MS Project 2003 Intro

Microsoft Project 2003
Table of Contents
Microsoft Project 2003
Introductory
Page 1 © The Mouse Training Company
Microsoft Project 2003
Table of Contents
Table of Contents
TAB! "# C"$T!$T%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 3
%!CT'"$ "$!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (
'$T)"*+CT'"$ T" M% P)",!CT&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (
-.AT '% M'C)"%"#T P)",!CT/&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 10
+$*!)%TA$*'$0 P)",!CT MA$A0!M!$T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 11
M% P)",!CT A$0+A0!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 12
T!)M'$""01&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 13
%TA)T'$0 M% P)",!CT&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 12
The "ffice Assistant&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 12
M% P)",!CT 3 T.! %C)!!$&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 14
!!M!$T% "# T.! *!#A+T 5'!-&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 1(
5'!-% A$* TAB!%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 20
T.! T)AC6'$0 0A$TT 5'!-&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 22
M% P)",!CT 3 M!$+%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 23
M% P)",!CT 3 T.! T"" BA)%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 27
P)",!CT MA$A0!M!$T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 24
T.! %TA0!% "# P)",!CT MA$A0!M!$T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 30
M"$'T")'$0 A$* A*,+%T'$0&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 31
M% Project 3 "perational Basics&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 31
%!CT'"$ T-"&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 33
PA$$'$0 T.! P)",!CT&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 33
*!#'$'$0 T.! P)",!CT&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 38
The 0oal&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 38
The "bjecti9es&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 38
The %pecification&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 38
The imitations&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 38
P)",!CT PA$$'$0&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 3:
C"MP!T! T.! P)",!CT PA$&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 34
-.!)! T" B!0'$ -'T. M% P)",!CT&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 3(
%tarting a $e; Project&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 3(
Project Properties&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 80
T.! CA!$*A)&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 81
C)!AT'$0 A $!- BA%! CA!$*A)&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 82
%A5! T.! $!- P)",!CT #'!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 83
%a9ing a Project&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 83
!$*'$0 A P)",!CT %!%%'"$&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 87
Closing a Project&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 87
%!CT'"$ T.)!!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 8:
Page 3 © The Mouse Training Company
Microsoft Project 2003
Table of Contents
TA%6 !$T)1 A$* '$6'$0&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 8:
!$T!)'$0 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 84
The Tas< 'nformation bo=>Tas< %heet&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 8(
T.! TA%6 !$T)1 #")M&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 71
TAB!% A$* *!%C)'PT'"$%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 72
Pre?ecessor Table&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 72
"T.!) M!T."*% "# A**'$0 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 78
'n the 0antt Chart or the Tas< %heet&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 78
+sing the Tas< 'nformation #orm&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 78
+sing The $et;or< *iagram Chart&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 78
A** TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 77
'$6'$0 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 72
*!#'$'$0 T.! %+MMA)1 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 7:
T.! A+T"C"))!CT #!AT+)!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 21
%!CT'"$ #"+)&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 23
)!%"+)C! MA$A0!M!$T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 23
)!%"+)C!%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 28
*efine the )esources&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 28
)e9ie;ing an? $a9igating the )esource %heet&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 27
!$T!) )!%"+)C!%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 22
A??ing )esources to the )esource %heet&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 22
5'!- )!%"+)C!%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 2(
The )esource %heet&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 2(
The )esource 0raph&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 2(
5ie;ing )esource +sage&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :0
5ie;ing the *etails of a single )esource&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :0
%!T )!%"+)C! CA!$*A)%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :1
Allocate )esources&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :1
!*'T'$0 )!%"+)C! '$#")MAT'"$&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :3
!?iting *ata !ntere? by the +ser&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :3
)!5'!- )!%"+)C! +%A0!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :8
'$%!)T'$0 A$* *!!T'$0 )!%"+)C!%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :7
-or<ing ;ith )esources on the #ly&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :7
+p?ating )esource 'nformation on the #ly&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :2
PA$$!* T'M! %CA!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :4
ea? Time an? ag Time&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :4
T.! "+T'$'$0 5'!- @%+MMA)1A&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& :(
P)"M"T'$0 A$* *!M"T'$0 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 40
%!CT'"$ #'5!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 41
*'%PA1 *ATA A$* C"%T #ACT")%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 41
+%'$0 0A$TT C.A)T%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 42
0antt Chart Principals&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 42
Changing the split bet;een chart an? table&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 42
Changing Time %cale&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 42
Changing the Palette&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 43
Page 8 © The Mouse Training Company
Microsoft Project 2003
'ntro?uction to M% Project
+%'$0 $!T-")6 *'A0)AM C.A)T%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 47
$et;or< *iagram Chart principals &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 47
+sing the #ormatB Bo= %tyles comman?&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 47
Changing the contents of a $o?e &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 42
Changing the layout of the Chart&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 42
Cooming 'n an? "ut&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 44
!!M!$T% "# T.! $!T-")6 *'A0)AM C.A)T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 4(
The $et;or< *iagram Bo=&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 4(
$a9igating the $et;or< *iagram Chart&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (0
M")! AB"+T TAB!%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (1
Mo?ifying @or e?itingA an e=isting Table&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (1
Creating a $e; Table&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (2
APP1'$0 #'T!)%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (8
Customising #ilters&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (8
!DAM'$'$0 T.! C"%T #ACT")&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (:
Changing the Project to )e?uce Costs&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& (4
%!CT'"$ %'D&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& ((
P)'$T'$0 A$* )!P")T'$0&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& ((
PA0! %!T+P&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 100
P)'$T'$0 C.A)T%B #")M% A$* %.!!T%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 102
)!P")T% %!T+P&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 103
Creating or !?iting )eports&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 108
-.AT 1"+ CA$ P)'$T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 102
A Project "9er9ie;&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 102
Tas< 'nformation&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 102
Cost information&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 10:
'nformation about resource usage&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 104
'nformation that sho;s progress&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 10(
)!P")T% B1 )!P")T T1P!&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 110
%!CT'"$ %!5!$&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 113
+P*AT'$0 T.! P)",!CT&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 113
M")! "$ T.! TA%6 '$#")MAT'"$ #")M&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 118
+P*AT'$0 TA%6 *ATA&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 112
+sing a Tas< 5ie;&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 112
+sing the Tas< !?it #orm&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 11:
A**'$0 $!- TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 120
+sing any Table 5ie;&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 120
+sing the $et;or< *iagram Chart&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 120
!$T!)'$0 TA%6 $AM!% A$* *+)AT'"$%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 121
!*'T'$0 TA%6 *!TA'%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 122
T)AC6'$0 P)"0)!%%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 128
5ie;ing the 0antt Chart&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 128
5ie;ing the )esource 0raph&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 128
5ie;ing )esource +sage&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 128
5ie;ing the *etails of a %ingle )esource&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 128
T.! 0A$TT C.A)T A$* T.! C)'T'CA PAT.&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 127
Page 7 © The Mouse Training Company
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Mo?ifying the Project to Match )esources&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 127
e9elling&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 122
*!#'$! A$ +P*AT! P"'$T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 12:
+P*AT'$0 T.! P)",!CT&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 124
%!CT'"$ !'0.T&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 12(
M+T'P! P)",!CT%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 12(
+%'$0 C"MM"$ )!%"+)C!%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 130
A**'$0 %+B P)",!CT%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 131
Consoli?ating Projects&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 133
Consoli?ating Projects create? in earlier 9ersions of M% Project&&&&&&&&&&&&&&&&&&&&&&&&&&&&&138
)!C+))'$0 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 137
TA%6 )!AT'"$%.'P%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 132
-hy use tas< relationships/&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 132
+sing the Tas< 'nformation *ialog Bo=&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 132
M")! "$ '$6'$0 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 13(
M"*'#1'$0 A$* *!!T'$0 TA%6 )!AT'"$%.'P%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 181
*!!T'$0 TA%6%&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 183
T.! ")0A$'C!)&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 188
C)!AT! A C+%T"M T""BA) B+TT"$&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&& 187
© The Mouse Training Company Page 2
Microsoft Project 2003
Table of Contents
Page : © The Mouse Training Company
Microsoft Project 2003
Table of Contents
Section One
Introduction to MS Project
After completing this section you will be able to:
 Start MS Project.
 Open a Project File.
 Chane the !ie" of a Project.
 #se the Toolbars and Menus.
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Microsoft Project 2003
Table of Contents
$hat is Microsoft Project%
MS Project is a tool to help you to plan projects, manage and update project information,
and communicate the status once the project is under way.
The details of the project tas&s and associated resources are entered into the system as
a new project. The system will then display the data in such a way that the relationships
of the tasks and their time scales can clearly be seen and potential problem areas
identified.
Project data can be entered andor !iewed in a number of ways" the three principal
formats are charts, for's, and sheets.
Charts can be either #antt $harts or %etwork &iagram $harts both of which are a
diagrammatic representation of the project data.
Chart views:
Gantt chart
Network Diagram
Resource Graph
For's contain the data rele!ant to a single specific task or resource.
Form views: Task form
Resource form
Sheets are a table of all the Tasks or all the 'esources that are part of the Project.
Sheet views: Task sheet
Resource sheet
The abo!e can be displayed separately or in any combination of two e.g.
Combination view:
Task Entry View
Top half Gantt chart
Bottom half Task form
(ou can combine any two single)pane !iews on the screen to create a combination !iew.
*n a combination !iew, the information in the bottom relates only to the task or resources
in the top !iew. The reason for ha!ing combination !iews is to make the job of entering
and analysing information easier.
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#nderstandin Project Manae'ent
At the heart of e!ery project management system is a scheduling algorithm. An algorithm
is a mathematical or logical e+uation that sol!es a comple, problem by breaking down
the problem into simple steps. -hen scheduling resources and parameters are entered into
it, the scheduling algorithm produces a project schedule that would be impossible for you
to produce manually. This *nput.utput model is displayed below.
The “Black Box”
(algorithm)
Input
Task Information
Task Name
Duration
Task Relationships
Fixed Costs
Constraints
Resource
Information
Who
Availability
Cost
Output
(Schedule)
Gantt
PERT
Resoure Graph
The !nput"#utput $odel
*n Microsoft Project, howe!er comple, your project may be, you can !ary only
information regarding tasks or resources. The information you pro!ide is fed into the
/0lack 0o,1 or algorithm, to pro!ide you with a schedule in the form of a #antt chart,
%etwork &iagram $hart, or 'esource #raph. *n summary, the se!en or eight parameters
that you enter result in output that is a schedule displayed on !arious !iews and forms.
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MS Project (anuae
The project management industry uses specific language and terminology. Some of these
terms are illustrated below.
Summary Task
EA The earliest possible time a task an start%
&& The sheduled start time o' the task%
&E The sheduled end time o' the task%
(E The latest possible time a task an end%
Predecessor Task
Task A
Task B
Successor Task
EA SS SE LE
Total &lak
Delay
Free &lak
Above) Clari'iation o' Terms
*n the illustration abo!e, two tasks ha!e a relationship. Task A is the predecessor task,
and Task 0 is the successor task. 0oth of these tasks are considered to be non)critical
because they both ha!e fle,ibility. 2et3s focus on Task A. 4A marks the earliest possible
time Task A can start. SS marks the scheduled start time for Task A. 0y default, all tasks
are scheduled to start at the earliest possible time, unless you specify otherwise. *n the
e,ample abo!e, Task A is scheduled to start later and therefore has been delayed. S4
marks the scheduled end time for Task A, and 24 marks the latest possible time Task A
can end. 0oth of these tasks ha!e slack, the amount of time a task can slip before it affects
another task3s dates or the project finish date. Free slack is the amount of time Task A
can be delayed before affecting the start time of Task 0, and total slack is the amount of
time that Task A can be delayed before affecting the finish date of the project. The
summary task summari5es Tasks A and 0.
Critical tasks, not shown abo!e, ha!e no slack" therefore, delaying this type of task would
mean delaying the project. A critical path is a series of critical tasks. All tasks on a
critical path must be completed on time for the project to finish on time. *f one task on a
critical path is delayed, then the project is delayed. *n Microsoft Project, a critical path is
shown on the #antt chart and the %etwork &iagram $hart in red.
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Ter'inoloy
Actual sage
A measure of the resource epen!e! in completing or
partially completing a task"
A!A"
Refers to a task that shoul! #e starte! $As Late As
%ossi#le&' using all the free(float time a)aila#le"
ASA"
*se! to in!icate a task that shoul! #e starte! $As Soon
As %ossi#le&' taking into account the start !ate of the
pro+ect an! its pre!ecessor tasks"
Baseline The original pro+ect plan' inclu!ing the time sche!ule
an! resource an! cost allocations" The #aseline is
use! for comparing pro+ecte! )alues to actuals' an!
facilitates the tracking an! analysing of a pro+ect&s
progress"
Cost #ariance
A pro+ect tracking function recor!ing the !ifference
#etween the #u!gete! cost of the work performe! an!
the actual cost" Values #elow the #aseline show an
o)erspen! an! positi)e )alues !enote cost sa)ings"
Critical "ath
The se,uence of tasks or acti)ities whose sche!ules
an! !urations !irectly affect the !ate of o)erall pro+ect
completion"
$arne% #alue This is a measure of a pro+ect&s performance' an! is
calculate! #y multiplying a task&s planne! cost #y the
percentage of work complete!"
Float (slack)
The amount of time #y which a non(critical task can #e
!elaye! #efore it affects another task&s sche!ule"
&antt chart
A graphical representation of a pro+ect sche!ule
showing each task as a #ar' the length of which is
proportional to its !uration" -any pro+ect management
packages use a sprea!sheet section to the left of the
Gantt chart to !isplay a!!itional information"
'ammock Task A task whose !uration is calculate! #ase! on the time
span #etween its pre!ecessor an! successor
acti)ities"
'istogram
A #ar chart that shows resource workloa!s o)er a time
perio!"
!ag
The amount of time #etween the finish of a
pre!ecessor task an! the start of a successor task"
!ea%
The amount of time that a task is permitte! to start
#efore its pre!ecessor is finishe!"
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Ter'inoloy )cont.*
!oa%ing
A measurement of resource usage on a task per unit
of time" Different metho!s of loa!ing may #e use!
!epen!ing on what&s a)aila#le in your pro+ect
management application an! what&s applica#le for
your particular pro+ect"
!oa%ing(back) A loa!ing pattern that allocates resource usage as
late in the task as possi#le"
!oa%ing
(contour)
The contour(loa!ing pattern assesses which
resources are left o)er after allocation to the critical
tasks an! sprea!s these resources among the
remain!er"
!oa%ing((ixe%) .hen using fie!(loa!ing algorithms' you specify the
actual amount of resource allocate! to the
encompassing tasks"
!oa%ing((ront)
/ront loa!ing systems will attempt to allocate
resources as early in the task as possi#le"
!oa%ing(uni(orm)
This loa!ing pattern allocates the resource usage on
a #y !ay #asis in a task" This will usually #e !one
without causing any one task to #e o)er committe!"
)ilestone A pro+ect e)ent that represents a checkpoint' a ma+or
accomplishment or a measura#le goal"
*egative (loat Refers to an unsche!ule! !elay #efore an actual
task start time that must #e reco)ere! if the pro+ect is
not to #e !elaye!"
+BS co%es
0rganisational Break!own Structure co!es are use!
to i!entify tasks #y resource groups in a hierarchical
format" 0BS co!es are often use! to reflect
!epartmental structure in a company or co!e of
accounts' an! can also #e use! for filtering tasks"
*etwork ,iagram %ro+ect E)aluation an! Resource Tracking charts'
also calle! network !iagrams" Network Diagrams
are a graphical !epiction of task !epen!encies' an!
resem#le flow charts" Depen!encies are shown #y
connecting lines or arrows in!icating the work flow"
"re%ecessor
1n !epen!ency relationships' the pre!ecessor is the
task that must #e starte! or complete! first"
"ro-ect
)anagement
Best !efine! as a #o!y of knowle!ge' a set of
principles' or techni,ues !ealing with the planning
an! control of pro+ects"
.esource Any person' group of people' item or e,uipment'
ser)ice or material use! in accomplishing a pro+ect
task"
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Ter'inoloy )cont.*
.esource
!evelling
The process of resol)ing resource conflicts" -ost
pro+ect management programs offer an automate!
resource le)elling routine that !elays tasks until the
resources assigne! to them are a)aila#le"
.esource ,riven
Task !urations !etermine! #y the program an!
#ase! on the num#er of an allocation of resources'
rather than the time a)aila#le" Both in!i)i!ual tasks
an! entire pro+ects can #e resource(!ri)en"
Sub/0ro-ect
A group of acti)ities which are treate! as a single
task in a master pro+ect sche!ule" Su#pro+ects are a
way of working with multiple pro+ects that keep all the
!ata in one file rather than in in!epen!ent files"
Successor
1n a !epen!ency relationship #etween two tasks' the
successor is the task that must await the start or
completion of the other"
1BS co%es .ork Break!own Structure co!es are use! to
i!entify tasks in a hierarchy" -any pro+ect
management applications associate these co!es
with an outline structure" .BS co!es can #e use! to
filter the pro+ect sche!ule for tracking an! reporting
purposes"
Page 17 © The Mouse Training Company
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Startin MS Project
 Start )S "ro-ect
• &ouble)click on the MS Project icon.
Or
• $lick the Start button, select Programs, select the Project icon.
 sing 'el0
• $lick on the Help menu and select Microsoft Project Help or press
[F1].
• The Project 6elp task pane will open on the right of the screen
enabling you to search for assistance on a specific topic.
The Office +ssistant
The office assistant offers tips on what you are doing, can answer +uestions you ha!e, and
enables you to ask +uestions in a non)jargon way. The office assistant usually appears as
an animated paper clip.
 To se the +((ice Assistant
• $lick on the Help menu and select Show the Office Assistant
Screen shot
• Type in the topic re+uired.
• $lick on Search
Note: When performing certain actions (especially for the first time) the
Office Assistant will appear automatically with a list of help options
relatie to what you are doing!
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As well as offering help, the .ffice Assistant also offers tips on +uick or short cuts for the
features you are using. *f the .ffice Assistant is !isible a light bulb appears ne,t to the
paper clip. .therwise a light bulb appears on the tool on the toolbar.
Page 1: © The Mouse Training Company
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MS Project , The Screen

