MS Project 2010 Level One

7/29/2019 MS Project 2010 Level One

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I N S T R U C T O R - L E D C O U R S E W A R E

Microsoft Project 2010Level 1

PCM Courseware, LLC.Phone: 800-693-7040 Fax 414-386-1711

http://www.pcmcourseware.com


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I N T R O D U C T I O N

Introduction 2

I N S T R U C T O R - L E D C O U R S E W A R E

Microsoft ProjectLevel 1

PCM Courseware, LLC.Phone 800-693-7040 Fax 414-386-1711

http://www.pcmcourseware.com

COPYRIGHT NOTICE AND LICENSE AGREEMENT

PCM Courseware, LLC. 2003

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2011 PCM Courseware, LLC 3

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Introduction 4

Table of Contents

TABLE OF CONTENTS .......................................................................................................................4PROJECT 2010LEVEL 1INTRODUCTION ......................................................................................7

COURSE REQUIREMENTS...............................................................................................................7COMPONENTS OF THE MANUAL ....................................................................................................8TRAINING FILES ............................................................................................................................9WHATSNEW IN PROJECT 2010?................................................................................................. 10

LESSON 1- THE BASICS ........................................................................................................... 111.1 UNDERSTANDING PROJECT MANAGEMENT ...................................................................... 121.2 LAUNCHING MICROSOFT PROJECT ................................................................................... 141.3 THE PROJECT ENVIRONMENT ........................................................................................... 161.4 CREATING ANEW PROJECT .............................................................................................. 201.5 ENTERING PROJECT INFORMATION................................................................................... 221.6 CREATING A PROJECT CALENDAR.................................................................................... 271.7 SAVING AND CLOSING A PROJECT.................................................................................... 331.8 OPENING AN EXISTING PROJECT ...................................................................................... 361.9 HIDING THE RIBBON......................................................................................................... 391.10 SETTING PROJECT OPTIONS........................................................................................... 411.11 GETTING HELP .............................................................................................................. 44LESSON SUMMARY PROJECT BASICS ........................................................................................ 47LESSON 1QUIZ............................................................................................................................ 48LAB1ONYOUROWN ......................................................................................................... 50

LESSON 2- WORKING WITH TASKS......................................................................................... 512.1 ENTERING TASKS ............................................................................................................. 522.2 EDITING TASKS ................................................................................................................ 562.3 REARRANGING TASKS ...................................................................................................... 622.4 INSERTING AND DELETING TASKS .................................................................................... 642.5 ADDING A PROJECT SUMMARY TASK............................................................................... 672.6 OUTLINING TASKS ........................................................................................................... 702.7 ADDING A RECURRING TASK........................................................................................... 742.8 DISPLAYING WBSCODES ................................................................................................ 782.9 CUSTOMIZING WBSCODES ............................................................................................. 80LESSON SUMMARY WORKING WITH TASKS.............................................................................. 85LESSON 2QUIZ............................................................................................................................ 86LAB2ONYOUROWN ......................................................................................................... 88

LESSON 3- LINKING &SCHEDULING TASKS .......................................................................... 89


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3.1 ABOUT TASKRELATIONSHIPS.......................................................................................... 903.2 LINKING TASKS ................................................................................................................ 923.3 ADDING LEAD TIME AND LAG TIME ................................................................................ 963.4 CHANGING TASKDEPENDENCY ....................................................................................... 983.5 SPLITTING TASKS ........................................................................................................... 1013.6 SETTING TASKTYPE ...................................................................................................... 1053.7 SETTING TASKCONSTRAINTS ........................................................................................ 1083.8 SETTING MILESTONE TASKS .......................................................................................... 1123.9 SETTING TASKDEADLINES ............................................................................................ 1143.10 INSPECTING A TASK.................................................................................................... 1163.11 WORKING INNETWORKDIAGRAM VIEW .................................................................... 118LESSON SUMMARY LINKING &SCHEDULING TASKS.............................................................. 120LESSON 3QUIZ.......................................................................................................................... 121LAB3ONYOUROWN ....................................................................................................... 123

LESSON 4- RESOURCES &COSTS ......................................................................................... 1244.1 ENTERING RESOURCES................................................................................................... 1254.2 CREATING A RESOURCE CALENDAR............................................................................... 1294.3 ASSIGNING RESOURCES TO TASKS ................................................................................. 1334.4 FILTERING RESOURCES .................................................................................................. 1364.5 EFFORT-DRIVEN SCHEDULING ....................................................................................... 1394.6 ENTERING RESOURCE COSTS ......................................................................................... 1424.7 ENTERING FIXED COSTS................................................................................................. 1454.8 USING THE COST TABLE................................................................................................. 148LESSON SUMMARY RESOURCES &COSTS .............................................................................. 150LESSON 4QUIZ.......................................................................................................................... 151LAB4ONYOUROWN ....................................................................................................... 153

LESSON 5- WORKING WITH VIEWS ...................................................................................... 1545.1 WORKING IN CALENDARVIEW ...................................................................................... 1555.2 FORMATTING A GANTT CHART ...................................................................................... 1595.3

U

SINGM

OREV

IEWS...................................................................................................... 162

5.4 USING SPLIT VIEWS ....................................................................................................... 1645.5 USING TASKUSAGE &RESOURCE USAGE VIEWS .......................................................... 1675.6 SORTING TASKS &RESOURCES...................................................................................... 1705.7 USING AUTOFILTERS ..................................................................................................... 1735.8 USING TABLES ............................................................................................................... 1775.9 PRINTING A VIEW........................................................................................................... 180LESSON SUMMARY WORKING WITH VIEWS............................................................................ 183LESSON 5QUIZ.......................................................................................................................... 184LAB5ONYOUROWN ....................................................................................................... 186

LESSON 6- FINALIZING THE PLAN ........................................................................................ 1876.1 VIEWING THE CRITICAL PATH........................................................................................ 1886.2 IDENTIFYING SLACK IN A PROJECT................................................................................. 1916.3 SAVING A BASELINE PLAN ............................................................................................. 1936.4 SAVING AN INTERIM PLAN ............................................................................................. 1966.5 OVERALLOCATED RESOURCES....................................................................................... 2006.6 LEVELING OVERALLOCATED RESOURCES...................................................................... 204LESSON SUMMARY FINALIZING THE PLAN ............................................................................. 207LESSON 6QUIZ.......................................................................................................................... 208LAB6ONYOUROWN ....................................................................................................... 210


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Introduction 6

CLASS PROJECTANEW VIDEO STORE..................................................................................... 212INDEX ............................................................................................................................................ 213


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Project 2010 Level 1Introduction

Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system foran instructor-led environment that facilitates learning via auditory, visual and hands-onexperiences by each student. The manual is broken down into several lessons witheach lesson subdivided into several sections. Each section covers a particular skill orconcept related to the main lesson topic. In each section you will find:

1. A brief introduction to the section topic.2. Step-by-step how to instructions.

3. A hands-on Lets Try It exercise which students perform with the instructor.4. An independent On Your Own activity at the end of each lesson to identify

any problem areas and to ensure that learning has taken place.5. A chapter summary at the end of the lesson, reviewing major concepts and

topics discussed in the chapter.6. Chapter quiz to ensure that learning has taken place.

