HOW TO CREATE A NEW PROJECT PLAN

1. Start a New Blank Project

To start a new blank project:
 Ensure that Microsoft Project is open and displaying the Start screen.
 On the Start screen, select Blank Project.

2. Start a New Project from a Template

To start a new project from a template:
 On the Start screen, select a template.
 In the Start Date field, type a date (or leave Today as the default).
 Select Create.

3. Search for a Template

To search for a template:
 On the Start screen, in the Search for online templates field, type a keyword or name of a
template.
 Select the Start searching button.

HOW TO CREATE A PROJECT PLAN TEMPLATE

1. Create a Project Plan Template
To save a project plan as a template:
 Export the file as a template—it will have an extension of .mpt.
 Navigate to a convenient location where the file will be saved.
 In the Save As Template dialog box, check the check boxes for data you want to remove from
the template file, and then select Save.

HOW TO DEFINE PROJECT INFORMATION

1. Change the Project Scheduling Mode
To change the project scheduling mode:
 From the Project tab, open the Project Information dialog box.
 In the Schedule from drop-down list, select a scheduling mode (Project Start Date or Project
Finish Date).

2. Change the Start Date

To change the project start date:
 From the Project tab, open the Project Information dialog box.
  In the Start date box, select a new date.

3. Change the Finish Date

To change the project finish date if you have scheduled from the finish date:
 From the Project tab, open the Project Information dialog box.
 In the Finish date box, select a new date.

4. Change the Current Date

To change the date that Microsoft Project uses as the current date:
 From the Project tab, open the Project Information dialog box.
 In the Current date box, select a new date.

5. Save a Project File to Your Computer

To save a Microsoft Project file to your computer:
 On the File tab, select Save As.
 Browse to a location to save the file, and name the file.

HOW TO WORK WITH PROJECT CALENDARS

1. Copy a Base Calendar
To create a new base calendar from an existing calendar:
 From the Project tab, select Change Working Time.
 Select Create New Calendar, and name it. Make sure that the Make a copy of radio button is
selected, and select a base calendar to copy from.

2. Add an Exception
To add a working time exception:
 From the Project tab, select Change Working Time.
 Select a date or dates on the calendar.
 In the Exceptions table, select the highlighted cell and enter a name for the exception.

3. Set the Working Time of an Exception

To set the working time of an exception:
 From the Project tab, select Change Working Time.
 In the Exceptions table, select an exception, then the Details button to the right.
 Below the Working times radio button, modify a From or To time, select the cell and enter the
new time. To delete a row of From and To times, select the row and press Delete.
 4. Set a Recurrence Pattern
To set a recurrence pattern for an exception:
 From the Project tab, select Change Working Time.
 In the Exceptions table, select an exception, then the Details button to the right.
 Select the Daily, Weekly, Monthly, or Yearly radio button as appropriate.
 Select the appropriate recurrence pattern and range of occurrence.

5. Assign a Calendar to the Project

To assign a calendar:
 From the Project tab, open the Project Information dialog box.
 In the Calendar drop-down list, select a base calendar (24 Hours, Night Shift, Standard, or a
calendar that you created).

HOW TO CREATE A PROJECT SCHEDULE

1. Add a New Task
To add a new task:
 Make sure you are in Gantt Chart view.
 In the Task Entry table, find the cell in the first empty row of the Task Name column, and type
the name of the task in that cell.

2. Set a Task's Duration

To set the duration of task:
 Make sure you are in Gantt Chart view.
 In the Task Entry table, find the Duration column for the task you wish to modify, and enter the
number and unit, for example 1 day or 2 weeks.
 To make the Duration an estimate, add a question mark, for example 1 day?

3. Link Tasks
To link tasks:
 Make sure you are in Gantt Chart view.
 In the Task Entry table, highlight the tasks you wish to link.
 On the ribbon, in the Schedule group of the Task tab, select the Link the Selected Tasks button.