The )enus: Always !isplaye!' some options !epen! on the selecte! )iew"
Tool Bars: Buttons pro)i!e ,uick access to the most common comman!s'
The #ars can #e customise!
Task "ane .ith options to help when $Getting Starte!&" 0ther task panes are
a)aila#le"
$ntr2 Bar: The entry point for tet with outlining #uttons"
Status Bar: At the #ottom of the screen showing the current status"
Scroll Bars: .hen using a mouse to scroll the )iews an! to mo)e the
#oun!ary #etween two )iews"
1orking Area: The area for 2 or 3 )iews' the si4e of each can #e a!+uste!"
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-le'ents of the .efault !ie"
The default Project !iew is the "antt Chart !iew, as displayed below. This !iew is used
e,tensi!ely in Microsoft Project. The #antt $hart consists of a #antt table and a #antt bar
chart. The di!ider bar separates the two and can be repositioned to display more of the
table or more of the chart. The #antt table consists of rows and columns. 7ust like on a
spreadsheet, the intersection of a row and a column is called a cell. The #antt bar chart
graphically displays your schedule on a time line.
The status bar displays the current mode of operation and warning messages and indicates
when special key control modes, such as %um 2ock mode, are on. The entry bar contains
an 4ntry bo, where all information is input. The default toolbars are the Standard toolbar,
8ormatting toolbar and the Project #uide. .ther toolbars can be displayed by choosing
Toolbars from the 9iew menu.

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!ie"s and Tables
A !iew is the format of the way that project data is displayed on the screen and there are a
considerable number of different permutations that can be used.
The !ie" Menu is the first place where the !iew that is re+uired is selected. The basic
selection is between a $hart, a 8orm, or a Sheet. Some of the options in this menu can
pro!ide a split !iew to show two different displays for the same Task or 'esource.
(ou can also use the 9iew bar, located !ertically on the left of the default !iew :if it is
acti!e;. To acti!atedeacti!ate the 9iew 0ar, select 9iew, 9iew 0ar.
As well as the standard !iews achie!ed with the 9iew menu or 9iew bar, you can select
More 9iews to see more detailed and comple, !iews and forms.

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The table below describes some of the main !iews in Project.
Calen%ar: Shows the )iew in the form of a calen!ar"
&antt Chart: A !iagrammatic )iew of the Tasks an! their time scale" This
chart can also show the relationship #etween Tasks an! the
5ritical %ath" 1t usually shows the task entry form alongsi!e
the Gantt chart"
*etwork ,iagram
Chart:
Network Diagram is an acronym for %rogramme E)aluation
Re)iew Techni,ue" This )iew represents each Task as a
#o with rele)ant information within it" The layout of the
#oes on the chart an! the lines that link the #oes
represent the structure of the pro+ect"
Task sage:
The Task *sage )iew !isplays pro+ect tasks with their
assigne! resources groupe! un!erneath them"
Tracking &antt: The Tracking Gantt )iew !isplays two task #ars' one on top
of the other' for each task" The lower #ar shows #aseline
start an! finish !ates' an! the upper #ar shows sche!ule!
start an! finish !ates 6or if the task has alrea!y starte!'
meaning that the percentage complete is greater than 4ero'
the upper #ar shows the actual start an! finish !ates7"
.esource &ra0h:
A graphical representation of a single resource an! its
utilisation"
.esource Sheet:
A list of all the resources for the pro+ect"
.esource sage:
This is a )iew that shows the use in hours per !ay for each
resource"
)ore #iews:
Allows the showing of com#ination )iews as well as !etails
of a single Task
Table:($ntr2):
5hanges the form alongsi!e the Gantt chart"
.e0orts:
Takes you into Report .i4ar!"
Toolbars:
Allows you to change the Tool#ar !isplay"
#iew Bar:
Acti)ates the View #ar' locate! )ertically on the left of the
screen"
3oom:
5hanges the amount of information you can see on screen'
from !ays to years"
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The Trac&in /antt !ie"
-hen you initially set up your project with tasks and dates, and then sa!e the project with
a baseline, the Tracking #antt !iew displays those tasks as shown in the following
e,ample.
The baseline bars and the scheduled or actual bars are synchroni5ed. 6owe!er, if the start
date of task slips by, say, < days, the red scheduled bar will e,tend < days beyond the
lower baseline bar.
0ecause the tasks are linked, the slipping of task < will cause a ripple effect, making its
successor tasks slip by < days as well.
0ou can use the Trac&in /antt 1ie" to2
• See how tasks progress across time and e!aluate the slippage of
tasks. (ou can track progress by comparing baseline and scheduled
or actual start and finish dates and by checking the completion
percentage of each task.
• 9iew tasks graphically while still ha!ing access to detailed
information about the tasks.
• $reate a project by entering tasks and the amount of time each task
will take.
• 4stablish se+uential dependencies between tasks by linking them.
-hen you link tasks, you can see how a change in the duration of
one task affects the start and finish dates of other tasks and the
project finish date.
• Assign personnel and other resources to tasks.
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MS Project , Menus
The File Menu
The 8ile menu is typical of the windows en!ironment. The command which pertains to
MS Project is:
Properties: Pro!ides basic information on the Project.
The -dit Menu
The 4dit menu is also typical of the windows en!ironment. $ommands which pertain to
MS Project include:
Link Tasks: $reate links between tasks.
Unlink Tasks: 0reak an e,isting link.
o To: #o to a task or resource. :&epends on !iew.;
The Insert Menu
Among other things allows you to insert new rows for tasks or columns for information.
(ou can also go to the Task information dialog bo, to add more detailed information to
the current task.
The For'at Menu
This changes dramatically when different !iews are selected. The following are the
principal selections.
For a 3et"or& .iara' the choices are2
Te!t St"les: Modifies the si5e, and type of the selected te,t.
#o! St"les: $hanges the appearance of the %etwork &iagram bo,es.
La"o$t: Allows you to customise the way links are shown.
La"o$t %ow: 'edraws to show changes made to links etc.
For the /+3TT chart the choices are2
Font: =sed to change the font.
#ar: $hange the selected #antt 0ar style
Ti&escale: Allows you to set the displayed time at anything from years to
minutes.
ri'lines: Allows you to display or hide #ridlines and change their
appearance.
antt (hart )i*ar': Takes you through the programs method of setting up your
#antt chart.
Te!t St"les: $hange the font, si5e and colours
#ar St"les: $hange all #antt bars.
+etails: &etails of the #antt chart
La"o$t: $hange the way the bars are displayed including links.
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The Tools Menu
The main choices here are $hange -orking Time, Tracking and Multiple Projects.
Assi,n -eso$rces: Apply !arious filters to the tasks.
Le.el -eso$rces: Shows resource le!elling information
(han,e )orkin, Ti&e: 8ormat a new $alendar.
Trackin,: $heck the progress.
Links #etween Projects: Set up sub projects and links.
The Project Menu
This menu is for retrie!ing information on the project and its components. Some of the
options launch sub menus. The commands are fairly self)e,planatory and will become
clearer later in this course.
There are also the usual -indow and 6elp options.
/o$ will fin' that the &en$ choices &a" chan,e 'epen'in, on the .iew selecte'0 1f
this happens it si&pl" &eans that the option "o$ wante' is not a.aila2le for that
.iew0
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MS Project , The Tool 4ars
The 0uttons pro!ide +uick access to some of the commands a!ailable from the pull down
menus. The default arrangement of the toolbars is the Standard and 8ormatting bars
acti!e.
The formatting bar is !irtually identical to the same thing in other .ffice applications,
e,cept it has the .utline tools attached to it. These tools are for promoting and demoting
tasks, $ollapsing and e,panding sub tasks plus the usual Te,t format and alignment
buttons.

The Standard toolbar contains the following buttons:
• $reate a %ew blank file.
• .pen an e,isting 8ile.
• Sa!e the current file
• Perform a 8ile Search
• Print the acti!e 9iew
• Print Pre!iew the acti!e !iew
• Spell check the selection.
• $ut the highlighted section to
the $lipboard
• $opy the highlighted section to
the $lipboard
• Paste from the $lipboard.
• 8ormat Painter.
• =ndo the pre!ious action.
• *nsert a hyperlink 2aunch the
-eb toolbar.
• 2ink the selected tasks with a
• =nlink the selected tasks.
• Split the selected tasks
• .pen the Task *nformation
dialog bo,.
• Attach a note to the current
task.
• Add 'esources.
• Publish *nformation.
• #roup *nformation.
• >oom in.
• >oom out.
• #oto selected task.
• $opy a static Picture so it
can be used in another
application.
• &isplay the .ffice
Assistant
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8inish)to)Start relationship
 !oa%ing an% #iewing a "ro-ect
• Select File3 Open to open any project file.
• Press [(trl4Ho&e] and [Alt4Ho&e] to go to the start of the project.
• =se the scroll tools to see the project progress.
• =se the mouse to change the si5e of the !arious windows.
• Alter the time scale with 5iew3 6oo&.
 Change the #iew
• $lick on the 5iew menu.
• $hoose each of the top fi.e and note the different screens.
• Select 5iew3 antt (hart to return to the original !iew.
• Mo!e the mouse to the central !ertical bar on the screen when it will
change to a double line with a double)headed arrow
• $lick and hold the left button and drag left to see more of the #antt
$hart.
• 'epeat but drag right to see more of the 4ntry Table.
 Change the "ro-ect Start ,ate
• Select Project3 Project 1nfor&ation from the menus.
• $hange the project Start &ate.
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• $lick Add and click .? and e,amine the !iews again.
• Select Tools3 Trackin,3 Up'ate Project to see project progress so
far.

