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Microsoft

Project

2007

Quick Reference Tutorial


Key Terms

The Project Interface

Project

In a business sense, a project is


an undertaking that will
accomplish a specific task, such
as the launch of a new product,
an office party, or writing a
report.

Project
Management

The art of aligning resources and


schedules to accomplish all of
the tasks required for a project.

Resource

A person or thing that will be


used to accomplish a task. For
example, wood and carpenters
would both be resources needed
to build a house.

Task

Something that must be achieved


for your project to be successful.
For example, wood must be used
to build a house.

Constraint

Constraints restrict the start and


finish date of tasks.

Duration

How long the task will take to


complete.

Work

Labor needed to complete the


task.

Units

If a resource is needed to
complete the task, how much will
be required.

Effort-driven

These types of tasks will be


completed by people.

Material
driven

These types of tasks will be


completed by resources.

Keyboard Shortcuts
Open a new project

Ctrl + N

Save a file

Ctrl + S

Open a file

Ctrl + O

Print a project

Ctrl + P

Close Project

Alt + F4

Select All

Ctrl + A

Copy text

Ctrl + C

Cut text

Ctrl + X

Paste text

Ctrl + V

Undo last action

Ctrl + Z

Redo last action

Ctrl + Z

Find text

Ctrl + F

Replace text

Ctrl + H

New Task

Insert Key

Open Task Information

Shift + F2

2005 Velsoft Courseware Inc. All rights reserved.

Title Bar (1)

This tells you what program youre working in (Microsoft


Project) and what project (Project1). By default, Microsoft
Project 2007 names unsaved projects Project1, Project2, and
so on.

Menu Bar (2)

Click any of these commands to see a list of possible options,


then, click any of the options to perform that action.

Type a Question (3)

If you have a question, type it here!

Document Controls (4)

Toolbars (5, 6)

These buttons let you minimize (


), maximize/restore (
or close () a certain project or the Project application.

),

Toolbars have icons, which are small buttons with pictures


that represent actions. When you click the button, that action
will happen. For example, you could click the
standard toolbar and your project would save.

icon on the

Task Panes (7)

Task panes can display lots of different information, functional


options, wizards, or links to other task panes or resources.
You can navigate through task panes almost like pages in a
browser.

Project Window (8)

This is where you will enter your projects task information. In


this image, you can see the task entry panel on the right and
the Gantt chart (with dates listed at the top like a timeline) on
the left.

Status Bar (9)

This bar can provide information on the current status of your


application.

Scroll Bars (10, 11, 12)

Use these bars to view different parts of your window. You


can use the arrows to move the view to the left or right, or
drag the scroll bar to where you want it.

Velsoft Quick Reference Tutorial

Entering a New Task


By default, Project will open to the task
entry screen. Just type your task name
and durations in the list.

Calendar Types
Duration abbreviations:
m
h
d
w
mo
y

Minute
Hour
Day
Week
Month
Year

Fields Captured for a Baseline


Tasks

There are three types of calendars in Microsoft Project:


Project calendar

This is 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.

Duration
Start

There are also three base calendars, which are like calendar templates.

Finish
Work

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.

Cost
Assignments Start
Finish
Work
Cost
Resources

Work
Cost

Constraint Types

Task Types

Name

Description

Type

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)

Specify the earliest possible date that


this task can start.

Flexible

Finish No Earlier Specify the earliest possible date that


Than (FNET)
this task can finish.

Flexible

Start No Later
Than (SNLT)

Specify the latest possible date that this


task can start.

Flexible

Finish No Later
Than (FNLT)

Specify the latest possible date that this


task can finish.

Flexible

Must Start On
(MSO)

Specify the date that this task must start


on.

Inflexible

Must Finish On
(MFO)

Specify the date that this task must finish Inflexible


on.

