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Microsoft
Project 2013
The book that should have been in the box®
Bonnie Biafore
O’Reilly books may be purchased for educational, business, or sales promotional use.
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or [email protected].
The Missing Manual is a registered trademark of O’Reilly Media, Inc. The Missing
Manual logo, and “The book that should have been in the box” are trademarks of
O’Reilly Media, Inc. Many of the designations used by manufacturers and sellers to
distinguish their products are claimed as trademarks. Where those designations
appear in this book, and O’Reilly Media is aware of a trademark claim, the
designations are capitalized.
While every precaution has been taken in the preparation of this book, the publisher
assumes no responsibility for errors or omissions, or for damages resulting from the
use of the information contained in it.
ISBN-13: 978-1-449-35796-2
[LSI]
Contents
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
iii
Chapter 5: Setting Up a Project File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Creating a New Project File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Setting the Project Start Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Saving a New Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Opening a Project File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Setting Standard Workdays. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Defining Work Times with Calendars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
iv Contents
Chapter 11: Reviewing and Fine-Tuning Your Plan.. . . . . . . . . . . . . . . . . . . . 291
Reviewing the Schedule and Cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Project Tools for Change. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Making Sure Tasks Are Set Up Correctly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Building Reality into Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Balancing Workloads. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Shortening the Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Reducing Project Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Playing What-If Games. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Contents v
Chapter 17: Closing a Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
Obtaining Project Acceptance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Tying Up Loose Ends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Producing Project Closeout Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505
What to Do with Project Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511
Chapter 22: Customizing the Ribbon and Quick Access Toolbar. . . . . . . 683
Customizing the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 684
Customizing the Ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685
Sharing a Custom Ribbon and Quick Access Toolbar. . . . . . . . . . . . . . . . . . 694
vi Contents
Chapter 23: Reusing Project Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697
Understanding the Types of Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 698
Storing Project Settings and Elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 699
Sharing Custom Elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701
Building Templates for Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 753
Note You can download one additional chapter—Chapter 25: Collaborating on Projects with SharePoint—from this book’s
Missing CD page at www.missingmanuals.com/cds. See page xxii for more about the Missing CD page.
Contents vii
The Missing Credits
About the Author
Bonnie Biafore has always been a zealous organizer of everything
from software demos to gourmet meals, with the occasional vacation
trip to test the waters of spontaneity. As an engineer, she’s fasci-
nated by how things work and how to make things work better.
Ironically, fate, not planning, turned these obsessions into a career
as a project manager. When Bonnie realized she was managing
projects, her penchant for planning and follow-through kicked in
and she earned a Project Management Professional certification from
the Project Management Institute.
When she isn’t managing projects for clients, Bonnie writes about and teaches project
management, personal finance and investing, and technology. She has a knack for
mincing these dry subjects into easy-to-understand morsels and then spices them
to perfection with her warped sense of humor.
Bonnie is also the author of Successful Project Management, which won an Inter-
national Award of Merit from the Society of Technical Communication, QuickBooks
2013: The Missing Manual (now Intuit’s Official Guide to QuickBooks), and several
other award-winning books. She has recorded several courses on project manage-
ment, Microsoft Project, and QuickBooks for Lynda.com. In addition, she writes and
presents frequently for the Microsoft Project Users Group.
When unshackled from her computer, she hikes in the mountains with her dogs,
cycles, cooks gourmet food, and mostly tries not to act her age. She has also pub-
lished her first novel, Fresh Squeezed, featuring hit men, stupid criminals, and much
political incorrectness. You can learn more at her website, www.bonniebiafore.com,
or email her at [email protected].
Acknowledgments
No O’Reilly book that I author can go to print without me acknowledging the awe-
some team at O’Reilly. Dawn Mann is editor extraordinaire. She can spot potential
points of confusion in my writing from a mile away and usually comes up with a
wonderfully clear alternative. If she’s stumped, she asks for clarification in a way
that even a diva (oh, I so hope I haven’t become one) wouldn’t mind. She stays on
top of details, so they’re taken care of before anyone even thinks to ask. She has
earned my gratitude for keeping me company via email as we both worked weekend
after weekend to complete this book. My thanks go to Melanie Yarbrough and the
rest of the O’Reilly folks for shepherding my book through the publication process.
