MODULE 7: USING HELP

Overview

The using Help module introduces how to find answers to queries in the most efficient manner.

Objectives

The participant will:

• Become familiar with the help functions in MS Project 2000.

• Be introduced to all the functionality that the Help menu offers.

Preparation

Review the contents of this module and do each of the exercises at least once to familiarize yourself with the logic and outcome.

Presentation

The activities in this module cite the aims of each exercise and whether the level is suitable for basic or advanced users.

ACTIVITY

7.1 How to access context sensitive help.

EXERCISE 7.1 ¢ LEVEL: BASIC ¢ DISPLAY HELP ON INSERTING TASKS

• Click the Help menu.

• Choose the Microsoft Word Help command.

• A Help topics window will appear requesting that you type in a request.

• Type insert a task.

• Click the Search button.

• A list of general topics will appear.

• Select the topic Enter a task into a project and read the information provided.

• When you have finished reading, click either the minimize or the close icon on the top right of the window to hide it, or the Help topics button to return to Help.

Dialog

Explain that this command is called context sensitive help and can be accessed in a variety of ways “ by using the Help menu as this exercise shows, by clicking on the balloon with the ? in it (see your toolbar), or by clicking on the F1 key.

A number of the help windows will have a hypertext phrase called See also. Use this to find out more about the topic you are looking into. MS Project 2000 uses a type of help known as Office on the Web. It has an extremely large volume of online reference information which can be accessed in a variety of ways depending on your need. The most frequent method you will use is the context sensitive help, accessed by the F1 key. This can be particularly useful when you get a warning or error message. On most dialog boxes there is a help button. Use this frequently.

ACTIVITY

7.2 How to use the Index tab in MS Project 2000 Help.

EXERCISE 7.2 ¢ LEVEL: BASIC ¢ DISPLAY HELP ON CREATING DEPENDENCIES

• Click the Help menu.

• Choose the Contents & Index Topics command.

• Click the Index tab.

• Type create and note that the index skips to all topics beginning with that word.

• Find create dependencies.

• Click on the Display button.

• Select create a task link.

• Click the Display button.

• Read the information presented in the box.

• Also read the hyperlink topics which are shown as words in a different color to the text and are underlined , as well as the topics highlighted with a double arrow.

Dialog

Explain that the index feature is much like an index at the back of a book. All the topics are listed in alphabetical order and you do not need to use the CR or enter keys to go to any place in the index. A common way into the help system if you know the subject on which you wish to get help is to use the Help command on the menu and then use the Index command.

ACTIVITY

7.3 How to use the Contents tab in MS Project 2000 Help.

EXERCISE 7.3 ¢ LEVEL: BASIC ¢ FIND OUT ABOUT TASK DURATIONS

• Click the Help menu.

• Choose the Contents & Index Topics command.

• Click the Contents tab.

• Select the Creating a Project book and click the Open button.

• Select the Starting a Project book and click the Open button.

• Select Setting the length of a task option and click the Display button.

• Select each of the three topics ( hyperlinks ) in turn , and read.

Dialog

Explain that the contents feature is like a table of contents at the beginning of a book. Each chapter is represented by a purple book and has a series of sub-chapters or sections in each. The index is extremely large and you may sometimes find it difficult to find the exact topic you are looking for. Another way of looking at Help is to imagine you are looking at a large set of books. This is the way the contents are organized. Assume for example that you want to find out more about task durations.

ACTIVITY

7.4 How to go to a cue card in MS Project.

EXERCISE 7.4 ¢ LEVEL: BASIC ¢ USE CUE CARD TO LEARN HOW TO CHANGE TASK DURATION

• Click the Help menu.

• Choose the Contents & Index Topics command.

• Click the Contents tab.

• Select the Creating a Project book and click the Open button.

• Select the Starting a Project book and click the Open button.

• Select Change a task duration and click the Display button.

• Read the contents and then click on the >> at the end of the dialog.

Dialog

Explain that Help uses both dialog boxes and cue cards to assist the user with MS Project. Whereas the dialog boxes explain the topic and have hypertext links (which are in green and underlined text) to other text, the cue cards are a step-by-step approach that the user can use to help follow through on a procedure. The index is one method of navigating the help system. An alternative method of navigating is by using cue cards. A cue card is a step-by-step procedure that you can follow when you need to undertake a certain task. You can display a cue card while you work in MS Project 2000 and it stays on the screen until you minimize or close it.

ACTIVITY

7.5 How to go to the MS Project map in Help.

EXERCISE 7.5 ¢ LEVEL: BASIC ¢ MS PROJECT MAP

• Click the Help menu.

• Choose the Getting Started, Microsoft 101: Fundamentals command.

• Click on "Show me a map to Microsoft Project."

• Click on 1 and read descriptions and instructions.

• Click on Back button and repeat as necessary.

Dialog

Explain that the MS Project map shows the steps to follow when using MS Project. This can be used to remind users what to do next .

ACTIVITY

7.6 How to go to create your own project in Help.

EXERCISE 7.6 ¢ LEVEL: BASIC ¢ USE HELP TO CREATE YOUR OWN PROJECT

• Click the Help menu.

• Choose Getting Started.

• Click on "Project Map."

• Click on the "Build a Plan" directory.

• Click on "Define a Project" subdirectory.

• Click on "Initiate a project" file

• Work through the other directories in the same way applying the instructions to your own project.

Dialog

Explain that create your own project is an excellent way to find out how to build a good project plan in MS Project. It also provides answers to specific questions as well as providing more advanced exercises on managing projects.

Tutorial	A nicely structured tutorial that covers the basics of using MS Project 2000 is accessed from the Help menu's Getting Started, Quick Preview.
Shift F1	This is the context sensitive way of getting into the help system. At any point in the application you can hit the F1 function key and context sensitive Help information will be displayed.
Errors/warnings	To get further information concerning a warning or error message, press the F1 key while the message is displayed.