Planning Your Project

First, create a general outline of the project. Youll want to think


about what the end result of the project will be. Youll also want to
think about the general timeline, budget, and resources that you will
have available.
Next, create a task list. In this list you may want to specify how long
each task is going to take, which tasks are going to be dependent on
others, and which ones need to be broken down into sub-projects.
Next, make a list of resources.
Last but not least, think about your costs. You may even want to
prepare a formal budget.

2005 Velsoft Courseware Inc. All rights reserved.

Task Type

Explanation

Fixed
duration

Duration for
Units
these tasks will
not change.

Fixed
units
(default
task type)

Fixed
Work

This tasks
units will
remain
constant.

This tasks
work will
remain
constant.

If you
change

Project
recalculates

Effort or
material
driven

Work

Either

Duration

Work

Work

Units

Units

Duration

Duration

Work

Work

Duration

Units

Duration

Duration

Units

Work

Duration

Either

Effort
driven

Printing Your Project


File Print
Ctrl + P
Print icon (

) on the standard toolbar

Print Preview screen


Page Setup dialogue
Project Guide
Velsoft Quick Reference tutorial.

Microsoft

Project

2007

Quick Reference Tutorial


Viewing the WBS Code

Using the Project Guide to Track Progress

1.

Switch to any table view.

1.

Click the Track arrow.

2.

Right-click a column header.

2.

Click Check the progress of the project.

3.

Click Insert Column.

4.

Choose WBS for the field name.

5.

Click OK.

3.

Specify a status date.

4.

Use filters and groups to gather data.

Creating a Custom Filter


1.

Click the Project menu.

2.

Click Filtered For. Click More Filters.

3.

Choose Task or Resource.

4.

Click New.

5.

Enter your criteria.

6.

Click OK.

Status Indicators
Task is complete.
Task is not complete, but all scheduled work has been completed by the status
date.
All scheduled work has not been completed by the status date.

Creating a Custom Toolbar


Blank
1.

Right-click in a blank space beside the menu.

2.

Click Customize.

3.

Click the Toolbars tab.

4.

Click New.

5.

Enter a name for the toolbar.

6.

Use the Commands tab of the Customize dialogue


to add buttons to your toolbar.

2005 Velsoft Courseware Inc. All rights reserved.

Task isnt scheduled to start until after the status date.

Task Type Overview


Task Type

Explanation

Must be Effort
Driven?

Fixed Duration

Duration for these tasks will not change.

No

Fixed Units
(Default Type)

This tasks units will remain constant.

No

Fixed Work

This tasks work will remain constant.

Yes

Velsoft Quick Reference Tutorial

Creating and Using Cost Resources

New addition to Project 2007.


Like a fixed cost, a cost resource has no relationship to
the work required for a task or the amount of work
resources applied to the task.
Unlike a fixed cost, multiple cost resources can be
assigned to a task.

To create a cost resource:


1. Switch to Resource Sheet view.
2. Type the name for the resource.
3. Choose Cost for the resource type.
To use a cost resource:
1. Switch to Gantt Chart view.
2. Select a task.
3. Click the Tools menu and click Assign Resources.
4. Choose your cost resource.
5. Enter a monetary value.

Progress Line Types

Permanent Progress Line


(circled in red)

Choose to always display the


current progress line, at the
current date or the status date.

Recurring Progress Lines


(circled in blue)

Choose a date to have a


progress line appear at every
day, week, or month.

Selected Progress Lined (circled Set specific dates to have


in green)
progress lines appear.

Interpreting Progress Lines

Right-facing peaks (in orange)

Task is ahead of schedule.

Left-facing peaks (in blue)

Task is behind schedule.

Straight line (in green)

Task is on schedule.

Tasks untouched by the progress line


(in red)

In the future, not affected by the


progress line.

Linking a Project to a Resource Pool Unlinking a Project from a Resource Pool


1.

Open the project.

1.

Open the project.

2.

Open the resource pool.

2.

Open the resource pool.

3.

Click the Tools menu. Choose Resource Sharing and click


Share Resources.

3.

Click the Tools menu. Choose Resource Sharing and click Share
Resources.

4.

Choose Use resources from... and select your file.