4. Define Task Relationships

To change the relationship type between a task and its predecessor:
 Double-click the successor task in the Task Entry table.
  In the Predecessors tab of the Task Information dialog box, select the predecessor task
relationship you want to change and select the appropriate relationship type.

5. Add Lag Time

To add lag time to linked tasks:
 Double-click the successor task in the Task Entry table.
 In the Predecessors tab of the Task Information dialog box, enter a positive value and the unit of
time in the Lag column, for example, 1 day to set a lag of one day.

6. Add Lead Time

To add lead time to linked tasks:
 Double-click the successor task in the Task Entry table.
 In the Predecessors tab of the Task Information dialog box, enter a negative value and the unit
of time in the Lag column, for example, -1 day to set a lead time of one day.

7. Set a Constraint on a Task

To set a constraint on a task:
 Double-click the task to open the Task Information dialog box.
 In the Advanced tab, select the desired constraint type, and in the Constraint date box, enter or
select a date for the constraint.

8. Set a Deadline for a Task

To set a deadline for a task:
 Double-click the task to open the Task Information dialog box.
 In the Advanced tab, enter or select a date for the deadline.

HOW TO CREATE A USER-CONTROLLED SCHEDULED

1. Change the Scheduling Mode for a Task
To change a task from manually-scheduled to auto-scheduled, and the reverse, follow these steps while in
the Gantt Chart view:
 Select the name of the task you wish to change.
 From the Tasks group on the Task tab of the ribbon, change the mode to the scheduling mode
you want the task to adopt, either Manually Schedule or Auto Schedule.

2. Change the Scheduling Mode for All New Tasks

To change the scheduling mode for all new tasks:
  On the status bar at the bottom of the Gantt Chart, left-click the New Tasks button and select
Auto Scheduled.

3. Change the Default Project Setting So All New Projects Are Auto-Scheduled
To change the scheduling mode for all new projects:
 Select the File tab, then Options, and then Schedule Options.
 Click the drop-down arrow next to Scheduling options for this project, and select All new
projects.
 Beneath this, change New tasks created to Auto Scheduled, and click OK to close Project
Options.

HOW TO CREATE WORK BREAKDOWN STRUCTURE

1. Rearrange Tasks
To rearrange tasks on the task list:
 Select the task(s) you want to move.
 Drag and drop the task(s) to their new location.

2. Insert a Summary Task

To insert a summary task:
 In the left pane, select the row(s) of one or more tasks that you want to become subtasks of the
new summary task.
 On Task tab of the ribbon, select Insert Summary Task.
 In the Task Entry table, replace the text <New Summary Task> with your desired name for the
summary task.

3. Indent Tasks
To indent tasks so they are subtasks of a Summary Task:
 In the Task Entry table, select the task numbers or task names of the tasks that you want
indented.
 In the Schedule group of the Task tab, select the Indent Task button.

4. Insert a Milestone
To insert a milestone:
 In the left pane, select the row of the task immediately below the point where you want to insert
the milestone.
 On the Task tab of the ribbon, select Insert Milestone.
 In the Task Entry table, replace the text <New Milestone> with your desired name for the
milestone.
 5. Add Text to a Task Note
To add text to a note:
 Double-click the task to open the Task Information dialog box.
 In the Notes tab, type and format your desired text.

6. Show the Project Summary Task

To show the project summary task:
 On the ribbon, select the Format contextual tab.
 In the Show / Hide group, check the Project Summary Task check box.

HOW TO MODIFY A WORK BREAKDOWN STRUCTURE

1. Set Schedule Options for Automatic Management
To set the scheduling options so that Microsoft Project helps you manage the schedule for modified and
inserted tasks:
 In the File tab, select Options.
 In the Project Options dialog box, select the Schedule tab.
 In the Scheduling options for this project section, in the New tasks created drop-down list,
ensure that Auto Scheduled is selected, and ensure that the Autolink inserted or moved tasks
check box is checked.