Rather than having to sift through blocks of paragraphs of written text, theintroductions are brief and easy to understand, illustrated with diagrams, lists, tablesand screen shots to aid in comprehension and retention. The step-by-step format ofthe manual enables for quick scanning by the instructor during teaching time and the

ability to pull out the main points quickly without having to filter the desiredinformation from chucks of text.

Course Requirements

It is assumed that the student has a fundamental understanding of the Windowsoperating system and how to maneuver with a mouse. Basic concepts such as opening,saving and closing files are included in the beginning chapters.

A full installation of Microsoft Project 2010 should be available on each desktop, witha fresh installation strongly encouraged. While a printer is not needed to participate inthis class, a printer driver must be installed on each desktop to complete certainlessons.


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Introduction 8

Components of the Manual

The Project 2010 manual consists of the following components:

A Table of Contents To allow the students to quickly find desired concepts

Introduction Discussion of manual components, course requirements,courseware philosophy and training lab set.

Lessons The lessons are the manual chapters, each of which iscomposed of several sections relating to the lesson topic orskill.

Sections Each section begins with a brief introduction to the section

topic and is followed by step-by-step instructions on how thestudent is to accomplish a particular task. The students thenperform the task with the instructor in a Lets Do It!exercise.Each step in the Lets Do It exercise provides the How (step-by-step) and Why (the reason for performing the step) of eachphase necessary to accomplish the task.

Lesson Summary The sections concepts are summarized in sequential order inthe Lesson Summary section, allowing for quick review.

Labs Each section concludes with an independent On YourOwn exercise called a Lab. The Lab gives the opportunity

for the student to practice what he/she has learned and todiscover any problem areas with the topic in the section. Eachlab covers the skills taught in that particular lesson (chapter).

Chapter Summary Each section concludes with a Chapter Summarywhichbriefly reviews all of the topics discussed in the section.

Chapter Quiz Each section concludes with an independent Chapter Quizto test the level of learning that has taken place. The quiz is inmultiple choice and short answer format and can be done inclass together or as an end of chapter test.

Class Project The course concludes with an independent Class Project to

test the level of learning that has taken place. In this project,the student utilizes skills learned throughout the class.

Index Allows students to quickly find desired concepts.


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Training Files

Each PCM Courseware course comes with a set of Lesson Files and Lab Files designedto employ real-world situations and examples. The Lesson Files are designed to beused in the Lets Do Itexercises that the students perform with the instructor. The LabFiles are to be used for the On Your Ownexercises at the end of each Lesson. Both theLesson Files and Lab Files should be stored in the folder: My Documents/ Project2010 - Level 1/Lesson Files. If the student is using the Windows Vista operatingsystem, the Lesson Files and Lab Files should be stored in the folder: Documents/Project 2010 - Level 1/Lesson Files.


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Introduction 10

Whats New in Project 2010?

Whats New Description of FeatureAdd NewColumns

You can now quickly add new columns by clicking the Add NewColumns heading and choosing the column you want to add.

Backstage View Office Button options are now located under the File tab on theRibbon, what Microsoft refers to as Backstage view. The new viewallows for quick access to permissions, meta-data, commondocument tasks and version management.

Copy & Paste You can now copy and paste content to and from Office programsand Project 2010 and keep formatting, outline levels, and column

headers.Inactive Tasks Tasks can now be marked as inactive and still be retained in the

project.ManualScheduling

Changes to factors such as Task Dependencies and the projectcalendar do not automatically adjust task dates when a taskis manually scheduled.

Ribbon Updated user interface now includes the Ribbon.

Team PlannerView

Allows you to see at a glance what your team members are workingon and move tasks from one person to another, as well as view and

assign unassigned work, view overallocations, and see task names aswell as resource names.

Timeline View New timeline view, which shows a concise overview of your entireschedule, is displayed above other views.

Zoom Slider Project 2010 lets you quickly zoom the time-phased part of a viewusing the new Zoom Sliderlocated in the status bar.


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L E S S O N 1 T H E B A S I C S


Lesson 1 - The Basics

Lesson Topics:

1.1 Understanding Project Management

1.2 Launching Microsoft Project

1.3 The Project Environment

1.4 Creating a New Project

1.5 Entering Project Information

1.6 Creating a Project Calendar

1.7 Saving and Closing a Project

1.8 Opening an Existing Project

1.9 Hiding the Ribbon

1.10 Setting Project Options

1.11 Getting Help

Lesson

1


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Microsoft Project 2010 Level 1 12

1.1 Understanding Project Management

In this lesson, you will learn about Project Management.

elcome to Microsoft Project 2010! Microsoft Project is a powerful projectmanagement tool that allows you to track the progress of your projects.Microsoft Project can help you to control your time, money and resources aswell as schedule and track every task related to a project. Project

management involves planning, scheduling, controlling and monitoring the workactivities of a project to ensure that things are progressing according to schedule.

It might first be helpful to determine exactly what aproject is. A project can be defined as a one-timeorganized undertaking with a definite beginning and end

toward the attainment of a specific goal. A project mayinvolve a single person or teams of hundreds orthousands of people. The end of a project is attainedwhen the projects objectives have been reached.

A project is generally divided into phases to providebetter management control. Taken together, thesephases are knows as the project life cycle. The table

below illustrates the phases that make up the project life cycle as well as the activitiesrelated to each phase.

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Phase Activities

Initiation Phase Defining the project and determining thebeginning of a project.

Planning Phase Scheduling of resources and tasks,budgeting, creating a work breakdownstructure, determining sequence of projectevents and tasks, and identifying resourcerequirements.

Implementation/Controlling Phase Monitoring project progress, progressreporting, taking necessary correctivemeasures to ensure the project terminates

on time and on budget.

Close-out Phase Reporting outcomes, formalizing thetermination of the project

The key to a successful project is careful planning and monitoring of your project bykeeping track of project tasks, costs, resources, and project schedules. Careful monitoringallows you to identify any possible obstacles and modify any project components ifnecessary. With Microsoft Project, you can handle large or small projects effectively.


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1.2 Launching Microsoft Project

In this lesson, you will learn how to launch the Microsoft Project application.

aunching Project depends on the Operating System you are using and what hashappened since installation. If you are using Windows XP, Windows Vista orWindows 7, you can launch Project from the Start MenuStart > All Programs> Microsoft Office > Microsoft Project 2010. If you are using an earlier

version of Windows, you can find the Project icon under Start > Programs > MicrosoftOffice > Microsoft Project 2010.

Click on Start >

All Programs >

Microsoft Office

Click on Microsoft

Project 2010

To Launch Project 2007

1. Click the Start button on the lower-left corner of your screen to display theStart menu.

2. SelectAll Programs > Microsoft Office > Microsoft Project 2010 from theStart Menu to launch the application.

Lets Try It!

What Why

1. Click the Start button on theTaskbar.

Displays the Start Menu.

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What Why

2. ClickAllPrograms. Displays the All Programs or Programsmenu.

3. Click on Microsoft Office. Displays the Microsoft Office submenu.

4. Click on Microsoft Project 2010. Launches the Microsoft Project Applicationand displays the Startup Task Pane.


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1.3 The Project Environment

In this lesson, we will look at the different parts of the Project screen.

hen you first start Microsoft Project, the application opens to a new blankproject file named Project 1. Gantt Chart view is the default view of Project2007. The default Project screen is shown in the screen shot below. We willbe working with each piece of the Project window in detail in subsequent

lessons.