4.

Choose Use own resources.

5.

Set precedence options. Click OK.

5.

Click OK.

2005 Velsoft Courseware Inc. All rights reserved.

Velsoft Quick Reference Tutorial.

Microsoft

Project

2007

Quick Reference Tutorial


Using Multiple Views
Click the Window menu and click Split. Now you can choose whatever
view you want for each half of the window.

Creating a Visual Report


1.

Click the Reports menu.

2.

Click Visual Reports.

3.

Choose a category.

4.

Click a report.

5.

Click Edit Template.

Using AutoFilter
You will find this command on the Standard toolbar. It adds a drop-down
menu to the top of each column. You can then click the menu and click
an option. Then, only the rows that match this value will be shown.

Task Link Types


Finish to Start (FS)

When the predecessor task finishes, the


successor task will start.

Finish to Finish (FF)

When the predecessor task finishes, the


successor task will finish.

Start to Start (SS)

When the predecessor task starts, the


successor task will start.

Start to Finish (SF)

When the predecessor task starts, the


successor task will finish.

Scheduling Overtime
1.

Switch to Gantt Chart view.

2.

Click the Window menu.

3.

Click Split.

4.

Right-click the task form.

5.

Click Resource Work.

6.

Select the task.

7.

Enter the overtime work.

Using Lag Time and Lead Time


Lag time and lead time allow you to delay or overlap linked tasks.

Note that although scheduling overtime will decrease the duration of the
task, it will increase the cost as more work is required.
2005 Velsoft Courseware Inc. All rights reserved.

Velsoft Quick Reference Tutorial

Using Templates

Using Change Highlighting

1. Click the File menu and click New.


2. In the New Project task pane, click On Computer.
3. Choose your template.

This is a new feature in Project 2007. When you make a


change to a task, other tasks that change as a result will be
highlighted in blue.
You can enable or disable this feature from the View menu.

To enable the preview option, open the template and check Save template preview in File
Properties.

Contour Indicators
Flat

This is the default contour. Work is spread out


evenly over the task duration.

Task Indicators
No indicator

This task has a note attached to it.

Back Loaded

Work peaks at the end of the task duration.

This task has a hyperlink attached to it.

Front Loaded

Work peaks at the beginning of the task


duration.

Project has estimated that this task will finish later


than its deadline date.

Double Peak

Work peaks twice during the task.

This task has an inflexible constraint.

Early Peak

Work peaks early in the task.

This task has a flexible constraint.

Late Peak

Work peaks late in the task.

This task has not been completed in the constraint


time frame.

Bell

Work ramps up, goes to full-time, and then


ramps down.

Indicates a recurring task.

Turtle

Work ramps down slightly at the beginning


and end of the task.

Indicates a completed task.


This task is an inserted project.

The Project Equation


Projects scheduling tools revolve around this equation:

Task Duration = Total Work / Resource Units


If you modify a tasks duration, Project will ask you if it is because the total work or the
resource units have changed. Likewise, if you assign more or less resources, the task
duration and total work will change accordingly. Remember that Project now features
Change Highlighting, which makes it easy to see how a particular change affects other
tasks.
2005 Velsoft Courseware Inc. All rights reserved.

Using Task Drivers


Task drivers are a new feature in
Project 2007. To see what is driving
a task, select a task, click the Project
menu, and click Task Drivers. You
will then see the Task Drivers task
pane. This pane will list the factors
that are affecting the start date of the
selected task, including predecessor
tasks and the task calendar.
Velsoft Quick Reference Tutorial.

Microsoft

Project

2007

Quick Reference Tutorial


Recording a Macro
1. Plan out your macro. Know what you want to do and practice the
commands so you will not make mistakes when you are recording.

Useful Visual Basic Code Snippets


Declare a variable

Dim variable name As variable type

Create an alert box

MsgBox Your text here

2. Use the Tools Macro Record New Macro option or the Record
button on the Visual Basic toolbar to display the Record Macro
dialogue.

