Microsoft Project 2016: Up To Speed
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About this ebook
The Project 2016: Up To Speed guide helps you to get up and running quickly with the world's most popular project management application. This handy step-by-step guide is written from scratch, starting with basic Microsoft Project and project management topics and moving on to more advanced features of application, designed to help you to become more productive more quickly. Though comprehensive, the information in this book is presented in a clear, concise manner with screenshots providing helpful visual guidance all along the way.
In no time at all you're be creating and updated project files, managing resources, linking and scheduling task, tracking project progress, updating costs, updating work performance and much more.
Some of the topics include:
Understanding Project Management
A Look at the Project Environment
Creating a New Project
Entering Project Information
Creating a Project Calendar
Setting Project Options
Using Tell Me to Obtain Help
Entering, Editing & Rearranging Tasks
Inserting & Deleting Tasks
Adding a Project Summary Task
Outlining Tasks
Adding Recurring Tasks
Understanding Task Relationships
Linking Tasks
Adding Lead Time & Lag Time
Changing Task Dependency
Splitting Tasks
Setting Task Constraints
Setting Task Deadlines
Working in Network Diagram View
Entering Resources
Creating a Resource Calendar
Assigning Resources to Tasks
Filtering Resources
Entering Resource Costs
Entering Fixed Costs
Using the Cost Table
Working in Calendar View
Formatting a Gantt Chart
Using Split Views
Using Task Usage & Resource Usage Views
Sorting Tasks & Resources
Using AutoFilters
Using Tables
Printing a View
Identifying Slack in a Project
Saving a Baseline Plan
Saving an Interim Plan
Overallocated Resources
Leveling Overallocated Resources
Updating & Tracking Projects
Updating Task Progress
Updating Work Performed
Manually Updating Costs
Rescheduling Uncompleted Tasks
Filtering Tasks
Importing a Task List
Exporting Project Data
Using the Copy Picture Command
Printing a View as a Report
Viewing Standard Reports
Customizing a Report
Modifying Report Formatting
Modifying a Header and a Footer
Inserting a Graphic into a Report
Creating Visual Reports
Work with Visual Report Templates
Creating a Resource Pool
Linking Projects to a Resource Pool
Updating Resource Pool Information
Consolidating Projects
Linking Tasks between Projects
Sharing Elements between Projects
Creating a Project Plan Template
Formatting Bar Styles
Formatting Timescales
Creating Custom Fields, Tables and Views
Creating Custom Groups
Using Drawing Tools
Creating & Running a Macro
...and more
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Reviews for Microsoft Project 2016
2 ratings1 review
- Rating: 5 out of 5 stars5/5This is an excellent source to learn Microsoft Project- whether a beginner or all the way up to an experienced user! Pictures to go along with the steps make the concepts pop and ingrain further in your mind. A definite must when beginning to use MS Project!
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Book preview
Microsoft Project 2016 - R.M. Hyttinen
Copyright & License Notes
Project 2016: Up to Speed
By R.M. Hyttinen
Copyright © 2016 by R.M. Hyttinen. All rights reserved.
Published by PCM Courseware, Milwaukee, Wisconsin.
http://pcmcourseware.com
ISBN: 978-1-943005-02-4
Examples used in this book are fictional. Any resemblance to actual persons living or dead, businesses, incidents, organization or events is purely coincidental.
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, without the prior permission of the Publisher. Although every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors and omissions. Nor is any liability assumed for damages resulting from the use of information contained within.
If you found this book helpful, please consider leaving a review wherever you purchased this book. Also consider telling your friends about it to help me spread the word about my book.
Thank you so much for supporting my work!
License Notes
This e-book is licensed for your personal enjoyment only. This e-book may not be re-sold, given away to other people or used in any type of training classes. If you would like to share this book with another person, please purchase an additional copy for each recipient. If you’re reading this book and did not purchase it, or it was not purchased for your use only, then please return to your favorite e-book retailer and purchase your own copy. Thank you for respecting the hard work of this author.
Trademark Acknowledgements
Microsoft, Windows and Microsoft Project are registered trademarks of the Microsoft Corporation. All other known trademarks have been appropriately capitalized and are the property of their respective owners.
