated in the % Complete field.

For example, you could specify that the Develop detailed

software design task is 80% complete based on the amount of
time that has passed in the schedule for that task.

If you enter a value in the % Complete field, Microsoft Project

will automatically calculate and update the actual duration and
remaining durations values.
Actual duration The actual duration is the amount of the scheduled duration that
has been spent on a task to date, calculated as the scheduled
duration multiplied by the percent of duration complete. This
value is displayed and updated in the Actual dur field.

For example, if the task Review hardware vendors has a

scheduled duration of 5 days and the task is 20% complete, the
actual duration is 1 day.

If you enter a value in the Actual dur field, Microsoft Project will
automatically calculate and update the percent complete and
remaining duration values.
Remaining duration The remaining duration is the amount of the scheduled duration
that is left for the task to be completed. If you enter a value for
actual duration, it is calculated as the scheduled duration minus the
actual duration. If you enter a value for percent complete, it is
calculated as the scheduled duration minus the actual duration
multiplied by the percent complete. This value is displayed and
updated in the Remaining dur field.

For example, if the task Secure necessary architectural

resources has a scheduled duration of 3 days and 2 days have
been spent on the task, the remaining duration is 1 day. Or, if 50%
 of the task has been completed, the remaining duration is 1.5 days.

If you enter or edit a value in the Remaining dur field manually,

Microsoft Project calculates a new task duration and updates the
percent complete. If time has already been spent on the task, the
actual duration would not change.

For example, the task Obtain feedback/input on design has a

scheduled duration of 4 days, and 3 days of the task have already
passed but the reviewers need an additional 2 days. You would
need to update the task by adding 2 days to the remaining duration
value. The actual duration would stay the same, but the percent
complete will update to reflect the amount of the task that has been
finished according to the duration and the project schedule will
change to reflect the additional time needed for the task.

Note: Values in the Update Tasks dialog box fields are not updated in real time. In order for
Microsoft Project to perform its calculations and update the other fields accordingly, you need to
click OK in the dialog box. When you open the Update Tasks dialog box for that same task
again, the fields will all be updated to reflect the appropriate values.

4.3.06 The Work Table

The Work table displays information about the work that is scheduled for your project.

Note: You can insert columns in the table to show additional fields, such as Actual Overtime
Work, which you can use to track your progress against work.

4.3.07 Tracking Progress Against Work

There are a number of values that you can view—and, in the case of the work that has already
been performed, update—for a task within the Work table in order to track its progress against
work effort.

Value Description
Actual work Actual work is the amount of work that has already been
completed by your resources for the assigned task. This amount is
displayed and updated in the Actual Work field.

For example, the resource assigned to the Review software

vendors task may have worked 24 hours on the task during that
status week, and that needs to be captured as progress against the
 scheduled work for the task and the project.

If you enter a value in the Actual Work field, Microsoft Project

calculates and updates the amount of actual work for the
summary task(s) and project summary task, the amount of work
remaining for the task, the percent of work complete on the task.
Actual overtime work Actual overtime work is the amount of overtime work—work
scheduled to take place beyond the resource’s normal working
hours— that has already been spent by your resources for the
assigned task. This amount is displayed in the Actual Overtime
Work field, if it has been added.

For example, the resource assigned to the Define system

requirements task may have worked 8 overtime hours in order to
complete the task, above and beyond the 40 hours that was
originally scheduled for the task.

Note: Overtime work and actual overtime work are assigned and
updated in the Task Usage table. Once added there, you can
insert the respective columns in the Work table and the
associated values will display. Assigning and utilizing overtime
will affect your costs.
Remaining work Remaining work is the amount of work still scheduled and/or
required for the task to be completed. It is calculated as the
amount of work scheduled minus the amount of actual work
already completed. This amount is displayed in the Remaining
Work field.

For example, if the resource assigned to the Define target

performance metrics task has already performed 12 hours of the
40 hours of work assigned to them, the task has 28 hours
remaining.

4.3.08 The Cost Table

The Cost table displays information about the costs associated with the tasks and resources for
your project. There are a number of values that you can view—and, in the case of the fixed costs
and accrual methods, update—for a task within the Cost table in order to track its progress
against project costs. You do not enter any values into this table when tracking project progress;
Microsoft Project enters them based upon changes you have made to duration and work.
4.3.10 How to Update Task Progress

Follow these steps to update task progress for your project.

Set the Project Status Date

To set the project status date:

1. In the Status group of the Project tab, select the Calendar symbol next to Status Date.
2. Select or enter a date.

Update Task Status

To update the status of a task:

1. Navigate to a task-related view (such as the Gantt Chart).

2. Select the task you want to update.
3. If the task is on schedule with respect to the Status Date, in the Schedule group of the
Task tab, select the Mark on Track button.
4. If the task is not on schedule, select the drop-down arrow next to the Mark on Track
button.
 Select the Update Tasks option.
 Update the % Complete, Actual duration, Remaining duration, Actual Start,
and Actual Finish fields as appropriate.
 Select OK to close the Update Tasks dialog box.
Update the Work Using the Work Table

To update the work using the Work table:

1. In the Data group on the View tab, select Tables, then select Work.
2. Select a task, then enter the amount of Actual Work and Remaining Work as
appropriate. The variance column will indicate whether the task is projected to finish
over the baseline work amount (positive value) or under (negative value).

Activity 4.3 Updating Task Progress

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Tracking_b.mpp

Scenario

Project execution is underway! It is now August 8, and you want to update your plan to account
for the work that was accomplished in the first week. You need to set a status date of August 5,
and to update Microsoft Project to reflect last week’s progress.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tracking_b.mpp from the Tracking and
Analyzing a Project folder.
2. Set the status date to August 5, 2016.
a. In the Status group of the Project tab, select the calendar symbol next to Status Date.
b. Select or enter the date 8/5/2016, and select OK.
3. Update the project plan to reflect that the Determine sales objectives task was completed on
schedule.
a. Select the task Determine sales objectives.
b. In the Schedule group of the Task tab, select Mark on Track.
c. Note the check in the Indicators column for the task and a solid blue bar in the center of
the Gantt bar for the task, to show that the task is complete.
4. The Define launch goals task did not begin on time and it took longer than planned, however it
is complete. Update the project plan accordingly.
a. Select the task Define launch goals.
b. In the Schedule group of the Task tab, select the arrow to the right of Mark on Track,
and then select Update Tasks.
c. In the Update Tasks dialog box, make the following changes:
 % Complete = 50
 Actual dur = 1d
 Remaining dur = 1d
 Actual Start = 8/3/16
d. Select OK.
5. The Identify budget requirements task is partially complete, and you want to indicate this in the
Work table.
 a. Select the task Identify budget requirements.
b. In the Data group of the View tab, select Tables, then select Work.
c. In the identify budget requirements row, select or enter 6 hrs in the Actual column, and
2 hrs in the Remaining column.
d. Note that the % Work Complete value for this task is now 75%.
e. In the Data group of the View tab, select Tables, then select Entry.
6. Save the file as My_Trey_Slide_Presenter_Tracking_b.mpp and close the file.

4.4.01 Variance

In project management, variance is the difference between the baseline and the actual
performance for any of the key constraints for a project—scope, time, and cost. Variance can be
positive, indicating that the project is exceeding the plan; or it can be negative, indicating that the
project is under the plan.

Microsoft Project includes a number of built-in tools that will display variance for the three key
factors for your project:

 The Variance table shows variances in planned and actual dates and duration.
 The Work table shows variances in planned and actual work.
 The Cost table shows variance between planned and actual costs.

You can view their respective commands in the Tables drop-down from the Data command
group on the View tab.
4.4.02 The Project Statistics Dialog Box

The Project Statistics dialog box displays overall statistics for five key categories for your
project: start and finish dates, duration, work, and cost.

For start and finish dates, it displays the current start and finish dates, the start and finish dates
set in the initial baseline, the actual start and finish dates (if your project is in progress, only a
value for the start date will display), and the variance between the baseline start and finish dates
and the actual start and finish dates.

For duration, work, and cost, it displays the current amounts of scheduled time, work hours, and
costs that exist in the project plan; the scheduled time, work hours, and costs as set in the initial
baseline; the actual amount of time, work hours, and cost already spent on the project; and the
remaining amount of time, work hours, and cost left on the project.

You can open the Project Statistics dialog box by selecting the Project Information command
from the Properties command group on the Project tab, and then selecting the Statistics button.

4.4.03 Baselines in the Gantt Chart

To compare your current project status to any of the baselines you have created for your project,
you can view the baseline in the Gantt Chart. In the Gantt Chart view, select the baseline that
you want to view from the Baseline drop-down from the Bar Styles command group on the
Gantt Chart Tools Format tab. Microsoft Project will display baseline bars below the task bar
in a different color, to show the tasks as they were initially scheduled in the selected baseline.
4.4.05 The Tracking Gantt View
Using the Tracking Gantt view, you can view how your tasks are progressing over time and
whether their start and finish dates are slipping. The Tracking Gantt compares the start and finish
dates for your tasks as they were initially planned in the selected baseline and the scheduled or
actual start and finish dates for your tasks as they exist in the current project schedule.

To view the difference between your initial plan and the current schedule, select Tracking
Gantt from any of the View command drop-downs. Microsoft Project will display the baseline
bar below the task bar, with tasks that are part of the critical path in red.
4.4.06 How to Compare Progress Agianst a Baseline

The following steps show how to compare progress against a baseline.

View Tables that Show Project Variance

To view project variance tables:

1. In the Data group of the View tab, select the table that displays project data that you want
to view:
 To show variance between baseline and currently scheduled start and finish dates,
select Variance from the Tables drop-down list.
 To show variance between baseline and currently scheduled work, select Work
from the Tables drop-down list.
 To show variance between baseline and currently scheduled costs, select Cost
from the Tables drop-down list.

View Project Statistics

To view the statistics for the project:

1. In the Properties group of the Project tab, select Project Information.

2. In the bottom of the Project information dialog box, select Statistics.

Show the Baseline in the Gantt Chart

To show baseline bars below task bars in the Gantt Chart:

1. In the Bar Styles group of the Gantt Chart Tools Format tab, select Baseline and from
the drop-down list, select the baseline that you want to show.
2. To remove the baseline bars, follow step 1 and clear the check mark next to a baseline.

View Project Slippage

To view slippage, to see which tasks have slipped from their initial schedule in the baseline:

1. In the Bar Styles group of the Gantt Chart Tools Format tab, select Slippage and from
the drop-down list, select the baseline that you want to compare slippage against. The
lines to the left of the Gantt bars reflect how long each task has slipped.
2. To remove the slippage lines, follow step 1 and clear the check mark next to a
baselines.

Show the Tracking Gantt View

To show the Tracking Gantt view:

 1. In the Task Views group of the View tab, select Other Views, then select More Views,
then select Tracking Gantt, then select Apply.

Activity 4.4 Comparing Progress Against a Baseline

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Tracking_c.mpp

Scenario

Your project has been underway for a month, and it is now the day after Labor Day. You have
set the status date to September 2, the Friday before Labor Day, and you have entered the
progress made by your project team into the Gantt Chart. (Shortly after execution began, you
entered rates for the project resources into the plan, so you are now able to track costs as well as
the schedule.)

Most of the tasks have been tracking close to the original plan, but Trey Research management
did not approve the budget for two weeks. During that time Cameron Kellum spent full-time
reworking the budget and responding to management’s requests; this delay will impact the
schedule and the cost of the project. You need to compare the progress to date against the
baseline.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Tracking_c.mpp from the Tracking and
Analyzing a Project folder.
2. Determine the variances to the schedule, work, and cost.
a. In the Data group in the View tab, select the Tables command, and select Variance from
the drop-down.
b. View the differences in the Start Variance and Finish Variance columns to determine
the status of each task and of the overall project.
c. In the Data group in the View tab, select the Tables command, and select Work from
the drop-down.
d. View the Variance column to determine if anyone on the project team has spent
considerably more person-hours than planned at the beginning of the work.
e. In the Data group in the View tab, select the Tables command, and select Cost from the
drop-down.
f. View the Variance column to determine which tasks have costs that have exceeded the
initial planned amounts.
3. Examine the project statistics.
a. In the Properties group of the Project tab, select Project Information, and in the bottom
of the Project information dialog box, select Statistics.
b. In the table, view the overall status of the project.
c. Close the Project Statistics window.
4. Show baseline bars in the Gantt Chart.
 a. In the Data group in the View tab, select the Tables command, and select Entry from
the drop-down to return to the default view.
b. In the Bar Styles group of the Gantt Chart Tools Format tab, select Baseline.
c. From the drop-down list, select the un-numbered Baseline option at the top.
d. View the baseline for each task in the Gantt Chart, which appear as gray bars below the
blue Gantt bars.
e. View the tasks that are slipping in the Gantt Chart, which appear as gray bars to the left
of the blue Gantt bars.
f. In the Bar Styles group of the Gantt Chart Tools Format tab, select Baseline.
g. From the drop-down list, select the un-numbered Baseline option at the top again to
remove the baseline bars in the Gantt Chart.
5. View the amount of slippage for each task.
a. In the Bar Styles group of the Gantt Chart Tools Format tab, select Slippage.
b. From the drop-down list, select the un-numbered Baseline entry.
c. View the amount of slippage for each task, which is shown by the length of the dark bars
to the left of the blue Gantt bars.
d. In the Bar Styles group of the Gantt Chart Tools Format tab, select Slippage.
e. From the drop-down list, select the un-numbered Baseline option at the top again to
remove the slippage bars in the Gantt Chart.
6. View the Tracking Gantt.
a. In the Task Views group of the View tab, select Other Views→More Views.
b. In the More Views dialog box, select Tracking Gantt, and then select Apply.
c. View the following in the Tracking Gantt view that displays:
 The percent complete for each task as a value to the right of the task bar.
 Red bars represent tasks in the Critical Path.
 Dark gray bars represent the Baseline.
 Dark gray bars to the left of blue or red bars indicate tasks that are slipping.
d. Return to the Gantt Chart if desired.
7. Save the file as My_ Trey_Slide_Presenter_Tracking_c.mpp and close it.