Add an OK button to an alert box

vbOKonly

Basic If Then statement

3. Set up your macro name, absolute or relative references, and


other options in the dialogue. Click the OK button to start
recording.

If condition evaluates to true Then


statement

Comments

your text here


REM your text here

4. Perform the sequence of actions or commands that you want to


record as a macro.

Begin the macro code

Sub

End the macro code

End sub

Call another macro

Call MacroName

5. Stop the recording by using the menu options or the Stop button
on the Visual Basic toolbar.

Using the PERT Analysis Toolbar

Shows the best possible outcome for your project.


Shows the expected outcome for your project.
Shows the worst possible outcome for your project.
Recalculates the duration based on PERT fields.
Enter PERT values for the current task.
Enter PERT weights for the current task.
Switch to PERT Entry Sheet view.

About Macro Security


Low

Can run any macros.

Medium

Prompted to run a macro.

Medium-High Macros must be signed by trusted publisher or in a


trusted location to run.
High

Only allowed to run macros that are stored in a trusted


location. By default, the trusted location for Project
2007 is the Global template file (Global.mpt).

2005 Velsoft Courseware Inc. All rights reserved.

PERT Scenario Types


Optimistic

This scenario will reveal the best possible outcome for your
project.

Expected

This scenario will reveal the most probable outcome of your


project.

Pessimistic

This is a worst case scenario, which will reveal the worst


possible outcome for your project.

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Earned Value Analysis Fields


Abbreviation

What it stands for

What it shows

Formula

BCWS

Budgeted Cost of Work Scheduled

What should be spent on a task up to the status


date.

N/A

BCWP

Budgeted Cost of Work Performed

The cost of work completed on the task, according


to the original budget.

N/A

ACWP

Budgeted Cost of Work Performed

The sum of all costs for work performed on a task


to date.

N/A

CV

Cost Variance

The difference between how much was budgeted


for the tasks work and how much the task actually
cost.

ACWP
- BCWP
CV

SV

Schedule Variance

The difference between how much was budgeted


for the tasks work and how much the task actually
cost.

BCWP
-BCWS
SV

CPI

Cost Performance Index

Ratio of budgeted cost to actual cost.

BCWP
ACWP

EAC

Estimate at Completion
Projects estimate of how much the task will cost
(also known as Forecast at Completion) when it is done.

BAC

Budgeted at Completion

The budgeted amount that the task will cost when


it is done.

VAC

Variance at completion

Difference between actual and baseline costs at


completion (BAC-EAC).

BAC
- EAC
VAC

SPI

Schedule Performance Index

Ratio of budgeted schedule to actual schedule.


More than one means youre ahead of schedule;
less than 1 means youre behind schedule.

BCWP
BCWS

CV%

Cost Variance Percent

The difference between budgeted task cost and


actual cost to date.

[(BCWP-ACWP)/BCWP] x 100

SV%

Schedule Variance Percent

Percentage that you are ahead of, or behind,


schedule.

[SV/BCWM] x 100

TCPI

To Complete Performance Index

Ratio of work to be completed to money still


budgeted.

(BAC-BCWP)
(BAC-ACWP)

PPC

Physical Percent Complete

A value you can enter that will override %


Complete.

Importing Outlook Tasks

ACWP+(BAC-BCWP)
CPI
Derived from Baseline Cost field

N/A

Creating a Custom Form

1.

Click the Tools menu.

1.

Click the Forms button on the Custom Forms toolbar..

2.

Click Import Outlook Tasks.

2.

In the Customize Forms dialogue, click New.

3.

Check tasks that you want to import.

3.

Name your form. Click OK.

4.

Click OK.

4.

Click the Edit menu and click Information.

5.

Work with tasks as normal.

5.

Specify the size and position of your form.

6.

Use the Item menu to add controls.

7.

Save your form and exit the Custom Form Editor.

8.

Use your form via the Customize Forms dialogue.

2005 Velsoft Courseware Inc. All rights reserved.

Velsoft Quick Reference Tutorials.