Quick Reference


Chapter 1

Getting Started with Project

Page 6

To start Project Standard

  1. On the Windows taskbar, click the Start button.

  2. On the Start menu, point to All Programs (in Microsoft Windows XP) or Programs (in previous versions of Windows), point to Microsoft Office, and then click Microsoft Office Project 2003.

Page 10

To start Project Professional and work offline

  1. On the Windows taskbar, click the Start button.

  2. On the Start menu, point to All Programs (in Microsoft Windows XP) or Programs (in previous versions of Windows), point to Microsoft Office, and then click Microsoft Office Project 2003.

  3. If the Project Server Security Login dialog box appears, click Cancel.

  4. In the Project Server Accounts dialog box, under Choose account select My Computer, and then click Work Offline.

Page 13

To create a project plan from a template

  1. In the Getting Started task pane, click Create a new project.

  2. In the New Project task pane, under Template, click On my computer.

  3. In the Templates dialog box, click the Project Templates tab.

  4. Click the template you want, and then click OK.

Page 16

To switch to a different view

  1. On the View menu, click the name of the view you want.

  2. If the view is not listed, click More Views, and in the More Views dialog box, click the name of the view you want, and click the Apply button.

Page 21

To view a report in the Print Preview window

  1. On the View menu, click Reports.

  2. Click a report category, or to see all reports, click Custom, and then click the Select button.

  3. Select the report you want, and then click the Select or Preview button.

Page 23

To create a new project plan using the Project Guide

  1. On the File menu, click New.

  2. In the New Project task pane, under New, click the Blank Project link.

  3. In the Tasks pane, click the Set a date to schedule from link (in Project Standard) or the Define the project link (in Project Professional).

  4. In the Date box, enter the project’s start date.

  5. At the bottom of the pane, click Done (in Project Standard) or the Save and go to Step 2 link (in Project Professional).

Page 26

To set nonworking days using the Project Guide

  1. On the Project Guide toolbar, click the Tasks button.

  2. In the Tasks pane, click the Define general working times link, and then follow the instructions that appear on your screen.

Page 29

To enter properties about a Project plan

  1. On the File menu, click Properties.

  2. In the Properties dialog box, click the Summary tab, and then enter the information you want.

Chapter 2

Creating a Task List

Page 34

To enter tasks using the Project Guide

  1. On the Project Guide toolbar, click the Tasks button.

  2. In the Tasks pane, click the List the tasks in the project link, and then follow the instructions that appear on your screen.

Page 38

To enter task durations

  1. In the Gantt Chart view, click a cell in the Duration column.

  2. Type the task duration, and then press [Enter].

Page 40

To enter a milestone

  1. On the Entry table, enter a name for the milestone, and then press [Tab].

  2. In the Duration field, type 0d, and then press[Enter].

Page 41

To organize tasks into phases using the Project Guide

  1. On the Project Guide toolbar, click the Tasks button.

  2. In the Tasks pane, click the Organize tasks into phases link, and then follow the instructions that appear on your screen.

Page 43

To link tasks using the Project Guide

  1. On the Project Guide toolbar, click the Tasks button.

  2. In the Tasks pane, click the Schedule tasks link, and then follow the instructions that appear on your screen.

Page 48

To enter task notes and hyperlinks using the Project Guide

  1. On the Project Guide toolbar, click the Tasks button.

  2. In the Tasks pane, click the Link to or attach more task information link, and then follow the instructions that appear on your screen.

Page 51

To check a project plan’s duration and other statistics

  1. On the Project menu, click Project Information.

  2. In the Project Information dialog box, click the Statistics button.

Page 52

To see an entire project plan in the timescale in the Gantt Chart view

  1. On the View menu, click Zoom.

  2. Click Entire project, and then click OK.

Chapter 3

Setting Up Resources

Page 56

To set up people and equipment resources using the Project Guide

  1. On the Project Guide toolbar, click the Resources button.

  2. In the Resources pane, click the Specify people and equipment for the project link, and then follow the instructions that appear on your screen.

Page 56

To set up people and equipment resources

  1. On the View menu, click Resource Sheet.

  2. In the Resource Name field, enter the resource’s name.

  3. In the Type field, click Work.

  4. In the Max. Units field, type or click the maximum capacity of this resource to accomplish any task.

  5. Enter whatever other resource information would be useful to your project.

  6. Repeat steps 2 through 5 for each resource.

Page 62

To set up material resources

  1. On the View menu, click Resource Sheet.

  2. In the Resource Name field, enter the material resource’s name.

  3. In the Type field, click Material.

  4. In the Material Label field, enter the unit of measure you want to use for this resource. For example, you might measure cement in pounds or tons.