5.1.01 Views

Views in Microsoft Project provide a visual representation of project data that can be useful for
tracking your project throughout its lifecycle. You can use a specific view to focus on specific
aspects of your project or view specific types of data. For instance, there is a view that helps you
track your progress and a view that shows you how your resources are being utilized. Typically,
views contain a combination or two or more tables and/or charts.
5.1.02 Default Views

There are a number of built-in views that are considered the most commonly used views; they
are accessible from the various view commands on the various ribbon tabs. The View drop-down
lists them all on the Task and Resource tabs, and they are found in the various commands of the
Task Views and Resource Views command groups on the View tab.

View Description Use

Calendar Shows the tasks in the project schedule To see which tasks are scheduled
in calendar format. You can view tasks for a particular time period.
by month, week, or a custom time period
you select.
Gantt Chart Shows project tasks in two ways: as a list To see a list of your tasks and a
and as bars plotted against the project graphical representation of when
timeline. they are scheduled to occur.
Network Shows tasks as boxes or nodes and the To see a graphical representation of
Diagram dependencies between them as arrows. how tasks are sequenced.
Resource Form Shows information about each resource, To see and update information for
such as associated costs and calendars, one resource at a time, without
the tasks assigned to the resource, the having to use the Resource
amount of work scheduled, and Information dialog box.
scheduled start and finish dates for those
assigned tasks. Information is shown for
one resource per screen.
Resource Graph Shows the percentage that each resource To see when each resource is
is being used (per unit of time in the normally allocated and
timeline) in a graphical format, with blue overallocated.
bars for normally allocated time and red
bars for overallocated time. Information
is shown for one resource per screen.
Resource Sheet Lists all of the project resources and To see a list of all the project
relevant information for each, such as resources and detailed information
their max units, standard rate, overtime about each one.
rate, cost per use, accrual rate, base
calendar, etc.
Resource Usage Shows all of the resources, the tasks to To see how many hours a resource
which each is assigned, and how many will use in total, for a specific task,
hours each task is scheduled to take (per or for a specific period of time.
unit of time in the timeline) in a table
format.
Task Form Shows information about each task, such To see and update information for
as the resources assigned to it, the one task at a time, without having
amount of work scheduled to each to use the Task Information dialog
resource, and the scheduled start and box.
finish dates for those assigned resources.
 Information is shown for one task per
screen.
Task Sheet Lists all of the project tasks and relevant To see a list of all the project tasks
information for each, such as their and detailed information about each
duration, start and finish dates, one.
predecessor tasks, resource names, etc.
Task Usage Shows all of the tasks, the resources that To see how many hours a task or its
are assigned to each, how many hours assigned resources will use in total,
each task is scheduled to take, and how for a specific tasks, or for a specific
many hours each resource is scheduled to period of time.
the task (per unit of time in the timeline)
in a table format.
Team Planner Shows all of the resources and the tasks To see a graphical representation of
to which each is assigned (per unit of each resource, the tasks to which
time in the timeline) in a graphical each is assigned, and when each
format. Overallocated resources appear resource will work on its assigned
in red. tasks.
Timeline Shows the tasks in the project schedule To see key tasks and their location
plotted against the project timeline. You in the project schedule.
can zoom in or out to view the tasks at a
high-level or at a more detailed level.
Tracking Gantt Shows the task list and both baseline and To see a graphical representation
scheduled bars for each task, plotted comparing the baseline schedule
against the project timeline. with the actual schedule.

5.1.03 The More Views Dialog Box

In addition to the built-in views provided from the view commands, there are a number of other
views from which you can choose to display your data in Microsoft Project. These additional
view are listed in the More Views dialog box, which you can access by selecting More Views
from any of the view command drop-downs.
These additional views provide a multitude of different ways to view your project data.

View Description Use

Bar Rollup Shows a simplified, high-level To see a high- level summary of
view of all tasks in the project the project.
plan.
Descriptive Network Diagram Shows more information for To see a more detailed
each node than in the regular graphical representation of how
network diagram view. tasks are sequenced.
Detail Gantt Shows more information about To see a more detailed list of
each task in the task bar, your tasks and a graphical
including the critical path, than representation of when they are
in the regular Gantt Chart scheduled to occur.
view.
Gantt with Timeline Shows the Timeline view at the To see the high-level view of
top portion of the screen and the project tasks in the timeline
the Gantt Chart view in the and the refined details of the
lower portion. tasks in the Gantt Chart
simultaneously.
Leveling Gantt Shows scheduled delays in the To see what changes have been
Gantt Chart that have been made to the project schedule
caused by resource leveling. via the automatic leveling
feature.
Milestone Date Rollup Shows all the tasks as summary To see a high- level summary of
bars in the Gantt Chart, with the project with milestones and
milestone marks and dates dates.
labeled.
Milestone Rollup Shows all the tasks as summary To see a high- level summary of
bars in the Gantt Chart, with the project with milestones.
milestone marks labeled.
Multiple Baselines Gantt Shows a Gantt Chart with all of To see a comparison of
the baselines that have been set schedules amongst multiple
for all tasks in the project. baselines.
Relationship Diagram Shows each task, its To see a more detailed
predecessors and successors, graphical representation of the
and the type of dependencies relationships between tasks in
that exist amongst them in a the project plan.
graphical format. Information is
shown for one task per screen.
Resource Allocation A split view that shows the To see how resources are
Resource Usage view in the allocated to individual tasks in
top portion of the screen and a the project plan.
Gantt Chart in the lower
portion. When a task is selected
in the Resource Usage table at
 the top, just the information
relative to that specific task is
displayed in the Gantt Chart.
Resource Name Form Shows information about each To see and update information
resource, similar to the for one resource at a time,
Resource Form view, but in without having to use the
less detail. Information is Resource Information dialog
shown for one task per screen. box.
Task Details Form Shows information about each To see and update information
task, similar to the Task Form for one task at a time, without
view, but in greater detail. having to use the Task
Information is shown for one Information dialog box.
task per screen.
Task Entry A split view that shows the To see and update task
Gantt Chart view in the top information for one task at a
portion of the screen and the time, without having to use the
Task Form view in the lower Task Information or Resource
portion. When a task is selected Information dialog boxes.
in the task list at the top, just
the information relative to that
specific task is displayed in the
Task Form.
Task Name Form Shows information about each To see and update information
resource, similar to the Task for one task at a time, without
Form view, but in less detail. having to use the Task
Information is shown for one Information dialog box.
task per screen.
5.1.04 Methods for Viewing Data

There are a number of methods that you can use to display just the data that you specifically
want to view. These actions are found in the Data and Zoom command groups on the View tab.

Each of the commands provides a different way to view your project data.

Method Description
The Sort command You can use the Sort command to arrange the tasks or
resources listed in the current view in a different order
than they currently appear. From the Sort drop-down list,
you can choose one of the pre-defined sort criteria to
apply—by Start Date, by Finish Date, by Priority, by
Cost, or by ID—or you can specify your own sort
criteria selecting Sort By and setting your parameters in
the Sort dialog box.
The Outline command You can use the Outline command to specify how much
detail about the project is shown. From the Outline drop-
down list, you can choose which level of detail to
display:

 Show Subtasks displays all of the subtasks under a

selected task.
 Hide Subtasks hides all of the subtasks under a
selected task.
 All Subtasks displays all of the subtasks for the entire
project.
 Level 1 through Level 9 displays all of the tasks at the
selected level of indentation (1 through 9).

The Tables command You can use the Tables command to display different
sets of fields in a table, within the current view. From the
Tables drop-down list, you can choose which data set
you want to display in the table:

 Cost displays cost information about project tasks,

such as fixed costs, baseline costs, actual costs, etc.
 Entry displays task information about project tasks,
such as duration, start and finish dates, etc. (This is
the default view.)
  Hyperlink displays links to additional task information
on a computer, network, or website.
 Schedule displays schedule information about project
tasks, such as scheduled start and finish dates, slack,
etc.
 Tracking displays actual task information rather than
scheduled task information, such as actual start and
finish dates, actual cost, actual work, etc.
 Variance displays the difference between the actual
and baseline dates, such as actual start and finish
dates, baseline start and finish dates, start and finish
variance, etc.
 Work displays the difference between the actual and
baseline work, such as scheduled work, baseline
work, actual work, remaining work, etc.
 Summary displays a comprehensive view of
important task information, such as duration, start
and finish dates, percent completed, cost, work, etc.
 Usage displays resource usage information about
project tasks, such as scheduled work, duration, start
and finish dates, overtime work, actual overtime
work, etc.
 More Tables open the More Tables dialog box, where
you can select even more tables in which to view
specific sets of your project’s data.

The Highlight command You can use the Highlight command to visually call out
items in the current view that meet specific, selected
criteria. From the Highlight drop-down list, you can
choose a commonly used criteria that you want to
highlight in your project data—such as Active Tasks,
Completed Tasks, Critical tasks, Late Tasks,
Milestones, and so on—or you can choose More
Highlight Filters to open the More Filters dialog box
and select from the entire list. To remove the highlighting
from the current view, select Clear Highlight from the
drop-down.
The Filter command You can use the Filter command to only display items in
the current view that meet specific, selected criteria.
From the Filter drop-down list, you can choose a
commonly used criteria that you want to filter your
project data by—such as Active Tasks, Completed
Tasks, Critical tasks, Late Tasks, Milestones, and so
on—or you can choose More Filters to open the More
Filters dialog box and select from the entire list. To
remove the filter from the current view, select Clear
Filter from the drop-down.
The Group by command You can use the Group by command to group like items
together in the current view based on specific, selected
criteria. From the Group by drop-down list, you can
choose a commonly used criteria that you want to group
your project data by—such as Active v. Inactive tasks,
Complete and Incomplete Tasks, Constraint Type,
Priority level, Resource assignments, and so on—or you
can choose More Groups to open the More Groups
dialog box and select from the entire list. To remove the
grouping from the current view, select Clear Group
from the drop-down.
The Timescale command You can use the Timescale command to select the
increment of time that is displayed in your current view.
From the Timescale drop-down list, you can choose a
commonly used time frame—such as Hours, Days,
Weeks, Months, Quarters, Years, and so on—or you
can choose Timescale to open the Timescale dialog box
and format the timescale to suit your personal
preferences.

5.1.05 New Views

In addition to the numerous built-in views that are provided in Microsoft Project, you can also
create your own custom views that you can then access from the various view commands drop-
down lists. For example, you might want to see resources names and percent complete in the
nodes in the Network Diagram view, but those two data points are not included in the default
view; however, you can add them to a new custom Network Diagram view that you create
yourself.

You create new views by selecting the New button in the More Views dialog box.
5.1.06 The Define New View Dialog Box

When you create a new view, you have the option of creating a single view or a combination
view. You select this option for your customized view in the Define New View dialog box.

5.1.07 Single View

You would select Single view if you want to create a view where you only see project
information in a single pane. If you select this option, a View Definition dialog box displays.

In the dialog box, you will configure your single view by completing the following fields:

 In the Name field, give your new view a descriptive name.

 In the Screen field, select an existing view from Microsoft Project upon which the new view will
be based.
 In the Table field, select the table type that will applied to the new view.
 In the Group field, select the group by type that will applied to the new view.
 In the Filter field, select the filter type that will be applied to the new view.
 Check or uncheck the Highlight filter check box to choose whether to add highlighting for the
selected filter in the new view.
 Check or uncheck the Show in menu check box to choose whether to add the new view in the
view commands drop-down lists.
5.1.08 Combination View

You would select Combination view if you want to create a split view where you see overall
project information in one pane and detailed information about selected project items (like tasks
or resources) in another pane. If you select this option, a View Definition dialog box displays.

In the dialog box, you will configure your single view by completing the following fields:

 In the Name field, give your new view a descriptive name.

 In the Primary View field, select an existing view from Microsoft Project that will be displayed as
the main pane of the new view.
 In the Details Pane field, select an existing view from Microsoft Project that will be displayed as
the secondary pane of the new view.
 Check or uncheck the Show in menu check box to choose whether to add the new view in the
view commands drop-down lists.

