| | Tel: | | Computer Training & Personal Development Microsoft Office Project Foundation

In this section you will learn how to: What Project 2002 is What a project is What advantages Project 2002 can offer you Open Microsoft Project 2002 Use the parts of the Project interface Interact with Microsoft Project 2002 Close Microsoft Project 2002 Use the Project menus and toolbars Use the Project guide Open, save, re-save and close projects Switch between open projects Use the Help menu Use and configure the Office Assistant Use the Type a Question box Get help in a dialog box SECTION 1: Getting Started

LESSON 1.1 Starting Out What is Project 2002? A database: you can use it to store, find, and share information. Aimed towards project management, which is the art of aligning resources and schedules to accomplish all of the tasks.

LESSON 1.1 Starting Out What is a Project? The Oxford English Dictionary defines a project as “an enterprise carefully planned to achieve a particular aim.” In a business sense, a project is an undertaking that will accomplish a specific task.

LESSON 1.1 Starting Out Why Use Project 2002? Interface is probably familiar; like other Microsoft programs Designed specifically for project managers Helps you stay organized Easy to back the project up, assign tasks to other people, and print reports

LESSON 1.2 Meeting Project Opening Microsoft Project 2002 Find Microsoft Project 2002 in your start menu, under All Programs. Double-click the Microsoft Project 2002 icon on your desktop.

LESSON 1.2 Meeting Project Interface Overview The Project screen consists of: Title Bar Menu Bar Type a Question Box Document Controls Toolbars Task Panes Project Window Indicators Scroll Bars

LESSON 1.2 Meeting Project Using Menus and Toolbars Menus are the headings at the top of the screen. Toolbars are rows of icons. Each icon is a button that performs an action. Right-click menus are contextual. Some commands have shortcut keys.

LESSON 1.2 Meeting Project About Dialog Boxes A dialog box is an extra window that opens up with options.

LESSON 1.2 Meeting Project Closing Microsoft Project 2002 Click the File menu and click Exit. Click the X in the top right hand corner of the screen.

LESSON 1.3 Using Project Menu Overview Restore, move, minimize, maximize, or close the window. FileHere’s where you will find commands to open, save, close, and print your projects. You’ll also find the command to close Project in here. EditThis menu has commands for cutting, copying, pasting, and selecting. Navigation tools such as Find, Replace, and Go To are also located here. You’ll also find commands for working with specific items, such as the Link Task command. ViewChange what elements are displayed on the Project screen and how your data is displayed. InsertAdd elements such as drawings, tasks, resources, and objects. FormatChange the font, layout, and appearance of your project. ToolsCheck your spelling, change the working time, add and manage resources, use macros, and set Project options. ProjectOrganize your project and enter project information. WindowSplit and re-arrange windows, or switch projects. HelpIf you have a question, this is the place to look!

LESSON 1.3 Using Project Using the Standard Toolbar Contains many basic commands, such as cutting, copying, pasting, and working with Project elements.

LESSON 1.3 Using Project Using the Formatting Toolbar Use this toolbar to change the look and display of various project elements.

LESSON 1.3 Using Project Using the Project Guide Click any of these elements to show that guide in the left hand side of the screen. The guide currently being displayed is highlighted in orange.

LESSON 1.4 Managing Project Files Opening Project Files Click the Open button on the standard toolbar. Press Ctrl and O. Click the File menu and click Open.

LESSON 1.4 Managing Project Files Saving Project Files for the First Time Click the Save button on the standard toolbar. Press Ctrl and S. Click the File menu and click Save or Save As.

LESSON 1.4 Managing Project Files Re-Saving A Project File Once you’ve told Project where you want to save your project, you don’t have to re-enter the information. Use one of the Save commands that we just talked about (Ctrl+S, File – Save, or the Save button on the standard toolbar) and Project will update your file. If you do wish to save your file with a different name or in a different location, click the File menu and click Save As.

LESSON 1.4 Managing Project Files Switching Between Open Projects To open multiple projects, use an Open command. Click the Window menu to see a list of open projects. To switch to another project, just click it.

LESSON 1.4 Managing Project Files Closing Project Files To close a project, click the File menu and click Close, or click the small X in the top right-hand corner of the Project window.