  5. In the Std. Rate field, enter the cost per unit of measure for this material resource.

  6. Enter whatever other resource information would be useful for your project.

  7. Repeat steps 2 through 6 for each resource.

Page 64

To enter resource pay rates

  1. On the View menu, click Resource Sheet.

  2. In the Std. Rate field, enter the resource’s pay rate, including the duration of a pay period.

  3. If the resource should accrue overtime pay, enter his or her overtime pay rate in the Ovt. Rate field.

  4. If the resource accrues a per-use cost, enter that amount in the Cost/Use field.

  5. In the Accrue At field, click the method by which the resource accrues cost.

  6. Repeat steps 2 through 5 for each resource.

Page 66

To adjust working time for individual resources

  1. On the Tools menu, click Change Working Time.

  2. In the For box, click the name of the resource whose working time you want to change.

  3. In the calendar below the Select Date(s) label, click the date range or day(s) of the week for which you want to adjust working time.

  4. Under Set selected date(s) to, click the options you want.

Page 69

To document resources with resource notes

  1. Switch to a resource view such as the Resource Sheet view.

  2. Click the name of the resource for which you want to create a note.

  3. On the Standard toolbar, click the Resource Notes button.

  4. In the Resource Information dialog box, type the note you want associated with this resource.

Chapter 4

Assigning Resources to Tasks

Page 72

To assign resources using the Project Guide

  1. On the Project Guide toolbar, click Resources.

  2. In the Resources pane, click the Assign people and equipment to tasks link, and then follow the instructions that appear on your screen.

Page 73

To assign resources using the Assign Resources dialog box

  1. On the Standard toolbar, click Assign Resources.

  2. In the Gantt Chart view, click the name of the task to which you want to assign a resource.

  3. In the Resource Name column of the Assign Resources dialog box, click a resource, and then click the Assign button.

Page 78

To control how Project schedules the work on a task after assigning an additional resource

  1. Assign an additional resource to a task.

  2. Click the Smart Tag Actions button, and choose the action you want.

Page 82

To assign material resources to tasks

  1. On the Standard toolbar, click Assign Resources.

  2. In the Gantt Chart view, click the name of the task to which you want to assign a resource.

  3. In the Resource Name column of the Assign Resources dialog box, click a resource, and in the Units column, enter the number of units of the material resource you want to assign.

  4. Click the Assign button.

Chapter 5

Formatting and Printing Your Plan

Page 86

To create a custom view

  1. On the View menu, click More Views.

  2. In the More Views dialog box, do one of the following:

    • To create a view, click the New button. Click Single view or Combination view in the Define New View dialog box, and then click OK.

    • To redefine a view, click the view's name, and then click the Edit button.

    • To create a new view based on another view, click the view's name, and then click the Copy button.

  3. In the View Definition dialog box, choose the options you want.

Page 89

To format Gantt bars with the Gantt Chart Wizard

  1. On the Format menu, click Gantt Chart Wizard.

  2. Follow the instructions that appear on your screen.

Page 92

To draw a text box on a Gantt chart

  1. On the View menu, point to Toolbars, and then click Drawing.

  2. On the Drawing toolbar, click the Text Box button, and then drag a small square anywhere on the chart portion of a Gantt Chart view.

  3. In the square you just drew, type the text you want.

Page 94

To format a category of text in a view

  1. On the Format menu, click Text Styles.

  2. In the Item to Change list, click the type of text you want to format.

  3. Select the font and other formatting options you want.

Page 97

To format selected text in a view

  1. Click the cell that contains the text you want to format.

  2. On the Format menu, click Font.

  3. Select the font and other formatting options you want.

Page 102

To edit a report’s header

  1. On the View menu, click Reports.

  2. Click a report category, or to see all reports, click Custom, and then click the Select button.

  3. Select the report you want, and then click the Select or Preview button.

  4. On the Print Preview toolbar, click the Page Setup button.

  5. In the Page Setup dialog box, click the Header tab, and select the options you want.

Chapter 6

Tracking Progress on Tasks

Page 108

To save a baseline using the Project Guide

  1. On the Project Guide toolbar, click the Track button.

  2. In the Track pane, click the Save a baseline plan to compare with later versions link, and then follow the instructions that appear on your screen.

Page 110

To display the Variance table in the Task Sheet view

  1. On the View menu, click More Views to display the More Views dialog box.

  2. In the Views box, click Task Sheet, and click the Apply button.

  3. On the View menu, point to Table: Entry, and click Variance.

Page 111

To track a project as scheduled

  1. On the Tools menu, point to Tracking, and click Update Project.

  2. In the Update Project dialog box, make sure the Update work as complete through option is selected. In the adjacent date list, type or click the date you want, and click OK.

Page 112

To enter a task’s percent complete using the Project Guide

  1. On the Project Guide toolbar, click the Track button.

  2. In the Track pane, click the Prepare to track the progress of your project link.

  3. Click the Save and go to Step 2 link.

  4. Click Always track by entering the Percent of Work Complete, and then click the Save and Finish link at the bottom of the Setup Tracking pane.

