Managing Projects, Programs, & Portfolio using Microsoft® Project 2019

[2019]

Managing Projects, Program,

and Portfolio using
Microsoft® Project 2019

Module-7
Managing Communication using
Microsoft® Project 2019

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Our Microsoft Project 2019 E-Learning Series

Microsoft® Office Project 2019 assists the project professionals to accomplish their project goals by using
the accepted standards and practices of project management methodology.
The typical Project Life Cycle across any industry verticals comprises of the following three phases:

- Build a plan
- Track and manage a project
- Close a project

Our Microsoft® Project 2019 E-Learning Series is based on the same & each of these phases is covered in
detail in different E-Learning Modules.

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In this module, we would be focusing on Plan

Communication and Print & Distribute Project Information
for your project.

Module VII : Managing Communication using Microsoft Project 2019

Goal Description

Plan
Communication & Before a project begins, you should:-
Print & Distribute
Project Information
 Identify the quality standards that are necessary to achieve the
project objectives. After the quality standards are established,
you can adjust the scope, resources, and schedule as necessary
to achieve the quality that you want.

After a project begins, events that are difficult to anticipate might create
new risks. You should:-

 Plan for, identify, and reduce risk at various times during a project
that can help you to keep the project on schedule and within
budget

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2.1.4 Project Map > Build a Plan>Plan communication

Communication and the security surrounding it are critical aspects of creating a team that collaborates
well.

1. Copy Project data or pictures into another Office program

You can copy specific Microsoft Office Project data for modification in another program, such as
Microsoft Office Excel, or you can copy a picture of your project data for viewing in Microsoft
Office PowerPoint, Microsoft Office Word, or Microsoft Office Visio.

2. Copy specific project data for modification in another program

You can copy specific project data and paste it into another Office program. In the sheet portion
of a Project view, click the cells that contain the data that you want to copy, and then click Copy
Cell on the Standard toolbar. Open the destination document in which you want to paste the
project data, select where you want to insert the information, and then use the destination
program's Paste command.

3. Copy a picture of your project data for viewing in another program

The Copy Picture to Office Wizard enables you to copy complex project data to an image that you
can use in PowerPoint, Word, or Visio. You can select an outline level, timescale, image size and
orientation, and specific fields in your project to copy to the image.

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You can capture a picture of any view in your project by clicking Copy Picture on the
Standard toolbar. The data is captured in a picture and copied to the Clipboard. Use this option
to copy your project data as an image that you can paste in applications other than PowerPoint,
Word, or Visio.

Steps

1. In the Task Pane, under Clipboard , click on the drop-down of COPY.

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2. Select To GIF Image file and select the location where you want to save it.

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To view Timeline on the top of the Gantt chart in the Gantt chart View

Steps
1. Select View Pane in the Ribbon.

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2. Check the Timeline checkbox.

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To view the timeline as a single graphical on the Screen

Steps

1. Select Task Pane, Click on the drop down of Gantt chart.

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2. Select Timeline.

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Add Milestones to the Timeline view

Steps

1. Select the Milestone or Task that you want to add to Timeline.

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2. Right click on the Milestone or Task and then click Add to Timeline.

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Format the Milestone

Steps

1. Select the Milestone in the Timeline view that you want to Format. Timeline View automatically
opens the Format dialog box.

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2. You can quickly and easily format your milestone background color and Font’s.

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Communicate your Plan

Share your timeline in e-mail messages, Presentations, documents.

To E-mail your Timeline

Steps
1. Select Timeline, Select Format Pane and then click on the drop-down of Copy Timeline.

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2. Click on For E-Mail.

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Share Project Files in PDF or XPS Format

Steps
1. Select File Pane and then click on Save as.

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2. Select computer and then click on Browse then In the Save as Types Drop down box Select PDF
Files.

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3. Click on Save.

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4. You can select from which date to which date you want to Export or you want to Export all.

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5. You can also include Non-Printing information.

6. Click OK to save your file.

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Filter Your Tasks

Steps
1. Select Task Pane and then select Gantt chart.

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2. Click on the drop-down of Start.

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3. Select Filters.

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4. Select filter that you want.

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Sorting Your Task according to Start date, Finish Date, Duration etc.

Steps
1. Select Task Pane and then select Gantt chart.

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2. Click on the drop-down of Start date or Finish date or duration etc.

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3. Click Sort type that you want.

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Enhanced Formatting and formatting Galleries Save your time.

Format the Gantt chart

Steps
1. Select Task Pane and then select Gantt chart.

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2. In Format Pane select from different Gantt chart styles.

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Create Compelling reports for Insight and Analysis

Creating Visual Repots

Steps
1. Select Report Pane and then click on the Visual Reports.

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2. You can select from the several predefined Reports.

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3. Select the Report and click on View.

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4. Report is Open in Microsoft Excel.

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5. You can also add a new template for reporting.

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6. Choose the application that you want to use for this report template.

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7. Select the data type.

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8. Choose fields that you want to include in your Report by clicking on Field Picker.

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9. Click OK to create a new report template.

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Creating Built-in Reports

Steps
1. Select Report Pane.

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2. You can select from various Reports groups such as Costs, Resource Dashboards etc.

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3. Select More Reports

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4. Select which report you want to see and then click on select

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Module VII : Managing Communication using Microsoft Project 2019

After completing this module, the participants have learnt to :-

 Copying Project data in an image
 Working with Timeline
 Communicate your plan via e-mail, presentation, documents
 Generating Reports
 Sorting, filtering your tasks
 Formatting Gantt chart styles

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