2. Insert a New Task into an Existing Task List

To insert a new task into an existing task list:
 Select the task below the row where you want to insert the new task.
 On the Task tab, Insert Task.
 In the Task Entry table, update the fields for the new task as needed.

3. Mark a Task Inactive

To mark an existing task as inactive:
 Select the task that you want to mark inactive.
 In the Schedule group of the Task tab, select Inactivate.
 In the Task Entry table, verify that the task appears crossed out.

4. Reschedule Incomplete Work

To reschedule incomplete work:
 Select the tasks for which you want to reschedule incomplete work.
 In the Status group of the Project tab, select Update Project.
  In the Update Project dialog box, select the Reschedule uncompleted work to start after radio
button and then select the date on which you want the work to resume.
 Select the Selected Tasks radio button, and Select OK to apply the changes and close the
Update Project dialog box.

5. Manually Split a Task

To control how a task is split:
 Select the task that you want to split. Ensure that you can see the task in the Gantt chart pane
and set the zoom level so that you can see the entire task.
 In the Schedule group on the Task tab, select Split Task.
 In the Gantt Chart pane, select the place in the bar for the task where you want to create the
split, then drag the split bar to the new starting date.

6. Move a Task
To move a task:
 Select the task that you want to move.
 In the tasks group of the Task pane, select Move.
 In the menu, select how you want to move the task.

HOW TO LINK PROJECT PLAN

1. Insert a Subproject into a Master Project
To insert a subproject into a master project:
 Make sure you are in a task-related view.
 In the Insert group of the Project tab on the ribbon, select the Insert Subproject button.
 Navigate to the location of the subproject file and select it to insert it.

2. Create a Dependency Between Tasks in Different Subprojects

To create a dependency between tasks in different subprojects:
 Make sure both subprojects are inserted into the master project.
 Expand both subprojects to display the tasks comprising each project.
 Select the task in one subproject that you wish to be the predecessor.
 While holding the Ctrl key, select the task in the other subproject that you wish to be the
successor.
 In the Schedule group of the Task tab on the ribbon, select the Link the Selected Tasks button.

HOW TO ADD RESOURCES

1. Add a Resource to the Resource Sheet
To add a new resource to the Resource Sheet:
  From the Resource Views group of the View tab on the ribbon, select Resource Sheet.
 In the Resource Sheet view, select the first empty cell of the Resource Name column.
 Type a resource name, such as Resource 1
 In the Type field, choose the resource type: work, cost, or material.
 If creating a material resource, in the Material Label field, enter the label for the per unit
accounting (examples: tons, sq. feet, pound, pallet).
 Enter any other applicable data in the Resource Sheet columns, for each resource.

HOW TO SHARE RESOURCES

1. Create a Resource Pool
To create a resource pool:
 From the File tab, select New, then Blank Project to create a blank project plan file.
 From the Resource View group on the View tab, open the Resource Sheet.
 Enter or import the resources for the resource pool.
 Save the project plan file containing the resource pool information.

2. Use a Resource Pool

To use a resource pool in a project plan:
 Open the project plan file containing the resource pool.
 Open the project plan file in which you want to use the shared resource pool.
 From the Assignments group on the Resource tab, select Resource Pool, then Share Resources.
 In the Use Resources (requires at least on open resource pool) From drop-down list, select the
file you opened in Step 1.

HOW TO CREATE A RESOURCE CALENDAR

1. Add an Exception
To add a working time exception:
 In the Resource Sheet, select the name of a resource and in the Properties group of the Resource
tab, select Information to open the Resource Information dialog box.
 On the General tab, select Change Working Time.
 Select a date or dates on the calendar.
 In the Exceptions table, select the highlighted cell and enter a name for the exception.
 Select OK in each dialog box to save your changes and close the dialog box.