Gantt Chart

Pane

Gantt Table

Pane

Active View

Indicator

Status

Bar

The Project

Ribbon

ZoomControls

ViewButtons

If you have worked with previous versions of Project, you will immediately notice that theuser interface has been completely redesigned.

The menu and toolbar system have been replaced by the Ribbon. The Ribbon isdesigned to help you quickly find the commands you need in order to complete a task.On the Ribbon, the menu bar has been replaced by Command Tabs that relate to the

tasks you wish to accomplish. The default Command Tabs in Project are: File, Task,Resource, Project, View and Format.

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Close Document

buttonCommand

Tabs

Quick Access

toolbar

Click File for

Backstage View

Command

Sets

Dialog

Launcher

The Microsoft Project Ribbon

Different command icons, called Command Sets appear under each Command Tab.The commands that appear depend on the Command Tab that is selected. Eachcommand set is grouped by its function. For example, the Task tab contains commandsto add, indent, inspect, move and manage tasks. Contextual Commands only appearwhen a specific object is selected. This helps in keeping the screen uncluttered.

Under theFile tab on the Ribbon is what Microsoft refers to as Backstageview. Thisnew view allows for quick access to permissions, meta-data, and common documenttasks such as opening, closing, printing and saving files.

On the bottom of some Command Sets is a Dialog Launcher, which when clicked, willlaunch a dialog box for that set of commands.

To the right of the Project button (from where you access basic window options), is theQuick Access Toolbar. This toolbar contains by default the Save, Undo, and Redocommands. In addition, clicking the drop-down arrow to the right allows you tocustomize the Quick Access Toolbar to add other tools that you use regularly. You can

choose from the list which tools to display on the Quick Access Toolbar or select MoreCommands to add commands that are not in the list.

Quick Access

Toolbar

Project

Button Quick Access Toolbar

We will be working in detail with the various Project tabs and commands insubsequent lessons.


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Lets take a look at the parts of the Project window:

Component DescriptionActive View Indicator Displays the name of the active view.

Backstage View Located under the File tab, Backstage View allows forquick access to file commands such as opening, closing,saving and printing files.

Close Button Closes the active Project document.

Command Sets Command icons, grouped by category, under eachcommand tab.

Dialog Launcher Launches dialog boxes or task panes for a particular set ofcommands.

Gantt Chart Pane Provides a graphical representation of tasks.

Gantt Table Shows specific information about task, resources andassignments, depending on the view. The default viewdisplays the Task Entry table.

Horizontal Scroll Bar Allows you to move horizontally in your document. Tonavigate horizontally, click the scroll bar with your leftmouse button and drag to the left or to the right until thedesired portion of the document is in view.

Project Button Click to access basic window commands.

Quick Access Toolbar Contains frequently used commands. You can customize

it to include tools and commands that you use often.Ribbon Commands and tools organized into command sets.

Status Bar Displays information about the current operation inprogress.

Tabs To access the various command sets and tools.

Title Bar Displays the name of the application you are currentlyusing and the name of the file (the Microsoft Projectdocument) on which you are working.

Vertical Scroll Bar Allows you to move vertically in the document. Tonavigate vertically, click the scroll bar with your left

mouse button and drag upwards or downwards until thedesired portion of the window is in view.

Vertical Split Bar Allows you to display more or less of a pane in GanttChart view by clicking and dragging the split bar to theleft or right.

View Buttons Allows you to display documents in several different


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Component Description

document views (Print Layout, Full Screen Reading, WebLayout, Outline and Draft).

Zoom Slider Allows you to increase or decrease the magnification ofyour document.


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1.4 Creating a New Project

In this lesson, you will learn how to create a new project.

hen you first start Microsoft Project, the application opens to a new blankproject file named Project1. You can also set Project to open the last file withwhich you worked by clicking the File tab on the Ribbon, clicking theOptions button to display Project options, clicking theAdvanced tab on the

left side of the window and then clicking the Open last file on Startup checkbox underthe General area.

1. Click New in

Backstage View

2. Click Blank

project

The new document command is located under the File tab on the Ribbon in Backstageview. You can also use the keyboard shortcut Ctrl + N to bypass the File Options menu.

To Create a New Project File

1. Click the File tab on the Ribbon and clickNewin the left pane.

2. Click the Blank project icon in the center pane.3. Click the Create icon in the right pane.

OrPress the Ctrl + N keystroke combination.

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Lets Try It!

What Why

1. Click the File tab on the Ribbonand then clickNewfrom the leftpane as shown below.

Displays the new project pane.

1. Click the File

tab on the Ribbon

2. Click

New

2. In the Center Pane, click onBlank project as shown below.

Specifies that we will create a new blankproject file.

Click the Blank

project icon

3. Click the Create icon in the rightpane.

Creates a new blank project file.


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1.5 Entering Project Information

In this lesson, you will learn how to enter information about a project.

hen creating a new project file, Project will not automatically prompt you forinformation about your project. The Project Information dialog boxallows you to enter vital information about your project, such as the projectstart date, end date and the calendar upon which the project is based. You

can schedule your project based upon either the start date of the project or the finishdate of the project. To display the Project Information dialog box, click the Project tabon the Ribbon and then click the Project Information button on the Properties group ofthe Ribbon.

Most projects are scheduled from a known start date. However, if it is necessary toschedule a project from a finish date, select Project Finish Date from the ScheduleFrom drop-down box and then select the finish date of the project from the Finish Datebox. If scheduling from the start date, select the start date of the project from the StartDate drop down box. The current date of your computer is used as the default start date.

You can enter additional project information such as the project name, the author, themanagers name and your company name from the Project Information window inBackstage view.

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Click the File tab on the Ribbon and then click Info. ClickProject Information in thefar right window and clickAdvanced Properties from the menu. Enter in any desiredproject information.

1. Click

Info

2. Click the ProjectInformation button and

click Advanced

Properties

To Enter Project Information

1. Click the Project tab on the Ribbon and then clickProject Information onthe Properties group of the Ribbon to display the Project Information dialogbox.

2. Click the Current date drop-down arrow to display the date picker to select adifferent current date than that of your computer.

3. If scheduling from the start date (the default), click the Start Date drop-down

arrow and select the project start date on the calendar (using the left and rightpointing arrows to navigate to the previous month and the next month,respectively).

4. If scheduling from the end date, click the Schedule From drop-down arrowand select Project Finish Date from the list. Click the Finish Date drop-down arrow and select the project end date on the calendar.

5. If applicable, select the desired calendar from the Calendar drop-down box.6. ClickOKwhen finished.

To Enter Project Properties

1. Click the File tab on the Ribbon to display Backstage view.2. ClickInfo.3. In the right pane, clickProject Information and then clickAdvanced

Properties to display the Project Information dialog box.4. Enter in the project name, project manager, author, company name and any

other desired information.


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5. ClickOKwhen finished.

Tip: To ensure that the Project Information box displays by default whenever youcreate a new project, clickOptions in Backstage view to display Project

options, clicking theAdvanced tab on the left side of the window and thenclick the Prompt for project info for new projects checkbox.