I am grateful for the eagle eye of Julie Van Keuren, the proofreader, for wrangling
punctuation, capitalization, and ungainly sentences into submission.
The technical reviewers Sean Earp and Michael Wharton caught my mistakes and
shared their knowledge of the finer points of project management, Microsoft Project,
and SharePoint. I was fortunate to have them as guinea pigs for the many sections
that I ripped apart and put back together. Fortunately, my rewrites successfully
passed their gimlet-eyed scrutiny.
I also want to thank a few old friends and several new ones in the project-management
community. Teresa Stover is a wonderful writer, a good friend, and a trusted col-
league who is always willing to pitch in to dissect gnarly Project features despite her
deadlines. Ellen Lehnert is a fabulous trainer and another one of my go-to people
for Project questions. I’ve also had the great fortune to befriend and, in some cases,
collaborate with other incredible Project educators: Sam Huffman, Larry Christofaro,
John Riopel, Eric Uyttewaal, and Eric Verzuh.
P
eople have been managing projects for centuries. The construction of the
mountaintop city of Machu Picchu was a project—although no one’s really
sure whether the ancient Inca had a word for “project manager.” In fact, you
may not have realized you were a project manager when you were assigned your
first project to manage. Sure, you’re organized and good at making sure people get
things done, but consistently managing projects to successful conclusions requires
specific skills and know-how. Whether you’re building a shining city on a hill or aim-
ing for something more mundane, Microsoft Project helps you document project
tasks, build a schedule, assign resources, track progress, and make changes until
your project is complete.
Perhaps you’ve launched Project, and now you’re staring at the screen, wondering
about the meaning of the program’s Gantt Chart and Resource Usage views. Or
maybe you already have dozens of Project schedules under your belt. Either way,
some Project features can be mystifying. You know what you want to do, but you
can’t find the magic combination that makes Project do it.
This book addresses the double whammy of learning your way around project
management and Microsoft Project at the same time. It provides an introduction to
managing projects and shows you how to use Project to do so. For more experienced
project managers, this book can help you take your Project prowess to a new level
with tips, time saving tricks, and mastery of features that never quite behaved the
way you wanted.
xiii
Exploring the Variety of Random
Documents with Different Content
acting under Herr Saunders' advice, are going to adopt strenuous measures
against us?"
"Not exactly. But they have decided to leave off trying to murder us,
and are going to try and take us openly. The ex-Queen,—whose nerves are
not very good,—has already crossed the frontier into Austria. Father
Bernhardt has found several new hiding-places, and a brace of new
revolvers."
"Admirable!" laughed the American. "But tell me, pray, how I can serve
you."
"You will be dining at the Palace to-night. Find out all you can and
report to me."
Trafford was silent. He was about to dine with the King, and he had
certain scruples about the sacredness of hospitality. Quick as a flash the
Princess read his silence, and bit her lip.
"Now then," she said, as if to change the subject, "let me play the part of
showman. Here we have the famous 'Iron Maiden.'"
Trafford beheld a weird sarcophagus set upright against the wall, and
rudely shaped like a human form. On the head were painted the lineaments
of a woman's face, and the mediæval craftsman had contrived to portray a
countenance of abominable cruelty, not devoid of a certain sullen, archaic
beauty. A vertical joint ran from the crown of the head to the base, and the
thing opened in the middle with twin doors. The Princess inserted a heavy
key,—which was hanging from a convenient nail,—and displayed the
interior.
"Now you see the charm of the thing," she went on, as the inside of the
iron doors revealed a number of ferocious spikes. "The poor wretch was put
inside, and the doors were slowly shut on him. See, there is a spike for each
eye, one for each breast, and several for the legs. The embrace of the Iron
Maiden was not a thing to be lightly undertaken."
"It was made by one Otto the Hunchback," pursued the Princess, "and it
was so admired in its day, that the reigning monarch of Bavaria had a
duplicate made, and it stands in the castle of Nuremberg to this day."
"When was this thing last used?" inquired Trafford in hoarse tones.
"It is said that the late Archbishop of Weidenbruck was killed in this
way, three years ago," replied the Princess calmly.
"If that's true," said Trafford, "I shan't make much bones about siding
with you against Karl XXII. And it won't worry my conscience reporting to
you anything I may accidentally overhear at the dinner to-night."