 $xit "ro-ect
• Select File3 (lose to close the e,isting project file.
Note: #$%A&% 'O NO( &A)% AN* C+AN"%&,
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Project Manae'ent
Project: ) @A planned undertaking3
The skills of project management are gathered from a wide range of e,periences.
$onsciously or sub consciously we all apply these skills in the daily administration of our
work.
-here a major undertaking has to be completed, these skills are not only brought into
focus but must be applied in a much more structured format.
-e must take on the jargon and techni+ues of the Project Manager as well as become
familiar with the ATools of the tradeA.
To re!iew the skills that are rele!ant to project management
• The ability to define the #oal, .bjecti!e, Specifications and
2imitations of a project.
• The ability to define the indi!idual tasks in sufficient detail and
se+uence to meet the objecti!e with the minimum of problems, and
within the defined time scale.
Task attributes should include some or all of the following
• .bjecti!es
• Time constraints
• Milestones
• Task:s; on which this Task is &ependant
• 4stimated &uration: )
• Task:s; that are dependent on this task
• :.ptimistic estimate;
• *temised task 0udget
• :Pessimistic estimate;
• 'esources re+uired to complete the Task.
• The ability to manage the progression of the tasks in terms of their
resources, start times and finish times.
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• The production of appropriate progress reports.
As the comple,ities of these undertakings increase so the importance of discipline and
structure increase and the Project Manager must look to the tools that can help which is
where Microsoft Project comes into the picture.
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The Staes of Project Manae'ent
The process of project management is di!ided into specific stages which can be defined
as follows: )
&efine the Project
B
Plan the project
B
*mplementation
B
Monitoring and Adjusting
B
4!aluation
.efinin the Project.
Setting out the #oal and the .bjecti!es together with the Specification and 2imitations
within which the undertaking must be completed.
Plan the Project
Planning of all the acti!ities, resources, and estimation of materials and time scales. Some
of this planning may ha!e to be done at an appropriate le!el for cost estimation before the
project can be agreed. .nce the decision to go ahead has been taken the skills of the
Project Manager are used to define the details of the planning stage. -hen this has been
completed and agreed it will become the APlanA or the base line against which progress
can be measured.
I'ple'entation
A leap into the !oidC
3otes2
A poorly planned project will take three times longer that the original plan. A
well)planned project will only take twice as long.
A project that will be completed without changes, on time and within budget
has ne!er been known in the past and will ne!er happen in the future.
Microsoft Project will helpC
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Monitorin and +djustin
5ecordin +ctual Proress
.nce the project is under way, the progress of each acti!ity is recorded. This information
can then be compared against the Plan and the differences highlighted.
5e1isin the Schedule
The process of minimising the effect of problems and delays on meeting project deadlines
is achie!ed by adjusting and updating the Schedule to meet the changed circumstances.
-1aluation.
As the project progresses and when it has been completed the process of e!aluation
should be used to learn the lessons for the ne,t time.
MS Project , Operational 4asics
MS Project has the follo"in capabilities2
D E million tasks per project :depending on free 'AM;
D E million resources per project
D $alendar dates from EFGH to <IHF
6ihlihts
D #antt charts to show project schedules graphically on a time scale :with
scaling from minutes to years;.
D %etwork &iagrams to show task relationships.
D .utlining to group and arrange project tasks in hierarchical order.
D 8ilters to !iew selected information.
D 'esource usage and #raph !iews and reports to +uickly identify resource
a!ailability and costs.
D Split !iews to see any two screens simultaneously.
D $ustom fields so you can track additional information uni+ue to your
project.
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Table of Contents
Section T"o
Plannin the Project
After completing this section you will be able to:
 .esin a sa'ple project.
 4ein to use Microsoft Project.
 Create a Project File.
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Table of Contents
.efinin the Project
This is the starting point for a new project. The following are the areas that must be
completed:
The /oal
This is a short statement of what the project should achie!e in the broadest terms. 8or
e,ample if the project is to build a new road to di!ert traffic away from a shopping centre
the goal would be: )
To make access to the shopping centre easier for pedestrians and impro!e the
shopping amenities for local residents.
The Objecti1es
The objecti!es can be more specific and there can be any number of them as re+uired. To
continue the e,ample from abo!e the following are e,amples: )
• To build a road for through traffic that does not use any e,isting
residential areas.
• To design the road and the route to allow for the projected traffic
flow for the ne,t <I years.
The Specification
This section will pro!ide more detailed areas for the project, for e,ample it may specify
the broad sections of the project and at what points appro!als are re+uired before
proceeding. There may be a section concerning where resources should come from. *t
may also specify the management team.
The (i'itations
These are the restrictions that will affect the project, for e,ample there may be a cost
limit, there could be a set of regulations that must be adhered to, time may be a !ital
factor.
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-hen these areas are clearly specified before the project starts there is a much greater
chance of the project succeeding and major pitfalls being a!oided. :*n theoryC;
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Co'plete the Project .efinition
As an e,ercise, define a project that can be planned in the ne,t section and subse+uently
used in the following sections of the manual to try out the features of the package.
 Com0lete the (ollowing (orm
"ro-ect Title:
(File *ame)
Start ,ate:
&oal:
+b-ectives:
S0eci(ication:
!imitations:
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Project Plannin
This is where the e,perience and skill of the Project Manager must be used. At this point
the project is broken down into a series of tasks and you must ensure you ha!e all the
necessary information for each task.
The Project Manager must be confident that it will be possible to control the task as
listed, if there is any doubt then the task should be broken down into a number of smaller
tasks, each of which will be easier to control.
-hen defining a task the following is a guide to the information re+uired.
• The Title
• The .bjecti!e of the Task
• The time re+uired to complete the task.
:#i!e an optimistic and pessimistic estimate.;
• A note of any pre!ious task or tasks that are associated with this task.
• The immediate subse+uent tasks.
• The resource:s; that are re+uired to complete the task.
• Any time constraints that apply.
-hen all the tasks ha!e been specified together with their resources, you ha!e completed
the major part of the planning of the project.
The ne,t stage is to e,amine the flow of the tasks and the utilisation of the resources. *t
may well be that some of the resources are o!er allocated and these problems must be
resol!ed or noted.
At this point it will be possible to Set the Plan3 this will become the base line against
which progress can be measured.
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Co'plete the Project Plan
 Com0lete the (ollowing table
*umber Task *ame ,uration "re%ecessors .esources
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$here to 4ein "ith MS Project
The first step is to enter general information about the project in the 1nfo bo,.
Startin a 3e" Project
The Project *nfo dialog bo,, illustrated below, records background information and
allows you to enter scheduling information. The dialog bo, allows you to specify either
the project start or finish date. *f you enter a start date, the finish date will be
automatically calculated. *f you enter a finish date, the start date will be calculated. %ote,
howe!er, that if you choose to enter a finish date, all tasks will be considered critical
because they will all be scheduled as late as possible. *f you do not enter a project start or
finish date, Microsoft Project will automatically use the current date as the start date. The
Project *nfo dialog bo, also allows you to specify the project calendar, as shown below.

The Pro*et !n'o Dialo+ ,ox
$hoosing the Statistics button opens the Project Statistics dialog bo,, below. This dialog
bo, displays information on project start and finish dates, duration, work, and cost. *t also
pro!ides comparati!e statistics you can use to measure the progress of your project.

The Pro*et &tatistis Dialo+ ,ox
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 To start a new 0ro-ect:
• $hoose %ew from the Standard Toolbar.
• The Project *nformation dialog bo, allows the selection of the
appropriate information.
• To !iew project statistics, choose Statistics.
• .nce you ha!e !iewed the necessary information, choose $lose.
Project Properties
(ou can enter descripti!e information about your project in the Properties dialog bo,.
This information will help you and others identify the source and purpose of your project.
The Properties dialog bo, consists of fi!e tabs, described in the table below.
Tab Function
General %ro)i!es information a#out the pro+ect' inclu!ing
pro+ect name' file type an! si4e' file location' !ates
an! times of file creation' most recent mo!ification'
an! most recent access"
Summary %ro)i!es a !escription of the pro+ect' inclu!ing title'
su#+ect' author' company name' manager' category'
keywor!s' an! comments"
Statistics %ro)i!es information a#out pro+ect use' inclu!ing
!ate create!8 most recent mo!ification' access' an!
printing8 person who last sa)e! it8 current re)ision
num#er8 total e!iting time8 an! summary"
5ontents 5ontains sche!ule information' inclu!ing pro+ect start
an! finish !ates' !uration' total work an! cost' an!
percent complete"
5ustom Allows you to enter pro+ect properties #y which you
can search an! !efine links to actual )alues in your
pro+ect"
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The Calendar
The &efault -orking $alendar is used by MS Project to calculate all Timescales and
'esource costs. *t defaults to a working day of G hours with the working hours IGII to
E<II and EJII to EKII.
(ou can create your own calendar with your own particular times. *f this is not a standard
G)hour day you must remember to tell MS Project what the standard day is. 4ach resource
you add will be based on the calendar you select when you start your project.
&epending on the nature of your project you may find that the base calendar and standard
G)hour day is satisfactory. A full day3s work is considered as two shiftsone in the
morning and one in the afternoon. (ou can use the 8rom and To te,t bo,es in the
-orking Time area to specify up to three shifts. Selecting &efault restores selected days
and working hours to their default settings.

The Chan+e Workin+ Time Dialo+ ,ox
'esource calendars deal specifically with resourcesthat is, working hours, working
days, and !acations on an indi!idual basis. 'esource calendars are created automatically
when a resource is added to the pool. =sers do not create resource calendars. *t is up to
the user to attach a resource to a specific base calendar.
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Creatin a 3e" 4ase Calendar
-hen creating a new calendar, you ha!e the option of creating a brand new calendar or of
creating one based on an e,isting calendar, as indicated below

Creatin+ a Ne- ,ase Calendar
 Create a new Calen%ar
• 8rom the Tools menu, choose $hange -orking Time.
• $hoose %ew.
• *n the %ame te,t bo,, type the new calendar3s name.
• Select either the $reate new base calendar or Make copy of calendar
option button.
• $hoose .?.
• *f re+uired, select the desired month by clicking the updown arrow
on the !ertical scroll bar of the calendar.
• *n the calendar, either select specific dates for which you want to
make a change or select all days of the week by selecting the column
headings.
• Specify the changes to be applied to the selected days, i.e., working,
nonworking, default, or hours.
• $hoose O7
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Sa1e the 3e" Project File
Sa1in a Project
-hile you are working on your project, make sure that you sa!e it to disk. *t is good
practice to sa!e your project e!ery fifteen minutes so that, if there is a power outage or
power surge, you will lose only fifteen minutes of work at the most.
8or a new project that you ha!e not yet sa!ed, you can choose either Sa!e or Sa!e As
from the 8ile menu. 6owe!er, the Sa!e As dialog bo, will always appear because the
project does not ha!e a name. (ou can gi!e your file a name with as many characters as
you like, and Microsoft Project will automatically assign the three)character e,tension
.MPP.
.nce you ha!e named your document, the Sa!e command automatically sa!es the project
under its e,isting filename. The Sa!e As command can still be used if you want to gi!e
your project a new name, lea!ing the original file intact.
(ou can also sa!e :e-port; your project in formats that other programs can read. 8or
e,ample, you can e,port your project file with an .L2S e,tension for use in an 4,cel
spreadsheet, a .&08 e,tension for use in a 8o,Pro or d0ase database, or an .MPL
e,tension for use in other project management applications. To e,port a file, in the 8ile
Sa!e dialog bo,, select the desired e,tension from the Sa!e as type drop)down list, type
the filename, and choose Sa!e.
 To save an unname% 0ro-ect:
• 8rom the 8ile menu, choose Sa!e As.
O-
• .n the Standard toolbar, click the Sa!e button.
• *f re+uired, select the desired dri!e andor folder.
• *f re+uired, select the 8ile name te,t bo,.
• *n the 8ile name te,t bo,, type the project :file; name.
• $hoose Sa!e.
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 To save a name% 0ro-ect:
• 8rom the 8ile menu, choose Sa!e.
O-
• .n the Standard toolbar, click the Sa!e button.
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-ndin a Project Session
At !arious inter!als, you will need to close a project and work on other ones.
Alternati!ely, when you are finished working in Project, you will need to close all your
projects and e,it out of Project altogether.
Closin a Project
.nce you ha!e finished working with an e,isting project, you will close it. -hen you do
this, Project asks whether you need to sa!e the changes.
 To close a 0ro-ect:
• 8rom the 8ile menu, choose $lose.
• $hoose (es to sa!e the changes.
O-
• $hoose %o to close the file without sa!ing the changes.
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Table of Contents
Section Three
Tas& -ntry and (in&in
After completing this section you will be able to:
 #nderstand the 1arious 'ethods of Tas&
-ntry.
 -nter Tas&s.
 (in& Tas&s.
 Create Su''ary Tas&s.
 #se the +utoCorrect feature.
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Table of Contents
-nterin Tas&s
This is the main acti!ity in setting up a new project. The tasks which ha!e been identified
at the &esign Stage must be entered.
The system will hold task information in a task database, which we cannot access directly
but is used by the system whene!er we !iew task data. This is one of two databases the
system uses the other being the resource database.
*t is important to understand that the system checks the data that it holds and where the
data does not cross check then the system will generally update the database to make it
right. *t is important to keep an eye on this process" this will be discussed in a later
section.
As each entry is made the system will update the appropriate data and !iews to reflect the
entries.
The order of entry should be in the logical progression but this is not essential as it can be
changed.
%ormal Task entry will be by using the standard Task Sheet. The #antt 9iew shows the
#antt $hart in the right part of the window with the Task Sheet in the left part.
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The Tas& Infor'ation bo78Tas& Sheet

The Task sheet is a !iew of the selected task with information shown in the columns as
follows: )
4,: The Task 1!entification num#er"
*ame: The Name of the Task"
,uration: The time the Task will take inclu!ing the time units"
Start ,ate: This is the current Sche!ule! Start !ate for the Task"
Not the %lanne! or Actual Start"
Finish ,ate: The Sche!ule! /inish !ate"
"re%ecessors: The 1D num#ers for the prece!ing Tasks that are linke!
to this Task"
.esources: The names of the resources performing or use! in the
Task"
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The Tas& -ntry For'
*t is possible to select the Task 4ntry !iew to see the antt (hart in the upper pane and
the Task For& in the lower pane. To do this choose 5iew3 More 5iews3 Task 8ntr"0
8rom the Task Sheet the following entries can be made.
1+: The Task *dentification number.
Task %a&e: The %ame of the Task.
+$ration: The time the Task will take including the time units.
As the entries are made, the #antt $hart will automatically be updated to display the
tasks.
*f using the Task For& it will be possible to enter andor !iew the following.
%a&e: The name of the task
+$ration: The length of time the task will take and the units of time.
Fi!e': A check bo, to specify the start date to be fi,ed.
Start: The scheduled start date, if this is not entered the system will calculate it
from the data entered and the relationships defined.
Finish: The scheduled finish date, entered or calculated as abo!e.
9 (o&plete: A measure of the completion of the Task if it has been started.
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Tables and descriptions
5esource Table
1+: The identification number of the 'esource
-eso$rce %a&e: The name of the resource.
Units The number of units a!ailable for the resource.
)ork The amount of work currently assigned to the resource.
Predecessor Table
1+ The identification number of the Predecessor.
Pre'ecessor %a&e: The name of the Predecessor. *f this is not entered the system
will look it up using the *& number.
T"pe: The relationship with the current Task which will be 8S, or SS,
or 88.
La, The time delay between the end of the Predecessor the start of
the Successor.
*t is not necessary to complete all the fields at entry time, as more information is added so
the system will update the bo,es. *t is only necessary to enter the data that has been
determined in the design stage.
 To enter task %escri0tions an% %urations one cell
at a time:
• *n the Task %ame column, select the first a!ailable cell and type the
name of the task.
• Press TA#
• *n the &uration column, type the !alue of the duration. *f the duration
is anything other than days, type & for minutes, h for hours, or w for
weeks.
• Press 8%T8-
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• Press L8FT A--O) to return to the Task %ame column and repeat
steps E through H as re+uired.
 To enter task %escri0tions an% %urations b2
selecting a range:
• Select the first cell :the numbered cell; of the desired range.
• &rag the mouse through the range of cells you want to include.
• *n the first cell, type the desired information.
• Press TA#
• *n the &uration column, type the appropriate information.
• 'epeat steps H and M as re+uired.
%ote: #ressing SHIFT.TAB moes to the preious cell without deselecting
the range! Clicking your mouse inside or outside the range will deselect
the range!
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Other Methods of +ddin Tas&s
As a general rule Tasks can be added in any !iew where the tasks are displayed. The
most ob!ious methods in addition to using the normal Task 4ntry !iew are as follows: )
In the /antt Chart or the Tas& Sheet
An additional task can be added at the end of the list using the 1nsert3 %ew Task
command.
-here additional information is re+uired to be entered then this can be done by using the
Task *nformation form which is opened by simply double)clicking a task in the task list.
#sin the Tas& Infor'ation For'
*t is possible to enter additional tasks using this form but it does not ha!e all the possible
entry points. The details of this form are included in the description of the Task 4ntry
9iew abo!e.
#sin The 3et"or& .iara' Chart
Additional tasks can be placed within the chart by drawing a bo, and then entering the
information within the fields. The relationship can be also be entered graphically by
pointing to the Predecessor and dragging a line to the Successor.
-here a relationship needs to be remo!ed, a double click on it will display a bo, which
has a delete button in it.
8urther time will be spent on this !iew later.
Note: When you try to make a link that is not logical or possi/le, #ro0ect
will warn you a/out this (see illustration /elow)!