TABLE OF CONTENTS
Copyright & License Notes
Introduction
Chapter 1 – The Basics
Understanding Project Management
Launching Microsoft Project
The Project Environment
Creating a New Project
Entering Project Information
Creating a Project Calendar
Saving and Closing a Project
Opening an Existing Project
Hiding the Ribbon
Setting Project Options
Using Tell Me to Obtain Help
Chapter 2 - Working with Tasks
Entering Tasks
Editing Tasks
Rearranging Tasks
Inserting and Deleting Tasks
Adding a Project Summary Task
Outlining Tasks
Adding a Recurring Task
Displaying WBS Codes
Customizing WBS Codes
Chapter 3 - Linking & Scheduling Tasks
About Task Relationships
Linking Tasks
Adding Lead Time and Lag Time
Changing Task Dependency
Splitting Tasks
Setting Task Type
Setting Task Constraints
Setting Milestone Tasks
Setting Task Deadlines
Inspecting a Task
Working in Network Diagram View
Chapter 4 - Resources & Costs
Entering Resources
Creating a Resource Calendar
Assigning Resources to Tasks
Filtering Resources
Effort-Driven Scheduling
Entering Resource Costs
Entering Fixed Costs
Using the Cost Table
Chapter 5 - Working with Views
Working in Calendar View
Formatting a Gantt Chart
Using More Views
Using Split Views
Using Task Usage & Resource Usage Views
Sorting Tasks & Resources
Using AutoFilters
Using Tables
Printing a View
Chapter 6 - Finalizing the Plan
Identifying Slack in a Project
Saving a Baseline Plan
Saving an Interim Plan
Overallocated Resources
Leveling Overallocated Resources
Chapter 7 - Updating & Tracking Projects
Updating Task Progress
Updating Work Performed
Manually Updating Costs
Rescheduling Uncompleted Tasks
Filtering Tasks
Displaying Variances
Viewing Progress Lines
Chapter 8 - Working with Data from Other Applications
Copying and Pasting to Other Applications
Importing a Task List
Creating an Import Map
Exporting Project Data
Using the Copy Picture Command
Chapter 9 - Working with Reports
Printing a View as a Report
Viewing Standard Reports
Customizing a Report
Modifying Report Formatting
Modifying a Header and a Footer
Inserting a Graphic into a Report
Adjusting Report Margins
Printing a Report
Creating Visual Reports
Work with Visual Report Templates
Chapter 10 - Managing Multiple Projects
Creating a Resource Pool
Linking Projects to a Resource Pool
Updating Resource Pool Information
Consolidating Projects
Linking Tasks between Projects
Sharing Elements between Projects
Creating a Project Plan Template
Chapter 11 - Formatting a Project File
Formatting Bar Styles
Changing Bar Styles
Formatting Timescales
Creating Custom Fields
Creating Custom Tables
Creating Custom Views
Creating Custom Groups
Using Drawing Tools
Creating a Macro
Running a Macro
Introduction
As the author and founder of PCM Courseware, I am delighted to bring you the latest in our Up To Speed series of guides: Microsoft Project 2016 - Up To Speed. Since 2003, PCM Courseware has been publishing innovative Print-On-Demand
electronic courseware for both the PC and the Macintosh and beginning with the Up to Speed series, we are now creating software guides for everyone, not just for software trainers.
My mission is to create guides to make learning technology concepts easy, no matter what kind of learner you are. The guides are simple to use yet comprehensive in their effectiveness. Many students find the step-by-step
approach of our manuals to be a valuable self-study resource.
You do not need to read the book sequentially, although this can certainly be helpful if you are just starting out with Microsoft Project. I’ve written the book from scratch, starting with basic Project and Project Management topics and moving on to more advanced features of the application, designed to help you to become more productive more quickly.
If you are looking to accomplish a specific task, be sure to take advantage of the handy Table of Contents.
So let’s get started with Microsoft Project 2016 – Up to Speed.
Chapter 1 – The Basics
Understanding Project Management
Welcome to Microsoft Project 2016! Microsoft Project is a powerful project management tool that allows you to track the progress of your projects. Microsoft Project can help you to control your time, money and resources as well as schedule and track every task related to a project. Project management involves planning, scheduling, controlling and monitoring the work activities of a project to ensure that things are progressing according to schedule.
It might first be helpful to determine exactly what a project is. A project can be defined as a one-time organized undertaking with a definite beginning and end toward the attainment of a specific goal. A project may involve a single person or teams of hundreds or thousands of people. The end of a project is attained when the project’s objectives have been reached.
A project is generally divided into phases to provide better management control. Taken together, these phases are known as the project life cycle. The phases that make up the project life cycle as well as the activities related to each phase are as follows:
Initiation Phase - Defining the project and determining the beginning of a project.
Planning Phase - Scheduling of resources and tasks, budgeting, creating a work breakdown structure, determining sequence of project events and tasks, and identifying resource requirements.
Implementation/Controlling Phase - Monitoring project progress, progress reporting, taking necessary corrective measures to ensure the project terminates on time and on budget.
Close-out Phase - Reporting outcomes, formalizing the termination of the project
The key to a successful project is careful planning and monitoring of your project by keeping track of project tasks, costs, resources, and project schedules. Careful monitoring allows you to identify any possible obstacles and modify any project components if necessary. With Microsoft Project, you can handle large or small projects effectively.
Launching Microsoft Project
Launching Project depends on which version of Windows you are using and what has happened since installation. If you are using the latest version of Windows 10, click the Start button and scroll down the list of applications until you see Project 2016. If you are using Windows XP, Windows Vista or Windows 7, you can launch Project from the Start Menu – Start > All Programs > Microsoft Office > Project 2016.
To Launch Microsoft Project 2016, follow these steps:
1. If you are running the latest version of Windows 10, click the Start button and scroll downward until you see Project 2016. You can also click the Start button and type: Project until the application is highlighted.
2. If you are using Windows 8, click the Project 2016 tile on the Start screen (if you don’t see a Project 2016 tile, type: Project until the application is highlighted).
3. If using Windows XP, Windows Vista or Windows 7, click the Start button on the Taskbar and trace to All Programs > Project 2016.
4. Click Blank Project.
The Project Environment
When you first start Microsoft Project, the application opens to a new blank project file named Project 1. Gantt Chart view is the default view of Project 2016. The default Project screen is shown in the screen shot below. We will be working with each piece of the Project window in detail in subsequent lessons.
If you are coming to Project 2016 from an older version of Project, you will immediately notice that the user interface has been completely redesigned.
The menu and toolbar system have been replaced by the Ribbon.