"We can't fight in kid gloves," said the Princess with a sigh.
Trafford and the Princess looked at each other in blank and silent
amazement.
"This means business," said the latter, pale but composed. "The Guides
and the King's Dragoons are not being paraded for nothing. Royalty is
going to be arrested with the pomp and circumstance due to the occasion."
"It's no use," sighed the Princess wearily. "I must face my fate. Perhaps
the good burghers will effect a rescue."
"That is just what you must not do!" he cried. For a moment he stood
irresolute, running his hand through his stiff, up-standing hair.
"Otto the Hunchback little knew that his chef d'œuvre would be put to
such a benevolent purpose as a refuge," he said, as he loosened and
withdrew the spikes one by one from their rusty environment. "Given ten
minutes' respite, and I'll guarantee a hiding-place no one in his senses will
dream of searching."
Trafford deposited the last spike in the pocket of his overcoat, and
motioned to his companion to enter. When she had done so, he closed the
doors, locked them, and put the key into his pocket with the spikes.
Trafford contemplated the exterior of the Iron Maiden, and was pleased
to note air-holes in the Maiden's ears. It had not been the intention of the
mediæval tormentor that his victims should die of suffocation.
A few moments later there was the tread of martial steps along the
passage, and the door was thrown open. Trafford buried himself in the
contemplation of a water-funnel that had served to inconvenience human
stomachs with an intolerable amount of fluid.
"This is most interesting," he said. "I need hardly ask you to be precise
in your information, as your remarks will be taken down verbatim."
"Her name?"
"Her age?"
"I am bad at guessing ladies' ages; but I should say between twenty and
thirty."
"Dark or fair?"
"Dark."
Meyer stiffened himself indignantly, and the eye-glass dropped from his
eye.
"Perhaps I have exaggerated," said Trafford calmly, "put down six foot
one-and-a-half."
"Martha!" cried Trafford delightedly. "Yes, I believe that was her name.
In return for half a krone she told me more in five minutes about
instruments of torture than my wildest imagination had conceived possible."
Meyer glanced round the room carefully. He looked under the several
tables whereon the exhibits were displayed; he put his head up the great
stone fireplace; his glance swept past the Iron Maiden, but it rested on it for
a fraction of a second only.
"She is not here," he announced decisively, "this gentleman has been
speaking the truth."
"You behold in me," he said, "a disappointed man. For the second time
in two days I have blundered. It is a coincidence, a strange coincidence.
Also it is regrettable, for I am rapidly dissipating a hard-earned reputation
for astuteness. Once again, au revoir, my dear Herr Trafford! We shall meet
at dinner to-night, and I hope often. Gentlemen of the Guides, vorwarts!"
CHAPTER TWELVE
General Meyer, resplendent in a pale blue and silver uniform and sundry
brilliant orders, received him and presented him to his wife, a handsome
lady of South-American origin and an ultra-Republican love of finery.
Saunders was there, also with his wife, the latter beautiful and stately as a
statue, in an empire gown of creamy green with red roses at her breast.
There was an old gentleman with a billowy white moustache, and a young
officer of the Guides. There were the diplomatic representatives of France
and England, and a bevy of court ladies with the expensive paraphernalia of
plumes, egrets, and voluminous trains. The company was a decorative one,
and the setting sumptuous, only needing the sun of the royal presence to
gild the refined gold of the exhilarating scene.
"Nervy, my boy," the former began, "the King, Meyer, and myself have
been having a little private conversation about you."
"Most. The conclusion we arrived at was that you had been making an
idiotic ass of yourself."
"By everybody, I mean the police, who study most things, and
particularly the visitors' list at the 'Concordia.' The hall-porter of that
excellent hotel is one of Meyer's most trusted agents, and there is not the
slightest doubt that it was the Princess Gloria who enjoyed the privilege of
claiming you as a brother."
"My dear humourist," said Trafford, smiling and twirling his moustache.
"I have no further use for—half-sisters."
"I stepped across the room to warn you of the King's entrance," went on
the General suavely. "His Majesty is on the point of entering the chamber."
A door was flung open by liveried and powdered menials. The company
drew itself into two lines, and between them, smiling, portly, debonnair,
walked the big, half-pathetic, half-humorous figure of the King. He bowed
to right and left, murmuring conventional terms of greeting to all and
sundry.