2. Set the Working Time of an Exception

To set the working time of an exception:
 In the Resource Sheet, select the name of a resource and in the Properties group of the Resource
tab, select Information to open the Resource Information dialog box.
 On the General tab, select Change Working Time.
  In the Exceptions table, select an exception, then the Details button to the right.
 Below the Working times radio button, modify a From or To time, select the cell and enter the
new time. To delete a row of From and To times, select the row and press Delete.
 Select OK in each dialog box to save your changes and close the dialog box.

3. Change Resource Availability

To change a resource's availability:
 In the Resource Sheet, select the name of a resource and in the Properties group of the Resource
tab, select Information to open the Resource Information dialog box.
 On the General tab, in the Resource Availability table, change the Available From and/or
Available To columns to reflect start and/or end dates of the change in the resource’s
availability.
 Configure additional availability parameters:
o If you want to increase or decrease the resource's percentage of time dedicated to
working on tasks, change the Units field.
o If you want to specify additional timeframes for changing availability, add additional
rows to the Resource Availability table.
 Select OK in the Resource Information dialog box.

HOW TO ASSIGN RESOURCES

1. Assign Resources Using the Resource Names Column
To assign resources to tasks using the Resource Names column:
 In the Task Views group of the View tab, select Gantt Chart if necessary.
 In the Task Entry table, scroll to the task for which you want to assign the resource(s).
 For the task, select the Resource Names column to activate the drop-down list.
 From the drop-down list, select the resource(s) that you want to assign to the selected task.

2. Assign Resources Using the Assign Resources Dialog Box

To assign resources to tasks using the Assign Resources dialog box:
 In the Task Views group of the View tab, select Gantt Chart if necessary.
 In the Task Entry table, select the task(s) for which you want to assign the same resource(s).
 From the Resource tab, select Assign Resources.
 In the Assign Resources dialog box, select the resource(s) that you want to assign to the selected
tasks.
 Note: You can also select the Assign Resources command first, and then select tasks in the task
list with the Assign Resources dialog box already open.
 In the Units field, set the units to be assigned to the task (for example, 50% for a person who
will spend half their time on the task, or 12 feet for an amount of materials).
 Select Assign
 Repeats steps 3-5 to continue assigning resources as needed.
 Select Close to close the Assign Resources dialog box.
 3. Assign Resources Using the Task Information Dialog Box
To assign resources to a task using the Task Information dialog box:
 In the Task Views group of the View tab, select Gantt Chart if necessary.
 In the Task Entry table, locate the task for which you want to assign resources.
 From the Properties group of the Task tab, select Information to open the Task Information
dialog box.
 On the Resources tab, in the Resource Name column, enter or select the resources that you want
to assign.
 In the Units field, set the units to be assigned to the task, for example, 50% for a person who
will spend half their time on the task, or 12 feet for an amount of materials.
 In a similar manner, select other resources to assign to the task.

4. Assign Resources Using the Task Form

To assign resources to tasks using the Task Form:
 In the Task Views group of the View tab, select Gantt Chart if necessary.
 In the Task Entry table, locate and select the task for which you want to assign resources.
 From the Task Views group of the View tab, select Other Views→More Views→Task Form.
 In the Task Form view, select a blank row in the Resource Name column.
 Select a resource name from the drop-down list, and select the appropriate Units value.
 In a similar manner, select other resources to assign to the task.

5. Edit Resource Assignments Using the Task Information Dialog Box

To edit resource assignments using the Task Information Dialog Box:
 In the Task Views group of the View tab, select Gantt Chart if necessary.
 In the Task Entry table, locate the task for which you want to edit resource assignments.
 From the Properties group of the Task tab, select Information to open the Task Information
dialog box.
 In the Resource Names column for the task, add or remove resources and in the Units column
change the units for any resources. Select OK to return to the Gantt Chart.
 The background color of the task you just edited will be gray, and a yellow Smart Tag diamond
will appear to the left of the Task Name. The Smart Tag will indicate Click to set how the task
is rescheduled as a result of this assignment. Select the Smart Tag.
 From the three option presented in the Smart Tag, select the correct one to reflect how you want
the work, duration, or units to be changed. Note that the Smart Tag will no longer appear next to
that Task Name after you make any changes to another task.