  5. In the Track pane, click the Incorporate progress information into the project link.

  6. In the % Work Complete field for a task, type or click the percent complete value you want, and then press [Enter].

Page 114

To enter actual values for tasks using the Project Guide

  1. On the Project Guide toolbar, click the Track button.

  2. In the Track pane, click the Prepare to track the progress of your project link.

  3. Click the Save and go to Step 2 link.

  4. Click Always track by entering the Actual Work Done and Work Remaining, and then click Save and Finish.

  5. In the Track pane, click the Incorporate progress information into the project link.

  6. In the Actual Work field for a task, type or click the actual work value you want, and then press [Enter].

Page 116

To enter actual start dates and durations of tasks

  1. Click the task for which you want to enter actual values.

  2. On the Tools menu point to Tracking, and then click Update Tasks.

  3. In the Start field in the Actual box on the left side of the Update Tasks dialog box, type or click the start date you want.

  4. In the Actual dur field, type or click the duration value you want, and then click OK.

Chapter 7

Fine-Tuning Task Details

Page 126

To change task relationships

  1. Click the successor task whose predecessor relationship you want to change.

  2. On the Standard toolbar, click the Task Information button.

  3. In the Task Information dialog box, click the Predecessors tab, and then select the options you want.

Page 126

To enter lead and lag time between predecessor and successor tasks

  1. Click the successor task whose lead or lag time with a predecessor you want to change.

  2. On the Standard toolbar, click the Task Information button.

  3. In the Task Information dialog box, click the Predecessors tab.

  4. In the Lag field for a predecessor task, enter the value you want (enter a positive value for lag time, or a negative value for lead time).

Page 127

To change the task relationship between tasks

  1. Click the successor task whose relationship with a predecessor you want to change.

  2. On the Standard toolbar, click the Task Information button.

  3. In the Task Information dialog box, click the Predecessors tab.

  4. Click in the Type column for a predecessor task, and click the type of task relationship you want.

Page 131

To apply a constraint to a task using the Project Guide

  1. On the Project Guide toolbar, click the Tasks button.

  2. Click the Set deadlines and constrain tasks link, and then follow the instructions that appear on your screen.

Page 133

To view a project’s critical path

  1. On the View menu, click More Views.

  2. In the More Views dialog box, click Detail Gantt, and then click the Apply button.

Page 136

To interrupt work on a task

  1. On the Standard toolbar, click the Split Task button.

  2. Move the mouse pointer over the task’s Gantt bar where you want to start the split, click, and then drag to the right.

Page 139

To create a new base calendar

  1. On the Tools menu, click Change Working Time.

  2. In the Change Working Time dialog box, click the New button.

  3. In the Name box, type a name for the base calendar.

  4. Click Create new base calendar, or click Make a copy of and then choose the base calendar on which you want to base the new calendar.

  5. Click OK.

  6. In the Selected Date(s) box, click the days of the week for which you want to change working and nonworking time.

  7. Under Set selected date(s) to, click Nonworking time for those days you want to mark as nonworking time.

  8. For working days, in the From and To boxes, enter the working time you want.

Page 140

To apply a task calendar to a task

  1. In the Gantt Chart view, click a task.

  2. On the Standard toolbar, click the Task Information button.

  3. In the Task Information dialog box, click the Advanced tab.

  4. In the Calendar box, choose the task calendar you want to apply.

  5. If you want the task calendar to override resource calendar settings, click the Scheduling ignores resource calendars box.

Page 140

To change a task type

  1. In the Gantt Chart view, click a task.

  2. On the Standard toolbar, click the Task Information button.

  3. In the Task Information dialog box, click the Advanced tab.

  4. In the Task Type box, click the task type you want.

Page 145

To enter a deadline date using the Project Guide

  1. On the Project Guide toolbar, click the Tasks button.

  2. In the Tasks pane, click the Set deadlines and constrain tasks link, and then follow the instructions that appear on your screen.

Page 148

To enter a fixed cost

  1. On the View menu, point to Table: Entry, and then click Cost.

  2. In the Fixed Cost field for the task you want, type or click an amount, and press [Tab].

  3. In the Fixed Cost Accrual field, choose a method, and then press [Enter].

Page 149

To create a recurring task

  1. In the Gantt Chart view, click the task above which you want to insert a recurring task.

  2. On the Insert menu, click Recurring Task.

  3. In the Recurring Task Information dialog box, select the options you want.

Chapter 8

Fine-Tuning Resource and Assignment Details

Page 156

To create multiple pay rates for a resource

  1. Switch to a resource view such as the Resource Sheet view.

  2. Click the name of the resource for whom you want to create an additional pay rate.

  3. On the Standard toolbar, click the Resource Information button.

  4. In the Resource Information dialog box, click the Costs tab.

  5. Under Cost rate tables, the resource’s initial pay rate information appears on tab A. Click one of the other tabs, and then enter the rate information you want.

  6. To apply different cost rate tables, pick the one you want in the Cost Rate Tables field when you are in a usage view.