LESSON 1.5 Getting Help in Project Using the Help Menu Contains links to many types of help.

LESSON 1.5 Getting Help in Project Using the Office Assistant Click the Help menu and click Show the Office Assistant If you have a question, click Clippy, type in the text box and click Search.

LESSON 1.5 Getting Help in Project Configuring the Office Assistant To change the Office Assistant character, right-click the Office Assistant and click Choose Assistant. To modify other Office Assistant options, right-click the Office Assistant and click Options.

LESSON 1.5 Getting Help in Project Using the Type a Question Box Located at the top right hand corner of your screen. Type a question; results will pop up in a list.

LESSON 1.5 Getting Help in Project Getting Help in a Dialog Box Click the Help button at the bottom of the screen, next to the close button. Related help topics will appear.

In this section you will learn how to: Plan a project Create a project Enter project information Enter start and finish dates Enter new tasks Create recurring tasks Set milestones Create summary tasks and subtasks Use the Task Information dialog Move, insert, delete, and edit a task Differentiate between effort-driven scheduling and material-driven scheduling SECTION 2: Starting a Project

LESSON 2.1 Creating a Project Planning Your Project Before you even open Microsoft Project 2002, you need to do some thinking about your project. Create a general outline of the project Create a task list Make a list of resources Think about your costs

LESSON 2.1 Creating a Project By default, Microsoft Project 2002 creates a blank project for you when you open it. If you need to create another blank project click the New Project on the standard toolbar, or use the Ctrl + N shortcut. If you click the File menu and click New, you’ll see the New Project task pane.

LESSON 2.1 Creating a Project Entering Project Information Click the Project menu and click Project Information.

LESSON 2.1 Creating a Project Setting Working Time Working Time helps Project calculate how long tasks will take to complete. Click the Tools menu and click Change Working Time.

LESSON 2.2 Creating Tasks Entering New Tasks A task is something that must be achieved for your project to be successful. By default, Project will open to the task entry screen. Type your tasks in the list to the left.

LESSON 2.2 Creating Tasks Changing a Task’s Duration By default, Project marks a task’s duration as 1day?. This is because it guesses the duration. To change the duration of the task, click in the duration column for that task and type in the duration. Abbreviations: m for minute, h for hour, d for day, w for week, mo for month, and y for year. Gantt Chart (the calendar on the right) changes to reflect the new duration.

LESSON 2.2 Creating Tasks Moving a Task Click the task number to select it and drag it.

LESSON 2.2 Creating Tasks Inserting a Task Click to place your cursor at the location that you want the new task. Click the Insert menu and click New Task.

LESSON 2.2 Creating Tasks Deleting a Task Click the task’s number to select it. Click the Edit menu and click Delete Task.

LESSON 2.3 Editing Tasks Opening the Task Information Dialog Double-click a task to open Task Information.

LESSON 2.3 Editing Tasks Task Types Fixed duration: Length of the task never changes Fixed units: Units of the task never change. Fixed work: Labour of the task never changes.

LESSON 2.3 Editing Tasks Setting Milestones A milestone indicates a significant event in the project. You can have as many milestones as you want in a project.

LESSON 2.3 Editing Tasks Creating Recurring Tasks Recurring tasks are those that reoccur on a regular basis. Click to place your cursor in the task list, at the point where you want the task to appear. Click the Insert menu and click Recurring Task.

LESSON 2.3 Editing Tasks Creating Subtasks Subtasks are connected to the main task. The main task’s duration will reflect all the subtasks. Select tasks, then use the Indent button on the formatting toolbar to move them in a level.

LESSON 2.3 Editing Tasks Creating Summary Tasks Make a task a summary task by clicking the left-facing arrow until the task reaches the level you want.