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+dd Tas&s
The following tasks can be used as a practical in MS Project.
5This column is (or
2our in(o onl26
Task ,uration
-ilestone task 5ourse De)elopment 9!
Summary task %reparation 2!
Su# tasks 1nstall Software 3h
″ ″ Stu!ies an! Specifications 2!
Summary task Section De)elopment
Su# tasks Section 2
″ ″ Section 3
″ ″ Section :
″ ″ Section ;
″ ″ Section <
″ ″ Section =
″ ″ Section >
″ ″ Section ?
• 4nter the tasks as abo!e. As you enter them Project will enter Ed as
the default duration. $hange this for *nstall Software.
Note: 1y simply setting the Course 'eelopment task to 2ero days! 3t is
gien 4ilestone status!
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(in&in Tas&s
*n order that the system is able to display the o!erall time aspects of the project, each
Task must be defined in terms of the Tasks on which it is dependent and in turn those
Tasks that are dependent on it. *t is also possible to define in what way these
dependencies e,ist.
Most associated Tasks will ha!e a straightforward linear relationship. That is, the
preceding task must finish before the ne,t task can start. This is the Finish to Start
relationship.
This is not true for all situations, for e,ample if bricks are being made to build a house,
the building cannot start until some bricks are a!ailable but it is not necessary for all the
bricks to be made before the building can start. The relationship between making the
bricks and building the house can be described as Start to Start but with a time lag to
allow for the first batch of bricks to be ready.
An alternati!e relationship can be Finish to Finish which is true where two tasks must be
ready at the same time. 8or e,ample in the preparation of a ban+uet, the elements of each
course must be completed at the same time in order that they are at their best.
To summarise the main three relationships that can happen are as follows: )
• 8inish to Start :8S;
• Start to Start :SS;
• 8inish to 8inish :88;
-e can also fine tune these relationships by specifying 2ag or 2ead times as re+uired.
2inking of Tasks can be achie!ed by making the appropriate entry in any of the task
!iews or highlighting the tasks and using the link button on the Tool 0ar, or by using the
8'it3 Link Tasks command
Note: *ou need to highlight the tasks you want to link /efore trying to link
them! 5se the mouse while holding down the 6Ctrl7 and8or 6&hift7
/utton(s) to do this
 !inks are most clearl2 shown in the *etwork
,iagram
• 4nter some of the links by completing the Predecessor *& in the
lower pane.
• Add some of the links by selecting them and using the linking button.
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.efinin the Su''ary Tas&s
Microsoft Project pro!ides the ability to structure the tasks by setting different le!els of
tasks and grouping tasks under a summary task. This can be useful where the project has
a considerable number of tasks" management can be made easier by only !iewing and
reporting on the summary tasks.
There are fi!e buttons on the far left of the 8ormatting Toolbar which can be used on a
single task or group of highlighted tasks.
• Promote the selection to the ne,t higher le!el
• &emote the selection to the ne,t lower le!el
• 4,pands a summary task to show its subordinate tasks
• $ollapse a summary task to hide the subordinate tasks
• 6ide assignments
• Show all subtasks, or those of a particular outline le!el.
 Create Summar2 Tasks an% !ink Tasks
• Select the sub tasks *nstall Software and Studies and Specification.
• *ndent the tasks to make them sub tasks.
• -hile they are still selected link them :chain button or 4dit menu;.
• Make Sections E to G sub tasks and link them.
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 4nsert Tasks
*f you miss a task from your list you can insert a blank line and type the information.
• $lick on Studies and Specifications.
• 'ight)click and choose %ew Task to insert a blank row.
• Type #ack$p 1nstallation as the task and set the time to Eh.
 A%% *ew Tasks
6a!ing added tasks you can continue adding tasks at the end of your project.
• Mo!e to the line below Section G and type Sli'e +e.elop&ent.
• Set the &uration to Md.
• .utdent the task by clicking on the O$t'ent button.
• 2ink it to Section G.
• Sa!e your project as Trainin, (o$rse.
• Sa!e with a baseline.
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 Change ,uration
The default duration is Eday. To change this you can simply o!ertype with the new !alue.
• $hange the durations for
each Module to <d.
• -hen the -i5ard appears
-8A+ TH8
1%FO-MAT1O% then
click on the O7 button.
• Select all the remaining
tasks.
• .pen the Task information bo,.
• Set the duration to E.Md
 )ulti0le !inks
Tasks can be linked to more than one predecessor.
• Select the task Sli'e +e.elop&ent, hold down the (trl key and
select the task Mo'$le 1.
• $lick on the 2ink Tasks button.
• -hen you get a warning, try to figure out why the link is illogical.
2ook at the #antt chart if it makes it easier to think.
 Save a Baseline
• Select Tools, Tracking, Sa!e 0aseline from the menus.
• $lick on the Sa!e baseline radio button.
• $lick on the .? button.
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'ntro?uction to M% Project

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The +utoCorrect Feature
Microsoft Project <IIJ pro!ides the Auto$orrect feature that used to belong only to
-ord. Auto$orrect will assist you in entering and editing tasks. Auto$orrect
automatically corrects mistyped words and e,pands abbre!iations as you type. Project
pro!ides an e,tensi!e list of predefined typing corrections and abbre!iations, and enables
you to customi5e the list by adding your own. The Auto$orrect dialog bo,, as shown
below, allows you to type an entry :the abbre!iation or word that you want to replace;
and a replacement :the te,t or graphic you want to use as a replacement;.

 To enter an AutoCorrect entr2:
• 8rom the Tools menu, choose Auto$orrect.
• Type the name of the entry in the 'eplace te,t bo,.
• Type the name of the replacement in the -ith te,t bo,.
• $hoose Add.
• $hoose .?.
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Section Four
5esource Manae'ent
At the end of this section you will ha!e:
 +n understandin of the 1arious ele'ents of
enterin and 'anain resources.
 -ntered resources.
 +ssined resources to the tas&s.
 Co'pleted the end of the desin and
plannin stae.
 #sed the Outlinin 1ie"
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5esources
The management of resources is a major feature of MS Project. *t is possible to see how
each one is being used and determine the times when they are under or o!er utilised. The
system can adjust the project to eliminate o!er allocation of a resource. -e can think of
resource data being stored in a database, which is the partner to the task database. The
Microsoft Project system merges the data in the two databases to pro!ide the facilities
that are a!ailable.
There are a number of ways we can !iew the resources, as the following topics will show.
.efine the 5esources
$omplete the following table for the resources used in the Project Plan
4, *ame 4nitials )ax
nits
St%
.ate
+vt
.ate
Cost7se Accrue
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-hen you build a large pool of resourcesfor e,ample, <II employeesthe best place
to enter this information is in the 'esource Sheet. *f there are only a few resources
working on the project, howe!er, you might enter them /on the fly1 using the 'esource
Assignment dialog bo,.
5e1ie"in and 3a1iatin the 5esource Sheet
The 'esource Sheet contains an array of re+uired fields for entering resources. A
'esource Sheet is illustrated below:

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-nter 5esources
There are two separate stages in adding 'esources to be managed by the system. They
first must be entered in the -eso$rce Sheet to identify them as being a!ailable. Secondly
the a!ailable resources are associated with the respecti!e tasks.
+ddin 5esources to the 5esource Sheet
(ou add resources to the 'esource Sheet in rows. The columns identify the fields. The
table below summari5es the information that you can store in the 'esource Sheet.
Fiel% ,escri0tion
Resource Name The name gi)en to a resource" 1t can #e the name
of an in!i)i!ual or a type of group"
1nitials The a##re)iate! name for the resource"
Group A resource can #e place! in a group' which can #e
use! #y a filter to show only group mem#ers' it is
also possi#le to use the group name to )iew all
mem#ers of the group together"
-a" *nits The percentage 6num#er7 of resource units
a)aila#le" This is applica#le only if using a type of
resource" /or eample' you might ha)e three
technicians' #ut you can ha)e only one Emma
5heesman"
St!" Rate The stan!ar! cost of the resource per hour' week'
or month"
0)t" 5ost The o)ertime cost of the resource per hour' week'
or month"
5ost@*se The cost of the resource e)ery time it is use!"
Accrue At This fiel! i!entifies when the cost of the resource
is a!!e! to the running total of the pro+ect" The
options are at the AStartA' at the AEn!A or
A%rorate!A which means up!ate! at the en! of
each time unit as the resource is use!"
Base 5alen!ar The #ase calen!ar to which you assign the
resource"
5o!e Bou can assign an alphanumeric co!e to each
resource" The 5o!e fiel! can #e use! to associate
an accounting co!e for use of the resource" This
is an a!!itional metho! of allocating the costs of
the pro+ect as re,uire!" an! use it for sorting'
filtering' an! reporting"
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 To a%% resources to the .esource Sheet:
• 8rom the 5iew menu, choose 'esource Sheet.
• *n the 'esource %ame cell, type the 'esource %ame.
• Press TA#
• Type the necessary information.
• 'epeat steps J and H until you ha!e entered all the information
needed for the resource.
• Press 8%T8-
• Press HOM8
• 'epeat steps < through K for each resource.
A resource is 'efine' under the following headings:)
1+:
%a&e:
1nitials:
ro$p:
Ma! Units:
The ne,t items relate to calculating the cost of the resource. They can be defined by
setting a cost le!el for a specific period or a cost for each time the resource is used.
St'0 -ate:
O.t0 -ate:
(ost:Use:
Accr$e At:
(o'e:
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 "ractice a%%ing resources
-ark .oolway - Team Lea!er 299C D3<"99@h D<9"99@h D9"99 %rorate! Stan!ar!
Emma 5heesman E 5ontractor 299C D2<"99@h D:9"99@h D9"99 %rorate! Stan!ar!
Eulian 5ook E 5ontractor 299C D2<"99@h D:9"99@h D9"99 %rorate! Stan!ar!
-a!eleine A!ams - 5ontractor 299C D2<"99@h D:9"99@h D9"99 %rorate! Stan!ar!
Nick %a)ey N 5ontractor 299C D2<"99@h D:9"99@h D9"99 %rorate! Stan!ar!
Richar! Buller R Engineer 299C D3<"99@h D<9"99@h D9"99 %rorate! Stan!ar!
Eamie %rice E 0ffice 299C D29"99@h D9"99@h D9"99 %rorate! Stan!ar!
Bin!ing B %rinting 299C D23"99@h D9"99@h D9"99 %rorate! Stan!ar!
5opying 5 %rinting 299C D9"99@h D9"99@h D9"99 %rorate! Stan!ar!
Technician T 5ontractor 399C D23"<9@h D32"99@h D9"99 %rorate! Stan!ar!
• Select the -eso$rce Sheet from the 5iew menu.
• 4nter the resources from the abo!e table.
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!ie" 5esources
As with Tasks there are a number of ways that the 'esources can be seen in addition to
!iewing the 'esource Sheet.
The 5esource Sheet
-here it is necessary to !iew all the resources, this is best done in the top part of the
screen or a single pane !iew. Selecting -eso$rce Sheet from the 5iew pull down menu
will show a complete list of the resources re+uired by the tasks.
A !aluable feature in this !iew is that those resources that ha!e been o!er allocated will
be shown in a different colour so attention is drawn to the areas that need to be changed.
The 5esource /raph
The best use of this !iew is in the lower pane with the #antt $hart at the top.
The 'esource #raph will only show one resource at a time and will automatically switch
to the resource allocated to the task highlighted in the top pane.
.ne great !alue of this !iew is that it shows you when a resource is o!er)allocated. See
below, where 4mma is o!er)resourced.

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!ie"in 5esource #sae
-here this !iew is selected in a single pane or the top pane it will display a list of the
resources and the amount of work each is allocated on a daily basis. As with the 'esource
Sheet those resources that are o!er allocated are shown in a different colour and can
easily be identified.
*f this !iew is selected in the lower pane of a two)pane screen it will only display the
work for the task that is highlighted in the upper pane.
!ie"in the .etails of a sinle 5esource
*n any of the abo!e !iews it is possible to e,amine the full details of a single resource.
(ou place the pointer on the resource and call up the 'esource 4dit 8orm by pressing the
1nfor&ation button on the tool bar.
.r, simply double)click a resource.

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Set 5esource Calendars
-here a resource may not be a!ailable for all the working hours in the base calendar, it
can be allocated to a special calendar, which will define the specific working hours for
that resource only.
Setting the resource calendar is the same as setting the base calendar. The feature is
accessed from the Tools menu and the (han,e )orkin, Ti&e command.
6a!ing selected this bo, it will then be necessary to select the resource for which the
calendar will be used. The respecti!e working and nonworking times can then be entered.
-here a task uses the resource the schedule will be calculated on the basis of when it will
be a!ailable from the resource calendar.
+llocate 5esources
There are a number of methods of allocating a resource to a task.
The most direct method is to select a !iew in which a task can be selected and then call up
the 'esource Assignment bo, using the resource button :The head; on the Tool 0ar.