Page 158

To create multiple pay rates that apply at different times

  1. Switch to a resource view such as the Resource Sheet view.

  2. Click the name of the resource for whom you want to create an additional pay rate.

  3. On the Standard toolbar, click the Resource Information button.

  4. In the Resource Information dialog box, click the Costs tab.

  5. Click the tab of the rate you want to edit.

  6. In the second or later row of the Effective Date column, enter the date the new pay rate is to take effect.

  7. In the Standard Rate column (and, if applicable, the Overtime Rate or Per Use Cost columns), enter either a dollar amount or a positive or negative percentage of the existing pay rate. If you enter a percentage value, Project will calculate the new pay rate amount.

Page 159

To customize a resource’s availability over time

  1. Switch to a resource view such as the Resource Sheet view.

  2. Click the name of the resource whose availability you want to change.

  3. On the Standard toolbar, click the Resource Information button.

  4. In the Resource Information dialog box, click the General tab.

  5. In the Resource Availability grid, enter the date ranges and unit values you want.

Page 161

To delay the start of an assignment

  1. On the View menu, click Task Usage or Resource Usage.

  2. Click the assignment you want to delay.

  3. On the Standard toolbar, click the Assignment Information button.

  4. In the Assignment Information dialog box, click the General tab.

  5. In the Start box, type or click the date on which you want the selected resource to start work on the assignment, and then click OK.

Page 163

To apply a contour to an assignment

  1. On the View menu, click Task Usage or Resource Usage.

  2. Click the assignment for which you want to contour to an assignment.

  3. On the Standard toolbar, click the Assignment Information button.

  4. In the Assignment Information dialog box, click the General tab.

  5. In the Work Contour box, click the contour you want, and then click OK.

Page 166

To apply a different cost rate to an assignment

  1. On the View menu, click Task Usage or Resource Usage.

  2. Click the assignment for which you want to apply a different cost rate table.

  3. On the Standard toolbar, click the Assignment Information button.

  4. In the Assignment Information dialog box, click the General tab.

  5. In the Cost Rate Table box, type or click the rate table you want to apply to this assignment, and then click OK.

Page 168

To enter a material resource consumption rate on an assignment

  1. In the Gantt Chart view, click the name of the task to which you want to assign a material resource.

  2. On the Standard toolbar, click the Assign Resources button.

  3. In the Assign Resources dialog box, in the Units field for the material resource, type the consumption rate you want in the format quantity/time period. For example, to specify 20 feet per hour, type 20/hr.

  4. Click the Assign button.

Chapter 9

Fine-Tuning the Project Plan

Page 174

To view resource allocations over time using the Project Guide

  1. On the Project Guide toolbar, click the Report button.

  2. In the Report pane, click the See how resources’ time is allocated link, and then follow the instructions that appear on your screen.

Page 180

To manually resolve resource overallocations by changing assignment units

  1. On the View menu, click More Views, click Resource Allocation, and then click the Apply button

  2. In the Resource Name column, click the name of an assignment for the resource you want to work with.

  3. On the Standard toolbar, click the Assignment Information button.

  4. In the Assignment Information dialog box, click the General tab.

  5. In the Units box, enter the unit value you want, and then click OK.

Page 186

To level overallocated resources

  1. On the Tools menu, click Level Resources, and then choose the leveling options you want.

  2. Click Level Now.

Page 191

To examine project costs and display the project summary task

  1. On the View menu, click More Views, click Task Sheet, and then click the Apply button.

  2. On the Tools menu, click Options.

  3. In the Options dialog box, click the View tab.

  4. Under the Outline options for label, select the Show project summary task check box, and then click the OK button.

  5. On the View menu, point to Table: Entry, and click Cost.

Page 193

To check a project’s finish date

  1. On the Project menu, click Project Information.

  2. In the Project Information dialog box, click the Statistics button.

Chapter 10

Organizing and Formatting Project Details

Page 198

To sort data in a view

  1. Switch to the view or table you want to sort.

  2. On the Project menu, point to Sort, and then click the field by which you want to sort the view. To specify a custom sort, click Sort By, and in the Sort dialog box, choose the options you want.

Page 202

To group data in a view

  1. Switch to the view or table you want to group.

  2. On the Project menu, point to Group By: No Group, and then choose the criteria by which you want to group the view. To specify different grouping options, click Customize Group By, and then choose the options you want in the Customize Group By dialog box.

Page 207

To turn AutoFilter on or off

  • On the Formatting toolbar, click the AutoFilter button

Page 207

To filter data in a view

  1. Switch to the view you want to filter.

  2. On the Project menu, point to Filtered For, and click More Filters.

  3. In the More Filters dialog box, choose the filter you want, and then click the Apply button.

Page 208

To create a custom filter

  1. On the Project menu, point to Filtered For: All Tasks (for task views) or All Resources (for resource views), and then click More Filters.