5.1.09 Other Tools for Customizing Views

From within the More Views dialog box, there are a couple of additional tools that you can use
to customize your views.

Tool Description
Edit Sometimes, you might find that editing an existing view is more
useful than creating a new view from scratch. You can use the Edit
button to modify a built-in view or one you created previously to
customize it to suit your specific needs. Selecting Edit will open a
View Definition dialog box similar to the one for new views.
Copy If you choose to modify an existing view to customize it for your
needs, it’s a good idea to make a copy of it first so that the original
view remains unchanged. You can use the Copy button to make a
copy of a built-in view or one you created previously. Selecting
Copy will open a View Definition dialog box similar to the one for
new views.
Organizer Unless you have disabled the setting, most elements that you
 modify or create in Microsoft Project are saved within the Global
template (Global.MPT) and are accessible in all project files. The
Organizer is a tool that you can use to reuse these elements—
including views, reports, tables, calendars, etc.—between projects.
If you have created customized views in other projects, you can add
them to your existing project plan via the Global template through
the Organizer.

5.1.11 How to View Project Information

Microsoft Project offers many ways to view information about a project plan. The two most-
frequently-used views are the Gantt Chart to look at tasks and assignments, and the Resource
Sheet to look at information about project resources. However, familiarity with some of the other
views will allow you to focus on specific aspects of your project or view specific types of data.
Here are the general steps you will use to view project information.

Use Built-In Views

To see the built-in views that Project offers:

1. In the View group of the Task tab, select the drop-down to access the following views:
 Calendar—to see which tasks are scheduled for a particular time period.
 Gantt Chart—to see a list of your tasks and a graphical representation of when
they are scheduled to occur.
 Network Diagram—to see a graphical representation of how tasks are
sequenced.
 Resource Sheet—to see a list of all the project resources and detailed information
about each one.
 Resource Usage—to see how many hours a resource will use in total, for a
specific task, or for a specific period of time.
 Resource Form—to see and update information for one resource at a time,
without having to use the Resource Information dialog box.
 Resource Graph—to see when each resource is normally allocated and
overallocated.
 Task Usage—to see how many hours a task or its assigned resources will use in
total, for a specific task, or for a specific period of time.
 Task Form—to see and update information for one task at a time, without having
to use the Task Information dialog box.
 Task Sheet—to see a list of all the project tasks and detailed information about
each one.
 Team Planner—to see a graphical representation of each resource, the tasks to
which each is assigned, and when each resource will work on its assigned tasks.
 Timeline—to see key tasks and their location in the project schedule.
 Tracking Gantt—to see a graphical representation comparing the baseline
schedule with the actual schedule.
Use The More Views Dialog Box

To see additional views:

1. In the View group of the Task tab, select the drop-down and select More Views
to access the following views:
 Bar Rollup—to see a high-level summary of the project.
 Descriptive Network Diagram—to see a more detailed graphical
representation of how tasks are sequenced.
 Detail Gantt—to see a more detailed list of your tasks and a graphical
representation of when they are scheduled to occur.
 Gantt with Timeline—to see the high-level view of the project tasks in
the timeline and the refined details of the tasks in the Gantt Chart
simultaneously.
 Leveling Gantt—to see what changes have been made to the project
schedule via the automatic leveling feature.
 Milestone Date Rollup—to see a high-level summary of the project with
milestones and dates.
 Milestone Rollup—to see a high-level summary of the project with
milestones.
 Multiple Baselines Gantt—to see a comparison of schedules amongst
multiple baselines.
 Relationship Diagram—to see a more detailed graphical representation
of the relationships between tasks in the project plan.
 Resource Allocation—to see how resources are allocated to individual
tasks in the project plan.
 Resource Name Form—to see and update information for one resource at
a time, without having to use the Resource Information dialog box.
 Task Details Form—to see and update information for one task at a time,
without having to use the Task Information dialog box.
 Task Entry—to see and update task information for one task at a time,
without having to use the Task Information or Resource Information
dialog boxes.
 Task Name Form—to see and update information for one task at a time,
without having to use the Task Information dialog box.
Use Various Methods for Viewing Data

To use various methods for viewing data:

1. In the View group of the Data tab, select the appropriate tool as follows:
 Sort— to arrange the tasks or resources listed in the current view in a
different order than they currently appear.
 Outline— to specify how much detail about the project is shown. From
the Outline drop-down list, you can choose which level of detail to
display.
 Tables— to display different sets of fields in a table, within the current
view. From the Tables drop-down list, you can choose which data set you
want to display in the table.
 Highlight—to visually call out items in the current view that meet
specific, selected criteria. From the Highlight drop-down list, you can
choose a commonly used criterion that you want to highlight in your
project data.
 Filter—to only display items in the current view that meet specific,
selected criteria. From the Filter drop-down list, you can choose a
commonly used criterion that you want to filter your project data by.
 Group by—to group like items together in the current view based on
specific, selected criteria. From the Group by drop-down list, you can
choose a commonly used criterion that you want to group your project
data by.
2. In the Zoom group of the View tab, select the Timescale command to select the
increment of time that is displayed in your current view.

Create New Views

To create custom views that are not available from Microsoft Project:

1. Create a single view.

a. In the View group of the Task tab, select the drop-down then select More
Views, then select New, then select Single view.
b. In the View Definition dialog box, configure the view by filling in the
following fields:
 In the Name field, give your new view a descriptive name.
 In the Screen field, select an existing view from Microsoft Project
upon which the new view will be based.
 In the Table field, select the table type that will applied to the new
view.
 In the Group field, select the group by type that will applied to the
new view.
 In the Filter field, select the filter type that will be applied to the
new view.
  Check or uncheck the Highlight filter check box to choose
whether to add highlighting for the selected filter in the new view.
 Check or uncheck the Show in menu check box to choose whether
to add the new view in the view commands drop-down lists.
c. Select OK to close the dialog box and display your new view.
2. Create a combination view.
a. In the View group of the Task tab, select the drop-down then select More
Views, then select New, then select Combination view.
b. In the View Definition dialog box, configure the view by filling in the
following fields:
 In the Name field, give your new view a descriptive name.
 In the Primary View field, select an existing view from Microsoft
Project that will be displayed as the main pane of the new view.
 In the Details Pane field, select an existing view from Microsoft
Project that will be displayed as the secondary pane of the new
view.
 Check or uncheck the Show in menu check box to choose whether
to add the new view in the view commands drop-down lists.
c. Select OK to close the dialog box and display your new view.

Use Additional Tools for Customizing Views

To find additional tools for customizing views:

1. In the View group of the Task tab, select the drop-down then select More Views
to access the following tools:
 Edit—to modify a built-in view or one you created previously to
customize it to suit your specific needs.
 Copy—to make a copy of a built-in view or one you created previously.
 Organizer—to reuse views, reports, tables, calendars, etc. between
projects.
Activity 5.1 Viewing Project Information

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Communicating.mpp

Scenario

You have been working with the Gantt Chart and Resource Sheet to create your project plan, but
you want to become familiar with the other ways Microsoft Project can display your work. Here
you will examine several of them, and you will create a custom view that is not part of the
Microsoft Project collection.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Communicating.mpp from the
Communicating Project Information folder.
2. Examine several built-in views.
a. In the View group of the Task tab, select the drop-down and then select
Calendar. The project plan appears on a monthly calendar, with each task name
and its duration shown.
 To view a different month, select the left or right arrow below the
Month button or use the scroll bar to the right of the calendar.
 To view a weekly calendar, select the Week button and scroll to see the
desired week.
 To see a custom calendar, select the Custom button and complete the
information in the Zoom dialog box.
b. In the View group of the Task tab, select the drop-down and then select Task
Usage. Tasks and resources are shown in the table.
 To view the assignment for any task and resource, select a resource
name associated with a task, then in the Editing group of the Task tab
select Scroll to Task. The right side of the screen will scroll to the
appropriate date.
 To view fields other than Work, select the Task Usage Tools Format
contextual tab, then in the Details group select the type of data you
want to see.
c. Explore several other views using the same technique. Note that a contextual
Format tab associated with the view you select will appear on the ribbon.
d. In the View group of the Task tab, select the drop-down and then select More
Views. From the More Views dialog box select a view and select the Apply
button to display it.
3. Look at other methods for viewing project data.
a. In the View group of the Task tab, select the drop-down and then select
Resource Sheet.
b. Sort resources alphabetically by name.
 In the Data group of the View tab, select Sort, then select by Name.
Note that the ID numbers are no longer consecutive.
  To return to numerical order, select ID from the Sort button.
c. Create a multi-level custom sort for resources.
 Select Sort by from the Sort button, and then select the fields you want
to sort by.
 To return to numerical order, select ID from the Sort button.
d. In the View group of the Task tab, select the drop-down and then select Gantt
Chart.
e. Filter tasks to show only milestones.
 In the Data group of the View tab, select the No Filter drop-down next
to Filter, then select Milestones. All tasks with durations greater than
zero are hidden.
 To remove the filter, select the Milestones drop-down, then select [No
Filter].
f. Group tasks by whether they are on the critical path or not.
 In the Data group of the View tab, select the No Group drop-down next
to Group by, then select Critical. Non-critical tasks are grouped,
followed by tasks that are on the critical path.
 To remove the grouping, select the Critical drop-down, then select [No
Group].
g. Experiment with the other tools in the Data group of the View tab.
4. Create a new custom view to display the schedule variance of all incomplete tasks,
grouped by whether or not the tasks are on the critical path, with the Gantt Chart.
a. In the View group of the Task tab, select the drop-down then select More
Views.
b. Select New→Single view.
c. Select or enter the following information in the View Definition dialog box:
 In the Name field, enter Variance of Critical Incomplete Tasks
 In the Screen field, enter Gantt Chart
 In the Table field, enter Variance
 In the Group field, enter Critical
 In the Filter field, enter Incomplete tasks
 In the Highlight filter field, enter Unchecked
 In the Show in menu field, enter Checked
d. Select OK and Apply to display the view.
e. Select a task name and in the Editing group of the Task tab, select Scroll to Task
to see the Gantt bar for that task.
f. In the View group of the Task tab, select the drop-down and note that the name
of the new view appears at the top of the list, under Custom.
g. Return to the Gantt Chart.
5. Use the Organizer to copy a custom calendar to the Global template.
a. In the View group of the Task tab, select the drop-down then select More
Views.
b. Select Organizer.
c. Select the Calendars tab. The left pane shows the calendars in the Global.mpt
file, and the right pane shows the calendars in the
Trey_Slide_Presenter_Communicating.mpp file.
 d. Select Trey Research in the right pane, and select the Copy button between the
panes to copy it to the Global.mpt file. It will now be available for all projects on
the computer.
6. Save the file as Trey_Slide_Presenter_Communicating.mpp and close it.

p>This template is similar to the Text template. The only difference is that this template opens in the
Raw HTML editor rather than in the Visual editor.

The Raw HTML editor saves your HTML exactly as you enter it. You can switch to the Visual
editor by clicking the Settings tab and changing the Editor setting to Visual. Note, however, that
some of your HTML may be modified when you save the component if you switch to the Visual
editor.

5.2.01 Methods of Importing Tasks

If you have an existing list of tasks in another program, you can import them into Microsoft
Project to save yourself time in creating your project plan. There are a variety of ways you can
import tasks:

 Because the Task Entry table is really just a spreadsheet, you can import tasks from another
program by simply copying the task information and pasting it in the appropriate field in the
project plan.
 You can create a new project plan from an existing Excel spreadsheet or SharePoint task list,
using the New from Excel workbook and New from SharePoint Tasks list options on the Start or
New screens.
 You can import tasks from other file types, including Excel files (.xls, .xlsb, and .xlsx extensions),
text-only or ASCII files (.txt extension), comma-separated values (CSV) files (.csv extension), and
extensible markup language (XML) files (.xml extension).

By default, Microsoft Project will not open file formats other than its native project plan format,
.mpp or .mpt files. To import data from other file types, you will first need to enable Microsoft
Project to do so in the Trust Center from the Project Options dialog box. Under Legacy
Formats, you will need to select either the Prompt when loading files with legacy or non-
default file format or Allow loading files with legacy or non-default file formats options to
allow Microsoft Project to interact with these other file types.
5.2.02 The Import Wizard Dialog Box

Whenever you open a non-project plan file in one of the supported formats in Microsoft Project
that requires placing existing field data in a corresponding field in the new file, the Import
Wizard automatically opens to walk you through the steps to import data from the file.
When you access data in another format, you first need to create an import map that defines how
data fields in the source file correspond to data fields in the project file. For example, if an Excel
spreadsheet has four fields labeled Task Name, Duration, Start Date, and Finish Date, you
need to map those fields to corresponding fields in Microsoft Project to make sure that the data is
entered in the project plan as you intended it to be.

Once you have mapped your data accordingly, Microsoft Project will create a project plan with
the data placed in the correct fields in the task list.

