Microsoft®

Project 2016
Quick Reference Guide Free Cheat Sheets
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The Project 2016 Program Screen Keyboard Shortcuts

General
Quick Access Toolbar Title Bar Contextual Tab Close
Open an existing
project ............................. Ctrl + O
Create a new project ....... Ctrl + N
Save a project ................. Ctrl + S
Ribbon Print a project .................. Ctrl + P
Close a file ....................... Ctrl + W

Timeline Close Project ................... Alt + F4

Help ................................. F1
Spell check ...................... F7
Zoom in ........................... Ctrl + /
Zoom out ......................... Ctrl + Shift + *

Navigation and Views

Gantt
Table
Chart Up one screen ................. Page Up
Down one screen ............. Page Down
Show filtered tasks or
resources ........................ F3
Display Field Settings ....... Alt + F3
Show task or resource
Status Bar Views Zoom information....................... Shift + F2
Hide subtasks .................. Alt + Shift + -
Show all tasks .................. Alt + Shift + *
Project Fundamentals Project Views
Create a New Project: Click the File tab, select Change Views: Click the View tab and select a Editing
New, and click Blank Project. view, or click one of the view buttons at the
Cut .................................. Ctrl + X
bottom of the window.
Open a File: Click the File tab and select Open, Copy................................ Ctrl + C
or press Ctrl + O. Select a location with a file you Gantt Chart Displays the task sheet Paste ............................... Ctrl + V
want, then select a file and click Open. on the left and graphical
bars on the right. Undo ............................... Ctrl + Z
Save a File: Click the File tab and select Save, Redo................................ Ctrl + Y
Task Usage Displays all tasks and
or press Ctrl + S. Choose a location where you
the resources assigned Find ................................. Ctrl + F
want to save the file. Give the file a name, then
to them. Create a hyperlink............ Ctrl + K
click Save.
Calendar Displays the project Add a new task ................ Insert
Set Project Information: Click the Project tab tasks in a calendar
Cancel an entry ............... Esc
on the ribbon and click the Project Information view.
button. Choose to schedule the project from Clear/reset field ............... Ctrl + Delete
Team Planner Displays resources’
the start date or finish date, and select the start work over time. Fill down .......................... Ctrl + D
date or finish date. Click the Calendar list arrow
Resource Sheet Displays a list of Link tasks ........................ Ctrl + F2
and select an option, then click OK.
resources and their Unlink tasks ..................... Ctrl + Shift +
Create a New Project Calendar: Click the details. F2
Project tab and click the Change Working Set task to manually
Time button. Click the Create New Calendar Turn on the Timeline: Click the View tab on the
schedule .......................... Ctrl + Shift + M
button, type a name for the calendar, and click ribbon and select the Timeline check box.
Set task to auto
OK.
Sort Information: Click the View tab on the schedule .......................... Ctrl + Shift + A
Change Work Days and Hours: Click the ribbon, click the Sort button, and select a sort
Project tab and click the Change Working option. Formatting
Time button. Click the Work Weeks tab, click
Filter Information: Click the View tab on the Bold ................................... Ctrl + B
the Details button, and select a day to modify the
ribbon, click the Filter list arrow, and select a Italics ................................. Ctrl + I
work hours. Click OK twice to close the dialog
filter option.
boxes. Underline ........................... Ctrl + U