  2. In the More Filters dialog box, click the New button.

  3. In the Filter Definition dialog box, select the options you want.

Page 210

To remove a filter

  • On the Project menu, point to Filtered For:<filter name>, and then click All Tasks (for task views) or All Resources (for resource views).

Page 211

To create a custom table

  1. On the View menu, point to Table: Entry, and then click More Tables.

  2. In the More Tables dialog box, do one of the following:

    • To create a new table, click the New button.

    • To redefine a table, click the table's name, and then click the Edit button.

    • To create a new table based on another table, click the table's name, and then click the Copy button.

  3. In the Table Definition dialog box, choose the options you want.

Page 215

To create a custom view

  1. On the View menu, click More Views.

  2. In the More Views dialog box, do one of the following:

    • To create a view, click the New button. Select the Single view or Combination view option in the Define New View dialog box, and then click OK.

    • To redefine a view, click the view's name, and then click the Edit button.

    • To create a new view based on another view, click the view's name, and then click the Copy button.

  3. In the View Definition dialog box, choose the options you want.

Chapter 11

Printing Project Information

Page 225

To see the page setup options for views

  1. Switch to a view you want.

  2. On the File menu, click Page Setup.

Page 226

To see the page setup options for reports

  1. On the View menu, click Reports.

  2. In the Reports dialog box, click Custom, and then click the Select button.

  3. In the Custom Reports dialog box, click a report, and then click the Setup button.

Page 229

To preview a view before printing

  • On the File menu, click Print Preview.

Page 229

To work in the Print Preview window

  1. On the File menu, click Print Preview.

  2. Do one of the following:

    • To navigate between pages of a multi-page print job, click a page navigation but ton.

    • To zoom out to see all pages of a print job, click the Multiple Pages button.

    • To change page setup options such as header or legend text, click the Page Setup button, and choose the options you want.

    • To display the Print dialog box and set other options, or to print what you see in the Print Preview window, click the Print button.

    • To exit the Print Preview window, click the Close button.

Page 234

To print a predefined report

  1. On the View menu, click Reports.

  2. In the Reports dialog box, click the category of report you want, and then click the Select button.

  3. In the dialog box that appears next, click the specific report you want to print, and click the Select button.

  4. In the Print Preview window, click Print.

Page 234

To edit a predefined report

  1. On the View menu, click Reports.

  2. In the Reports dialog box, click the category of report you want, and then click the Select button (or for custom reports, click the Preview button).

  3. In the dialog box that appears next, click the specific report you want to edit, and then click the Edit button.

  4. In the dialog box that appears next, choose the options you want.

Chapter 12

Publishing Project Information Online

Page 242

To save a snapshot of a view as a GIF image

  1. Set up the view with the specific details (such as the table, filter, or group) you want.

  2. On the Standard toolbar, click the Copy Picture button.

  3. Under the Render Image label, click To GIF image file, and then specify the file name and location you want.

  4. Select whatever other options you want, and click OK.

Page 246

To customize how Project saves a Web page

  1. On the File menu, click Save As Web Page.

  2. Specify the file name and location you want, and click the Save button.

  3. In the Export Wizard, select the options you want.

Chapter 13

Sharing Project Information with Other Programs

Page 256

To copy text from a Project table to the Windows Clipboard

  1. Set up the table to display only the data you want to copy—for example, apply a filter or insert or hide columns.

  2. Select the range of data you want to copy.

  3. On the Edit menu, click Copy Cell, Copy Task, or Copy Resource.

Page 258

To copy a snapshot of a view to the Windows Clipboard

  1. Set up the view with the specific details (such as tables, filters, or groups) you want.

  2. On the Standard toolbar, click Copy Picture.

  3. In the Copy Picture dialog box, click either For screen, to optimize the snapshot for online viewing, or For printer, to optimize it for printing.

  4. Select whatever other options you want, and then click OK.

Page 260

To create a new Project summary report for Word, PowerPoint, or Visio

  1. On the View menu point to Toolbars, and click Analysis.

  2. On the Analysis toolbar, click the Copy Picture to Office Wizard button, and then follow the instructions that appear on your screen.

Page 265

To open a file in a different format in Project

  1. On the File menu, click Open.

  2. In the Files of type box, click the file format you want.

  3. Locate and click the specific file you want to open, and then click the Open button.

  4. If the file you selected is not in Project format, the Import Wizard appears. Follow the instructions that appear on your screen.