*n the Assi,n -eso$rces bo, a list of the resources can be !iewed and the re+uired
selection made.
There are other !iews in which a resource can be allocated to a task and it does not matter
which is used, the preference is up to of the user.
• Select the antt (hart !iew from the 5iew menu.
• 8or each task that needs resources allocated place the pointer on the
task and call up the -eso$rce Allocation form by pressing the
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'esource 0utton :the head;. Pull down the list of resources and
select as appropriate.
 Assign .esources
Assign the following resources:
.esource Task
Richar! Buller Backup 1nstallation
Technician 1nstall software
Emma 5heesman All -o!ules
Eulian 5ook Stu!ies an! Specifications
Nick %a)ey Sli!e De)elopment
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-ditin 5esource Infor'ation
.nce you enter resource information, you may need to modify it. *n the real world,
employees come and go, and as a result, project managers need to add and delete
resources.
-ditin .ata -ntered by the #ser
(ou edit resources in the entry bo, just as you edit fields in the #antt $hart and the
%etwork &iagram $hart. After you make your changes, click the 4nter button to accept
changes, or click the $ancel button to retain the original entry.
 To e%it %ata entere% b2 the user:
• .n the 'esource Sheet, select the cell to edit.
• Press F;
O-
• $lick in the entry bo,.
• *n the entry bo,, edit the cell contents.
• Press 8%T8-
 $%it a .esource
• As Project Manager, you ha!e managed to reduce the hourly rate of
'ichard 0uller.
• =sing the 'esource Sheet, double)clicking and using the resource
*nformation form, change his hourly rate to N<I and his o!ertime rate
to NJI.
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5e1ie" 5esource #sae
*t is !ital that after entering all the tasks and allocating resources the utilisation of each
resource is checked for o!er allocation. -here this occurs it will mean that the project
timetable will not be met and the completion date will be delayed.
The two !iews listed below can be used to e,amine where o!er allocation has happened.
*t is also possible to check these using the search button from the tool bar.
An o!er allocation can be cleared by increasing the capacity of the resource i.e. e,tra
units, or by mo!ing the tasks. The latter option is known as resource le!elling and the
system can calculate automatically if re+uired.
5esource #sae
This !iew will show a table of all the resources and the respecti!e usage in hours per day.
-here the resource is o!er allocated the entry will be in an alternati!e colour.
5esource /raph
The 'esource #raph is used to display the usage of a single resource and will highlight
the times the resource is o!er allocated.
The #raph can be accessed from the 5iew pull down menu and will show the current
selected resource
5esource (e1ellin
2e!elling is the process of mo!ing tasks in the time scale to redistribute the use of
resources where they are o!er allocated.
This process can be automatic whene!er there is a resource o!er allocation or manually
from the Tools pull down menu.
 !evelling .esources
• 9iew the -eso$rce Usa,e and the -eso$rce raph and where there
is an o!er allocation, consider methods of correcting them.
Note: All conflicts must /e cleared /efore moing to the ne-t step
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Insertin and .eletin 5esources
(ou can add resources either at the end of the 'esource Sheet or between e,isting
resources. (ou can also delete unwanted resources from the 'esource Sheet.
 To insert a resource
• Switch to the 'esource Sheet.
• Select a cell in the row abo!e the one where you want to add a
resource.
• Press the O1%S8-T] key on your keyboard.
O-
• 8rom the *nsert menu, choose *nsert %ew 'esource.
 To %elete resources
• Select a cell in the row of each resource you want to delete.
• Press [+8L8T8]
O-
• 8rom the 4dit menu, choose &elete 'esource.
$or&in "ith 5esources on the Fly
*f the resource you want to add is not part of the resource pool, you can add that resource
in the 'esource Assignment dialog bo,. At the same time, you can assign the resource to
tasks. (ou can add information about the resource later by using the 'esource Sheet or
the 'esource *nformation dialog bo,.
(ou can easily add resources while you are in the middle of assigning resources by using
the 'esource Assignment dialog bo,, and then continue to assign resources. *f you reali5e
that a resource is missing, you can simply add it at any time.
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 To a%% resources on the (l2:
• .n the Standard toolbar, click the 'esource Assignment button.
• *n the 'esource Assignment dialog bo,, select a blank %ame cell at
the end of the resource list.
• Type the name of the resource.
• Press 8%T8-
#pdatin 5esource Infor'ation on the Fly
Adding resources on the fly does not automatically allow you to update information about
the resource. (ou either ha!e to switch to the 'esource Sheet to add or update
information, or you ha!e to open the 'esource *nformation dialog bo,, as illustrated
below. All the fields that are a!ailable on the 'esource Sheet are also a!ailable in the
'esource *nformation dialog bo,.

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 To u0%ate resource in(ormation on the (l2
• .n the Standard toolbar, click the 'esource Assignment button.
• *n the 'esource Assignment dialog bo,, double)click the resource for
which you want to add or update information.
• *n the 'esource *nformation dialog bo,, make the necessary changes.
• $hoose .?.
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Planned Ti'e Scale
-hen all the tasks and resources ha!e been added and any resource problems cleared and
pro!ided the scheduled dates are acceptable, this marks the completion of the design and
planning stage.
All of the data entered into the project at this time can be considered as the base line for
the project to be managed from and measured to. Microsoft Project will hold this data by
using the Trackin,3 Sa.e #aseline command from the Tools menu.
8rom this point, as the tasks are completed and the data updated it will be possible to
make comparisons with the plan and determine how late :or earlyCCC; the completion date
will be and where the problems are occurring.
This can be seen using the 5iew3 More .iews3 Trackin, antt0 The Plan appears as grey
bars under the #antt bars.
(ead Ti'e and (a Ti'e
$ertain tasks can be started before other tasks are completed. 8or e,ample Slide
&e!elopment can start any time after Module E.
 Set lea% time on Sli%e ,evelo0ment:
• Select the task.
• .pen the Task *nformation bo,.
• Select the Predecessor Tab.
• $hange the type from @8inish to Start3 to @8inish to 8inish3.
• *n the 2ag bo, type .Md.
• $lick on the O7 button.
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The Outlinin !ie" )Su''ary*
Outlining is used for organi5ation and categori5ation. .utlining lets you arrange tasks in a
hierarchical structure and identify project phases. (ou can use a top9down method for
outlining, which allows you to enter the major phases first and then add details. (ou can
also use a /ottom9up method, which allows you to enter all tasks first, and then group
them in phases once their relationships become clear. -ith .utlining, you can display
andor report only certain le!els of detail.
.utlining allows you to organi5e tasks at up to ten outline le!els. .utlining is indicated
on the #antt Table by the task3s le!el of indentation and on the #antt bar chart by the bar
shape and pattern. %ormal tasks are su/ordinate tasks, or subtasks, when ha!e a higher)
le!el task abo!e them. A task that summari5es tasks at the ne,t le!el down is called a
summary task. Microsoft automatically determines the summary task !alues :duration,
cost, and so on; based on information from the subtasks at the ne,t outline le!el down
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Pro'otin and .e'otin Tas&s
(ou can demote a task to a lower le!el in the outline by indenting it. *f a task is not
already at the highest outline le!el, you can promote it to a higher le!el by outdenting it.
(ou can create a summary task by demoting the tasks immediately following it.
 To 0romote a task:
• Select the task you want to promote.
• 8rom the Tools menu, choose .utlining, and then choose .utdent.
O-
• .n the 8ormatting toolbar, click the .utdent button.
 To %emote a task:
• Select the task you want to demote.
• 8rom the Tools menu, choose .utlining, and then choose *ndent.
O-
• .n the 8ormatting toolbar, click the *ndent button.
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Section Fi1e
.isplay .ata and Cost Factors
At the end of this section you will
 ha1e an understandin of the capabilities of
Microsoft Project to display project data.
 filter the project for specific infor'ation.
 be able to e7a'ine the cost factors for the
project.
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#sin /antt Charts
/antt Chart Principals
The #antt $hart is a hori5ontal bar chart that represents each task in the time scale of the
project. 4ach task entered in the project will be shown.
The #antt $hart can be used to !isually keep track of the tasks and also can be used to
identify important points about each task. 8or e,ample those tasks that together control
the completion date are known as the critical Path and are shown differently to highlight
that fact.
#antt $harts can be printed and therefore form the significant part of a regular report
which shows the current progress, comparison with the original plan, and the new
projected completion data.
Chanin the split bet"een chart and table
-hen the #antt $hart !iew or the Task 4ntry !iew is selected, the #antt $hart area has
part of a table on the left and the bars on the right.
*t is possible to mo!e the di!iding line between these two areas with the mouse pointer.
-hen the pointer is on the di!iding line it changes to two !ertical lines with left and right
arrows. *f the left button is held down then the di!iding line can be mo!ed to the left or
right as re+uired.
Chanin Ti'e Scale
The time scale on the right side of the chart can be changed directly by using the
5iew3 6oo& command or with the For&at3 Ti&escale command.
-here the latter is chosen, the dialog bo, will pro!ide the ability to change both the
major and minor time scales and within each of these it will be possible to alter the units,
the label, the alignment, and the count of the inter!al between the unit labels.
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Chanin the Palette
The Palette can be accessed from the For&at3 #ar command or by double clicking on the
#antt $hart.
This dialog bo, can be used to ma,imise the information pro!ided by the format of the
bars on the #antt $hart. The appearance of the e,isting bars can be changed and
additional bars can be used. The full use of colour is also possible.

8or e,ample it is possible to show the planned, actual and scheduled times for each task.
-ditin Tas&s
.ne method of editing tasks is to change them on the #antt $hart using the mouse and
dragging the changes into place.
Positioning the pointer at the beginning of a bar will change the pointer to a P sign and if
the left button is pressed and the symbol dragged to the right a bo, will appear showing
the amount of Apercentage completeA that has been added. This information will then be
updated throughout the system.
*f the pointer is placed in the centre of the bar it will change to a four)way arrow pointer.
*f the left button is held down it is then possible to drag the bar to the left or right in time,
the changing dates options will be shown in a dialog bo, :see below; and, on clicking
.?, the files will be updated with the new information.
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The third possibility is that the duration of the task can be changed by changing the length
of the bar. *f the pointer is positioned at the right end of the bar it will change into a right
pointing arrow. *f the left button is held down it is then possible to change the length of
the bar and the respecti!e change in duration is shown in a bo,.
 #iew the &antt Chart
• Select antt (hart from the 5iew menu.
• Place the pointer on the border between chart and table, hold the button
down and drag the border left or right.
• 8rom the For&at menu, select Ti&escale. Try changing the major and
minor scales as !iew the changes at the bottom of the bo,.
• 8rom the 5iew3 menu choose 6oo&0 Try out the !arious changes that can
be made to the amount seen.
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#sin 3et"or& .iara' Charts
3et"or& .iara' Chart principals
The term %etwork &iagram is deri!ed from Programme 8!aluation and -e!iew
Techni+ue which was in!ented for the management of Projects by paper based systems.
This chart is a diagrammatic !iew of the tasks where the position of the task and the lines
linking them together represent the detailed steps that comprise the project. *t is possible
to modify the project in the %etwork &iagram by adding e,tra tasks or nodes and creating
the links. 4ach task on the chart is known as a node and within the node is a selection of
the data that is rele!ant to the task. The %odes can ha!e different boarders which
represent the task type.
#sin the For'at9 4o7 Styles co''and
Note: *ou must hae the Network 'iagram iew actie to see 1o- &tyles
as an option in the Format menu!
-ithin this command bo, :shown below; there are many different types of Task, each of
which can be gi!en a combination of line style and colour to pro!ide !isual identification,
for e,ample the critical tasks can ha!e thick red borders.

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Chanin the contents of a 3ode
The +ata Te&plate command in the #o! St"les dialog allows change to the
data that the node displays.

It is also possible to set the follo"in2,
#rid 2ines between the fi!e areas ) on or off.
The cross marks that indicate A*n progressA or A$ompleteA on or off.
The format for the display of the dates.
The selection of the si5e of the %ode ) Small, Medium or 2arge.
Chanin the layout of the Chart
The For&at3 La"o$t command gi!es the ability to select how the
interconnecting lines between the nodes will be shown.
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 #iew the *etwork ,iagram Chart
• Select %etwork +ia,ra& (hart from the 5iew menu.
Note: 4ake sure the pro0ect is open!
• 8rom the 5iew3 menu, select 6oo& and change the si5e of the %odes
• 8rom the For&at menu, select #o! St"les and e,amine the different style
of borders that are a!ailable to show different types of tasks.
• Also check how the contents may be changed using the #o!es Tab.
• 8rom the For&at menu, select La"o$t and e,amine the different ways
the lines can be displayed.
• (ou can drag the bo,es with the mouse. *f you 6oo& to MIP or 8ntire
Project you will find it easier.
• &ouble $lick on a %ode and e,amine the options in the dialog bo,.
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Microsoft Project 2003
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:oo'in In and Out
>ooming in can be useful when you want to focus on a particular %etwork &iagram bo,
or group of %etwork &iagram bo,es. Alternati!ely, 5ooming out can be helpful when you
want to see as much of the project as possible on one screen. The more you 5oom out, the
more clear the paths become and the more unclear the te,t becomes.
 To 8oom in:
• .n the Standard toolbar, click the >oom *n button.
• 'epeat until you reach the desired si5e.
 To 8oom out
• .n the Standard toolbar, click the >oom .ut button.
• 'epeat until you reach the desired si5e.
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-le'ents of the 3et"or& .iara'
Chart
%etwork &iagram $harts map out the tasks that are re+uired to complete a project. The
critical path consists of the se+uence of tasks in the dark %etwork &iagram bo,es. (ou
can3t delay the tasks in the critical path because they ha!e no slack. (ou can, howe!er,
delay any of the light bo,es because they are not critical.
2ike the #antt $hart, the %etwork &iagram $hart includes a status bar, an entry bar, and
the toolbars. *n addition, the %etwork &iagram $hart displays page guidelines so that you
can control the placement of the %etwork &iagram bo,es on a page)by)page basis. The
perforated line on the right of the screen represents a page break.
The 3et"or& .iara' 4o7
A %etwork &iagram bo, consists of fi!e fields, as illustrated below. The Task %ame,
Task *&, Scheduled Start &ate, Scheduled 8inished &ate, and Task &uration are the
default fields in the %etwork &iagram bo,. The Task %ame field is white because it is
currently ready for user input.


&heduled
Finish Date
Task Duration
&heduled
&tart Date
Task !D
Task Name
The Net-ork Dia+ram ,ox and !ts De'ault Fields
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3a1iatin the 3et"or& .iara' Chart
The table below summari5es how to mo!e around the %etwork &iagram $hart with your
keyboard and with your mouse.
)ovement 9e2s )ouse
To a !ifferent Network
Diagram #o
Arrow keys 5lick the Network
Diagram #o
Net fiel! in Network
Diagram #o
TAB
or
$*T$.
5lick the fiel!
%re)ious fiel! in
Network Diagram #o
S'4FT:TAB
or
S'4FT:$*T$.
5lick the fiel!
%age up or page !own "A&$ "
or
"A&$ ,+1*
0n the )ertical scroll #ar'
click the gray area a#o)e
or #elow the scroll #o
%age to the left or right CT.!:"A&$ "
or
CT.!:"A&$ ,+1*
0n the hori4ontal scroll
#ar' click the gray area on
the left or right of the scroll
#o to scroll left or right in
increments
To upper(left Network
Diagram #o in pro+ect
'+)$
To lower(right Network
Diagram #o in pro+ect
$*,
To upper(left Network
Diagram #o on screen
CT.!:'+)$
To lower(right Network
Diagram #o on screen
CT.!:$*,
Navi+atin+ the Net-ork Dia+ram Chart
 To navigate a *etwork ,iagram Chart:
• =se the appropriate keystroke or mouse mo!ement.
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More about Tables
Much of the data the system holds can be entered andor !iewed in a table format. The
system will allow the user to organise these tables so they can be used to ma,imum
effect.
The content of the table is also dependent on the area of project management they are
used for. There is a difference between tables for Tasks and table for 'esources.
The idea of changing a table structure is to make its use more appropriate to the users
needs in terms of what information the user needs to !iew. 8or a task table there are o!er
one hundred possible columns from which the structure can be chosen. 8or 'esources the
number of possible columns is appro,imately thirty.
Modifyin )or editin* an e7istin Table
8rom the menus, select 5iew3 Ta2le3 More Ta2les. The bo, that will be shown can be
switched between Task tables or 'esource tables.