Lets Try It!

What Why

1. Click the Project tab on theRibbon as shown below.

Displays the Project Ribbon.

2. Click the Project Informationbutton on the Properties group ofthe Ribbon as shown below.

Displays the Project Information dialogbox.

3. In the Start Date box, type:4/7/2011

Enters the date the project will begin.

4. In the Schedule From combo

box, ensure that Project StartDate is selected as shown below.

Specifies that the project will be scheduled

forward from the project start date.


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What Why

5. ClickOK Closes the Project Information dialog box.

6. Click the File tab on the Ribbonand then clickInfo.

Displays the Info pane.

7. In the right pane, click the ProjectInformation button as shownbelow.

Displays the Project Information menu.

Click the Project

Information button

8. ClickAdvanced Properties asshown below.

Displays the Project Properties dialog box.

Click Advanced

Properties


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What Why

9. Click the Summary tab. Switches to project summary options.

10. In theTitle field, type: Openinga Video Store as shown below.

Specifies a title for the project.

Type Opening a

Video Store in

the Title box

11. Press theTab key twice. Moves the insertion point to the Authorfield.

12. Type: Rodney Larson in theAuthor box.

Enters the author of the project file.

13. Press the Tab key and then typeRodney Larson in the manager

box.

Enters the name of the project manager.

14. Press the Tab key and then typeRodneys Video in the companybox.

Enters the name of the company.

15. ClickOK. Closes the Project Properties dialog box.


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1.6 Creating a Project Calendar

In this lesson, you will learn how to create and assign a project to a calendar

he Project Calendar designates the default work schedule for your companyand its resources assigned to a project. The project calendar specifies whenproject work can occur. By default, Project uses the Standard Base Calendar.There are three different base calendars that you can use:

StandardThis calendar reflects a traditional work schedule of 8:00 am to 5:00pm with an hour lunch break from 12:00 pm to 1:00 pm.

24 Hours This calendar reflects an around the clock schedule without anynonworking time.

Night ShiftThis calendar reflects a shift schedule of 11:00 pm to 8:00 am, withan hour for lunch.

You can use any one of the base calendars above or you can create your own basecalendar that may better serve your needs. For instance, you may want your calendar toreflect the specific working hours of your company, as well as nonworking times orspecial days off for holidays.

To Create a New Project Calendar

1. Click the Project tab on the Ribbon.2. Click the Change Working Time on the Properties group to display the

Change Working Time dialog box.3. To create a new base calendar, click the Create New Calendar button.4. Type the name for your new base calendar in the Name box.5. Click the Make a Copy Ofradio button and select the calendar from the list

that most closely matches the schedule of the project and resources.

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6. ClickOK.7. To set a day as a nonworking time (i.e. company holiday, vacations, etc.):

a. Click the Exceptions tab.b. Click in the first blank row in the Name column and type in a description

for the exceptions (vacation, etc.)c. Click in the Start field and type in the beginning date for the exception.d. Click in the Finish field and type in the ending date for the exception.e. Click the Details button.f. Click the Nonworking radio button.g. Set any desired recurrence patterns.h. ClickOKwhen finished.

8. To change the default working time:a. Click theWork Weeks tab.b. Click in the row with the words Default in the Name column.c. Click the Details button.

d. Click the desired weekday(s) in the Select day(s) box. Hold down the Ctrlkey to select more than one day.e. Click the Set days to specific workings times radio button and enter in

the start and end times.f. ClickOKwhen finished.

9. ClickOKwhen finished.

To Assign a Project Calendar to a Project

1. Click the Project tab on the Ribbon and then click the Project Informationbutton on the Properties group of the Ribbon.

2. Click the Calendar drop-down arrow.3. Select the calendar you wish to use as the project calendar.4. ClickOK.

Lets Try It!

What Why

1. Click the Change Working Timebutton on the Properties group of

the Ribbon.

Displays the Change Working Time dialogbox. Notice that the default project

calendar is set to Standard.

2. Click the Create New Calendarbutton.

Displays the Create New Base Calendardialog box.


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What Why

3. Type Rodneys Video in the namebox as shown below.

Specifies a name for the calendar.

4. Verify that the Make a copy ofradio button is checked and thatStandard is displayed in the

Calendar combo box.

Ensures that our new base calendar will bebased upon the Standard calendar.

5. ClickOK. Closes the Create New Base Calendar dialogbox.

6. Using the scroll bar or arrow in thecalendar, scroll untilJuly 2011 isdisplayed.

Displays the month of July 2011.

7. Click the number 4 in the calendaras then click the Exceptions tabas shown below

Displays the Exceptions pane.


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What Why

8. Click in the first blank row in theExceptions window and type: 4th

of July Holiday in the Namecolumn as shown below.

Enters a name for our exception.

9. Click in the Finish column andtype: 7/5/2011 as shown below.

Enters the ending date for the holiday. Thecurrently selected date in the calendar is

automatically placed in the Start Date.

10. Click the Details button. Displays the details for the 4th of JulyHoliday dialog box.

11. Ensure that the Nonworkingradio button is selected.

Ensures that July 4th and July 5th are set asnonworking days.

12. ClickOK. Closes the details for the 4th of July Holidaydialog box.

13. Click theWork Weeks tab. Allows us to modify our default workingtimes and days.

14. Click the first row as shown belowand then click the Details button.

Displays the Details dialog box. From here,we can change our default working timesand days.


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What Why

Click in the

first row

Click the Details

button

15. Click on Monday in the Selectday(s) window, hold down theShift key and then click on Friday.

Selects the days Monday through Friday.

16. Click the Set days to thesespecific working times radiobutton as shown below.

Specifies that we want to modify theworking times for the selected days.

17. In the From box, type: 10:00 AMas shown below.

Sets the work day start time to 10:00 am.


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What Why

18. In theTo box, type: 11:00 PM asshown above.

Sets the work day end time to 11:00 pm.

19. Delete any other times in the Fromand To boxes if applicable.

Deletes any additional default times.

20. ClickOK. Closes the Details dialog box.

21. ClickOK. Closes the Change Working Time dialogbox.

22. Click the Project Informationbutton on the Properties group of

the Ribbon.


23. Click the Calendar drop-down listand select Rodneys Video fromthe list as shown below.

Sets Rodneys Video as the project calendar.

24. ClickOK. Closes the Project Information dialog boxand applies the changes.


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1.7 Saving and Closing a Project

In this lesson, you will learn how to save and close a new Project.

ou can save your project files to a hard disk, to a network drive or to aremovable disk such as USB flash drive or external drive. The first time yousave a document, the Save As Dialog Box appears, prompting you for thename of the document and the location where you wish to save it. This box

only appears the first time you save a new file. To save a file, click the File taband thenclickSave or use the keyboard shortcut Ctrl + S. You can also click the Save button onthe Quick Access toolbar, located on the top left corner of your screen, above the Filetab.

The Save icon

To save an existing project with a different file name, select Save As from the FileOptions menu, and then type the new name for the document in the file name text box.The original document will be closed and the document with the new name becomes the

active document.

After you save a document, the file remains open so you can continue to work on it. Youcan save any subsequent changes quickly by clicking on the Save icon. It is a good idea tosave your documents often.

