Project 2010: Desk Reference Guide

Starting Your First Project Creating a new project

1. Open Microsoft Project 2010 2. Upon opening, project will automatically set you up with a blank project 2. Once the Change Working Time dialogue box opens, Opening a Project from an existing file you will view the Standard Calendar 3. To set a holiday as a non-working day: Click on the 1. Open Microsoft Project 2010 Holiday Date, Click in an Open Exception line at the 2. Click on File in the upper left hand corner bottom, Enter holiday name, Click Enter. Recurring 3. Click on Open holidays may be entered by clicking Details while selecting the holiday entry To Change daily working time: Click on Work Weeks at the bottom, Click on Details, Select days of the week to be changed, Click 3rd Radio Button on the right and change the working times, Click Enter. 4. Click OK to close the box

4. Select the appropriate folder and file, Click Open

Opening a Project from a template

1. Open Microsoft Project 2010 2. Select the File Tab 3. Select the New menu item, click on the template icon

Setting Options 1. With Microsoft Project open, Click File, In the File 4. Select and download your template from Microsoft window, Click Options  Schedule

Adjust the Calendar

1. The default MS Project calendar is called Standard. To view and change this calendar: With Microsoft 2. Important options include: adjust Calendar settings Project open, select the Project Tab on the , to match the Project Calendar & Scheduling settings. Under Properties Click on the Change Working Time MS Project 2010 option settings can be set per button project or apply to all projects

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Microsoft Project 2010: Desk Reference Guide

Set the Project Start Date and apply the Project Calendar 1. Project  Project Information

2. Enter Project Start Date or Project Finish date Tip: Outline numbering is automatically updated. 3. Select the Project Calendar, Click OK To see the Outline values insert the WBS column into the table. Right click on the Task Name column  Insert Column  WBS

Alter Task Scheduling Type Working with Tasks Turn on the Project Summary Task 1. Tasks may be scheduled in Automatic or Manual 1. With Microsoft Project Open and with the Gantt scheduling mode. To alter the Task Scheduling Mode chart view showing Click Format tab on the ribbon value per task: Click in the Task Mode column for a bar task and change mode selection

2. To change the scheduling mode for future entered tasks: At the bottom left of the Gantt chart view click on New Tasks: and select to change future 2. Check the checkbox labeled scheduling mode Project Summary Task

Entering in a New Task

1. Click the Task Tab on the ribbon bar 2. Click the Summary button in the Insert section of

the ribbon bar to insert a new summary task and Enter Task Durations detail task Estimate task durations and enter value in the Duration column

3. Click the Task button to insert a new detail task

Tip: It’s a good idea to keep your duration in the same format. Example: If you start in number of days, all tasks should be Create an Outline Structure listed in number of days.

Click a detail task; click on the Task tab and in the Schedule section click on the Indent button to indent a task under a summary task

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Microsoft Project 2010: Desk Reference Guide Assign a Resource to a task Create Relationships between Tasks Creating relationships between tasks will create the timeline 1. Select the Task Tab  Gantt Chart of the project. 2. Select the Resource Name box for the Task you want

to assign the Resource Select the task you would like to create a relationship Click on the dropdown arrow and place a checkmark to the between tasks and then Click the Link button on the Task ribbon bar: left of the Resource Name you would like to assign to the task. Multiple Resources may be selected

View all Task and Resource assignments for a Project To view Resources and their assignments, Click on the View Tab Under the Resource View section click on the Resource Usage

NOTE: A best practice is to link detail and milestone tasks only

Working with Resources Enter a Resource

1. With Microsoft Project Open, Click on the View Tab on the ribbon bar and select Resource Sheet under 1. To View Tasks and the Resources Assigned, Click Resource Views Task Usage

2. Click on the Resource Tab on the ribbon and select

Add Resources under Insert Assign a Calendar to a Task

NOTE: When a task needs to be performed outside of the normal working hours of the Project Calendar, a Task

Calendar may be assigned to alter the timeframe for an 3. Select the type of Resource you want to add individual task 4. Enter the Resource’s Name, Type, Max Units, and Standard Rate. The Resource Calendar will default 1. To assign a Task Calendar, With Microsoft Project to be the same as the Project Calendar - alter if open, Select the Gantt View necessary (Add other information as needed) 2. Select the Task you wish to assign the calendar 3. Under the Task Tab in the ribbon, Select the Information button Tip: In the Team Planner view in MSP Pro 2010 you can see at a glance what tasks have been assigned to resources. With a simple dragging motion you can change existing assignments to over allocated resources or assign currently unassigned tasks to available resources. 4. Select the Advanced tab and change the Calendar in the Calendar dropdown menu