Trafford bowed, and took the King's hand, which was extended to him.
"I say hurrah for winter sport, your Majesty, and a curse on fogs,
meteorological and political!"
"The General fought with distinction in the trenches at Offen in '84, and
he took part also with great distinction in the hill fighting round about
Kurdeburg in '86. In '87——" Fortunately for Trafford the flow of the
worthy lady's recital was checked. A menial, pompous, in plush and yellow
braid, put his powdered head between him and his persecutrix, whispering
in his ear: "His Majesty will take wine with you, sir."
Trafford looked up to the end of the table where the King sat. King
Karl, with raised glass and a resumption of his genial smile, was
endeavouring to catch his eye.
Trafford raised his glass and flushed. It is not given to every man to be
toasted by a reigning sovereign, and Trafford felt a sense of pride that
surged up in his bosom with no little strength. Then the incongruity of his
position struck him. There was he, eating the King's food, and drinking the
King's wine, and at the same time pledged to help and abet his most
relentless enemy. Nay, more, he had sworn to abuse his hospitality that
evening by gleaning any facts which might help the rebellious Princess to
continue free to work out her ambitious and subversive propaganda. And
now he was signalled out for especial honour, and he blushed, not because
the eyes of the ladies regarded him with frank admiration, not because
Meyer looked sideways at him with sneering inscrutability, but because his
host, the King, regarded him with a glance that was all welcome and good
fellowship. And in the emotion and excitement of the moment Trafford
recalled Saunders' favourable opinion of King Karl, rather than the Princess
Gloria's sinister suggestion of the torture-chamber. But just as, with mixed
feelings and mantled cheek, he threw back his head to empty his glass, a
noise from outside attracted his attention. It was a low, humming noise at
first, with sharp notes rising from its depths. But it grew louder, and
something in its swelling vibrations checked the glass untasted in his hand.
Men and women looked at each other, and the conversation ceased
automatically. Louder the noise grew—louder, till it was like the roaring of
a great wind or the snarling of innumerable wild beasts. And yet, besides its
note of wrath and menace, it held a sub-tone of deep, insistent purpose. Fair
cheeks began to blanch, and an air of pained expectancy hung heavy on the
throng. For there was no longer any possibility of mistaking its import. It
was the hoarse murmur of a mob, wherein the mad fury of beast and
element were blended with human hatred, and dominated by human
intelligence.
Meyer sipped his wine composedly, but his face was a sickly green.
General von Bilderbaum flushed peony, and Trafford felt big pulses beating
in different parts of his body. The situation was intolerable in its frozen
anxiety. With an oath the King rose to his feet, threw back the great purple
curtains that masked the windows, and flung open the tall casements. A
redoubled roar of voices flowed in with a stream of icy air. The ladies
shuddered in their décolleté gowns, but Trafford,—heedless alike of frost
and etiquette,—was on the balcony in an instant by the King's side, looking
down on the great street. The other men followed suit immediately, and the
sight that met their gaze was a stirring one. The broad Königstrasse, which
ran past the palace, was packed with a dense and swaying throng.
In the midst of a bevy of dark-coated police walked a tall figure,
handcuffed, bareheaded, his clothes torn as if he had been taken with
violence, yet retaining withal an air of fierce scorn and tameless pride. On
each side of the police tramped companies of infantry with fixed bayonets.
At the head and at the rear of the little procession rode formidable
detachments of the King's Dragoons. And surging behind, menacing,
furious, determined,—yet held in check by the cold logic of steel and bullet,
—pressed and swayed and shouted a great mass of turbulent humanity.
"At any rate, he is being arrested," said the King. "Under your system
he was always on the point of being arrested. Once inside the Strafeburg,
Father Bernhardt will not derive much assistance from his noisy friends out
here."
"Why don't they fire on the mob?" spluttered out General von
Bilderbaum, stifling a fine military oath in his billowy moustache.
"I'd fire on the brutes if I were in command," murmured the old General
with suppressed fierceness, as the crowd pressed close at the heels of the
last file of Dragoons.