To Save a New Document

1. Click the File taband then clickSave from the menuOr

Click the Save icon on the Quick Access Toolbar

Save Icon

OrHold down the Ctrl key and S keystroke combination (Ctrl + S)

2. Type the desired file name in the File name box.

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3. Navigate to the folder where you wish to save your file (many people prefer to savetheir documents in the My Documents folder).

4. ClickSave.

Navigate to the folder

where you want to save

your project file

Type a name for

your project file

The Save As dialog box

To Close a Project File

1. Click the File tab and then clickClose from Backstage View.2. If you have not saved your changes, clickYes when asked if you want to save

your changes. If this is the first time that you are saving your project, navigateto the folder where you want to store your project file and provide a name foryour new project in the File name box.

Lets Try It!

What Why

1. Click the Save button on theQuick Access toolbar.

As we have not yet saved the project, theSave As dialog box is displayed.

2. Type: My_Project in the FileName box as shown below.

Provides a name for your project.


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What Why

3. ClickDesktop on the left side ofyour screen.

Displays the documents and folders in theDesktop folder.

4. Double-click the Lesson Filesfolder.

Displays the contents of the Lesson Filesfolder.

5. Click the Save button. Saves the project file in the Lesson Filesfolder.

6. Click the File tab on the Ribbonand then clickClose.

Closes the active project.


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1.8 Opening an Existing Project

In this lesson, you will learn how to open an existing Project file.

y default, Project displays a blank new project when you launch the program.However, at any time you can open an existing project.

The command to open an existing project file is located under the File tab inBackstage View. Click on the File tab and then select Open to display the Open dialogbox. Then, navigate to the folder that contains the project file to open, highlight thedesired file, and then click the Open button.

Select the project

file you wish to

open

Opening a Project File

As you will quickly discover, there are several ways to accomplish the same task inProject. Most of the commands found in Backstageview have an equivalent keyboardcommand that will accomplish the same thing. For instance, to open an existingpublication in Publisher, use the keystroke combination Ctrl + O. To quickly displayBackstage view using your keyboard, you can press the Alt + F keystroke combinationrather than clicking the File tab.

Tip: The Recent area in Backstage View lists the last few files that you have workedon, allowing for quick access to recently opened files. Click on the name of therecently opened project file to open it.

B


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To Open an Existing Project

1. Click the File on the top left of your screen (or press Ctrl + O to bypass theMicrosoft Office File Options menu) and then clickOpen.

OrClick the Open icon on the Quick Access ToolbarOrPress the Ctrl + O keystroke combination.

2. Navigate to the folder that contains the project file that you wish to open.3. Select the desired file.4. ClickOpen.

Lets Try It!

What Why

1. Click the File tab on the Ribbon andthen clickOpen.

Displays the Open dialog box.

2. ClickDesktop on the left side of yourscreen.

Displays the documents and folders inthe Desktop folder.

3. Double-click the Lesson Files folder. Displays the contents of the Lesson Filesfolder.

4. Click the file named Lesson 1 asshown below. Selects the project file we wish to open.


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What Why

5. ClickOpen Opens the file named Lesson 1 inProject.


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1.9 Hiding the Ribbon

In this lesson, you will learn how to hide the Project Ribbon.

hile the Ribbon contains many essential commands, there may be times whenyou wish to engage in distraction-free working, including hiding anyunnecessary screen elements. Hiding the Ribbon couldnt be easier simplyclick the Minimize the Ribbon button located on the top right area of your

screen. You can also use the Ctrl + F1 keystroke combination to toggle the appearanceof the Ribbon.

Minimize the

Ribbon icon

To Hide or Display the Ribbon

1. Click the Minimize the Ribbon button on the top right area of your screenOr

Press the Ctrl + F1 keystroke combination.

Lets Try It!

What Why

1. Click the Minimize the Ribbonicon on the top right corner of yourscreen.

Hides the Ribbon.

2. Click the Minimize the Ribbonicon again. Redisplays the Ribbon.

3. Press the Ctrl + F1 keystrokecombination.

Hides the Ribbon.

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What Why

4. Press the Ctrl + F1 keystrokecombination again.

Redisplays the Ribbon.


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1.10 Setting Project Options

In this lesson, we will work with Project Options.

n previous versions of Project, you could set preferences for specific programsettings from the Options dialog box. The Options command has been moved tothe File Options menu in Backstage view which displays when you click the Filetab.

From the Project Options dialog box, you can specify such options as setting the fileauthor, specifying the beginning of the Fiscal Year, setting the default view, setting thedefault file save location, setting the color scheme and much more.

You may wish to spend some time browsing through the Project Options dialog box andset any preferences that may help you work with less effort.

Project Options dialog box

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To Set Project Options

1. Click the File taband then click the Options button on the bottom of the FileOptions pane.

2. Click the desired option category in the left pane.3. Set any options in the right pane.4. ClickOK.

Lets Try It!What Why

1. Click the File tab. Displays the File Options menu.

2. Click the Options button as shown

below.

Displays the Project Options dialog box.

Click the

Options button

3. Click the General category in theleft pane.

Displays available Project options for theGeneral category.

4. Under the Personalize your copyof Microsoft Office area, triple-click in the User name box and

type in your own name as shownbelow.

Enters your name as the User name.


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What Why

Type your name

in the User Name

box

5. ClickOK. Closes Project Options dialog box and

applies our changes.


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1.11 Getting Help

In this lesson, you will learn how to use Projects Help feature.

he Help system is designed to provide assistance to users whether you areonline or offline and bring all available resources to you as quickly as possible.To access the Help system, press F1 or click the Help button (the questionmark) on the upper right corner of the screen. Enter your search criteria in the

Search box and then press Enter to display related topics. The results of your search aredisplayed in the Search Results window. Click on the link for the result you wish to see.

You can also ask a specific question in theType a Question for Help box located onthe top of the Project window, to the far right of the menu bar.

Forward and

Previous

buttons

Stop

Refresh

Application

Home

Print

Text

Size

TOC

Keep on Top

The Help system toolbar includes the familiar Back, Forward and Stop commands.Additionally, you will find the Refresh tool, which allows you to update the content ofthe Help window. TheApplication Home tool brings you to the Project starting point,where you can browse through information related to the Microsoft Project application.TheTOC tool displays a listing of available help topics through which you can browse.If you wish to increase or decrease the text size in the Help window, click theText Sizetool. Another nice feature on the Help toolbar is the Keep on Top tool, which allowsyou to keep the current Help page open while you work.

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To Use the Help System

1. Click the Help buttonon the upper right-hand corner of the Project Window

OrPress F1

2. Enter the keyword(s) for which you want to search in the Search box.3. Click the Search button

OrPress the Enter key.

4. Click the linkfor the help topic you wish to view in the Search Results pane.5. To browse Help topics, click theTOC button. Click the TOC button again to

hide the Table of Contents.

Lets Try It!What Why

1. Click the Help icon on the upperright-hand corner of the screen.

Displays the Project Help Window.

2. Click in the Search box and type:Save a Project as shown below.

Enters the keywords for which we wish tosearch.

3. Press Enter. Searches for the criteria we entered anddisplays a list of results in the Search ResultsPane.


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What Why

4. Click the Save a Project link in theSearch Results window as shown

below.