8rom whiche!er aspect is selected, a list of the e,isting tables will be shown. Select from
this list the one you want to changemodify. To mo!e to the ne,t screen use the mouse to
press the 8'it button.
The following dialog bo, :shown on the ne,t page; will show a list of the fields that make
up the table. *t will be possible to change the width of an e,isting column, the alignment,
or the column title. *f no title is shown, the field name is used as the title.
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*f a new field is re+uired then position the pointer at the re+uired position and use the
mouse to press the 1nsert [-ow:(ol$&n] button. A space will appear and the new field
can be selected. To remo!e a field, point to it and use the mouse to press the +elete
button.
Creatin a 3e" Table
%ew Tables can be created by selecting the %ew button from the More Ta2les bo,.
The structure of the table is built up by selecting the fields in the appropriate order.
(ou can only apply tables to tabular !iews such as the 'esource Sheet, the Task Sheet, or
the tabular portion of the #antt $hart. -hen you choose the Table option, the list of
a!ailable tables will change, depending on the current !iew. .n the 9iew menu, the Table
option will also list the default table type, separated from the word Table by a colon.
 To a00l2 a table
• $hoose a tabular task or resource !iew.
• 8rom the 9iew menu, choose Table.
• 8rom the Table submenu, choose the desired table.
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%ote: 3f the ta/le you need doesn:t appear in the (a/le su/menu, choose
4ore (a/les! From the 4ore (a/les dialog /o-, select the desired ta/le,
and then choose Apply!
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+pplyin Filters
A filter is used to screen out unwanted tasks for a particular !iew to identify a particular
aspect of the current state of the project, for e,ample the filter can be set to show the tasks
that make up the $ritical Path.
As with tables there are different filters for tasks and resources and depending on the
current !iew the appropriate list of filters will be shown for the selection.
A filter is selected by choosing Project Filtere' for and making the appropriate
selection.
Note: When a filter is no longer re;uired the All Tasks filter should /e
reselected!
Custo'isin Filters
Modifying an e,isting filter or creating a new filter is managed from the Project3
Filtere' for3 More Filters command. This will display a dialog bo, !ery similar to that
for define tables :below;.

Select %ew then the following entries will be re+uired.
%a&e: 4nter the name of the new filter
Fiel' %a&e: Select a field from the entry bar list.
Test: Select a test from the entry bar list.
5al$es: 4nter the !alue that the filter is to check for
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Op: *f there are to be more than one condition then this is the
operator that will link them together. A selection may be made
from the entry bar list.
The following check bo,es can also be set:)
Sho" 5elated Su''ary Tas&s
This sets the filter to include the Summary tasks where appropriate.
Sho" in Menu
The filter will be shown in the menu.

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 1orking with Tables an% Filters
• 8rom the 9iew menu, select More 9iews, Task Sheet.

• 8rom the 9iew, Table menu select and !iew the different tables
• 8rom the 9iew, Table, More Tables menu select &efine Tables and press
the 4dit button. Try to make some changes to the table and then !iew the
result.
• 8rom the Tools, 8iltered for menu select different filters and see how it
changes the Table.
• 4,amine the $ritical filter and try the 4dit button to !iew how the filters
are set up. Try making changes to the filter.
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-7a'inin the Cost Factor
-hen all the tasks and their associated resources ha!e been entered, it is possible to !iew
the calculated costs of the project and there are se!eral !iews that can be used.
The first !iew is the Task Sheet together with the $ost Table :5iew3 Ta2le3 (ost;.


This !iew will list all the tasks as originally entered and the associated columns will
contain the cost data in terms of the Planned cost, the Actual cost and how much has been
used so far.
This table is !ery useful in identifying those tasks that are causing the greatest pressure on
the total cost of the project.
A second way is to chose the 'esource =sage then use For&at3 +etails3 and choose (ost
or ($&$lati.e (ost0.
Note: (he cost totals will not include any material costs!
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Chanin the Project to 5educe Costs
To state the ob!ious, there are a number of ways the costs can be reduced as follows.
• A reduction in the cost per time period of each resource.
• A reduction in the time a task will take to complete.
• -here possible a reduction in the use of labour in o!ertime hours.
• *t may be that where some resources are in slack time and cannot be used,
a waiting charge is payable. This can be minimised by re)scheduling to
minimise this resource slack time.
MS Project does not ha!e any easy cost reducing commands, where any of the abo!e
sa!ings can be made the necessary changes to the project must be entered by using the
editing methods a!ailable.
 #iew the Cost Factors
• Select 9iew, 'esource =sage then choose 8ormat, &etails.
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Section Si7
Printin and 5eportin
At the end of this section you will be able to
 Print your project file.
 Create reports fro' your project.
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Pae Setup
0efore printing it is ad!isable to check the Page Setup which is accessed from the File
pull down menu.

*n the dialog bo, the following tabs can be selected: )
Pa,e: $hoose orientation and scaling.
Mar,ins: Set the margins and borders.
Hea'er: This bo, can hold a 6eader that will be printed on e!ery page.
Footer This bo, can hold the footer for e!ery page.
Le,en': This is for printing #antt and %etwork &iagram !iews only
5iew: $hoose number of columns of task form etc. if appropriate.
*n the 6eader, 8ooter, and 2egend buttons are a!ailable to enter specific information. 8or
e,ample the following are a!ailable:
These include 'ate3 ti&e3 pa,e n$&2er and n$&2er of pa,es.
The Pa,e si*e is a!ailable under the Printer3 Set$p option.
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 Check the Settings (or the &antt Chart
• 4nsure you are !iewing the antt (hart.
• Pull down the File menu.
• Select Pa,e Set$p.
• Select Lan'scape in the Pa,e bo,.
• $heck the other settings and change any that are not correct.
• Press the Print Pre.iew button.
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Printin Charts9 For's and Sheets
*f the Pa,e Set$p has been completed for the !iews that are to be printed then it is only
necessary to bring the re+uired !iew on to the screen and select the print command. The
settings in Pa,e Set$p will align all the necessary settings for the printer and then print
the !iew in as many pages as it takes.
There is a Print Pre.iew button in the print dialog bo, for !iewing the printout on
screen" single or multiple sheets can be shown. *t is good practice to check this before
printing.
.ther charts are also fairly easy to produce.
 "rint the &antt Chart
• -hen in Pre!iew select Print from the menu.
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5eports Setup
MS Project has a number of pre)defined reports based on si, principal types which can
be used directly, changed as re+uired. Alternati!ely, completely new reports can be
created. The system is picture dri!en and simple to use.
Access is from the 5iew3 -eports command. A dialog bo, appears in which the
following type of report can be chosen:

O.er.iew: Summari5es the most significant project information,
including numbers of tasks and resources, task and
schedule status, costs, start and finish dates, and so on.
($rrent Acti.ities: &isplays information about top)le!el tasks for the entire
project. *ncludes summary tasks and task notes.
(osts: Shows critical tasks for the entire project. *ncludes
summary and successor tasks and task notes.
Assi,n&ents: Shows project milestones. *ncludes summary tasks
and task notes.
)orkloa': Shows working and nonworking times for
resources for the entire project duration.
($sto&: =se an e,isting report to create a new one.
After selecting one of the abo!e you then choose Select and a second bo, will appear that
will ha!e a number of pre)defined options depending on the base of the report.
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Creatin or -ditin 5eports
0elow is the sub set of reports based on costs.

Most of your reports will be a!ailable from the pre)selected ones. The $ustom choice will
allow you to design a !ery specific report if re+uired. =sing this feature will hopefully
now be familiar to you as the principle is not dissimilar to and easier than editing tables
and filters.
-hen creating a custom report format the $ustom 'eport bo, will display <M options
which can be used directly or edited according to your needs.

$licking %ew will offer a sub set of possible new reports.

8rom this point, most options are choices.
© The Mouse Training Company Page 108
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-hen the re+uired settings ha!e been made the new report will be a!ailable for printing.
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$hat 0ou Can Print
+ Project O1er1ie"
To Print Use
The number of tasks and resources, the project cost, the total
amount of work, and the project start and finish dates.
Project Summary report
:.!er!iew reports;
A list of the highest)le!el summary tasks showing the
scheduled start and finish dates, the percentage completed
the cost, and the work.
Top)2e!el Tasks report
:.!er!iew reports;
A list of project phases :summary tasks; and durations and a
#antt bar chart showing summary tasks.
#antt $hart !iew,
4ntry table, and
Summary tasks filter
A list of milestone tasks sorted by start date. Milestones report
:.!er!iew reports;
-orking and non)working time in your schedule. -orking &ays report
:.!er!iew reports;
Tas& Infor'ation
To Print Use
A list of tasks and durations and a #antt bar chart showing
tasks, durations, task relationships, and assigned resources.
#antt $hart !iew,
4ntry table, and
All Tasks filter.
Scheduled tasks in a calendar format. $alendar !iew and
All Tasks filter.
A list of tasks showing assigned resources and the amount of
work assigned to each resource per week.
Task =sage report
:-orkload reports;.
A list of tasks showing start and finish dates and assigned
resources.
Task Sheet !iew,
4ntry table, and
All Tasks filter.
A list of critical tasks showing the scheduled start and finish
dates and the predecessors and successors of each task.
$ritical Tasks report
:.!er!iew reports;.
A flow chart, or network diagram, showing all tasks and task
relationships.
%etwork &iagram $hart !iew.
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Cost infor'ation
To print Use
A summary of resource costs. 'esource Sheet !iew,
$ost table and
All 'esources filter.
$ost information broken down by task and resource o!er
time.
$rosstab report with tasks selected under
'ow, $ost selected under $olumn, and -ith
'esource Assignments selected in $rosstab
'eport dialog bo,.
A list of planned and actual resource costs. 'esource sheet !iew and
$ost table.
The cost of each task per week, along with the total cost of
all tasks per week and the total cost of each task.
-eekly $ash 8low report
:$ost reports;.
A list of resources whose costs are going to e,ceed the
baseline cost.
.!erbudget 'esources report
:$ost reports;.
A graph showing cumulati!e cost per resource o!er the life
of the project.
'esource #raph !iew with $umulati!e $ost
chosen from &etails submenu on 8ormat
menu.
A list of tasks showing whether you are ahead of or behind
schedule as compared with the actual costs incurred.
4arned 9alue report
:$ost reports;.
A list of tasks showing the budgeted cost of each task and the
!ariance between budgeted costs and current costs.
0udget report
:$ost reports;.
A list of tasks whose costs are going to e,ceed the baseline
cost.
.!erbudget Tasks report
:$ost reports;.
Page 10: © The Mouse Training Company
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Infor'ation about resource usae
To print Use
A list showing detailed work information for each resource. 'esource Sheet !iew,
-ork Table, and
All 'esources filter.
A list of resources showing the tasks to which each resource
is assigned and the amount of work assigned to each resource
per week.
'esource report
:Assignment reports;.
A list of resources showing their assigned tasks, the work
scheduled for each task, the start and finish dates, and
additional resource information.
-ho &oes -hat report
:Assignment reports;.
A list of resources showing their assigned tasks and the daily
work scheduled for each task.
-ho &oes -hat report
:Assignment reports;.
A list showing resource use o!er time, along with the cost,
the work, and the pay rate of each resource.
'esource =sage !iew,
Summary table, and
All 'esources filter.
A graph showing the amount of work assigned to each
resource o!er time.
'esource #raph !iew and
All 'esources filter.
A resourceQs tasks, broken down by week. -eekly To)&o 2ist report
:Assignment reports;.
A list of o!er allocated resources and the tasks to which they
are assigned.
.!er allocated 'esources report
:Assignment reports;.
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Infor'ation that sho"s proress
To print Use
A list of tasks that are currently in progress showing the
months in which each task occurs.
Tasks *n Progress report
:$urrent Acti!ity reports;.
A list of tasks showing the actual start and finish dates, the
percentage of each task completed, and the actual and
remaining task durations.
#antt $hart !iew,
Tracking table, and
All Tasks filter.
A list of tasks starting within a time period that you specify. Tasks Starting Soon report
:$urrent Acti!ity reports;.
A list of tasks that ha!enQt started. =nstarted Tasks report
:$urrent Acti!ity reports;.
A list of tasks that should ha!e started by the date you
specify.
Should 6a!e Started Tasks report
:$urrent Acti!ity reports;.
A list of tasks showing the scheduled start and finish dates,
the baseline start and finish dates, and the difference between
scheduled and baseline dates.
Task Sheet !iew,
9ariance table, and
All Tasks filter.
A list of the tasks that ha!e been rescheduled to occur after
their baseline start dates.
Slipping Tasks report
:$urrent Acti!ity reports;.
A list of completed tasks. Task Sheet !iew,
4ntry table, and
$ompleted Tasks filter.
A list of completed tasks showing the months in which each
task occurred
$ompleted Tasks report
:$urrent Acti!ity reports;.
 Check the .e0orts Available
• Select 5iew3 -eports from the menus.
• Select one of the reports and press the Select button.
• $heck one of the default reports and press the Select button. A pre!iew is
shown.
 "rint a .e0ort
• Select as abo!e.
• Press the Print Pre.iew button.
Page 10( © The Mouse Training Company
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5eports by 5eport Type
To Print Use
The number of tasks and resources, the project cost, the total
amount of work, and the project start and finish dates.
Project Summary report
:.!er!iew reports;
A list of the highest)le!el summary tasks showing the
scheduled start and finish dates, the percentage completed
the cost, and the work.
Top)2e!el Tasks report
:.!er!iew reports;
A list of milestone tasks sorted by start date. Milestones report
:.!er!iew reports;
-orking and non)working time in your schedule. -orking &ays report
:.!er!iew reports;
A list of critical tasks showing the scheduled start and finish
dates and the predecessors and successors of each task.
$ritical Tasks report
:.!er!iew reports;.
The cost of each task per week, along with the total cost of
all tasks per week and the total cost of each task.
-eekly $ash 8low report
:$ost reports;.
A list of resources whose costs are going to e,ceed the
baseline cost.
.!erbudget 'esources report
:$ost reports;.
A list of tasks showing whether you are ahead of or behind
schedule as compared with the actual costs incurred.
4arned 9alue report
:$ost reports;.
A list of tasks showing the budgeted cost of each task and the
!ariance between budgeted costs and current costs.
0udget report
:$ost reports;.
A list of tasks whose costs are going to e,ceed the baseline
cost.
.!erbudget Tasks report
:$ost reports;.
A list of project phases :summary tasks; and durations and a
#antt bar chart showing summary tasks.
#antt $hart !iew,
4ntry table, and
Summary tasks filter
A list of tasks and durations and a #antt bar chart showing
tasks, durations, task relationships, and assigned resources.
#antt $hart !iew,
4ntry table, and
All Tasks filter.
A list of tasks showing the actual start and finish dates, the
percentage of each task completed, and the actual and
remaining task durations.
#antt $hart !iew,
Tracking table, and
All Tasks filter.
© The Mouse Training Company Page 110
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To Print Use
Scheduled tasks in a calendar format. $alendar !iew and
All Tasks filter.
A list of tasks showing start and finish dates and assigned
resources.
Task Sheet !iew,
4ntry table, and
All Tasks filter.
A flow chart, or network diagram, showing all tasks and task
relationships.
%etwork &iagram $hart !iew.
A graph showing cumulati!e cost per resource o!er the life
of the project.
'esource #raph !iew with $umulati!e $ost
chosen from &etails submenu on 8ormat
menu.
A list of resources showing the tasks to which each resource
is assigned and the amount of work assigned to each resource
per week.
'esource report
:Assignment reports;.
A list of resources showing their assigned tasks, the work
scheduled for each task, the start and finish dates, and
additional resource information.
-ho &oes -hat report
:Assignment reports;.
A list of resources showing their assigned tasks and the daily
work scheduled for each task.
-ho &oes -hat report
:Assignment reports;.
A resourceQs tasks, broken down by week. -eekly To)&o 2ist report
:Assignment reports;.
A list of o!erallocated resources and the tasks to which they
are assigned.
.!erallocated 'esources report
:Assignment reports;.
A list showing detailed work information for each resource. 'esource Sheet !iew,
-ork Table, and
All 'esources filter.
A list showing resource use o!er time, along with the cost,
the work, and the pay rate of each resource.
'esource =sage !iew,
Summary table, and
All 'esources filter.
A graph showing the amount of work assigned to each
resource o!er time.
'esource #raph !iew and
All 'esources filter.
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To Print Use
A summary of resource costs. 'esource Sheet !iew,
$ost table and
All 'esources filter.
A list of tasks showing assigned resources and the amount of
work assigned to each resource per week.
Task =sage report
:-orkload reports;.
$ost information broken down by task and resource o!er
time.
$rosstab report with tasks selected under
'ow, $ost selected under $olumn, and -ith
'esource Assignments selected in $rosstab
'eport dialog bo,.
A list of planned and actual resource costs. 'esource sheet !iew and
$ost table.
A list of tasks that are currently in progress showing the
months in which each task occurs.
Tasks *n Progress report
:$urrent Acti!ity reports;.
A list of tasks starting within a time period that you specify. Tasks Starting Soon report
:$urrent Acti!ity reports;.
A list of tasks that ha!enQt started. =nstarted Tasks report
:$urrent Acti!ity reports;.
A list of tasks that should ha!e started by the date you
specify.
Should 6a!e Started Tasks report
:$urrent Acti!ity reports;.
A list of the tasks that ha!e been rescheduled to occur after
their baseline start dates.
Slipping Tasks report
:$urrent Acti!ity reports;.
A list of completed tasks showing the months in which each
task occurred
$ompleted Tasks report
:$urrent Acti!ity reports;.
A list of tasks showing the scheduled start and finish dates,
the baseline start and finish dates, and the difference between
scheduled and baseline dates.
Task Sheet !iew,
9ariance table, and
All Tasks filter.
A list of completed tasks. Task Sheet !iew,
4ntry table, and
$ompleted Tasks filter.
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Section Se1en
#pdatin the Project
At the end of this section you will be able to
 use the 1arious 'ethods a1ailable to update
project data.
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More on the Tas& Infor'ation For'
The Task *nformation 8orm is di!ided into si, separate pages, each of which can pro!ide
!ery useful information to the project manager.