LESSON 2.4 Setting Constraints Types of Constraints NameDescriptionType As Soon As Possible (ASAP) All tasks start as soon as possible if you asked Project to schedule from the start date. Flexible As Late As Possible (ALAP) All tasks start as late as possible if you asked Project to schedule from the end date. Flexible Start No Earlier Than (SNET) Specifies the earliest possible date that this task can start. Flexible Finish No Earlier Than (FNET) Specifies the earliest possible date that this task can finish. Flexible Start No Later Than (SNLT) Specifies the latest possible date that this task can start. Flexible Finish No Later Than (FNLT) Specifies the latest possible date that this task can finish. Flexible Must Start On (MSO)Specifies the date that this task must start on. Inflexible Must Finish OnSpecifies the date that this task must start finish. Inflexible

LESSON 2.4 Setting Constraints Creating a Constraint Set constraints in the Advanced tab of the Task Information dialog.

LESSON 2.4 Setting Constraints Setting Task Deadlines Set deadlines in the Advanced tab of the Task Information dialog.

LESSON 2.4 Setting Constraints Constraints…Deadlines… Affect how Project schedules time and resources, sometimes limiting it Do not affect Project’s scheduling Have multiple typesHave limited settings Can be updated at any time Only certain types can be applied to summary tasks Can always be applied to summary tasks

In this section you will learn how to: Differentiate between calendar types Set up the calendar Create a new calendar Change calendar views Adjust the timescale Use, set, save, clear, and view a baseline Use, set, save, clear, and view an interim plan Define and set a critical path View the critical path Shorten the critical path SECTION 3: Scheduling a Project

LESSON 3.1 Creating the Project Calendar Calendar Types There are three types of calendars: Project calendar: The main calendar that controls when tasks are worked on and when resources work on tasks. Resource calendar: Each resource can have its own calendar to reflect its hours of availability. Task calendar: Sometimes a task will need to have its own calendar to reflect its duration; for example, if a machine will run 24 hours a day. There are also three base calendars, which are like calendar templates. Standard: Working time is set Monday through Friday, 8 am to 5 pm, with an hour (noon to 1 pm) set aside for lunch. Night Shift: Working time is set Monday through Friday, 11 pm to 8 am, with an hour (3 am to 4 am) set aside for lunch. 24 hours: Working time is every day and hour of the week; useful for resources (such as machines) that run constantly.

LESSON 3.1 Creating the Project Calendar Setting up the Calendar Click the Tools menu and click Change Working Time.

LESSON 3.1 Creating the Project Calendar Creating a New Calendar Open the Change Working Time dialog. Click the New button.

LESSON 3.1 Creating the Project Calendar Changing Calendar Views Click the View menu and click Calendar.

LESSON 3.1 Creating the Project Calendar Adjusting the Timescale By default, the timeline at the top shows two tiers: weeks and then days. Change this by clicking the Format menu and clicking Timescale.

LESSON 3.2 Setting a Project’s Baseline Baseline Basics A baseline is a snapshot of the project at its current point: Gives you a point to measure your project’s progress from. Captures 18 different fields about tasks, resources, and assignments

LESSON 3.2 Setting a Project’s Baseline Saving a Baseline If you don’t want to specify options, click Track on the Project Guide and choose Save a baseline plan to compare with later versions in the pane. To specify options, click the Tools menu, choose Tracking, and click Save Baseline.

LESSON 3.2 Setting a Project’s Baseline Viewing a Baseline Right-click on the cell that is in the top left hand corner of the task entry sheet. Click More Tables. Choose Baseline from the list and click Apply.

LESSON 3.2 Setting a Project’s Baseline Clearing a Baseline Click the Tools menu, choose Tracking, and click Clear Baseline.

LESSON 3.3 Setting a Project’s Interim Plan Saving an Interim Plan Interim plans are similar to baselines. Only save the start and finish dates for current tasks. Click the Tools menu, choose Track, and click Save Baseline.

LESSON 3.3 Setting a Project’s Interim Plan Viewing an Interim Plan Must add custom fields to task sheet view; will cover this in Intermediate. No easy way to view interim plan.

LESSON 3.3 Setting a Project’s Interim Plan Clearing an Interim Plan Click the Tools menu, click Tracking, and click Clear Baseline.

LESSON 3.4 Setting a Project’s Critical Path What is the Critical Path? Tasks that are crucial to the project being completed.

LESSON 3.4 Setting a Project’s Critical Path How Does Project Determine the Critical Path? If a task has an inflexible constraint, it’s deemed critical. If the constraint is flexible, the task is not critical. If you change a task’s constraint, the critical status will change, too.