5.2.03 How to Import Tasks to a Project Plan

Often, you may already have tasks listed in another program. It will save you time and effort to
bring those tasks into Microsoft Project. Here are the general steps you will use to import tasks
from another format into a project plan.

Copy a Task List from Another Application

To copy a list of tasks from another application:

1. Open the file containing the task list in the other application.
2. Select the tasks. They should be in a column in separate rows.
3. Copy the tasks to the clipboard.
4. In Microsoft Project, place your cursor in the Name column of the first empty
row where you want to paste the tasks.
5. On the Task ribbon, select Paste.
6. Verify that the tasks are added as new rows in the project plan.

Enable Other File Formats

To enable Microsoft Project to open other file formats:

1. Select File to open the backstage, and then select Options.

2. In the navigation pane of the Project Options dialog box, select Trust Center.
3. Select the Trust Center Settings button.
4. In the navigation pane of the Trust Center dialog box, select Legacy Formats.
5. Select Prompt when loading files with legacy or non-default file format.
6. Click OK to close the Trust Center dialog box.
7. Click OK to close the Project Options dialog box.
Import Tasks from an Excel File

To import tasks from an Excel file:

1. Select File to open the backstage, and then select New.

2. On the New screen, select New from Excel workbook.
3. In the Open dialog box, in the File Type list, choose the Excel format that
matches the file from which you want to import tasks.
4. Navigate to and select the file which contains the tasks you want to import.
5. Select Open.
6. In the Import Wizard dialog box, select Next.
7. In the Import Wizard - Map dialog box, select New map if you want to specify
which columns from the source file will be imported to which columns in the
project plan. Select Use existing map if you know the file was created using a
default column naming convention, or if you have already created a map for this
file type.
8. After creating or choosing an existing map, select Next.
9. In the Import Wizard - Import Mode dialog box, select As a new project if you
want to create a new project plan from the data. Select either Append or Merge if
you want import the tasks into the currently open project plan.
10. Select Next.
11. In the Import Wizard - Map Options dialog box, verify that the Tasks check
box is checked and clear the check boxes for Resources and Assignments.
12. In the Import Wizard - Task Mapping dialog box, in the Source worksheet
name list, select the table that contains your task data if necessary.
13. Verify that the Preview area shows the correct information. Make changes to the
map as necessary.
14. Click Next.
15. In the Import Wizard - End of Map Definition dialog box, click Finish.
16. Verify that the tasks have been imported into the project plan.

Activity 5.2 Importing Tasks to a Project Plan

Data Files

To complete this lab, you must first download the following data file:
Contractor_Selection.docx
Redecorate_Office.xlsx

Scenario

Several people within Trey Research have presented you with ideas for projects, but those people
have not used Microsoft Project before. You have told them that if they simply list their project’s
tasks in another application, you can copy them into a new Microsoft Project plan. One
researcher has presented you with a Microsoft Word document of his tasks, and another
researcher has given you an Excel Worksheet. You need to create Microsoft Project files for
these projects. You also want to enable Microsoft Project to import legacy and non-default
formats.

1. Copy a task list from another application.

a. Open the Microsoft Word file named Contractor_Selection.docx from the
Communicating Project Information folder.
b. Select all of the task names and copy them to the clipboard.
c. Open Microsoft Project and create a New Blank project.
d. In the Status bar at the bottom of the Gantt Chart, select New Tasks Auto
Scheduled.
e. Select the first blank cell in the Task Name column, and paste the tasks from the
clipboard.
f. In the small clipboard symbol to the left of the first task name, select Match
Destination Formatting.
g. Save the file as My_Contractor_Selection.mpp in the Communicating Project
Information folder, and close it.
2. Import tasks from an Excel file.
a. From the Microsoft Project backstage, select New from Excel workbook.
b. Navigate to the Microsoft Excel file named Redecorate Office.xlsx in the
Communicating Project Information folder and select Open.
c. Configure the Import Wizard.
 Select Next to open the Import Wizard – Map dialog box.
 Select New map, then select Next to open the Import Wizard – Import
Mode dialog box.
 Select as a new project, then select Next to open the Import Wizard –
Map Options dialog box.
 Select Tasks, then select Next to open the Import Wizard – Task
Mapping dialog box.
 In the Source worksheet name dropdown, select Sheet 1. The From
Excel Field column will contain names from Excel, and the To Microsoft
Project Field will contain the corresponding names in Microsoft Project.
 If (not mapped) appears in any row in this column, select the drop-
down next to it and then select the appropriate Microsoft Project field
name that corresponds to the Excel field name.
 When all field names have been matched, select Next to open the
Import Wizard – End of Map Definition dialog box.
 If you wish to save the map for future use, select the Save Map button,
name the new map, and select Save. If you do not wish to save the map,
select Finish.
d. Save the file as My_Redecorate_Office.mpp in the Communicating Project
Information folder and close it.
3. Enable Microsoft Project to open other file formats.
a. In the backstage, select Options, select Trust Center in the left navigation pane
of Project Options, select Trust Center Settings, and then select Legacy
Formats.
b. In the Trust Center, select Prompt when loading files with legacy or non-
default file format.
 c. Click OK to close the Trust Center dialog box and then click OK to close the
Project Options dialog box.

5.2.04 Save Project as File Options

You can also save your project plan as another file type in order to access and use your project
data in another application. There are a variety of ways that you can save your project as another
file type:

 You can save the project plan as a Microsoft Project file, including the Microsoft Project 2010-
2016 file formats or the Microsoft Project 2007 file format.
 You can save the project plan as a Microsoft Project template, including the Microsoft Project
2010 to 2016 template format or the Microsoft Project 2007 template format.
 You can save the project plan as another file type, including Portable Document Format (PDF)
files (.pdf extension), Excel files (.xls, .xlsb, and .xlsx extensions), text-only or ASCII files (.txt
extension), comma-separated values (CSV) files (.csv extension), extensible markup language
(XML) files (.xml extension), and XML Paper Specification (XPS) files (.xps extension).

To save your project plan as another file type, select Export on the Backstage view and then
select the Save Project as File option.
5.2.05 The Export Wizard Dialog Box

Whenever you save a Microsoft Project file as another supported file type that requires placing
existing field data in a corresponding field in the new file, the Export Wizard automatically
opens to walk you through the steps to export data from the file.

Just like when you import data into a project plan, you first need to create an export map that
defines how data fields in the project file correspond to data fields in the new file. Once you have
mapped your data accordingly, Microsoft Project will create your chosen file type with the data
placed in the correct fields in the document.

5.2.06 How to Save a Project as Another File Type

Microsoft gives us the options to save a project file in several different formats. All of these
formats can be found in one place, the Export tool.

Save a File as a PDF Document

To save a Microsoft Project file as a pdf document:

 1. Select File→Export.
2. Select Create PDF/XPS Document, and select the Create PDF/XPS button.
3. In the Browse window, browse to the location where the file is to be saved. Note
that the save as type entry is PDF Files (*.pdf). Change the file name if desired
and select OK.
4. In the Document Export Options dialog box, make any changes and select OK.

Save a File as Another File Type

To save a file as another file format:

1. Select File→Export.
2. Select Save Project as File.
3. Select the file type, and select the Save As button.
4. Browse to a location where the file is to be saved, note that the Save as type is
correct, change the name if desired, and select Save.
5. If the Export Wizard appears, follow the steps then select Finish.

Activity 5.3 Saving Project Data as Another File Type

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Communicating.mpp

Scenario

One of the Trey Research managers has asked to see your project plan, but she does not have
access to Microsoft Project. You have decided to send her a pdf document that she can open on
her computer. The accounting manager needs to review the financials of your project, and he has
asked for the data in Microsoft Excel format. In this activity you will satisfy both of these
requests.

1. Open the file.

a. Open the file named My_Trey_Slide_Presenter_Communicating.mpp from the
Communicating Project Information folder.
2. Save the file as a pdf document.
a. Select the File→Export.
b. Select Create PDF/XPS Document, and select the Create PDF/XPS button.
c. In the Browse window, browse to the Communicating Project Information
folder.
d. Note that the save as type: entry is PDF Files (*.pdf). Leave the file name
unchanged, and select OK.
e. In the Document Export Options dialog box, do not make any changes, and
select OK.
3. Save the project cost information in the Excel file format.
 a. Select File→Export.
b. Select Save Project as File.
c. Select the Microsoft Excel Workbook file type and select Save As.
d. In the Save As window, browse to the Communicating Project Information
folder.
e. Change the file name to My_Trey_Research_Costs and select Save.
f. In the Export Wizard dialog box, select Next.
g. In the Export Wizard – Data dialog box, select Next.
h. In the Export Wizard – Map dialog box, select Use existing map and then select
Next.
i. In the Export Wizard – Map Selection dialog box, select Cost data by task and
select Next.
j. In the Export Wizard – Map Options dialog box, verify that the Tasks and Export
includes headers check boxes are checked, and select Next.
k. In the Export Wizard – Task Mapping dialog box, select Finish.
l. Open Microsoft Excel and confirm that the file has been exported.

5.2.07 The Timeline Tools Format Contextual Tab

You should be familiar with the Timeline view, as it generally appears in your project file in the
horizontal pane below the ribbon. You can easily modify how much space the Timeline takes up
on your screen and which tasks display in the Timeline, but you can also format the Timeline in
a much more detailed manner using the Timeline Tools Format contextual tab. This tab appears
in the ribbon when you click anywhere in the Timeline pane.

From the Timeline Tools Format contextual tab, you can use the available commands to modify
what information is included in the Timeline (such as which tasks from the project plan are
displayed, whether milestones are called out, etc.) and how that information is displayed (such as
the text styles, the font formatting, how dates are displayed, how tasks are displayed, etc.).

You may find it useful to format your Timeline to only show certain pieces of your project data
and in a specific way if you are going to share it with other key members of the project team.

5.2.08 The Copy Timeline Command

If you need to share the high-level view of your project that is presented in the Timeline, you can
do so using the Copy Timeline command on the Timeline Tools Format contextual tab. The
Copy Timeline command includes three options for copying your timeline.
From the drop-down, you can select the option that is best suited for your needs.

Copy Option Description

For E-mail This option copies the Timeline to the clipboard for you to paste
into the body of an Outlook® email message. The pasted image
will be relatively small in size and may not show all of the same
data points as the Timeline as you are seeing it in Microsoft
Project.
For Presentation This option copies the Timeline to the clipboard for you to paste
into a slide in a Microsoft® PowerPoint® presentation. The pasted
image will be slightly larger in size than the email copy and may
not show all of the same data points as the Timeline as you are
seeing it in Microsoft Project.
Full Size This option copies the Timeline to the clipboard for you to paste
into any Office® document. The pasted image will retain the size
and data points that are being displayed in the Timeline as you are
seeing it in Microsoft Project. You may find this option especially
useful for including in Word® or Publisher® documents that you
plan to share or print.

5.2.09 How to Share Timeline Information

Here are the steps you will use to share a Timeline:

Share a Timeline

To share a Timeline view:

1. Click inside the Timeline and then from the Timeline Tools Format contextual
tab, select Copy Timeline.
2. From the drop-down, select a size (For E-mail, For Presentation, or Full Size).
3. Paste the timeline into any program that displays graphics, such as Outlook,
PowerPoint, or Word.
Activity 5.4 Sharing a Timeline

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You have been asked to include a graphic of your project in a Microsoft Word document, but
you realize that the Gantt Chart contains more detail than most readers want, and it is too
complicated for people unfamiliar with Microsoft Project to understand. Fortunately, the
Timeline view is available and it can be easily configured to display as much information as you
need. You have added the tasks you want to the Timeline, and have formatted it to be attractive
and easy to read. Now you need to copy and paste it into the Word document.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Communicating_b.mpp from the
Communicating Project Information folder.
2. Show the Timeline.
a. In the Split View group on the View tab, check the Timeline check box.
3. Copy the Timeline.
a. Select anywhere in the Timeline portion of the screen, and then select the
Timeline Tools Format contextual tab.
b. In the Copy group, select Copy Timeline, and from the drop-down select Full-
Size. The Timeline will then be copied to the clipboard.
4. Paste the Timeline into a Microsoft Word document.
a. Open a new blank document in Microsoft Word.
b. At the top of the document, paste the Timeline.
c. Use any of the sizing handles—the small squares on the border surrounding the
Timeline—to resize the image to a desired size. (The text boxes containing
Milestones and dates outside the Timeline can be resized or the font size can be
changed.)
d. Save the Word document as My_Slide_Presenter_Timeline.docx in the
Communicating Project Information folder, and close it.
5. If you want to close the Timeline view, in the Split View group of the View tab, uncheck
Timeline.
6. Save the Microsoft Project file as My_ Trey_Slide_Presenter_Communicating_b.mpp
and leave it open.

5.2.10 Visual Reports

With the Visual Reports feature, you can export your project data to another application that can
display it in a more visual manner, such as Excel or Visio. You can choose what fields (including
custom fields) to display in a visual report while viewing it and modify how it is displayed
directly in the application, without having to run the report in Microsoft Project again.
When a visual report is generated in Excel it displays as a PivotTable, which contains data from
the project plan; and a PivotChart, which is an interactive chart that graphically represents that
data in the PivotTable. The PivotChart can help you visualize your project data so that you can
easily see patterns and make comparisons. Once the report has been generated, you can make
changes directly to it by filtering the content or changing the layout.