/eneral
*ncludes Start and 8inish dates, Pcomplete and Priority. *t also includes bo,es for
'oll)up and 6ide #antt 0ar.
Predecessors
Shows any predecessors set and allows you to add others, change the relationship
and introduce 2ag or 2ead time.
5esources
(ou can add or modify resources plus change the task from being resource dri!en
to fi,ed duration.
+d1anced
This includes $onstraints, Sub)project and -0S codes plus a check bo, to mark
as milestone.
3otes
This allows you to add a note. This could be a fuller description of the task,
allowing you to use a cryptic title.
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Custo' Fields
This allows you to add custom fields to the task.
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#pdatin Tas& .ata
As the project progresses it will be necessary to enter updated information to indicate the
beginning and ending of tasks. There could also be many reasons why some elements of
any task may change and to be an effecti!e project management tool the system must be
updated with these alterations.
MS Project has a number of different ways to change data and the following e,plain the
!arious methods.
Note: (he system is dynamic in the sense that if a single element of a task
is altered that has a /earing on other elements, the changes will /e
calculated and the other elements automatically updated!
#sin a Tas& !ie"
*n the Task 4ntry 9iew *t is possible to change the !alue of the P $omplete bo, in the
Task 8orm part of the screen and this is the same bo, that would be seen in the Task
8orm.
The Task Pert does not ha!e an entry space for changing task data e,cept for the ability to
highlight a task and then access the Task 4dit 8orm.
The Task Sheet is the most user)friendly task !iew for this purpose pro!ided the Tracking
table is used. The default tracking table will ha!e the following columns that can be used
to directly enter progress data.
Act0 Start: The actual date the task started.
Act0 Finish: The actual date the task was completed.
9 (o&p0: *f the task is started but not finished, the percentage of the work
completed.
Act +$r0: The actual number of time periods that ha!e been spent so far.
-e&0 +$r0: The number of time periods left, calculated from the planned or
scheduled length less the actual duration.
Act0 (ost: The !alue of calculated from the time periods completed and the cost
of each resource assigned to the task.
Act0 )ork: A measure of the work completed in hours calculated from the actual
duration and units of each resource.
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#sin the Tas& -dit For'
-here the screen is displaying any !iew in which a task is shown that can be selected
with the mouse, the Task 4dit 8orm can be accessed by pressing the 8orm 0utton on the
Tool 0ar or from the 5iew3 More 5iews000 command.
8rom this form the data relating to the specific task can be changed which includes
progress data
*n addition to the fields in the Task 8orm the Task 4dit 8orm has the following:)
&ates:
($rrent These selections identify which dates are shown in the
Start and
#aseline or
Act$al
8inish bo,es. -here progress data is being entered, Act$al
should be selected.
Start: Actual Start &ate and time for the Task.
Finish: Actual $ompletion date and time for the Task, if
completed.
(onstraint: This bo, can set up a specific constraint on the start or end
date for the task. There are a fi,ed number of choices
which are shown in a list for selection.
The list may contain the following:)
As Soon as Possible As 2ate as Possible
8inish no earlier than 8inish no later than
Must finish on Must start on
Start no earlier than Start no later than
(onstraint
+ate:
This data is specified if any of the last si, abo!e are used.
S$2project: This bo, can be used to link the project to a Subproject.
This is where a single task in the principal project is
managed from a separate project file.
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Priorit": This bo, can be used to prioritise different tasks in terms of
le!elling o!er allocated resources. The priority relates to
which tasks can be delayed. The choices are as follows:)
+o %ot Le.el Hi,hest 5er" Hi,h
Hi,her Hi,h Me'i$&
Low Lower 5er" Low
Lowest
)#S (o'e: -0S is -ork 0reakdown Structure which can be used to
group tasks together as a an alternati!e structure to the *&
numbers. *f nothing is entered, *& number is shown.
-eso$rces an' Pre'ecessors: These bo,es show summary information only.
Tools9 Trac&in
This is a command that pro!ides an update for all or a selection of tasks.
The $hoices are : Up'ate Tasks3 Up'ate Project3 Sa.e #aseline0
-ithin the form displayed the following are the bo,es that appear:)
%a&e: The %ame of the Task.
+$ration: The stated duration of the Task.
9(o&plete: The percentage complete if the task has been started.
Act$al Start The actual start date of the task
Act$al Finish *f the task is completed, the actual finish date.
The form also displays the $urrent Start and 8inish dates but these cannot be changed
here.
Note:9 Where any of the fields are not completed the system will calculate
the reised data from the entries made e!g! < Completed calculated from
the Actual time spent entry!
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#pdate Tas&s
This will set the instructions to apply to only the highlighted tasks.
#pdate Project
The system will put the current date here but a different date can be entered if
appropriate.
For those tasks that are 2efore the Up'ate +ate select one of the followin,:4
Set <9 4 1<<9 (o&plete0
8or those tasks that should be in progress at the =pdate &ate the P $omplete !alue will
be set in proportion to the &uration and respecti!e dates.
Set <9 or 1<<9 (o&plete0
*f this option is selected then those tasks that ha!e there start date and finish dates before
the =pdate &ate will ha!e those dates set as the actual start and finish dates. where the
task should be in progress no percentage complete !alues will be added.
5eschedule #nco'pleted $or& to start
This can be used to change the start date of those tasks that should ha!e started but ha!e
slipped. the re!ised start date becomes the =pdate &ate.
(ou can also choose either 8ntire Project or Selecte' Tasks0
#sin the Mouse on the /antt Chart
As discussed in the pre!ious section it is possible to change the task data using the mouse
Positioning the pointer at the beginning of a bar will change the pointer to a P sign and if
the left button is pressed and the symbol dragged to the right a bo, will appear showing
the amount of Apercentage completeA that has been added. This information will then be
updated throughout the system.
*f the pointer is placed in the centre of the bar it will change to a rectangle with left and
right arrows. *f the left button is held down it is then possible to drag the bar to the left or
right in time, the changing dates will be show and as before the system will be updated
with the new information.
The third possibility is that the duration of the task can be changed by changing the length
of the bar. *f the pointer is positioned at the right end of the bar it will change into a right
pointing arrow. *f the left button is held down it is then possible to change the length of
the bar and the respecti!e change in duration is shown in a bo,.
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+ddin 3e" Tas&s
#sin any Table !ie"
This method will work for any !iew that is showing a table of tasks irrespecti!e of the
selected Table format.
8irstly place the pointer on the table at the point the new task is to be added.
Pressing the 1nsert key or selecting the 1nsert3 1nsert Task command will mo!e down
the tasks and create the space for the new task. The only element that will not mo!e is the
*& number, the subse+uent tasks will be renumbered to create the space.
-ith the pointer on the newly created space enter the new task details as appropriate.
#sin the 3et"or& .iara' Chart
-hen !iewing the %etwork &iagram it is also possible to add a new task by manipulating
the chart with the mouse.
8irstly it may be necessary to mo!e nodes on the chart and this is done by placing the
pointer on the border of the node where it will change to a circle with four arrows. *f the
left button is held down it will be possible to drag the node to a new position.
-hen the button is released the data will mo!e to the new position and the linking arrows
re drawn automatically to the new positions.
To create a new node place the pointer near the new position, hold down the left button
and drag out a rectangle. -hen the button is released the rectangle will be set to the
standard node si5e and can then mo!ed into position as abo!e.
The links to the new node can be created by placing the pointer in the middle of the
pre!ious node and dragging a line to the new node. -hen the button is releases a new
arrow showing the link will appear.
A link can be deleted by placing the pointer on it and double clicking the left button.
:where it will change to a plus sign;, A dialogue bo, will appear with a number of
options, one of which is to delete the link.
To enter the details of the new task the node must be highlighted and the Task 4dit 8orm
can be opened from the button on the tool bar.
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-nterin Tas& 3a'es and .urations
(ou can enter task names and durations from within the %etwork &iagram bo,. *n
addition, you can use the Task *nformation dialog bo, to enter task names and durations.
 To enter task names an% %urations (rom within
the *etwork ,iagram box:
• Select the %etwork &iagram bo, for which you want to enter information.
• *f it is not already highlighted, select the Task %ame field.
• Type the task name.
• Press TA# twice.
• 4nter the task duration.
 To enter task names an% %urations using the Task
4n(ormation %ialog box:
• &ouble)click the %etwork &iagram bo, for which you want to enter
information.
O-
• Select the %etwork &iagram bo, for which you want to enter information,
and on the Standard toolbar, click the *nformation button.
• *f it is not already selected, select the #eneral tab.
• 4nter the task name and duration.
• $hoose .?.
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-ditin Tas& .etails
(ou can edit task fields on the %etwork &iagram $hart in two ways. (ou can edit the
fields from the entry bar, as shown below. As with the #antt $hart, when you select a
field, the contents of the field appear in the entry bar bo,. $lick the 4nter button to accept
changes or click the $ancel button to retain the original entry.

*f the %etwork &iagram bo, doesn3t display the field you need to edit, you3ll ha!e to
make your changes in the Task *nformation dialog bo,. As in the #antt $hart, when in
edit mode, the same rules apply as in a word processor.
 To e%it task %etails (rom the entr2 bar:
• Select the %etwork &iagram bo, you want to edit.
• Press TA# to mo!e to the appropriate field.
• Press F;
O-
• $lick in the entry bo,.
• *n the entry bo,, edit the cell contents.
• Press 8%T8-
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 To e%it task %etails using the Task 4n(ormation
%ialog box:
• &ouble)click the %etwork &iagram bo, for which you want to enter
information.
O-
• Select the %etwork &iagram bo, for which you want to enter information,
and on the Standard toolbar, click the Task *nformation button.
• Select the appropriate tab.
• Make the necessary changes.
• $hoose .?.
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Trac&in Proress
!ie"in the /antt Chart
This is the best !isual picture of how the project is progressing.