Page 271

To save a Project file in a different format

  1. On the File menu, click Save As.

  2. In the Save As dialog box, click the location, and enter the file name you want.

  3. In the Save as type box, click the format you want, and then click the Save button.

  4. Follow the instructions that appear on your screen in the Export Wizard.

Chapter 14

Tracking Progress on Tasks and Assignments

Page 279

To update a baseline

  1. On the Tools menu, point to Tracking, and then click Save Baseline.

  2. In the Save Baseline dialog box, select the baseline you want to update.

  3. Under For, click either Entire project or Selected tasks.

Page 283

To enter task-level or assignment-level actual work values

  1. On the View menu, click Task Usage.

  2. On the View menu, point to Table: Usage, and then click Work.

  3. Enter the actual work values you want for a task or assignment in the Actual column.

Page 283

To enter daily (or other time period’s) actual work values per task or assignment

  1. On the View menu, click Task Usage.

  2. Click the name of the task or assignment for which you want to enter actual values.

  3. On the Standard toolbar, click the Go To Selected Task button.

  4. On the Format menu, point to Details, and click Actual Work.

  5. In the timescale grid, enter the task or assignment value you want in the Act. Work field.

Page 297

To reschedule uncompleted work

  1. On the Tools menu, point to Tracking, and then click Update Project.

  2. Click Reschedule uncompleted work to start after, and in the date box type or click the date you want.

Chapter 15

Viewing and Reporting Project Status

Page 303

To identify tasks that have slipped in a view

  • On the View menu, click Tracking Gantt.

Page 305

To filter for tasks that have slipped

  1. On the Project menu, point to Filtered For: All Tasks, and then click More Filters.

  2. In the More Filters dialog box, click Slipping Tasks, and then click the Apply button.

Page 306

To see schedule variance

  • On the View menu, point to Table: Entry, and then click Variance.

Page 309

To see task costs in a view

  1. On the View menu, click More Views.

  2. In the More Views dialog box, click Task Sheet and then click Apply.

  3. On the View menu, point to Table: Variance, and click Cost.

Page 312

To see task costs and overbudget tasks using the Project Guide

  1. On the Project Guide toolbar, click the Report button.

  2. In the Report pane, click the See project costs link.

  3. In the Project Costs pane under Apply a filter, click Cost Overbudget.

Page 314

To sort resources by cost

  1. On the View menu, click Resource Sheet.

  2. On the View menu, point to Table: Entry and click Cost.

  3. On the Project menu, point to Sort, and click Sort By.

  4. In the Sort dialog box, in the Sort By box, click Cost, and then select the Descending option.

  5. Make sure the Permanently renumber resources check box is cleared, and then click the Sort button.

Page 315

To sort resources by cost variance

  1. On the View menu, click Resource Sheet.

  2. On the View menu, point to Table: Entry and click Cost.

  3. On the Project menu, point to Sort and click Sort By.

  4. In the Sort dialog box, in the Sort By box, click Cost Variance.

  5. Make sure the Permanently renumber resources check box is cleared, and then click the Sort button.

Chapter 16

Getting Your Project Back on Track

Page 330

To edit resource assignments’ work values

  1. On the View menu, click Resource Usage.

  2. In the Work column, edit the values you want.

Page 332

To replace one resource with another

  1. On the View menu, click Task Usage.

  2. Click the Task Name column heading.

  3. On the Standard toolbar, click the Assign Resources button.

  4. In the Assign Resources dialog box, in the Resource Name column, click the name of the resource you want to replace, and then click the Replace button.

  5. In the Replace Resource dialog box, click the name of the replacement resource, and click OK.

Page 334

To filter for critical tasks

  1. On the Project menu, point to Filtered For: All Tasks, and then click Critical.

Page 335

To enter overtime work values in the Task Form

  1. On the View menu, click Gantt Chart.

  2. On the Window menu, click Split.

  3. Click anywhere in the Task Form, on the Format menu, point to Details, and then click Resource Work.

  4. In the Ovt. Work column for the resource to which you want to assign overtime work, enter the number of hours of overtime work you want.

Chapter 17

Applying Advanced Formatting

Page 344

To format bar styles in a Gantt chart view

  1. On the Format menu, click Bar Styles.

  2. In the Bar Styles dialog box, select the options you want.

Page 349

To display horizontal gridlines on the chart portion of a Gantt chart view

  1. On the Format menu, click Gridlines.

  2. In the Lines to change box, make sure that Gantt Rows is selected, and then in the Type box, click the type of line you want.

Page 354

To format bars in the Calendar view

  1. On the View menu, click Calendar.

  2. On the Format menu, click Bar Styles.

  3. In the Bar Styles dialog box, select the options you want.

Chapter 18

Customizing Project

Page 361

To copy a custom element from one project plan to another through the Organizer

  1. First open the project plan that contains the custom element (such as a custom table), and then open the project plan to which you want to copy the custom element.

  2. On the Tools menu, click Organizer.

  3. Click the tab name that corresponds to the type of custom element you want to copy.

  4. In the <Custom Elements> available in drop-down list on the left side of the Organizer dialog box, click the name of the project plan that contains the custom element.

  5. Click the Copy button.

Page 365

To record a macro

  1. On the Tools menu, point to Macro, and then click Record New Macro.

  2. In the Macro name box, enter a name for the macro (no spaces allowed).

  3. In the Store macro in box, click This Project to store the macro in the active project plan, or Global File to store it in the global template.