When a visual report is generated in Visio it displays as a PivotDiagram, which is a collection of

shapes arranged in a tree structure that helps summarize data in a visual, easy to understand
format. The PivotDiagram can be manipulated to display your data in various ways, and is
especially useful for viewing hierarchies like the work breakdown structure. Once the report has
been generated, you can customize the diagram and perform calculations directly in the
application.

5.2.11 The Visual Reports Dialog Box

The Visual Reports command is found on the Export command group on the Report tab. When
you select it, the Visual Reports - Create Report dialog box opens, where you can choose
which built-in Excel or Visio template you want to use and what timescale to include in the
report. The report that is generated will automatically open as a new file in its respective
application. You can then view and modify the file to suit your needs, and save it in the
generated file format.

5.2.11 The Visual Reports Dialog Box

The Visual Reports command is found on the Export command group on the Report tab. When
you select it, the Visual Reports - Create Report dialog box opens, where you can choose
which built-in Excel or Visio template you want to use and what timescale to include in the
report. The report that is generated will automatically open as a new file in its respective
application. You can then view and modify the file to suit your needs, and save it in the
generated file format.
5.2.12 How to Create a Visual Report

Here are the general steps you will use to create a visual report.

Create a Visual Report

To generate a Visual Report:

1. In the Export group of the Report tab, select Visual Reports.

2. In the Visual Reports - Create Report dialog box, select a report template.
3. Select the level of usage data (Years, Quarters, Months, Weeks, or Days) you
want to include in the report.
4. Select View.
 5. The visual report will open in its respective application, where you can view,
modify, and save it.

Activity 5.5 Creating Visual Reports

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You would like to know how much money has been spent on your project as of the September 2
status date. Although the Cost Table in Microsoft Project will show this, you need to do a more
thorough analysis of the costs. You can do this with a visual report, which will generate a
PivotTable and a PivotChart in Microsoft Excel. Microsoft Project has a number of built-in
Excel visual report templates, including the Cash Flow Report that is exactly what you need.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Communicating_b.mpp in the
Communicating Project Information folder is not open, open it.
2. Generate the visual report.
a. In the Export group of the Reports tab, select Visual Reports.
b. In the Visual Reports – Create Report dialog box, verify that Show report
templates created in: Microsoft Excel is checked.
c. Select the Cash Flow Report template. A sample of the report appears in the
dialog box.
d. Confirm that Select level of usage data to include in the report is set to Weeks.
e. Select the View button at the bottom of the dialog box.
3. Analyze the Cash Flow Report.
a. Excel opens displaying the cash flow based upon calendar quarters as a
PivotChart.
b. To view the report as a PivotTable, select the Task Usage tab in Excel.
c. To view a weekly PivotTable analysis, expand the quarterly data by selecting the
plus signs next to Q3, Q4, and Q1 in column B.
d. To return to the PivotChart, select the Chart 1 tab.
4. Save the Excel file as My_Slide_Presenter_Cash_Flow_Report.xlsx in the
Communicating Project Information folder, and close Excel.
5. Close the Visual Reports – Create Report dialog box and leave the file open.
5.3.01 Built-In Reports

Microsoft Project has a number of built-in reports, which you access from the View Reports
command group on the Report tab. The built-in reports are grouped into four types, and can be
found on their respective command drop-downs: Dashboards, Resources, Costs, and In
Progress.

5.3.02 Dashboard Reports

Dashboards are dynamic reports that show project status and important indicators. There are five
dashboard reports, each of which provides a different eye-catching view of project information.

Report Type Description Use

Burndown Displays two side-by-side line To see if your project is
charts. The Work Breakdown chart ahead of schedule, on
shows how much work has been schedule, or behind schedule.
completed and how much is left.
The Task Burndown chart shows For instance, if either the
how many tasks have been Remaining Cumulative
completed and how many are left. Work or Remaining Tasks
line is steeper than the others,
then the project might be
tracking behind schedule.
Cost Overview Displays three widgets showing the To see if your project is
total cost, remaining cost, and under budget, on budget, or
percent complete, and two charts over budget.
and a table illustrating the status of
project costs. The Progress Versus For instance, if the
Cost shows progress made versus Cumulative Percent
the cost spent over time. The Cost Complete line is below the
Status table shows the cost status Cumulative Cost line, your
for the top-level tasks in a table project may be over budget.
format, while the Cost Status chart
shows it graphically.
Project Overview Displays a widget showing the To see how much of your
 percent complete, and a chart and project is complete.
two tables illustrating the status of
project tasks. The % Complete
chart shows the status for all the top-
level tasks. The Milestone Due
table shows milestone tasks that are
due to be completed soon. The Late
Tasks table shows tasks that are past
due.
Upcoming Tasks Displays a widget showing the To see how much of your
percent of work complete, and a project still needs to be
chart and a table illustrating tasks completed, and which tasks
that are starting or finishing within are scheduled to be
the next week. The Tasks Starting completed soon.
Soon table shows the status of tasks
scheduled to start in the next 7 days,
while the Remaining Tasks chart
shows the status of tasks scheduled
to finish in the next 7 days.
Work Overview Displays three widgets showing the To see how much work has
percent of work complete, the been completed and how
remaining work, and the actual work much work still needs to be
and four charts illustrating work and completed.
resource data. The Work
Burndown chart shows how much
work has been completed and how
much is left. The Work Stats chart
shows how much work has been
completed and how much is left for
the top-level tasks. The Resource
Stats chart shows how much work
has been completed and how much
is left for each resource. The
Remaining Availability chart
shows the remaining work
availability for each resource.
5.3.03 Resource Reports

Resource reports show important information about the resources assigned to your project. There
are two resource reports, each of which provides a different view of your resource information.

Report Type Description Use

Overallocated Resources Displays two charts illustrating To see which resources are
information about your assigned more work than
overallocated resources. The Work they can accomplish in the
Status chart shows the actual and time allotted.
remaining work for overallocated
resources. The Overallocation chart
shows surplus work assigned to
overallocated resources.
Resource Overview Displays two charts and a table To see the status of all
illustrating information about your project resources.
project resources. The Resource
Stats chart shows how much work
has been completed and how much
is left for each resource. The Work
Status chart show the percent of
work completed by each resource.
The Resource Status table shows
the amount of remaining work for
each resource.

5.3.04 Cost Reports

Cost reports show important information about the costs associated with your project. There are
five cost reports, each of which provides a different view of your cost information.

Report Type Description Use

Cash Flow Displays four widgets showing the To see how much has been
actual, baseline, and remaining costs spent on the project to date.
and the cost variance, and a chart
and a table illustrating the overall
project costs. The chart shows the
project’s cumulative cost and cost
per quarter. The table shows cost
information for all top-level tasks.
Cost Overruns Displays two charts and two tables To see which tasks and
illustrating how much has been resources are over budget.
overspent on project tasks and
 resources. The Task Cost Variance
chart and table show cost variance
for all top-level tasks. The Resource
Cost Variance chart and table show
cost variance for each resource.
Earned Value Report Displays three widgets showing the To see if the project is
estimated cost at completion (EAC), behind schedule or over
the actual cost of work performed budget.
(ACWP), and the budgeted cost of
work performed (BCWP) and three
charts illustrating the earned value
for the project. The Earned Value
Over Time chart shows the project’s
earned value over the life of the
project to date. The Variance Over
Time chart shows cost and schedule
variances over the life of the project
to date. The Indices Over Time
chart shows cost and schedule
performance indicators over the life
of the project to date.
Resource Cost Overview Displays two charts and a table To see the cost status for all
illustrating overall resource costs. project resources.
The Cost Status chart shows the
current cost associated with each
resource. The Cost Distribution
chart shows how costs are spread out
over the different types of resources.
The Cost Details table shows cost
details for each resource.
Task Cost Overview Displays two charts and a table To see the cost status for all
illustrating overall task costs. The project tasks.
Cost Status chart shows the current
cost associated with each task. The
Cost Distribution chart shows how
costs are spread out over the tasks in
the project plan. The Cost Details
table shows cost details for the top-
level tasks.
5.3.05 In Progress Reports

In Progress reports show how your active tasks and pending milestone tasks are currently
performing. There are four in progress reports, each of which provide a different view of your
project’s progress.

Report Type Description Use

Critical Tasks Displays a pie chart and a table To see the progress of all
illustrating the current status of all tasks on the critical path.
tasks on the critical path.
Late Tasks Displays a pie chart and a table To see which tasks are
illustrating all the tasks that are behind schedule.
currently tracking late according to
the schedule.
Milestone Report Displays three tables and a chart To see the status of all
illustrating the current status of the milestones for the project.
project’s milestones. The Late
Milestone table shows milestones
that are past due. The Milestones
Up Next table shows milestones that
are due in the next 30 days. The
Completed Milestones table shows
milestones that are 100% complete.
The chart tracks the remaining
scheduled tasks against the
remaining actual tasks.
Slipping Tasks Displays a chart and a table To see which tasks have been
illustrating all tasks that are or will be completed later
currently behind schedule. The chart than planned.
tracks the remaining cumulative
work against the remaining
cumulative actual work. The table
shows slipped tasks (where the
finish date is beyond the baseline
finish date).
5.3.07 The New Report Command

In addition to the numerous built-in reports in Microsoft Project, you can also create your own
custom reports to meet your specific needs. You start by selecting the New Report command in
the View Reports command group, which provides you with four types of reports that you can
create: Blank, Chart, Table, or Comparison.

5.3.08 New Report Types

Each of the four new report types provides a different view of your project data and can be
customized to meet your needs.

Report Type Description Use

Blank Generates a report that is empty To create a report from
except for the report title. scratch.
Chart Generates a report that contains a To display your project
single chart and a report title. information graphically.
Table Generates a report that contains a To display your project data
single table and report title. in a tabular format.
Comparison Generates a report that contains two To graphically compare two
side-by-side charts and a report sets of project data.
title.
5.3.09 The Report Tools Design Contextual Tab

When you generate a new report, the Report Tools Design contextual tab appears on the ribbon.

You can use the commands on the tab to modify the overall look and feel of the report.

Command Group Command Names and Descriptions

Themes  The Themes command changes the graphic theme for the
report. You can choose from over 20 different themes.
 The Colors command changes the color palette of the
report. You can choose from over 20 different color
palettes or create a custom palette.
 The Fonts command changes the fonts used in the report.
You can choose from over 20 different font combinations
or create your own.
 The Effects command applies 3D effect to objects in the
report.

Insert  The Images command inserts photos or graphics into the

report.
 The Shapes command inserts geometric shapes into the
report.
 The Chart command inserts a chart into the report. There
are eight types of charts that you can insert, as well as
several variations of each type from which you can
choose.
 The Table command inserts a table into the report.
 The Text Box command inserts a text box into the report.

Report  The Manage command allows you rename and organize

your reports.
 The Copy Report command copies the report to the
clipboard so that you can paste it into another document.

Page Setup  The Page Breaks command displays where page breaks
will appear in the report when it is printed.
 The Margins command sets the margins for the report
 when it is printed.
 The Orientation command sets the page layout (Portrait
or Landscape) for the report when it is printed.
 The Size command sets the paper size for the report
when it is printed.

5.3.10 Chart Tools

When you generate a new chart report, two contextual tabs appear on the ribbon to allow you to
modify the chart to meet your specific needs.

The Chart Tools Design contextual tab is used to change the way the chart looks in the report.

You can use the commands on the tab to perform the following modifications:

 The Add Chart Element command adds titles, labels, and other elements to the chart.
 The Quick Layout command changes how information is graphically presented in the chart.
 The Change Colors command changes the color scheme for the data elements (bars, lines, etc.)
in the chart.
 The Chart Styles command changes the graphical look of the chart.
 The Chart Data command shows or hides the Field List at the right of the screen, where you can
select the data that appears in the chart.
 The Change Chart Type command changes the chart type (such as from column chart to line
chart, etc.).
The Chart Tools Format contextual tab is used to format shapes or text boxes that have been
added to the chart report.

You can use the commands on the tab to perform the following modifications:

 The Chart Elements command selects the element that needs to be formatted.
 The Format Selection command opens the format pane for the selected element.
 The Reset to Match Style command clears the custom formatting you have applied and returns
the element to the default style.
 The Shapes command inserts the selected shape into the chart.
 The Change Shape command changes the shape of the drawing but preserves any formatting
that has been applied.
 The Shapes Quick Styles command applies a visual style to the selected shape.
 The Shape Fill command fills the selected shape with a solid color, gradient, picture, or texture.
 The Shape Outline command outlines the selected shape with a color, width, and line style.
 The Shape Effects command applies a visual effect to the selected shape, such as a shadow,
glow, etc.
 The WordArt Quick Styles command applies a WordArt style to the selected text box.
 The Text Fill command fills the selected text with a solid color, gradient, picture, or texture.
 The Text Outline command outlines the selected text with a color, width, and line style.
 The Text Effects command applies a visual effect to the selected text, such as a shadow, glow,
and so on.
 The Bring Forward and Send Backward commands (in the Arrange command group) move the
selected object forward or backward in the view.
 The Height and Width commands (in the Size command group) change the height or width of
the selected object.
5.3.11 Table Tools

When you generate a new table report, two contextual tabs appear on the ribbon to allow you to
modify the table to meet your specific needs.