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Tasks Resources Manage Projects
Scheduling Tasks: Tasks in Project can be There are 3 types of resources in Project: Save a Baseline: Click the Project tab on the
manually or auto scheduled. ribbon, click the Set Baseline button, and
Work Resources that you select Set Baseline. Select Entire project or
• Manually Scheduled Tasks (the Resource assign by time, like a Selected tasks and click OK.
default): Can be placed anywhere in the person who works full
schedule and Project won’t move them. time. Their cost is based Update Actual Task Values: Select the task
You can add just the details you know and on time worked. you want to update, click the Mark on Track
come back later to fill in additional details. list arrow on the Task tab and select Update
Material Physical items used in
Tasks. Fill in any actual task values and click
• Auto Scheduled Tasks: Are scheduled by Resource completing the project,
OK.
Project. You enter information such as the like a computer. Their
task duration, work, resources, and cost is not based on Update Task Completion: Select the task
constraints, and Project calculates when time. that needs the completion percentage updated.
the task should start. Cost Resources that aren't Click a Completion Percentage button in
Resource based on time or the Schedule group of the Task tab on the
Set the Task Scheduling Mode: Click the quantity, such as travel ribbon.
New Tasks button in the status bar and select expenses or fees.
a scheduling method. View Project Statistics: Click the Project
View the Resource Sheet: Click the View tab tab, click the Project Information button,
Insert a Task: In Gantt Chart view, click where and click Statistics.
on the ribbon and click the Resource Sheet
you want to add the new task and click the
button.
Task button on the Task tab. Type a name View Project Variance: In Task Sheet view,
for the task and press Enter. Add Work Resources: Click in the first blank click the View tab, click the Tables button,
Resource Name field, type a resource name, and select the item you want to see variance
Delete a Task: Click the Task ID for the task for (e.g. cost or duration). The Variance column
and press Enter. Ensure Work is selected in
you want to delete and press the Delete key displays the difference between the baseline
the Type column and add in any known
on the keyboard. values and actual values entered for the
resource information.
project.
Create a Milestone Task: Click in a blank
Add Material Resources: Click in the first
Task Name cell, type a name for the milestone
and press Enter. Click the milestone's
available cell in the Resource Name field, type Reports
a resource name, and press Enter. Click the
Duration cell, type 0 D, and press Enter.
Type field’s list arrow and select Material. Add Create a Report: Project reports provide a
Milestones are just like regular tasks, but with
any known resource information. graphical snapshot of project information.
no duration. They are represented with the
There are 4 main report types, which you’ll find
symbol. Add Cost Resources: Click in the first on the Report tab.
available cell in the Resource Name field, type
Link Tasks: Select the task(s) you want to link
a resource name, and press Enter. Click the Dashboard Make better decisions
and click the Link button on the Task tab.
Type field’s list arrow and select Cost. Add Report by viewing eye-
Create a Summary Task: Select the tasks any known resource information. catching, dynamic
that will be part of the summary task, click the reports based on your
Assign Resources to Tasks: Open the Task
Task tab on the ribbon, and click the Insert project’s data.
Information dialog box for the task you want to
Summary Task button. Type a name for
assign a resource to. Click the Resources tab
the summary task and press Enter. Resource Better manage your
and then click the list arrow in the first blank
Report team’s work by
Edit Task Information: Select the task you Resource Name field. Select the resource you
analyzing reports
want to edit and click the Information want to assign to the task. Add any known
around the project’s
button on the Task tab. Make the necessary resource information and click OK.
resource data.
updates and click OK.
Delay a Resource Start Date: In Task Usage
Cost Report Keep control of your
Add Lag or Lead Time: Select the task you view, select the resource you want to delay.
project’s costs by
want to add lag or lead time to and click the Click the Format tab and click the
analyzing reports
Information button on the Task tab. Click Information button. Then, click the Start
around cost data.
the Predecessors tab, click in the Lag field, list arrow, select a delayed start date for the
and type a negative number or percentage to resource, and click OK.
In Progress Analyze how your
add lead time and a positive number or Report project is going up to
percentage to add lag time. Click OK. Manage Projects this point.

Add a Constraint: Double-click the task you Enter Fixed Costs: In Gantt Chart view, click Edit a Report: Select an item in the report to
want to add a constraint to and click the the View tab, click the Tables button, and edit and make the necessary edits in the Field
Advanced tab in the Task Information dialog select Cost. Click in the Fixed Cost cell for the List pane or the Tools contextual tabs of the
box. Select a constraint type and date, then desired task, enter a fixed cost, and press ribbon.
click OK. Enter.
Export a Report: Create and edit the report
Split Tasks: Select the task you want to split Add General Resource Rates: Select the you wish to export, then click the File tab, and
and click the Split Task button on the Task resource you want to modify in Resource Sheet select Save As. Select a location to save the
tab. Place the splitting cursor on the date view. Click the Resource tab, click the file and type a file name. Then, click the Save
you want the split to begin in the Gantt chart, Information button, and click the Costs As list arrow, select the file format you want to
then click and drag to the date you want the tab. Enter the standard rate, overtime rate, or save to, complete the Export Wizard with the
task to resume. per use cost on the A tab. Additional rates can necessary options, and click Finish.
be added on the B, C, etc. tab. Click OK.

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