Displays the Help Topic for that topic inthe Project Help window.

5. Click the Close button on theProject Help window as shown

below.

Closes the help topic window.

6. Click the File tab and then clickExit. ClickYes if prompted tosave your changes.

Saves the project file and closes theMicrosoft Project application.


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Lesson SummaryProject Basics

In this lesson, you learned about project management. You learned that aproject is divided into four phases called the project life cycle. You learnedthat with Microsoft Project, you can track tasks, costs, resources andschedules for large or for small projects.

Next, you learned how to launch Microsoft Project from the Start Menu. Then you looked at the different components of the Project screen, including

Command Tabs and Command Sets and briefly discussed what eachcomponent does.

Next, you learned how to create a new project using the New command inBackstage view. You also learned how to customize Project to automaticallyopen the last file with which you worked.

Then, you used the Project Information dialog box to enter in the start dateand finish date of a project. You also learned how to enter in additionalproject information using the Project Properties dialog box.

Then, you learned how to create a Project Calendar. You learned how tocreate a working schedule and to set times and days as nonworking. Youthen learned how to assign a Project Calendar to a project.

Next, you learned how to save and close a project file using the Save and theSave As commands. You also learned how to save an existing project filewith a new name or in a new location using the Save As command.

Then, you learned how to open an existing Project file using the Opencommand in Backstage view.

Next, you learned how to hide the Ribbon by clicking the Minimize theRibbon button.

Then, you worked with Project Options, which allow you to modify variousapplication settings. To set Project Options, click the File tab and then clickOptions on the menu.

Lastly, you learned how to use Microsoft Projects Help feature to obtainassistance.


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Lesson 1 Quiz

1. The phases of a project are called:

A. ImplementationB. Project ControllingC. Project Life CycleD. Project Close-out

2. To open an existing project file, you (select all that apply):A. Click the File tab and then click Open from the menu.B. Select Open Document from the Home Ribbon.C. Click the Open button on the Home tab of the Ribbon.D. Press the Ctrl + O keystroke combination.

3. What is the default view in Project 2010?

4. To enter in information about a project such as Start Date, End Date, etc., you:A. Click the File tab and then click the Project Properties button on the Ribbon.B. Click the Project tab and then click the Project Information button on the

Ribbon.C. Click the Project tab and then click the Project Settings button on the Ribbon.D. Click the File tab, click Project and then click Project Properties from the drop-

down list.

5. Which of the following is NOT a type of Project Calendar?A. StandardB. 24 HoursC. BaselineD. Night Shift

6. To modify the default working days and hours, click the ___________________tab on the Change Working Time dialog box and make your selections.

7. What is the keystroke combination to save a project?

8. To obtain help from the Project Help system, press the Ctrl + H keystrokecombination.A. TrueB. False

9. When creating a new project, what is the default calendar that Project uses?A. Standard


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B. BaselineC. 24 HoursD. Default Base

10. To display Publisher Options, you:A. Click the Publisher Options button on bottom-right corner of your screen.B. Press F2C. Click the File tab and then click Options.D. Click the Tools tab and then click the Options command button.

11. What is the name of the Project object that consists of tabs, command sets andcommand buttons?

12. The Menu bar in previous versions of Project has been replaced by the:A. Command TabsB. Backstage ViewC. Dialog Launcher MenuD. The File tab


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LAB 1ON YOUR OWN

1. Start Microsoft Project.

2. Open the My_Project file in the Lesson Files folder that you created earlier.

3. Using the Project Information dialog box, set the project start date to February15, 2011.

4. In the Project Properties dialog box, enter the following information:

Title: Building MoveAuthor: Melissa JohnsonManager: Melissa JohnsonCompany: Johnsons Designs

5. Create a new base calendar and name itJohnson. Set the default workinghours to 10:00 am to 7:00 pm. Set the following days as non-working days:

February 14th, 2011May 30th, 2011July 4th, 2011September 5th, 2011November 24th and November 25th 2011

6. Display the Project Information dialog box and set the calendar namedJohnson as the project calendar.

7. Using the Save As command, save the project file in the Lesson Files folderwith the name My_Lab_1.

8. Close the project file.


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L E S S O N 2 W O R K I N G W I T H T A S K S


Lesson 2 - Working with Tasks

Lesson Topics:

2.1 Entering Tasks

2.2 Editing Tasks

2.3 Rearranging Tasks

2.4 Inserting and Deleting Tasks

2.5 Adding a Project Summary Task

2.6 Outlining Tasks

2.7 Adding a Recurring Task

2.8 Displaying WBS Codes

2.9 Customizing WBS Codes

Lesson

2


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2.1 Entering Tasks

This lesson will guide you through the process of creating a Task List.

asks represent an individual item of work that is necessary to accomplish thegoals of a project. Task information includes a description of the task and theestimated amount of time you expect it will take to complete the task, called thetasks duration. When entering a duration into a project file, Project will

automatically calculate the start date and the finish date of the task. When entering tasks,use the following abbreviations for task durations:

Duration AbbreviationMinute mHour hDay dWeek wMonth m

ATask List is a complete list of all tasks and subtasks necessary to complete a project inorder of occurrence. Tasks are entered into the rows of the Gantt Chart sheet pane.

Enter a

description of the

task

Enter task

duration

T


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To Create a Task List

1. Ensure that Gantt Chart viewis the active view (click the Gantt Chart viewbutton on the lower righthand corner of the screen).

2. Click in the first blank row in the Gantt Table under theTask Name column.3. Type the name for the task.4. PressTab.5. Type in the duration of the task.6. Click in the next blank row under the Task Name column and repeat steps 3-5

for any additional tasks.

Lets Try It!

What Why

1. With Project Open, click the Filetab, clickNewfrom Backstageview and then click the Createbutton in the right pane.

Creates a new blank project file. Thedefault view for new files is Gantt Chartview.

2. Click in the first blank row underthe Task Name column and type:Purchase Software as shownbelow.

Enters the name of the first task.

Type Purchase

Software in the first

Task Name row

3. PressTab. Moves to the duration field.

4. Type: 1d Enters a duration of one day.

5. Click in the next blank row underthe Task Name column.

Sets the insertion point in the next blankTask Name row.


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What Why

6. Type: Create List of SubjectMatter Experts.

Enters the name for the next task.

7. PressTab. Moves to the duration field.

8. Type: 1w Enters a duration of one week.

9. Click in the next blank Task Namerow and type: Interview SubjectMatter Experts


10. PressTab and then type: 1w Enters a duration of one week.

11. Click in the next blank Task Namerow and type: Hire Writer.


12. Type: 1d Enters a duration of one day.

13. Click in the next blank Task Namerow.

Moves to the next blank Task Name row.

14. Enter in the following tasks, eachwith a duration of1d:

Create OutlineDiscuss Outline with EmployeesMake any RevisionsWrite Content

Enters the next 4 tasks and accepts thedefault value of a 1 day duration.

15. In the Column Heading, double-click the line between the TaskName and the Duration fields as

shown below.

Double-clicking the line between the fieldsautomatically resizes the field toaccommodate the largest cell of data.