The Table Tools Design contextual tab is used to change the way the table looks in the report.

You can use the commands on the tab to perform the following modifications:

 The Table Style Options commands add selected types of rows and columns to the table.
 The Table Styles command changes the graphical look of the table.
 The Shading command changes the shading of the cells in the table.
 The Effects command applies a visual effect to the table, such as a shadow or reflection.
 The WordArt Quick Styles command applies a WordArt style to the table text.
 The Text Fill command fills the table text with a solid color, gradient, picture, or texture.
 The Text Outline command outlines the table text with a color, width, and line style.
 The Text Effects command applies a visual effect to the table text, such as a shadow, glow, and
so on.
 The Table Data command shows or hides the Field List at the right of the screen, where you can
select the data that appears in the table.

The Table Tools Layout contextual tab is used to modify the layout of the tables that have been
added to the table report.

You can use the commands on the tab to perform the following modifications:

 The Select command selects the portion of the table that will be modified.
 The Delete Table command removes the selected table from the report.
 The Height command (in the Cell Size command group) changes the height of the selected rows.
  The Width command (in the Cell Size command group) changes the width of the selected
columns.
 The Distribute Rows command makes all the selected rows the same height.
 The Distribute Columns command makes all the selected columns the same width.
 The Align Left command aligns the text in the selection to the left margin.
 The Center command aligns the text in the selection to the horizontal center.
 The Align Right command aligns the text in the selection to the right margin.
 The Align Top command aligns the text in the selection to the top margin.
 The Center Vertically aligns the text in the selection to the vertical center.
 The Align Bottom command aligns the text in the selection to the bottom margin.
 The Text Direction command changes the direction of the text in the selection.
 The Height command (in the Table Size command group) changes the height of the entire table.
 The Width command (in the Table Size command group) changes the width of the entire table.
 The Bring Forward and Send Backward commands (in the Arrange command group) move the
selected object forward or backward in the view.

5.3.12 The Field List Task Pane

The Field List task pane allows you to change which types of fields are displayed in the selected
chart or table in a report.
The Field List task pane includes a number of options that you can select to customize the data
that appears in your chart or table:

 Select either Tasks or Resources to display task information or resource information.

 From the Select Category drop-down, select which type of data to display.
 From the drop-downs in the Select Fields area, select which fields you want to display.
 From the Filter drop-down, select a criterion to refine what data will display.
 From the Group By drop-down, select a criterion to organize similar data together.
 From the Outline Level drop-down, select the level of task information to display. (This option
will not be active when viewing resource information.)
 Check the Show Hierarchy check box to view the information in a hierarchy structure if
applicable.
 From the Sort By drop-down, select a criterion to order how the information will display.
5.3.13 How to View Data in Reports

Here are the general steps to view data in the various types of reports in Microsoft Project.

Generate a Dashboard Report

To generate a dashboard report:

1. Select the Report tab on the ribbon.

2. Select the View Dashboard Reports button.
3. From the drop-down list, select a dashboard report.

Generate a Resource Report

To generate a resource report:

1. Select the Report tab on the ribbon.

2. Select the View Resource Reports button.
3. From the drop-down list, select a resource report.

Generate a Cost Report

To generate a cost report:

1. Select the Report tab on the ribbon.

2. Select the View Cost Reports button.
3. From the drop-down list, select a cost report.

Generate an In Progress Report

To generate a progress report:

1. Select the Report tab on the ribbon.

2. Select the View In Progress Reports button.
3. From the drop-down list, select a progress report.

Create a New Report

To create a new report:

1. Select the Report tab on the ribbon.

2. In the View Reports command group, select the New Report button.
3. From the drop-down list, select the Blank, Chart, Table, or Comparison option.
4. In the Report Name dialog box, type a name for the report.
5. Select OK to close the Report Name dialog box.
Modify the Design of a Report

To modify the design a report:

1. Make sure a report view is selected.

2. Select the Report Tools Design contextual tab on the ribbon.
3. Change the design of the report using the commands displayed on the contextual
tab.

Modify the Design of a Chart

To modify the design a chart:

1. Make sure you are viewing a report.

2. Select a chart in the report.
3. Select the Chart Tools Design contextual tab on the ribbon.
4. Change the design of the chart using the commands displayed on the contextual
tab.

Modify the Format of a Chart

To modify the format of a chart:

1. Make sure you are viewing a report.

2. Select a chart in the report.
3. Select the Chart Tools Format contextual tab on the ribbon.
4. Change the format of the chart using the commands displayed on the contextual
tab.

Methods of Importing Tasks Modify the Design of a Table

To modify the design of a table:

1. Make sure you are viewing a report.

2. Select a table in the report.
3. Select the Table Tools Design contextual tab on the ribbon.
4. Change the design of the table using the commands displayed on the contextual
tab.

Modify the Format of a Table

To format a table:

1. Make sure you are viewing a report.

2. Select a table in the report.
3. Select the Table Tools Format contextual tab on the ribbon.
 4. Change the format of the table using the commands displayed on the contextual
tab.

Change the Data Displayed in a Chart or Table

To change the data displayed in a chart or table:

1. Ma

1. ke sure you are viewing a report.

2. Select a chart or table in the report.
3. In the Field List pane, select the Tasks or Resources tab.
4. In the Select Fields section of the Field List pane, check the task or resource
fields you want displayed in the chart or table.
5. Specify Filter, Group By, Outline Level and Sort By criteria.

Activity 5.6 Viewing Data Through Reports

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You have been reading about the new reporting features in Microsoft Project; perhaps you have
used an older version of the software, and remember that reports were simple text-based
documents with very limited editing and customizing capabilities. You want to experiment with
the new reporting engine, to become familiar with all that it offers.

1. Open the file and access the Report tab.

a. If the file named My_Trey_Slide_Presenter_Communicating_b.mpp in the
Communicating Project Information folder is not open, open it.
b. Select the Report tab on the ribbon; all of your work will use the tools on this
tab.
2. Generate a Dashboard report and view the project data that displays in it.
a. Select the Dashboards button, and then select Cost Overview.
b. View the data that is presented. The colored widgets depict the Cost, Remaining
Cost, and % Complete as of the status date. The table and charts show the cost
status for the highest level of the work breakdown structure.
c. The horizontal axis of the Cost Status chart does not show all of the text. To
expand the chart so the axis is clearer, select the edge of the chart so there are
sizing handle circles on its border. Drag the handle on the right side to the right,
until the text is easier to read.
d. To depict more detail in the table, select it so there are sizing handle circles on
its border. The Field List will then appear as a pane to the right of the report.
 e. In the Outline level drop-down, select Level 2 and note how the table changes
to show more tasks.
f. Select a blank area in the report to not display the Field List.
g. Select the Dashboards button on the Report tab, and then select Project
Overview.
h. Select the table or graph, and experiment with the report by changing the Filter,
Group By, and Outline tools in the Field List.
3. Generate a Resource report and view the project data that displays in it.
a. Select the Resource button on the Report tab, and then select Resource
Overview.
b. Add the Actual Work column to the Resource Status table by selecting the table,
and in the Work group of the Field List, placing a check mark next to Actual
Work.
c. View the data that is presented.
4. Look at the other built in report types (Costs and In Progress), and view several reports
in each category.
5. Create a new report.
a. Select the New Report button on the Report tab, and then select Table.
b. Name the table Project Variances and select OK.
c. Insert a new table below the existing one. In the Insert group of the Report
Tools Design contextual tab, select Table. Move the table slightly below the
existing one.
d. In the Field List, remove the check marks from Finish, Start, and % Complete
(scroll if necessary).
e. Select the data to display in the table from the Field List:
 In the Cost group of the Field List, select Cost Variance.
 In the Duration group, select Finish Variance and Start Variance.
 In the Work group, select Work Variance (expand the groups to see
these fields if necessary).
f. Change the order of the columns in the table.
 Above the Filter drop-down in the Field List, select Cost Variance and
drag it to the bottom of the four-item list.
 Move the other columns so the column order is Start Variance, Finish
Variance, Work Variance, and Cost Variance.
 Note that the order of the columns in the table has changed.
g. Change the Outline Level in the Field List to Level 1 (or another level that you
wish to display).
6. Modify the design of a report.
a. Select a blank area in the report. The Project Variances Report is active.
b. In the Themes group of the Report Tools Design tab, select the Organic theme.
Experiment with other themes to find the one you like best.
c. Select the Colors button in the Themes group, and then select Blue.
d. Select the Fonts button, and then select Arial. Change the colors and fonts to
suit your desires.
7. Modify the design and format of a chart.
a. In the Report tab, select In Progress, and then select Critical Tasks. The report
contains a chart and a table. Select the chart.
 b. In the Chart Tools Design tab select various Chart Styles to find one that is
attractive to you.
c. In the Chart Tools Format tab select various Shape Styles to find one that is
attractive to you. Try different Shape Fills, Shape Outlines, and Shape Effects to
customize your chosen style.
8. Modify the design and format of a table.
a. The Critical Tasks Report is active. Select the table.
b. In the Table Styles Design tab, select various Table Styles. Experiment with
various Shadings and Effects.
c. In the Table Styles Layout tab, select any item in the top row (Name, Start, etc.).
In the Table group, select Select, then select Select Row. In in the Alignment
group, select the Center button to center the text in the top row of the table.
d. Select a blank area in the report.
9. Return to the Gantt Chart.
10. Save the file and leave it open.

5.4.01 SharePoint Synchronization

If your organization uses Microsoft SharePoint, you can synchronize your task list in Microsoft
Project with a task list in SharePoint in order to automatically sync changes made in either
location. Members of the project team will be able to view the current, up-to-date schedule on
SharePoint; when you make any changes to the project plan in Microsoft Project, it will
automatically update the schedule on SharePoint. Conversely, when team members update their
work progress in the SharePoint task list, you will see their changes automatically in the project
plan in Microsoft Project.

5.4.02 SharePoint Libraries

You can also save a project plan in a SharePoint library for the team to use collaboratively. A
SharePoint library is a repository on a SharePoint site where you can store, share, and manage
files. Members of the project team will be able to access the project file and, depending on their
permission level, update task status, availability, and other information in the project file.

5.4.03 The Sync with SharePoint Screen

You can sync your project plan with SharePoint in two ways: from the Save As screen or the
Share screen. On the Save As screen, you will select the Sync with SharePoint option. On the
Share screen, you will actually select the Go to Save As button, which will take you to the Save
As screen.
On the Sync with SharePoint Tasks List screen, you have the option of syncing with a new
SharePoint site or an existing one. In either case, you will need the link to a valid SharePoint site
address (and a valid user name and password to access it).

Once you have synced the project plan with SharePoint, you can continue to make changes to the
tasks in your project plan and push those changes to the SharePoint task list. As team members
update their task progress in the SharePoint task list, you can pull down their changes to the
project plan in Microsoft Project.

5.4.04 How to Sync a Project with SharePoint

Here are the general steps you will use to sync a project plan with SharePoint.

Sync a Project with SharePoint for the First Time

These steps assume that you access to a valid SharePoint site. To sync a project with SharePoint:

1. Select File→Save As.

2. On the Save As screen, select the Sync with SharePoint button.
3. From the Sync with drop-down, select the type of SharePoint site you will be
syncing with: New SharePoint Site or Existing SharePoint Site.
4. Configure the sync options based on the type of site you selected:
 If you selected New SharePoint Site, type a project name in the Project
name field and a valid SharePoint URL in the Site address field.
  If you selected Existing SharePoint Site, enter a valid SharePoint URL in
the Site address field, select Verify Site, and select a task list in the
Tasks List drop-down list.
5. Select Save.

Activity 5.7 Syncing a Project with SharePoint

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Communicating_b.mpp

Scenario

Trey Research uses SharePoint as its collaborative tool, and you want to have your project plan
available for other members of your team to make changes to it. You now that if you publish it to
a SharePoint site, members of the project team will be able to access the project file and,
depending on their permission level, update task status, availability, and other information in the
project file.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Communicating_b.mpp in the
Communicating Project Information folder is not open, open it.
2. Sync the file with a SharePoint site.
a. Select File→Save As.
b. On the Save As screen, select the Sync with SharePoint button.
c. In the Sync with SharePoint Task List section, select the Sync with drop-down
arrow and select Existing SharePoint Site.
d. In the Site Address field, enter the fictitious URL
http://Trey_Slide_Presenter.com
Note: If this was a real site, you would select Verify Site, select a task list in the
Tasks List drop-down list, and select Save.
3. Return to the Gantt Chart.
4. Select the left arrow above the green bar.
5. Leave the file open.