LESSON 3.4 Setting a Project’s Critical Path Viewing the Critical Path Use the Gantt Chart wizard, which can be opened by clicking the Gantt Chart wizard button on the formatting toolbar.

LESSON 3.4 Setting a Project’s Critical Path Shortening the Critical Path Shortening critical path shortens overall length of project, so will save time, resources, and money. Easiest way is to shorten time for critical tasks.

In this section you will learn how to: Check spelling in your project Select text Cut, copy, and paste text Use undo and redo Insert page breaks Use Zoom Use the View Bar Use basic views Use More Views Use the Go To dialog Set page options Add headers and footers Change margins Modify the legend Modify miscellaneous view settings Open and use Print Preview Use print commands Use the Print dialog Use the Project Guide for Printing Wizard SECTION 4: Printing and Viewing a Project

LESSON 4.1 Printing and Viewing a Project Checking Spelling in a Project Press the F7 key on your keyboard Click the spelling button on the standard toolbar Click the Tools menu and click Spelling

LESSON 4.1 Printing and Viewing a Project Selecting Text To select a row, click the row header. To select text, first click so that the cell is selected. Then, click inside the box so your cursor is flashing. Next, click and drag over the text that you want to select.

LESSON 4.1 Printing and Viewing a Project Cutting, Copying, and Pasting Cutting a part of text removes it from your document and places it on a separate block of text called the clipboard. Cut text by first selecting it, then clicking Edit and clicking Cut. Copying a portion of text leaves it in your document, but also places in on the clipboard. Copy text by first selecting it, then clicking the Edit menu and clicking Copy. Pasting text places the last item you cut or copied into your project where your cursor is. To paste, click where you want to put the data in your document. Then, click the Edit menu and click Paste.

LESSON 4.1 Printing and Viewing a Project Using Undo and Redo To reverse your last action, click the Undo arrow ( ) on the standard toolbar. To redo your last action, click the Redo arrow ( ) on the standard toolbar. Unlike other Microsoft applications, Project only retains the last action.

LESSON 4.1 Printing and Viewing a Project Inserting Page Breaks Click to place the cursor at the spot that you want the new page to start. Click the Insert menu and click Page Break.

LESSON 4.2 Changing Your View Using Zoom Use the zoom in and zoom out buttons on the standard toolbar to change the timeframe being displayed. Or, click the View menu and click Zoom.

LESSON 4.2 Changing Your View Using the View Bar Click the View menu and click View Bar. Contains a list of basic views.

LESSON 4.2 Changing Your View Using Basic Views You can also apply a basic view by clicking the View menu and clicking the view you want.

LESSON 4.2 Changing Your View Using Advanced Views Click More Views on the View menu or the View Bar.

LESSON 4.2 Changing Your View Using the Find Dialog Click the View menu and click Find. Type in what you’re looking for and where Project should look. Click Find Next.

LESSON 4.3 Using Page Setup Setting Page Options Open Page Setup by clicking the File menu and clicking Page Setup. The first tab lets you control page orientation, scaling, and paper size.

LESSON 4.3 Using Page Setup Setting Margins Second tab controls margins and page borders.

LESSON 4.3 Using Page Setup Setting Headers Specify information that will be included at the top of every page.

LESSON 4.3 Using Page Setup Setting Footers Specify information that will be included at the bottom of every page.

LESSON 4.3 Using Page Setup Modifying the Legend The legend describes various chart elements.

LESSON 4.3 Using Page Setup Changing View Settings The last tab in the Page Setup dialog box is a mishmash of view settings.

LESSON 4.4 Printing a Project Opening Print Preview Click the File menu and click Print Preview.

LESSON 4.4 Printing a Project Using Print Preview Use the arrows at the top of the screen to move around in pages. Use the layout buttons to change your view.

LESSON 4.4 Printing a Project Using Print Commands File – Print Ctrl + P Print icon on the standard toolbar

LESSON 4.4 Printing a Project Using the Print Dialog From this window, you can change the current printer, change the page range, change what portion of the project is printed, set the number of copies, and/or choose to ignore manual page breaks.