  4. Click OK.

  5. Perform the actions you want recorded in the macro.

  6. On the Tools menu, point to Macro, and then click Stop Recorder.

Page 368

To run a macro

  1. On the Tools menu, point to Macro, and then click Macros.

  2. In the Macro name box, click the name of the macro you want to run, and then click the Run button.

Page 369

To edit a macro in the Visual Basic Editor

  1. On the Tools menu, point to Macro, and then click Macros.

  2. In the Macro name box, click the name of the macro you want to edit, and then click the Edit button.

  3. In the Visual Basic Editor, edit the macro.

  4. On the File menu in the Visual Basic Editor, click Close and Return to Microsoft Project.

Page 374

To create a custom toolbar

  1. On the Tools menu, point to Customize, and then click Toolbars.

  2. Click the Toolbars tab.

  3. Click the New button.

  4. In the Toolbar Name box, type the toolbar name you want, and then click OK.

Page 375

To add a command to a custom toolbar

  1. On the Tools menu, point to Customize, and then click Toolbars.

  2. Click the Commands tab.

  3. In the Categories list, click the category you want.

  4. Drag the command you want from the Commands list to the custom toolbar.

Page 377

To edit the graphic image and text that appears on a custom toolbar button

  1. On the Tools menu, point to Customize, and then click Toolbars.

  2. Click the Commands tab.

  3. Click the custom button you want to modify on the custom toolbar.

  4. Click the Modify Selection button, and then point to Change Button Image.

  5. In the list of images that appears, click the image you want.

  6. Click Modify Selection, and in the Name box, type the text you want for the custom button name.

Chapter 19

Measuring Performance with Earned Value Analysis

Page 383

To set the project status date

  1. On the Project menu, click Project Information.

  2. In the Project Information dialog box, in the Status Date box, type or click the status date you want, and click OK.

Page 383

To view earned value schedule indicators

  1. On the View menu, click More Views.

  2. In the More Views dialog box, click Task Sheet and then click Apply.

  3. On the View menu, point to Table: Entry, and click More Tables.

  4. In the More Tables dialog box, click Earned Value Schedule Indicators, and click the Apply button.

Page 385

To view earned value cost indicators

  1. On the View menu, click More Views.

  2. In the More Views dialog box, click Task Sheet and then click Apply.

  3. On the View menu, point to Table: Entry, and click More Tables.

  4. In the More Tables dialog box, click Earned Value Cost Indicators, and click the Apply button.

Chapter 20

Consolidating Projects and Resources

Page 393

To create a resource pool

  1. Create a new project plan.

  2. Save the new project plan that will become a resource pool.

  3. Open one of the project plans you want to make a sharer plan.

  4. On the Tools menu, point to Resource Sharing, and click Share Resources.

  5. Under Resources for <Sharer Plan Name>, click Use resources.

  6. In the From list, click the name of your resource pool, and click OK to close the Share Resources dialog box.

  7. If you have more than one sharer plan, open another sharer plan.

  8. Repeat steps 3 through 7 for the other sharer plans.

Page 397

To view assignment details in the resource pool

  1. On the View menu, click Resource Usage.

  2. In the Resource Name column, click the name of a resource.

  3. On the Window menu, click Split to display the Resource Form.

Page 400

To update a resource’s working time in the resource pool

  1. Open the resource pool as read-write.

  2. On the View menu, click Resource Usage.

  3. In the Resource Name column of the Resource Usage view, click the name of the resource whose working time you want to change, and click the Resource Information button.

  4. In the Resource Information dialog box, click the Working Time tab.

  5. In the calendar below the Select Date(s) label, drag the vertical scroll bar or click the up or down arrow buttons until the month and year you want appears.

  6. Click the dates you want to designate as nonworking time.

  7. Under Set selected date(s) to, click Nonworking time, and click OK to close the Resource Information dialog box.

Page 402

To update working time for all sharer plans from the resource pool

  1. Open the resource pool as read/write.

  2. On the Tools menu, click Change Working Time.

  3. In the Change Working Time dialog box, in the For box, click the base calendar you want to change, for example Standard (Project Calendar).

  4. In the calendar below the Select Date(s) label, drag the vertical scroll bar or click the up or down arrow buttons until the month and year you want appears, and then click the specific days you want to make nonworking time.

  5. Under Set selected date(s) to, click Nonworking time.

  6. Click OK to close the Change Working Time dialog box.

Page 404

To link new project files to the resource pool

  1. Open the resource pool as read/write.

  2. On the Standard toolbar, click the New button.

  3. On the Tools menu, point to Resource Sharing, and click Share Resources.

  4. In the Share Resources dialog box, under Resources for <File Name>, click Use resources.

  5. In the From list, click the name of the resource pool, and click OK to close the Share Resources dialog box.

  6. Save the sharer plan and resource pool.

Page 406

To edit a sharer plan and update the resource pool

  1. Open a sharer plan.

  2. When prompted, open the resource pool.

  3. In the sharer plan, make changes to assignments.

  4. On the Tools menu, point to Resource Sharing, and click Update Resource Pool.

Page 410

To create a consolidated project plan

  1. On the Standard toolbar, click the New button.

  2. Save the new project plan.

  3. On the Insert menu, click Project.

  4. In the Insert Projects dialog box, locate and click the project plan you want to insert into the consolidated project plan. To select multiple plans, hold down the [Ctrl] key while you click the name of each plan.