5.5.01 Office Add-ins

Office Add-ins are useful apps, developed by third-party vendors, that you can insert into your
Microsoft Project environment to enhance the application and help you work more efficiently.
Some add-ins are free to use, while others must be purchased.

You can view and install any of the add-ins that are available on the Office Store by selecting the
Browse Office Store command on the Project tab. You can access and manage any add-ins that
you have previously installed by selecting the My Add-ins command.
The Office Add-ins window will open, where it displays the add-ins that are best suited to work
with Microsoft Project. You can also filter the add-ins by the categories listed at the left or you
can search for a specific keyword using the Search bar. Select an app icon to learn more about it
and, if desired, to add it to your Microsoft Project environment.
5.5.02 How to Install and Manage Office Add-ins

Follow these steps to install and manage Office Add-ins.

Browse the Office Add-ins Store

To open the Office Add-ins Store:

1. Make sure you are signed into Microsoft Project with your Microsoft account.
2. In the Add-ins group of the Project tab, select the Store command.
3. Browse the Office Store for add-ins.

Install an add-in from the Office Add-ins Store

To install an add-in from the Office Add-ins Store:

1. In the Office Add-ins window, select the add-in you want to install.
2. On the add-in information page, select the Trust It button.

Use an Add-in

To use an installed add-in:

1. In the My Add-ins group of the Project tab, select the My Add-ins command.
2. In the Office Add-ins window, select the add-in you want to use and select
Insert.
3. The add-in will open in a task pane docked to the right of the current view.
4. Follow the directions in the task pane to use the add-in.
Activity 5.8 Adding an Add-in to a Project Plan

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You have heard about a free add-in for Microsoft Project that performs several quality tests on
project tasks. You would like to find and install the add-in.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Communicating_b.mpp in the
Communicating Project Information folder is not open, open it.
2. Browse the Office Add-ins Store.
a. In the Add-ins group of the Project tab, select the Store command to browse
the Office Store.
3. Install an Add-In from the Office Store.
a. In the Office Add-ins window, select the QCheck-IT add-in.
b. Select Trust It.
c. Close the QuantumPM Check-IT task pane.
4. Use the QCheck-IT add-in.
a. Select the task Obtain launch budget approval.
b. In the Add-ins group of the Project tab, select My Add-ins, and select QCheck-
IT.
c. The task pane opens with the Task Audit portion of the add-in. It has four check
marks that indicate the status of four quality checks for the selected task. Hover
over each check mark to read the status.
d. Select the Task Progress item, and scroll through the information in the task
pane.
e. At the bottom of the task pane, select Audit Settings. Each audit element can be
disabled if desired, and the setting can be changed to either Warning or Error.
f. Select other tasks, and explore the add-in and its features.
5. Close the QCheck-IT add-in.
a. Select the close button in the upper right corner of the task pane.
6. Save the file and leave it open.
5.5.03 Macros

A macro is a series of commands or instructions that you can run as a single command to make
an application perform a common task automatically. You can use macros to automate tasks that
you perform frequently, such as applying formatting changes that you commonly use. You can
write a macro from scratch using Visual Basic for Applications (VBA) code or you can record a
sequence of actions that comprise the macro.

In order to create a macro with VBA code or record a macro for use, you will need to customize
the ribbon to display the Developer tab (it is hidden by default.) Once you have enabled it, the
commands for creating and managing your macros are available in the Code command group.

Once you have created a macro, you can run the macro using the Macros command on the View
tab or by using the shortcut key combination you set for the macro.

5.5.04 How to Automate Frequent Tasks Using Macros

Follow these steps to automate frequent tasks using macros.

Display the Developer Tab on the Ribbon

To display the Developer tab on the ribbon:

1. Select the File tab and select Options.

2. In the Project Options dialog box, select the Customize Ribbon tab.
3. In the Customize the Ribbon pane at the right, under Main Tabs, check the
Developer check box.
4. The Developer tab will now display on the ribbon to the right of the View tab.

Create a Macro Using Microsoft Visual Basic for Applications

To create a macro using Microsoft Visual Basic for Applications:

1. Select the Developer tab.

2. In the Code command group, select Visual Basic Editor.
3. In the Microsoft Visual Basic for Applications window that opens, make sure that
your project file is selected in the Project – VBA Project pane at the top left.
4. Select the View tab and select Code.
 5. Select the Insert tab and select Procedure.
6. In the Add Procedure dialog box, in the Name field, type the name for your
macro. (It cannot contain any spaces.)
7. Click OK.
8. In the code window, enter the actions you want to run in the body of the
subroutine.
9. Close the code window.
10. Close the Microsoft Visual Basic for Applications window.

Record a Macro

To record a macro:

1. Select the Developer tab.

2. In the Code command group, select Record Macro. The Record Macro dialog
box will open.
3. In the Macro name field, enter a name for the macro. (It cannot contain any
spaces.)
4. In the Shortcut key field, enter the key that you will use in a shortcut to run the
macro. (It can only be a letter between A and Z, both upper or lowercase.)
5. From the Store macro in drop-down, select where you want to store the macro.
6. In the Description field, enter a description for the macro.
7. Click OK.
8. Perform the actions in your Microsoft Project file that the macro will perform to
record them.
9. Select the Developer tab and select Stop Recording.

Run a Macro Using a Shortcut

To run a macro using the shortcut key you created for it:

1. On your keyboard, press Ctrl and the letter you entered for the shortcut key.
2. View the changes that were made in your Microsoft Project file by running the
macro.

Run a Macro Using the View Macros Dialog Box

To run a macro you have created using the View Macros dialog box:

1. Select the Developer tab.

2. In the Code command group, select View Macros.
3. In the Macros dialog box, select the name of the macro that you want to run from
the Macro name list.
4. Select Run.
5. View the changes that were made in your Microsoft Project file by running the
macro.
Activity 5.9 Automating Frequent Tasks with a Macro

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You want to show the color of all tasks on the critical path of your project plan as red. You know
that you can do this from the Gantt Chart Tools Format contextual tab, but you want a simple
procedure that other people who are not familiar with this method can use. A macro seems like
the best choice.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Communicating_b.mpp in the
Communicating Project Information folder is not open, open it.
2. Display the Developer tab on the ribbon.
a. Select File→Options.
b. In the Project Options dialog box, select the Customize Ribbon tab.
c. In the Customize the Ribbon pane at the right, under Main Tabs, check the
Developer check box.
d. The Developer tab will now display on the ribbon to the right of the View tab.
3. Record the macro.
a. In the Macros group of the View tab, select Macros→Record Macro.
b. In the Macro name box, enter Red_Text_for_Critical_Tasks as the name for the
macro.
c. In the Shortcut key box, enter the letter m to use as a shortcut key to run the
macro.
d. In the Description box, enter Formats critical tasks with a red font color
e. Select OK.
4. Perform the steps that will be recorded.
a. In the Format group of the Gantt Chart Tools Format tab, select Text Styles.
b. In the Item to Change: drop-down, select Critical Tasks.
c. In the Color drop-down, select the Standard Color Red.
d. Select OK.
e. Note that all critical tasks now have a red font.
5. Stop the recording.
a. In the Code group of the Developer tab, select Stop Recording.
b. Remove the red font color by selecting the Undo button on the Quick Access
Toolbar.
6. Run a Macro using the shortcut key (if you have a keyboard available.)
a. On your keyboard, press Ctrl + m.
b. Note that all the critical tasks now have a red font.
c. Remove the red font by selecting the Undo button on the Quick Access Toolbar.
7. Run a Macro without using the shortcut key.
a. In the Code group of the Developer tab, select View Macros.
 b. Select Red_Text_for_Critical_Tasks, then select Run.
c. Note that all the critical tasks now have a red font.
d. Remove the red font by selecting the Undo button on the Quick Access Toolbar.
8. Save the file and leave it open.

5.5.05 OneDrive

OneDrive is Microsoft’s cloud-based storage service. When you save your files to your
OneDrive account, you can access those file on any device with an internet connection, via a web
browser or the OneDrive app.

By default, Office programs will save your work to your OneDrive account, unless you choose a
different location. You can also choose to save your files to your OneDrive account from the
Save As screen.

Note: You may have a personal OneDrive account and a business OneDrive account. Make sure
to select the correct location. A personal account will display as OneDrive – Personal and a
business account will display as OneDrive – [Organization Name].
How to Save a Project to a OneDrive Account

Follow these steps to save a project file to a OneDrive account.

Save a File to Your OneDrive Account

To save a file to your OneDrive account:

1. Select the File tab and select Save As.

2. In the Save and Sync list, select OneDrive – [Account].
3. In the right pane, select the OneDrive – [Account] folder.
4. In the Save As window, verify the location where the file is being saved.
5. If necessary, you can change the name of the file in the File name field.
6. Select Save.

Activity 5.10 Saving a Project to OneDrive

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Communicating_b.mpp

Scenario

You want to access your project plan from the office, home, or laptop computer when you are
traveling. You can do this with a Microsoft OneDrive account, which will store your files in the
cloud.

Note: If you do not have a OneDrive account, you can open one from the following website:
https://onedrive.live.com/about/en-GB/. If you already have an account, you can save your file to
it now.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Communicating_b.mpp in the
Communicating Project Information folder is not open, open it.
2. Save your file to OneDrive.
a. Select File→Save As.
b. From the Save As list, select OneDrive – [Account].
c. In the right pane, select the OneDrive – [Account] folder.
d. In the Save As window, verify the location where the file is being saved.
e. If necessary, you can change the name of the file in the File name field.
f. Select Save.
3. Close the file.
6.1.01 Custom Fields

Custom fields are data fields that you can configure to suit your own unique project needs or
specific organizational needs. Microsoft Project actually includes a number of custom fields that
exist as placeholders, but you can customize these fields to make them your own.

There are a variety of ways that you can use custom fields in your project plans. Via a custom
field, you can:

 Insert specific data that is important to your organization.

 Write formulas to perform calculations.
 Add lookup tables to make your data entry more accurate.
 Build graphical indicators to call attention to important items.
 Create hierarchical coding structures.

When you create a custom field, you need to specify the type of data that will be entered in it.
Text is the default data type, but you can also select other data types such as Cost, Date,
Duration, Number, and so forth. Creating a custom field makes it available for use in the
application, but it won’t appear in any of your tables, views, or reports until you add it in
manually.
6.1.02 The Custom Fields Dialog Box

The Custom Fields command in the Properties command group on the Project tab opens the
Custom Fields dialog box. From there, you can configure the built-in custom fields to suit your
specific needs.
Each of the sections in the Custom Fields dialog box contains the various options you can
configure for your custom field.

Section Options and Functions

Field  Select the Task option to customize a task field.
 Select the Resource option to customize a resource field.
 From the Type drop-down, select the type of field that you want to
customize: Cost, Date, Duration, Finish, Flag, Number, Start, Text, or
Outline Code. There is a fixed number of each type of field for both
tasks and resources. For example, there are 30 customizable text
fields and 10 customizable cost fields.
 Select Rename to rename a field from its default name to something
more descriptive.
 Select Delete to remove a custom field. This does not technically
delete the field, but returns it to its pre-customized state. (Note: Be
careful using the Delete option, because deleting a customized field
will also delete any project data entered in it.)
 Select Import Field to import a custom field that was created in
another Microsoft Project file.

Custom attributes  Select the Lookup option to create a lookup table. A lookup table is
useful when you want to be able to populate a field by selecting a
value from a drop-down list. You will then select the Lookup button
to enter the data and set parameters for the lookup table.
 Select the Formula option to create a formula field. A formula is
useful when you want Microsoft Project to automatically perform a
calculation for you based on the data that is entered. You will then
select the Formula button to create your formula.

Calculation for task and group  Select the Rollup option and then select a rollup from the drop-down
summary list to configure how Microsoft Project rolls up lower-level project
information into the higher level for the selected data type.
 Select the Use formula option if you want to use the formula field
you created for the rollup calculations.

Calculation for assignment rows  Select the Roll down unless manually entered option if you want the
values of the customized field to be spread equally across each
assignment.
Values to display  Select the Data option to see the actual information entered into a
field.
 Select the Graphical Indicators option to display graphical indicators
in place of actual data values in the custom field. You will then select
the Graphical Indicators button to configure what will display and
when.

6.1.03 Lookup Tables

A lookup table is a set of predefined values that you create or import, and it helps ensure data
integrity when adding information to a field. A field can be populated with the values in a lookup
table so that you can select only those predefined values; adding anything other than a value
defined in the lookup table would result in an error.

For example, you might create a lookup table called Priority Level which would include the
values Low, Medium, and High. Then, when adding data to the corresponding Priority Level
field, you would only be able to select Low, Medium, or High from the drop-down list.