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What Why

Double-click the

right edge of the

Task Name field


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2.2 Editing Tasks

In this lesson, you will learn how to modify existing tasks.

s you work with Microsoft Project, you will inevitably need to modify tasks thatyou have entered, perhaps altering the task description or changing the taskduration. You can change existing tasks directly in the Gantt Chart Table. Tochange the description, click in the cell you want to modify and type in the new

text. The existing text will be replaced by what you type.

Task Information dialog box

Another way to modify task information is from theTask Information DialogBox, from where you can enter, review or change detailed information about a task.Task name and task duration information are located under the General tab of thedialog box. To display the Task Information dialog box, select the task whoseinformation you want to change and click the Information button on the Propertiesgroup of the Task Ribbon.

Double-clicking a task will also display the Task Information dialog box.

To Edit Task Information using the Entry Bar

1. Click the cell of the task whose information you wish to change.2. Make any changes.3. Press Enterwhen finished.

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To Edit Task Information using the Task Information

Dialog Box

1. Click anywhere in the row of the Task whose information you wish to change.2. Click theTask tab on the Ribbon.3. Click the Information button on the Properties group of the Ribbon. The

General Tab will display from where you can change the Task Name and TaskDuration.

Information

button

4. Make any desired changes.5. ClickOK.

Lets Try It!

What Why

1. Click the Task Name field of thePurchase Software task.

Selects the task whose information we wishto change.

2. Click the Information button on

the Properties group of theRibbon.

Displays the Task Information dialog box.

3. Move your mouse pointer over thetext in the Name Field so that it isbefore the word Software asshown below and then click.

Sets the insertion point before the wordSoftware

Set the insertion

point before the

word Software


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What Why

4. Type the word Excel and thenpress the spacebar.

Changes the Task Name to Buy ExcelSoftware

5. Click in the Start field. Sets the insertion point in the Start field.

6. Type: 8/22/11 as shown below. Enters the start date for the task.

Type: 8/22/11 in

the Start field

7. ClickOK. Closes the Task Information dialog box.Notice that the Finish date wasautomatically inserted for the task.

8. Double-click anywhere in the rowof the Create Outline task asshown below.


Double-click theCreate Outline

task


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What Why

9. Highlight the value of1d in theDuration box and type: 3d as

shown below.

Changes the task duration to 3 days.

10. Click in the Start field. Sets the insertion point in the Start field.

11. Type: 8/22/11. Enters the start date for the task.

12. ClickOK. Closes the Task Information dialog box.

13. Click in the Duration field for theMake any Revisions task.

You can also modify task informationdirectly on the Gantt Chart Table.

14. Type: 2d and then pressTab. Changes the duration of the Make anyRevisions task to 2 days and moves to theStart field.

15. Type: 8/22/11 and then press thedown arrow key on yourkeyboard.

Enters the start date for the task and movesto the Start field for the Write Content task..

16. Type: 8/22/11 and then pressEnter.

Enters the start date for the Write Contenttask.

17. Click anywhere in the row for Task2 (Create List of Subject MatterExperts.

Sets the insertion point in the first row wewant to select.


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What Why

18. Press and hold down the Ctrl key.Select tasks 2, 3, 4 & 6 as shown

below.

Selects the tasks whose information wewant to modify. If you are changing the

same information in multiple tasks, you canupdate that information at once from theTask Information dialog box.

Select Tasks 2, 3, 4

& 6

19. Click the Information button onthe Properties group of theRibbon.


20. Click in the Start field and type:8/22/11.

Enters the task start date for multiple fields.

21. ClickOK. Closes the Task Information dialog box and

sets the task start date for fields 2, 3, 4 & 6to 8/22/11.

22. Click the Save icon on the QuickAccess toolbar.

As we have not yet saved the project, theSave As dialog box is displayed.

23. Type: Excel_Manual in the FileName box.

Provides a name for your project.

24. ClickDesktop on the left side ofyour screen.

Displays the documents and folders in theDesktop folder.

25. Double-click the Lesson Filesfolder in the right pane.

Displays the contents of the Lesson Filesfolder.


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What Why

26. Click the Save button. Saves the project file in the Lesson Filesfolder.

27. Click the Project tab on theRibbon.

Displays the Project Ribbon.

28. Click the Project Informationbutton on the Properties group ofthe Ribbon.


29. In the Start Date box, type:8/1/2011 and then clickOK.

Sets the Start Date for the project.

30. Click the Save button. Saves our changes.


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2.3 Rearranging Tasks

In this lesson, you will learn how to change the location of tasks in the task list.

fter entering tasks into the task list, you may discover that you wish to changethe order of tasks in the list by removing a task from its original location andmoving it to a new location in the task list. You use the cut and paste methodof doing this. When you cut a task, it is placed in the Clipboard, a temporary

holding area in memory for your data. You can then insert the task in another row byusing the Paste command.

Cut, Copy & Paste

buttons

You can also use the drag & drop method. Click the ID field (the gray numbered box tothe far left of the row) and drag until the row is in the desired location.

Tip: Use the Copy & Paste buttons to create a duplicate of a task.

To Rearrange Tasks using Cut & Paste

1. Click the ID Field of the task you wish to cut.2. Click theTask tab on the Ribbon.3. Click the Cutbutton on the Clipboard group of the Ribbon.

OrHold down the Ctrl and X keystroke combination (Ctrl + X).

4. Click on the ID Field for the row above which you want to insert the cut task.5. Click the Pastebutton on the Clipboard group of the Ribbon.

OrHold down the Ctrl andVkeystroke combination (Ctrl + V).

A


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To Rearrange Tasks using Drag and Drop

1. Click the ID Field of the task you wish to move. This selects the entire taskrow. Your cursor will change into a 4-way pointing arrow.

2. Click and drag upwards or downwards until the task is in the desired newlocation.

3. Release the mouse button.

Lets Try It!

What Why

1. Click on the row selector for task6, the Discuss Outline withEmployees task as shown below.

Release the mouse button.

Clicking the row selector fieldthenumbered gray box on the far left - selectsthe entire row. When your mouse pointer is

over the ID field, the pointer transformsinto a 4-way pointing arrow, indicating thatyou are in drag mode.

2. Click on the row selector and drag

upwards to row 5.

As you drag, a gray line will appear between

row 4 and row 5.

3. Release the mouse button. Completes the move.

4. Click the Save icon. Saves the active project file.


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2.4 Inserting and Deleting Tasks

In this lesson, you will learn how to add and remove tasks from the Task List.

hen creating a task list, it is very likely that you will forget to enter essentialtasks the first time through. You can add additional tasks to the task list atany time by selecting the row above which you want to insert a new task andclicking theTask button on the Insert group of the Task Ribbon. You can

also press the Insert key to add a new blank task row or right-click and choose NewTaskfrom the contextual menu.

Select Insert >

New Task from

the menu

To permanently remove a task from the task list, select the row for the task you wish

to delete, right-click and select Delete Taskfrom the contextual menu. You canalso press the Delete key on your keyboard.

To Insert a New Task

1. Click the ID Field of the task above which you wish to insert a new task.2. Click theTask button on the Insert group of the Task Ribbon.

OrPress the Insert (or Ins) key on your keyboardOrRight-click and choose New Taskfrom the contextual menu.