Hardly had he spoken when a harsh order rang out above the growling
of the mob, the rear rank swung their horses round, and with a click of
carbines a volley rang out into the icy air. A bullet struck the stonework of
the palace, not far from the King's head, for the soldiers had fired purposely
in the air. Karl never even winced. His features wore a look of pained
distress that no personal danger could accentuate. General Meyer quietly
took cover behind a friendly pilaster, but Trafford,—wildly excited by the
novel scene,—watched eagerly the quick panic of the mob. Helter-skelter
they ran, tumbling over each other in a frenzied effort to avoid the stern
reprisal they had so ruthlessly invited.
"A whiff of grape shot!" said Saunders. "A little firmness, a little
sternness even, and a deal of trouble is saved. Another volley in the air, half
a dozen executions, and a few sharp sentences of imprisonment, and a
desperate situation will give way to normal tranquillity."
"I don't," said Meyer; and as he spoke the crowd came back again,
surging and rebellious, shouting with rage and shame and furious
determination.
"See! a woman is leading them on!" cried the young officer of the
Guides.
"So I perceive," said Meyer, turning to Trafford, who stood next him. "It
is the young lady whose arrest I strove to bring about this afternoon in the
Strafeburg. It would perhaps have been better for her if my purpose had
been fulfilled."
Trafford drew in his breath and grasped the hand-rail of the iron balcony
with a vise-like grip.
"I think so," said Meyer smoothly. "A rescue is certainly being
attempted."
"Why?"
"The wounded will be looked after," said Mrs. Saunders calmly, "and by
more capable hands than yours. Your departure now without a formal leave-
taking of his Majesty would produce the worst impression. As my
husband's friend, your conduct would reflect on him. I must ask you to be
prudent."
"Thank you."
"It would never do," went on Trafford ironically, "for your husband to
fall out of favour with the humane King Karl. He might wake to find
himself in the dungeons of the Strafeburg;" and with a polite bow he
returned through the dining-room to the balcony.
"Well," he asked of Saunders, "does peace reign at Weidenbruck?"
CHAPTER THIRTEEN
ON THE WARPATH
He sat down again in his arm-chair, and buried his face in his hands, and
because his eyes were blinded by the action, the vision of Gloria's youthful
beauty and smiling lips grew clearer, more tangible, more seductive. His
mind harked back to the dismal moment when he was leaving the Rundsee,
a defeated, discredited candidate for the blue ribbon of the skating world.
The Princess had appeared to him at a moment when her bright presence
had seemed especially dazzling by contrast with the black thoughts that
filled his brain. She had appealed to him for assistance, had promised, or at
least hinted at, the great reward that would bear him rose-crowned to the
stars. That was worth much—everything perhaps—even a soldier's honour.
But would his honour inevitably be sacrificed by placing his sword at the
Princess's disposal? He had reasons for being dissatisfied with his present
service, he argued. Karl—well, he could not bring himself to dislike Karl,
but he was certainly a man of whom much ill was spoken. His Commander-
in-Chief, Meyer, he knew for a scheming and unscrupulous politician rather
than an honest soldier. And so, little by little, desire suborned conscience,
till he persuaded himself,—as self-centred men habitually do,—that the
path of pleasure was the path of duty.
* * * * *
When the party at the Neptunburg broke up abruptly, as it did soon after
the glare of incendiarism had flushed the sky to a threatening crimson,
Trafford paid a hasty leave-taking of his Majesty, and hastened down the
great staircase to the entrance hall. Here stood Saunders in close
consultation with General Meyer.
"Nervy," said the former, "if I were you I should stay here. There is no
necessity to go, and if you come up to my room we can watch things
comfortably from my window."
"Thanks," said Trafford curtly, "I am not fond of watching things from
the window."
"You really must not leave us," said the Commander-in-Chief, with
exaggerated politeness.
"We really cannot allow you to depart," persisted Meyer, walking to the
hall-door and ostentatiously shooting a massive bolt.
A gleam lighted in Trafford's eye, but his response was politeness itself.
"Herr Trafford," said the latter, "when I said you must not go, I meant to
couch a command in terms of courtesy. The streets of Weidenbruck are in a
dangerous state to-night, and as the person responsible for the public safety
I really cannot sanction your departure from the Neptunburg."
"Then I shall disregard it," said Trafford, producing his gun and
flourishing it about in reckless fashion, "for I am quite capable of protecting
myself, dear General, I assure you."
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