6.1.04 The Edit Lookup Table Dialog Box

When you select the Lookup button in the Custom Fields dialog box, the Edit Lookup Table
dialog box will open. In the dialog box, you will enter the data for your lookup table and set
parameters for it. There are several options you can specify for the lookup table, including a
default entry value, the display order for the values in the table, and whether or not values not
listed in the table can be entered in the field.
6.1.05 Formulas

A formula is a script that generates a value by performing a calculation using the values in other
selected fields. In other words, you can use the values entered into other fields and calculate a
new value in another field using the equation you define. For example, you can create a custom
field that displays the number of days remaining, from the current date, until each of your tasks
is scheduled to start. The value in the custom field would be derived by calculating how many
days there are between the current date and the date entered in the task’s Start Date field.

Note: When creating a custom formula field, make sure that you choose the field type that
matches the result of your formula. For instance, in the case of the example formula where you
want to calculate the number of days between the two dates, the result is a number and not a
date; therefore, you would need to create a Number field type and not a Date field type.
6.1.06 The Formula Dialog Box

When you select the Formula button in the Custom Fields dialog box, the Formula dialog box
will open. In the dialog box, you will enter or build the equation for calculating the desired value
in the field. There are three ways you can enter your formula. You can:

 Type the formula.

 Build the formula using the field, function, and operator controls provided.
 Import a pre-existing formula from another Microsoft Project file.

Note: You’ll need to be familiar with scripting syntax in order to write a formula, but the buttons
and options can help you build the equation that you want to use.

6.1.07 The Graphical Indicators Dialog Box

When you select the Graphical Indicators button in the Custom Fields dialog box, the
Graphical Indicators dialog box will open. In the dialog box, you will set up custom visual cues
that will display in the field based on criteria that you define. For example, you can create a
custom field named Overage Alert that displays a warning icon if the actual costs for a task
exceed its baseline cost.
6.1.08 How to Add Custom Fields

Here are the general steps you will use to create custom fields.

Customize a Field

To customize a field:

1. In the Properties group of the Project tab, select Custom Fields.

2. In the Field section, select where you want to use the custom field:
 Select the Task radio button if you want the field to be available in task views.
 Select the Resource radio button if you want the field to be available in resource
views.
3. In the Type drop-down list, select the type of field you are customizing.
4. Select Rename.
5. In the Rename Field dialog box, type the new name for the field and then select OK.
6. In the Custom Attributes section choose how you want the data in the field to be
entered.
 If you want the custom field to use a list, select Lookup and select the Lookup
button. In the Edit Lookup Table dialog box, enter each item in the list in the
Value column, choose whether you want one of the list items to appear by
default, and then select Close.
  If you want the custom field to be calculated by a formula, select Formula and
select the Formula button. In the Edit Formula dialog box, type or use the Field
and Function buttons to create a formula, and then select OK.
7. In the Calculation for task and group summary rows section, choose how you want
the values in your custom field to roll up.
8. In the Calculation for assignment rows section, choose how you want the values in the
custom field to be distributed.
 Select None if the contents of this custom field are not to be distributed across
assignments.
 Select Roll down unless manually entered if the contents of this custom field
are to be distributed across assignments, for example, in the Task Usage view or
Resource Usage view. Data will be divided among the assignments unless data is
manually entered into an assignment row.
9. In the Values to display section, choose how you want the data in the custom field to be
displayed.
 Select Data to display the actual data in the field contents in all views in which
the field appears.
 Select Graphical Indicators and select the Graphical Indicators button. In the
Graphical Indicators dialog box, specify the criteria and associated indicator
images to be displayed in the field in place of data.
10. Select OK.

Import a Custom Field

To import a custom field:

1. In the Properties group of the Project tab, select Custom Fields.

2. In the Custom Fields dialog box, select Import Field.
3. In the Import Custom Field dialog box, in the Project drop-down list, select the project
that contains the field you are importing.
4. In the Field type area, select the Task, Resource, or Project radio button.
5. In the Field drop-down list, select the name of the field you are importing.
6. Select OK.
7. The field's name, lookup table, formula, and graphical indicators are imported. Modify
the imported field as needed, and then select OK.
Activity 6.1 Adding Custom Fields

Data File

To complete this lab, you must first download the following data file:
Trey_Slide_Presenter_Custom_Options.mpp

Scenario

Resources have been assigned to each work package (the lowest level of work in the project,
shown as non-bold tasks in the Gantt Chart). You want to designate a resource as a leader for
each summary (bold) task, but you cannot assign a resource to a summary task because that will
result in overallocations if the leader is also assigned to a work package. You can solve this
dilemma by creating a custom field called Task Leader, and selecting the appropriate resource
from a lookup table. When you insert the custom field into the Gantt Chart, you will see the
leaders’ names next to each summary task name.

1. Open the file.

a. Open the file named Trey_Slide_Presenter_Custom_Options.mpp in the Create Custom
Fields folder.
2. Create a custom field.
a. In the Properties group of the Project tab, select Custom Fields.
b. Confirm that the Task radio button is selected, and that the Type: is set to Text.
c. Select Text1, and then select the Rename button.
d. Enter Task Leader as the new name, and select OK.
3. Configure the new custom field.
a. Select Lookup under Custom Attributes.
b. Enter the following names in the Values column. (You do not need to make any entries
in the Description column.)
 Mable McDonald
 Jeannette Bowman
 Brittany Stuart
 Margarita Steele
 Juan Madera
 Winston Blanks
 Humberto Maple
 Kristine Rowe
 Barbara Navarro
 Edwin Witcher
 Shannon Clemons
 Cameron Kellum

Note: You can copy the names from the Resource Sheet and paste them into the
Edit Lookup Table column to save time.)

c. Select Close to close the Edit Lookup Table window.

d. Select OK to close the Custom Fields dialog box.
 4. Insert the custom field into the Gantt Chart.
a. Scroll to the right in the Task Entry table, and select Add New Column.
b. Enter the letter T and scroll to select Task Leader (Text1).
c. Move the Task Leader column so it is between Task Name and Duration.
5. Populate the Task Leader column.
a. Select the Task Leader drop-down in the Phase 1 – High-Level Planning task, and select
Mable McDonald.
b. Select the Task Leader drop-down in the Establish Launch Budget task, and select
Brittany Stuart.
c. Assign task leaders to the other summary tasks as desired.
6. Save the file as My_Trey_Slide_Presenter_Custom_Options.mpp and leave it open.

6.2.01 The Backstage

The Backstage is a behind-the-scenes view in Microsoft Project and all other Office
applications. From the Backstage, you can take various actions on your project file and on the
Microsoft Project environment. You access the Backstage by selecting the File tab on the
ribbon.

6.2.02 Project Options

You can access the general settings for your Microsoft Project environment by selecting Options
in the Backstage, which opens the Project Options dialog box. In the Project Options dialog
box, you can modify a number of options and settings to customize how the application looks
and behaves.
6.2.03 Project Customizations

There are seven screens in the Project Options dialog box where you can make customizations
to specific actions or options in your Microsoft Project environment.

Screen Options and Customizations

General You can customize:

 How ScreenTips are displayed.

 The default view.
 The date format.
 Your user name and initials.
 The Office background and theme.
 Whether the Start screen displays when you open the application.

Display You can customize:

 The type of calendar to use.

 Currency options.
 Which indicators and options are displayed.
 Which elements appear in the application.

Schedule You can customize:

 They day on which your week starts.

 When your fiscal year starts.
 Default start and end times for working hours.
 Default hours per day, days per week, and day per month for
working time.
 How assignment units are displayed.
 Whether new tasks are manually or automatically scheduled.
 The date from which auto-scheduled tasks are scheduled.
 Which time units are used for task duration and work.
 The default task type.
 Whether warnings or suggestions are displayed for schedule issues.
 Whether calculations are performed after each edit.
 Calculation settings.

Proofing You can customize:

 AutoCorrect settings.
 Spellcheck settings.
 Which fields are spellchecked.

Save You can customize:

  The default file type.
 The default location where files are saved.
 AutoSave settings.
 The default location where templates are saved.
 Cache settings.

Language You can customize:

 The default language used for editing.

 Additional languages used for editing.
 The language(s) in which buttons, tabs, and Help information is
displayed.

Advanced You can customize:

 General settings for what happens when you open the Microsoft
Project application or start a new project.
 Planning Wizard settings.
 Default standard and overtime rates.
 Advanced editing settings.
 Advanced display settings.
 Options for linking projects.
 Settings for Earned Value methods and calculations.
 Advanced calculation settings.

6.2.04 Ribbon Customizations

On the Customize Ribbon screen of the Project Options dialog box, you can change the
configuration of the ribbon.

The table at the left lists the commands that are available in the application. The table at the right
shows the current configuration of the ribbon, including the tabs, command groups, and
commands that are displayed.

You can use the available buttons on the screen to:

 Add items from the left table to the right to display them in the ribbon.
 Remove items from the right table to the left table to not display them in the ribbon.
 Move items up and down in the right table to change the order that they are displayed in the
ribbon.
 Add new tabs and groups.
 Reset the ribbon back to its default settings.
6.2.05 Quick Access Toolbar Customizations

On the Quick Access Toolbar screen of the Project Options dialog box, you can change the
configuration of the Quick Access Toolbar.
The table at the left lists the commands that are available in the application. The table at the right
shows the current configuration of the Quick Access Toolbar, including the commands that are
displayed.

You can use the available buttons on the screen to:

 Add items from the left table to the right to display them in the Quick Access Toolbar.
 Remove items from the right table to the left table to not display them in the Quick Access
Toolbar.
 Move items up and down in the right table to change the order that they are displayed in the
Quick Access Toolbar.
 Reset the Quick Access Toolbar back to its default settings.

Customize Application Settings

To customize your Microsoft Project application settings:

1. Select the File tab on the ribbon.

2. On the Backstage, select the Options tab.
3. In the Project Options dialog box, select a tab.
4. One the selected tab, change one or more settings.
5. Select OK to close the dialog box.

Customize the Ribbon

To customize the ribbon:

1. In the Project Options dialog box, select the Customize Ribbon screen.
2. To create new tab, select the New Tab button.
3. To create a new group, select the New Group button.
4. To move an item in the right column, select it, and then select the Move Up or Move Down
button.
5. To move an item from the left column to the right column, select it in the left column and select
the Add button.
6. To move an item from the right column to the left column, select it in the right column and
select the Remove button.
7. To return the ribbon to its original configuration, select the Reset button, and select the Reset
all customizations option. When Microsoft Project asks you to confirm the command, select
Yes.
8. Select OK to close the dialog box.
Customize the Quick Access Toolbar

To customize the Quick Access Toolbar:

1. In the Project Options dialog box, select the Quick Access Toolbar screen.
2. To move a command in the right column, select it, then select the Move Up or Move Down
button.
3. To move a command from the left column to the right column, select it in the left column and
select the Add button.
4. To move a command from the right column to the left column, select it in the right column, and
select the Remove button.
5. To return the Quick Access Toolbar to its original configuration, select the Reset button, and
select the Reset all customizations option. When Microsoft Project asks you to confirm the
command, select Yes.
6. Select OK to close the dialog box.

Activity 6.2 Customizing Microsoft Project

Data File

To complete this lab, you must first download the following data file:
My_Trey_Slide_Presenter_Custom_Options.mpp

Scenario

You want to customize the project environment, to make your use of the application more
efficient. Here, you will make changes to the default Microsoft Project settings, the ribbon, and
the Quick Access Toolbar. You will customize only a few settings here; you can make more
changes throughout your use of Microsoft Project.

1. Open the file.

a. If the file named My_Trey_Slide_Presenter_Custom_Options.mpp in the Create
Custom Fields folder is not open, open it.
2. Customize Microsoft Project’s application settings.
a. On the File tab, select Options.
b. In the General group, enter your user name and initials under Personalize your copy of
Microsoft Office, if it has not been done.
c. Change the Office Background and Office Theme if you wish.
d. In the Advanced group, confirm that Advice from Planning Wizard and the three
options beneath it are checked.
e. Explore the options in the other groups to familiarize yourself with them.
f. Select OK to close the Project Options dialog box.
3. Customize the ribbon.
a. On the File tab, select Options, then select Customize Ribbon.
b. Add a new tab, a new group, and add tools to the group.
 c. Select OK to close Project Options, and note the new tab and its tools on the ribbon.
 Select the word View (not the check mark) and then select the New Tab button.
A new tab will appear beneath View in the Main Tabs list.
 Select the words New Tab (Custom) and then select the Rename button. Enter
My Tools as the name for the new tab.
 Select New Group (Custom) and select the Rename button. Enter Editing as the
name for the new group.
 Select the word Editing. In the Popular Commands group of tools, select Copy,
then select the Add button to the right of Popular Commands. The Copy
command is added to the Editing group. In a similar manner, add the Cut and
Paste commands to the Editing group.
4. Customize the Quick Access Toolbar.
a. In the File tab, select Options, then select Quick Access Toolbar.
b. Add the Scroll to Task button.
 In the Popular Commands group of tools, select Scroll to Task, and select the
Add button.
c. Add the Update Tasks button.
 In the Popular Commands drop-down, select All Commands.
 Scroll down in the All Commands list, select Update Tasks, and select the Add
button.
d. Select OK to close Project Options, and note the changes to the Quick Access Toolbar.
5. Save the file and close it.