To Delete a Task

1. Click the ID Field of the task you want to delete.2. Press the Delete key on your keyboard.

Or

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Right-click and choose Delete Taskfrom the contextual menu.

Lets Try It!

What Why

1. Click on Task 2, the Create List ofSubject Matter Experts task asshown below.

Selects the row above which we want toinsert a new task row.

Click anywhere onTask 2

2. Click theTask tab on the Ribbon. Displays Task commands and tools.

3. Click theTaskbutton on theInsert group of the Ribbon.

Inserts a new blank task row above theCreate List of Subject Matter Experts task.

4. Click in theTask Name cell for

the new blank row and type:Draw up Writer Contract. PresstheTab key.

Enters a name for the new task and moves

to the Duration field.

5. Type: 2d and then press theTabkey.

Enters 2 days for the task duration andmoves to the Start field.

6. Type: 8/22/11 and then pressEnter.

Enters the Start and Finish dates for thetask.

7. Click on the row selector for Task

6, the Discuss Outline withEmployees task.

Selects the task we wish to delete.

8. Press the Delete key on yourkeyboard.

Deletes the selected task.


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What Why

9. Click the Save icon. Saves the active project file.


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2.5 Adding a Project Summary Task

In this lesson, you will learn how to add a Project Summary Task.

Project Summary Task is the top-level task in your task list. It usuallyrepresents the goal or desired outcome of your project. When displayed, itappears as the first task in your project plan with an ID of 0 as it is the goal ofthe project, not a task in itself.

Project Summary

Task

The Project Summary Task is not displayed by default, but through the Advancedsection of the Options dialog box. When the Project Summary Task is displayed, allother tasks in the task list are represented as subtasks.

Click the Show

Project Summary

Task check box

To Show the Project Summary Task1. Click the File tab on the Ribbon.2. ClickOptions in Backstage view.3. ClickAdvanced in the left pane.4. Under the Display options for this project area, check the Show Project

Summary Taskcheckbox.

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5. To hide the Project Summary Task, clear the Show Project Summary Taskcheckbox.

6. ClickOK.7. If desired, you can change the name of the Project Summary Task using the

Task Information dialog box.

Lets Try It!

What Why

1. Click the File tab on the Ribbon. Displays Backstage view.

2. ClickOptions from the menu. Displays the Options dialog box.

3. ClickAdvanced in the left pane. Switches to Advanced options.

4. Under the Display options forthis project area (you may have toscroll down a bit), click the ShowProject Summary Taskcheckboxas shown below.

Sets the option to display the ProjectSummary Task.

5. ClickOK. Closes the Options dialog box.

6. Double-click in the Task Name

box for the Project Summary Task(Excel_Manual).

Displays the Summary Task Information

dialog box.


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What Why

7. Select the text in the Name fieldand type: Create an Excel

Manual as shown below.

Changes the text of the Project SummaryTask.

8. ClickOK. Closes the Summary Task Informationdialog box.

9. Click the Save icon. Updates our project file.


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2.6 Outlining Tasks

In this lesson, you will learn how to outline tasks in your task list.

t is helpful to organize your tasks into a hierarchical structure. To establish ahierarchical structure, you indent or outdent tasks, which organizes your task listsinto summary tasks and subtasks. When a task is indented, it then becomes asubtaskand the task that precedes the indented task(s) becomes a summary task.

Outdenting moves a task up one level in a hierarchy. You can indent or outdent tasksusing the Indent or Outdent buttons on the Schedule group of the Task Ribbon.

Outdent Indent

Outline Buttons

You can collapse a summary task (thus hiding its subtasks) by clicking on the minus (-)symbol that appears to the left of the task name. To expand a summary task (thusdisplaying its subtasks), click on theplus (+) symbol to the left of the task name.

Tip: You can indent or outdent a task by using your mouse. Point to the first letter ofthe task name in the Name field. When the mouse pointer changes to a double-headed arrow, click and drag to the right to indent the task or drag to the left tooutdent the task.

To Outline a Task List

1. Select the task or tasks to be outlined.2. Click the Indent button on the Schedule group of the Task Ribbon to demote

the selected task(s).3. Click the Outdent button on the Schedule group of the Task Ribbon to

promote the selected task(s).

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To Collapse or Expand a Summary Task

1. Click the minus (-) symbol next to a summary task to collapse it (the minussymbol then turns into a plus symbol).

2. Click theplus (+) symbol next to a summary task to expand it.

Lets Try It!

What Why

1. Click onTask 1, the PurchaseExcel Software task.

Selects the task above which we want toinsert a new task.

2. Right-click and choose InsertTaskfrom the contextual menu.

Inserts a new blank task row above thePurchase Excel Software task.

3. Click in the blank Task Name celland type: Preparation Phase.Press Enter.

Enters the name for the new task andmoves to the next row.

4. Click in the Purchase ExcelSoftware task name field (Task 2)and drag downward until Tasks2-6 are selected as shown below.

Selects tasks 2 through 6.

Select Tasks 2

through 6

5. Click the Indent button on theSchedule group of the Ribbon asshown below.

Indents the selected tasks by one level,turning them into subtasks. ThePreparation Phase task then becomes asummary task.


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What Why

Indent

6. Click onTask 7, the CreateOutline task and then click theTask button on the Insert groupof the Ribbon.

Inserts a new blank task row above theCreate Outline task.

7. Click in the blank Task Name celland type: Outline Phase. PressEnter.

Enters the name for the new task andmoves to the next row. Notice that thisnew task automatically becomes a subtaskunder the Create Outline summary task.

8. Click in the Task Name cell for theOutline Phase task and click theOutdent button on the Schedulegroup of the Ribbon as shownbelow.

Outdents the Outline Phase.

Outdent

9. Select Tasks 8-10 and then click theIndent button.

Indents Tasks 8-10 and turns the OutlinePhase task into a Summary Task.

10. Click the Minus (-) Symbol to theleft of Task 1 as shown below.

Collapses (hides) the subtasks under thePreparation Phase summary task.


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What Why

Click the minus (-)

symbol to hide the

subtasks

Click the minus (-)

symbol to hide the

subtasks

11. Click the Plus (+) Symbol to theleft of Task 1.

Expands (unhides) the subtasks.

12. Click the Save button. Updates the project file.


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2.7 Adding a Recurring Task

In this lesson, you will learn how to add tasks that occur at regular intervals.

ecurring Tasks are tasks that occur at regular intervals, such as a project statusmeetings or the distribution of status reports. To help manage such tasks, enterit as a recurring taskin your task list. The task will appear as a summary taskwith each instance listed underneath it as subtasks. You can specify a specific

number of occurrences of the recurring task or a specific date when the task willterminate. The symbol next to a task denotes it as a recurring task.

To enter a recurring task, click theTask button arrowon the Insert group of the TaskRibbon and enter the appropriate information in the Recurring Task Information dialogbox.

Recurring Task Dialog Box

To Add a Recurring Task1. Click in the row where you wish to insert a recurring task.2. Click the Task tab on the Ribbon.3. Click the Task button arrow and choose Recurring Taskfrom the menu to

display the Recurring Task Information dialog box.4. Type a name for the task in theTask Name box.

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5. Select the desired recurrence pattern options for the task.6. Enter in the Start date for the task.7. Select th

MS Project 2010 Level One

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