  5. Click the Insert button.

Page 413

To create task dependencies between projects

  1. Open the two project plans between which you want to create a task dependency.

  2. Switch to the project plan that contains the task you want to make the successor task.

  3. On the View menu, click Gantt Chart.

  4. Click the name of the task you want to make the successor task.

  5. On the Standard toolbar, click the Task Information button.

  6. Click the Predecessors tab.

  7. In the ID column, click the next empty cell below any other predecessor tasks, and enter the name of the predecessor task from the other project file in this format: Filename\Task ID.

  8. Press [Enter], and click OK to close the Task Information dialog box.

Chapter 21

Planning Work with Project Server

Note

These procedures require Project Professional with access to Project Server.

Page 422

To create a new plan based on a template (project manager activity)

  1. In Project Professional, on the File menu click New.

  2. In the New Project pane, under Templates click On my computer.

  3. In the Templates dialog box, click the Project Templates tab, and double-click the template you want.

Page 427

To run the Resource Substitution Wizard (project manager activity)

  1. In Project Professional, open an enterprise project plan that contains generic or work resources that you want to replace.

  2. On the Tools menu, click Substitute Resources

  3. In the Resource Substitution Wizard, follow the instructions that appear on your screen.

Page 437

To publish a project plan to Project Server (project manager activity)

  1. In Project Professional, develop a project plan to the point that you are ready to publish it to Project Server.

  2. On the Collaborate menu point to Publish, and then click All Information.

  3. To republish updated information, on the Collaborate menu point to Publish, and then click New and Changed Assignments.

Chapter 22

Tracking Work with Project Server

Note

These procedures require Project Professional or Project Web Access with access to Project Server, or Outlook with the Outlook integration add-in installed from Project Server.

Page 442

To report task changes through Project Web Access (resource activity)

  1. Log in to Project Web Access.

  2. Click the Tasks tab to display the Tasks Center.

  3. In the Tasks Center, record the actual work, percent complete, or other task status you want.

  4. Click Update All.

Page 442

To report upcoming nonworking time through Project Web Access (resource activity)

  1. Log in to Project Web Access.

  2. Click the Tasks tab to display the Tasks Center.

  3. Click the Notify your manager of time you will not be available for project work in the pane on the left.

  4. Record the type of nonworking time you want to report, and then click Submit.

Page 446

To manage tasks through the Outlook calendar (resource activity)

  1. Start Outlook and display the calendar.

  2. Do one of the following:

    • To import new or updated task assignments, click the Import New Assignments button on the Project Web Access toolbar.

    • To record progress on an assignment, double-click the assignment’s appointment in the calendar, click the Project Web Access tab, and record the values you want.

Page 451

To accept task changes from resources (project manager activity)

  1. Log in to Project Web Access.

  2. Click the Updates tab to display the Updates Center.

  3. For the task changes you want to accept, click in the Accept? column and in the drop-down list that appears click Accept.

  4. Click Update.

  5. After Project Server updates the affected plans in Project Professional, evaluate the impact of the task changes on the overall schedule.

Page 456

To see multi-project status and drill into a specific project (executive or other stakeholder activity)

  1. Log in to Project Web Access.

  2. Click the Projects tab to display the Project Center.

  3. Change the display options or active view to see the projects published to Project Server.

  4. To display information for a specific project, in the Project Name column click the name of the project you’d like to see.

Chapter 23

Managing Risks, Issues, and Documents with Project Server

Note

These procedures require Windows SharePoint Services integrated with Project Server.

Page 464

To create a new risk (executive, project manager, or resource activity)

  1. Log in to Project Web Access.

  2. Click the Resources tab, and then select a project with which you want to associate a risk.

  3. Enter the risk information you want.

Page 467

To create a new issue (executive, project manager, or resource activity)

  1. Log in to Project Web Access.

  2. Click the Issues tab, and then select a project with which you want to associate an issue.

  3. Enter the issue information you want.

Page 470

To upload a document (executive, project manager, or resource activity)

  1. Log in to Project Web Access.

  2. Click the Documents tab, and then select a project with which you want to associate a document.

  3. In the document library, click Upload Document, and locate the document you want.




Microsoft Office Project 2003 Step by Step
MicrosoftВ® Office Project 2003 Step by Step (Step by Step (Microsoft))
ISBN: 0735619557
EAN: 2147483647
Year: 2003
Pages: 199

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