8!a&inin, the $se of reso$rces 4 5iewin, the -eso$rce Sheet
-here it is necessary to !iew all the resources, this is best done in the top part of the
screen or a single pane !iew. Selecting -eso$rce Sheet from the 5iew menu will show a
complete list of the resources re+uired by the tasks.
A !aluable feature in this !iew is that those resources that ha!e been o!er allocated will
be shown in a different colour so attention is drawn to the areas that need to be changed.
!ie"in the 5esource /raph
The best use of this !iew is in the lower pane with the #antt $hart at the top.
The 'esource #raph will only show one resource at a time and will automatically switch
to the resource allocated to the task highlighted in the top pane.
The !alue of this !iew is it enables the times that a resource is o!er allocated to be
identified easily.
!ie"in 5esource #sae
-here this !iew is selected in a single pane or the top pane it will display a list of the
resources and the amount of work each is allocated on a daily basis. As with the 'esource
Sheet those resources that are o!er allocated are shown in a different colour and can
easily be identified.
*f this !iew is selected in the lower pane of a two pane screen it will only display the
work for the task that is highlighted in the upper pane.
!ie"in the .etails of a Sinle 5esource
*n any of the abo!e !iews it is possible to e,amine the full details of a single resource by
placing the pointer on the resources and calling up the 'esource 4dit 8orm by pressing
the form button on the tool bar.
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The /antt Chart and the Critical
Path
This is the selection of tasks that together directly effect the completion date of the
project.
This is because of the way the tasks are linked. *f any of the tasks slip then this will be
directly reflected in the completion date.
Modifyin the Project to Match 5esources
-hen a project is first planned, one of the checks that must be made is that the resources
are not o!er allocated. The pre!ious topic showed how the system could be used to locate
o!er allocated resources.
To re'edy an o1er allocation there are three alternati1es as
follo"s2
• The capacity of the o!er allocated resource can be increased to eliminate
the o!er allocation.
• The time scale of the tasks in!ol!ed in the problem can be changed to
eliminate the o!er allocation.
• The amount of resource used can be shortened by using a factor for the
amount of actual time spent e0,0 using [<0=] for half.
Increasin the Capacity of a 5esource.
This is simple to do in any !iew in which the a!ailable units for a resource can be seen.
The respecti!e !alue can be increased as re+uired.
-here the units are not shown the pointer should be placed on the resource and the
'esource 4dit 8orm selected by pressing the form button in the tool bar. The dialogue
bo, will include the number or units which can be changed.
-e4Sche'$lin, the Tasks to $se the a.aila2le reso$rce capacit"0
This is known as 2e!elling and there is a command to make this happen. *t is in the
Tools pull down menu and is the -eso$rce Le.ellin, command.
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(e1ellin
This command will display a dialogue bo, with a number of options: )
A$to&atic: Select if you always want o!er allocation to be eliminated
automatically.
Man$al: Select if 2e!elling is to be applied by the user.
.elay only "ithin slac&2
-here this is selected the le!elling will only happen within the e,isting time scale and
will not put the completion date back.
+uto'atically 5e'o1e .elay2
This option will automatically remo!e any e,isting delay first" otherwise any new delay is
added.
Order2
This section pro!ides the selection of the order in which the le!elling will take place. The
three options are:
• 1+ Onl" This will set the le!elling to work only by higher *&
numbers.
• Stan'ar' -ith this selected the system will consider
predecessor relationships, slack, dates, and priority
to decide where the delays will be placed
• Priorit"3 Stan'ar' This option will consider the task priorities first
before using the standard criteria for le!elling.
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.efine an #pdate Point
&etermine a date appro,imately a third through the project at which the early tasks can be
updated.
$omplete the following table to define which tasks will be updated and what happened to
them.
4, Task *ame Actual
Start ,ate
Actual
$n% ,ate
;
Com
Actual
,uration
.emaining
,uration
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#pdatin the Project
 0%ating the "ro-ect
• Select the Task Sheet from the 5iew menu.
• =pdate some of the tasks from the data in the table abo!e.
• =pdate some of the Tasks by using the Up'ate Task For&0
 Check the Timescale
• Select the antt (hart from the 5iew menu and make this a full screen
!iew.
• 4,amine the task time scales and check for problems.
 Check the .esources
• =sing a full screen, select the 'esource =sage !iew from the 9iew menu
• $heck for o!er utilised resources.
• Select Task 4ntry from the 9iew menu.
• *n the lower pane select 'esource #raph from the 9iew menu.
• 0y highlighting each task in turn check the use of the respecti!e resource.
 )aking Changes to meet "ro-ect Com0letion
Criteria
• Modify a task or tasks to change the completion date of the project and
check the effects of the changes to cost.
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Section -iht
Multiple Projects
At the end of this section you will ha!e:
 Set up a co''on resource
 Created sub projects.
 Consolidated projects.
 Created and 'anaed tas& relationships
 Inserted a recurrin tas&.
 Created a 'acro.
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#sin Co''on 5esources
-hen you ha!e se!eral projects running using a common pool of staff, it is essential that
you are aware of any conflicts arising due to a staff member being assigned to conflicting
tasks or una!ailable due to other commitments.
MS Project allows you to set up your project so that you share resources and can be
warned of any such conflicts.
.ne of the easiest ways is to set up a Staff project and add non)project tasks to this. Any
new project created will use the resources of this and show o!er assignments if these
occur.
 Set u0 a .esource "ro-ect
• Set up a new project entering only items which are not rele!ant to any of
your main projects. e.g. Training $ourse etc.
• Sa!e as Staff0MPP.
• .pen project (+850MPP.
• Select Tools3 reso$rces3 Share -eso$rces.

• Select Staff0MPP as the file.
• $heck for any resource o!er allocations.
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+ddin Sub Projects
-hen you ha!e !ery a large project to manage it may be useful to ha!e some parts split
into one or more s$2 projects. These can be inserted into the main project at the
appropriate point.
This can also be used where some steps in the project are repeated.
 4nserting 0ro-ects into "ro-ects
0y inserting indi!idual project files into a e,isting project, you can !iew, print, or change
information for the projects youQre working with as though they were a single project.
• .pen a new or e,isting project file.
• .n the 5iew 0ar, click #antt $hart .
• *n the Task %ame field, click the row abo!e which you want to insert the
project.
Note: *ou can insert a pro0ect at any leel of the outline!
• .n the *nsert menu, click Project.
• *n the 2ook in bo,, click the dri!e or folder that contains the project file.
• *n the folder list, open the folder that contains the project file you want.
• *f you cannot find the project in the folder list, you can search for it.
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• &ouble)click the inserted project as if were a task. %ow change the insert
project options you want.

• *f you donQt want the inserted project to be linked to its source project,
clear the 2ink to Project check bo,. 0y default, this option is selected.
• *f you donQt want changes to the inserted project to be made in its source
project, select the 'ead .nly check bo,. 0y default, this option is cleared.
• *f you want the inserted projectQs tasks to be displayed in the consolidated
project, clear the 6ide Subtasks check bo,. 0y default, this option is
selected. (ou can also choose to hide or show tasks after youQ!e inserted
the project.
• To insert two or more projects at the same time, hold down $T'2 as you
click each project.
Note: After you=e inserted a pro0ect, you can ;uickly show an inserted
pro0ect=s hidden su/tasks /y clicking the summary task=s outline sym/ol!
Outline sym/ols indicate whether a summary task has su/tasks displayed
or does not hae su/tasks displayed
 Create an% A%% a Sub "ro-ect
• $reate a new project based on course de!elopment only.
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• Sa!e as (+ S$2 Project0MPP.
• $reate a new project based on section < e,cept at the point of adding the
task @course de!elopment3, insert (+ S$2 Project0MPP as a sub project.
Consolidatin Projects
Another way of organising your work, especially if you are monitoring se!eral projects at
once, is to consolidate them into a single multi)project file.
(ou can create a consolidated project by inserting copies of indi!idual projects at any
outline le!el into a single project file. -ith a consolidated project, you can !iew, print,
and change information for all the projects youQre working with :and e!en those projects
AownedA by other project managers; as though they were a single project.
Create hierarchies
(ou can also organi5e your inserted projects into a hierarchy to better see how the
different parts fit together. 4ach project in the hierarchy contains links to the inserted
projects below it and is connected as an inserted project to the one abo!e it. This way,
you can isolate and manage smaller chunks of your project with greater efficiency.
;eep infor'ation up,to,date
-hen the copies of indi!idual projects within a consolidated project are linked to their
original projects, any changes to the information in the consolidated project file are also
made automatically in the corresponding original files. 2ikewise, if you change
information in an original file, the corresponding information is changed in the
consolidated file automatically.
Ma&e a consolidated project <uic&ly for printin
*f you donQt want changes to the consolidated project file to affect the source files, you
can create and sa!e a consolidated project file in which the copies of each project are not
linked to their source files. (ou might want to do this, for e,ample, if youQre simply
combining projects to generate a +uick report. (ou can also unlink the source files after
you create the consolidated project file or consolidate copies of the source files from the
start.
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 Consoli%ate .elevant "ro-ects
• .pen $&49.MPP and sa!e as $&49E.MPP, $&49<.MPP and
$&49J.MPP.
• .n the -indow menu, click %ew -indow.
• 6old down $'T2, and then click each of the abo!e projects..
• 9iew the consolidated project file.
 Shortcuts
• To mo!e to the beginning of a project press (T-L>HOM80
• To mo!e to the beginning of a project, drag the !ertical scroll bar to the
top of the scrolling region.
• =se (T-L>HOM8 to go to task E.
Consolidatin Projects created in earlier 1ersions of
MS Project
-hen you open a Microsoft Project H.I or H.E consolidated project, the consolidated
project file is automatically con!erted to a Microsoft Project <IIJ consolidated project
file using inserted projects. 8or each indi!idual project included in the consolidated
project file, Microsoft Project creates an inserted project at the top outline le!el. The read)
only settings for each inserted project are set according to the settings for the consolidated
project.
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5ecurrin Tas&s
-here a task occurs on a regular basis MS Project allows you to insert it as a -ec$rrin,
Task0
 A%%ing a .ecurring Task<
• Select a blank task row.
• Select 1nsert3 -ec$rrin, task.

• Add the task ?Project Meetin,? and schedule as daily.
• After the start date include the time 1@:A<. This will show the meeting
occurring at H.JIpm.
• 4,amine the other options.
 $%it a .ecurring Task
• &ouble)click the recurring task.
 ,elete a .ecurring Task
• 'ight)click the task and choose &elete Task.
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Tas& 5elationships
$hy use tas& relationships%
0y using different types of task relationships, you can make your project more efficient
and possibly end the project sooner.
All tasks in Project ha!e one of four relationships to other tasks. 0y defining these task
relationships, described in the table below, the project planner can determine how long
the project will take. 8inish)to)start is the default task relationship.
.elationshi0 ,escri0tion &antt Bar Chart
,is0la2
/inish(to(start
6/S7
Task starts when its
pre!ecessor finishes"
Start(to(start
6SS7
Task starts when its
pre!ecessor starts"
/inish(to(finish
6//7
Task finishes when its
pre!ecessor finishes"
Start(to(finish
6S/7
Task finishes when its
pre!ecessor starts"
#sin the Tas& Infor'ation .ialo 4o7
Microsoft Project tracks so many fields that you could not possibly display them all on
the #antt $hart. (ou can use the Task *nformation dialog bo, to add new tasks" howe!er,
it is more often used to update information for selected tasks. *t is a!ailable on most task
!iews, including the #antt $hart, %etwork &iagram $hart, Task Sheet, and task forms.
As shown in the illustration on the ne,t page, the Task *nformation dialog bo, is broken
down into fi!e sets of options: #eneral, Predecessors, 'esources, Ad!anced, and %otes.
These sets of options can be accessed by selecting the appropriate tab.
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The Task !n'ormation Dialo+ ,ox
 To use the Task 4n(ormation %ialog box to u0%ate
task in(ormation:
• Select the task you want to update.
• 8rom the *nsert menu, choose Task *nformation.
O-
• .n the Standard toolbar, click the *nformation button.
O-
• *f the task is not a summary task, double)click the task.
• Select the appropriate tab.
• Make the necessary changes.
• $hoose .?.
As with #antt $harts, when initially entered, all tasks start on the same date, which is the
project start date. &efining task relationships allows the project planner to determine how
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long the project will take. .n the %etwork &iagram $hart, you can easily link, unlink,
and modify tasks.
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More on (in&in Tas&s
*f the task relationship is a straightforward finish)to)start relationship, then you can easily
link tasks by clicking and dragging. (ou should, howe!er, use the Predecessors options of
the Task *nformation dialog bo, if the relationship is anything other than finish)to)start.
(ou should also use the Predecessors options if there is a great distance between the two
tasks and it does not make sense to click and drag. The Predecessors tab of the Task
*nformation dialog bo, is illustrated below.

 !ink tasks b2 clicking an% %ragging
• Point to the center of the predecessor %etwork &iagram bo,.
• &rag to the successor %etwork &iagram bo,.
 !ink tasks using the Task 4n(ormation %ialog box
• &ouble)click the successor task.
• Select the Predecessors tab.
• *n the Predecessors area, select the first blank Task %ame field.
• 8rom the entry bar drop)down list, select the task to make a predecessor
task.
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• Select the Type field for the predecessor task to change.
• 8rom the entry bar drop)down list, select a type of relationship.
• $hoose .?.
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Modifyin and .eletin Tas&
5elationships
.nce you enter !arious tasks and establish relationships, you may need to change or e!en
delete the tasks and their relationships. The Task &ependency dialog bo,, shown below,
is one of the dialog bo,es that you can use to modify or delete tasks. (ou can also use the
Task *nformation dialog bo, to modify or delete task relationships.

 To mo%i(2 task relationshi0s using the Task
,e0en%enc2 %ialog box:
• &ouble)click the link line between the two %etwork &iagram bo,es.
• Make the necessary changes to the type of relationship andor the lag
time.
• $hoose .?.
 To %elete task relationshi0s using the Task
,e0en%enc2 %ialog box:
• &ouble)click the link line between the two %etwork &iagram bo,es.
• $hoose &elete.
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 To mo%i(2 task relationshi0s using the Task
4n(ormation %ialog box:
• &ouble)click the successor task.
• Select the Predecessors tab.
• Select the appropriate cell of the predecessor task.
• Make the necessary changes.
• $hoose .?.
 To %elete task relationshi0s using the Task
4n(ormation %ialog box:
• &ouble)click the successor task.
• Select the Predecessors tab.
• Select the predecessor3s *&.
• Press +8L8T8
• $hoose .?.
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Microsoft Project 2003
Multiple Projects
.eletin Tas&s
As well as being able to modify tasks while you make changes to your projects, you can
also delete tasks.
 To %elete a task:
• Select a task to delete.
• Press +8L8T8
O-
• 8rom the 4dit menu, choose &elete Task.
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The Orani=er
The .rgani5er :sic; is the tabbed dialog bo, in which you can copy custom !iews, tables,
filters, calendars, reports, forms, toolbars, maps, and Microsoft 9isual 0asic for
Applications sections :macro containers; to other documents and to other users.
Typically, any changes you make to !iews, tables, filters, calendars, reports, and forms
are local" that is, they take place only in the acti!e project file. -hen opened, a new
project file shows the original Microsoft Project defaults for those elements, which are
sa!ed in the global file. 6owe!er, any changes you make to toolbars, menus, and
importe,port maps are global" that is, the changes are made to the global file and apply
to all project files on your computer. -hen you open a new project file, it reflects your
customi5ed toolbars and menus. -hen you change format settings :such as bold, italic,
colour, or bar shape;, those settings apply only to the acti!e project file and not to other
project files on your computer. $hanges you make to 9isual 0asic sections can be either
global or local, according to your preference.

*f you ha!e an" customi5ed Microsoft Project settings on your computer it3s a good idea
to share these elements with other projects using the .rgani5er. (ou may want to do this
if youQre standardi5ing a workgroup or an entire corporation with custom settings. (ou
may also want to do this to sa!e time.
=sing the .rgani5er, you can copy customi5ed elements from your global file to another
project that is open on your computer. (ou can also use the .rgani5er to delete any of
these elements.
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Microsoft Project 2003
Multiple Projects
Create a Custo' toolbar button
This is a relati!ely easy e,ercise which rests on the assumption that somewhere there
does e,ist a button that launches the .rgani5er.
 To Customise the toolbars
• Select 9iew, Toolbars, $ustomi5e.
• Select the $ommands tab.
• (ou can now drag buttons tofrom the toolbars.
• -hen you3!e finished, click (lose.
 A%% a button an% then e%it its a00earance
• .pen the $ustomi5e dialog bo,.
• $lick the (o&&an's tab.
• 2ocate the .rgani5er button.
• $onfirm it will do what it3s supposed to by clicking +escription.

• &rag the button to a toolbar, between two e,isting buttons.
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• 'ight click the mouse on the .rgani5er toolbar button.
• Select 8'it #$tton 1&a,e from the pop)up menu.
• &esign your own button using your mouse and the colour palette.
• $lick on .?.
• *n the $ommand 2ist select .rganiser.
• 4nter the word .rganiser in the ToolTip: bo,.
• $lick on .?.

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