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Microsoft Project 2010: Desk Reference Guide

Working with Views 3. When the dialogue box opens, click on the New Selecting a View button

1. With Microsoft Project Open, Select the View Tab 2. Under the Task View and Resource View sections, select the appropriate view you wish to use

4. Define whether you want a Single View or Combination View and click on OK 5. When the view definition dialogue box opens, Name your new view, select the Screen you want it to be displayed in and Click OK

Tip: Add Key Milestones to the Timeline View Tip: The best view to see slippage between baseline vs. The default view in Project 2010 is a combination of the Gantt Chart actual work is the Detail Gantt view view with the Timeline view layered above it. http://www.mpug.com/News/Pages/Ask-the-Experts-15- Project-Tips-for-NewUsers.aspx 1. In the Gantt chart, click the task or milestone you want to add to the Timeline view. 2. Right-click the milestone, and then click Add to Timeline.

Change the way the data is viewed

1. With Project Open, Select the View Tab 2. In the Data section, edit the filter by selecting various settings from the dropdown arrows a. Highlight – Highlights a certain selection of

tasks b. Filter – Filters out all tasks not pertaining to Adding a Timeline the subject c. Group – Groups tasks together based on 1. To add a timeline to your project, click on the View criteria Tab 2. Under the Split View section, select the checkbox titled Timeline

Creating a New View

3. The timeline will then appear under the ribbon. 1. With Microsoft Project open, click on the View Tab 2. Under the Task View section, click on the drop down arrow title Other Views and click on More Views

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Microsoft Project 2010: Desk Reference Guide

Managing a Project Reporting Tip: There are technically 11 sets of baseline fields in the Create a Project Report system, Baseline and Baselines 1-10. The Baseline field is the default used when you first set a baseline. When a baseline is With Microsoft Project open, select the Project Tab updated, you may optionally select one of the other 10 sets of Baseline fields or update the current Baseline fields. 1. Under the Reports section, Click on Reports http://www.mpug.com/News/Pages/Ask-the-Experts-Updating- the-Baseline.aspx

Setting a Baseline

1. With Microsoft Project Open, select the Project Tab 2. Each box selected will give access to multiple 2. Under the Schedule section, click on Set Baseline reports

3. The Set Baseline dialogue box will open Create a Visual Report Select the Baseline you wish to set 1. Click on Visual Reports, under the Project tab 4. Select whether the Baseline will be for the Entire Project or just for Selected Tasks Click OK

Entering Progress Using Percent Complete 2. When the Create a report Dialogue opens, select the desired report from the tabs and Click View. 1. With Microsoft Project Open and in the Tracking Gantt chart view, select the Task Name column 2. Click on a task you wish to update 3. On the Task Tab click the appropriate update percentage for the task in the Schedule section

3. Your report will open in either or 4. Note the update values to depending on the selected report the right of the Gantt bars in the Tracking Tip: % Complete represents the percentage of task duration that's complete. % Work Complete is the percentage of task work hours that are complete. Gantt chart view And you probably know that time can pass without a corresponding amount of work getting done. When the percent duration is updated, the percentage of work completed is updated also. http://www.mpug.com/News/Pages/Certification-Insider-Tracking-Project- Progress.aspx

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Microsoft Project 2010: Desk Reference Guide

Keyboard Shortcuts Action Shortcut Create a new Project Ctrl + N

Open a Project Ctrl + O Save a Project Ctrl + S Insert a New Task Insert Assigns Resources box Alt + F10 Open Microsoft Help F1 Open the Find dialogue box Ctrl + F Undo Ctrl + Z Print Ctrl + P Spell Check F7 Click on a task, Opens the Task Information Shift + F2 Select Auto Schedule Ctrl + Shift + A Select Manual Schedule Ctrl + Shift + M Indent a task Alt + Shift + Right Arrow Outdent a task Alt + Shift + Left Arrow Close Active Project Window Ctrl + W Switch to the next Project Window Ctrl + F6 Maximize the Project Window Ctrl + F10 Copy Ctrl + C Link Task Ctrl + F2 Paste Ctrl + V Remove All Tasks Filters F3

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