HOW TO RESOLVE RESOURCE CONFLICTS

1. Manage Resource Allocation Using the Team Planner View
To manually resolve a resource conflict using Team Planner view:
 Select the Team Planner from the Resource tab on the ribbon.
  Locate the row for the overallocated resource. The Resource Name will appear in red text.
 Locate the task(s) which are overallocated. They will appear with a red box in the schedule
pane.
 Drag and drop the task to reschedule it and/or reassign it to another resource.

2. Manually Resolve a Resource Conflict Using Task Inspector

To resolve a resource conflict using the Task Inspector:
 Open the Gantt Chart view if it is not already open.
 In the Task Entry table, locate the overallocated task.
 In the Indicators column, right-click the overallocation ("burning man") icon, and select Fix in
Task Inspector.
 In the Task Inspector pane, review the information about the overallocation.
 In the Actions area, select an available action, such as Reschedule Task to correct the
overallocation.

3. Automatically Resolve a Resource Conflict

To resolve resource conflicts in the Gantt Chart using Project's automatic resource leveling features:
 In the Level group of the Resource tab on the ribbon, select Leveling Options.
 In the Resource Leveling dialog box, select the options for leveling:
o To level within a specific time period, in the Leveling range area, select the Level From
radio button and then enter a From and To date.
o To control which tasks get priority in leveling, in the Leveling order drop-down list,
select Priority, Standard. Leveling will be prioritized according to the tasks' Priority
value in the Task Information dialog box.
o To prevent Project from changing the project's end date when leveling, check the Level
only within available slack check box.
 Select OK to close the Resource Leveling dialog box.
 Level resources:
o To level assignments only for selected resources, in the Level group of the Resource tab
on the ribbon, select Level Resource. Then select the resource(s) to be levelled. Select
Level Now.
o To level assignments only for selected tasks, in the Gantt Chart select the tasks to level,
and then in the Level group of the Resource tab on the ribbon, select Level Selection.
o To level assignments for all tasks, in the Level group of the Resource tab on the ribbon,
select Level All.

4. Analyze the Results of Automatic Leveling

To see how Project's automatic leveling feature changed the project plan:
 In the Resource Views group of the View tab on the ribbon, select Other Views then More
Views, then Leveling Gantt.
 In the Leveling Gantt view, review the changes to the project plan.
HOW TO ENTER RESOURCE COSTS
1. Add Cost Rates for a Resource
To add cost rates for a resource:
 In the Resource Sheet, select the name of a work resource.
 In the Std. Rate column, enter the appropriate rate.
Note: If the rate is an hourly rate, you do not need to enter /h because Microsoft Project uses
hourly units by default. Monthly rates can be entered with /m following the numerical value.
Annual rates can be entered with /y.
 Configure additional cost details for a work resource:
o If you want to add an overtime rate for the resource, enter the overtime rate in the Ovt.
Rate column.
o If you want to add per use cost for the resource, enter the value in the Cost/Use column.
 For a material resource, change the Type to Material then enter the appropriate monetary value
in the Std. Rate column and enter the units in the Material column—for example, a paper
resource might appear as 5.00 in the Std. Rate column and carton in the Material column.
 For a cost resource, change the Type to Cost. Do not enter any values in the Std. Rate column;
they will be entered when the cost resource is assigned to a task.

2. Change a Cost Rate for a Resource

To change a cost rate for a resource:
 In the Resource Sheet, select the name of a resource and in the Properties group of the Resource
tab, select Information to open the Resource Information dialog box. Select the Costs tab.
 In the Cost rate tables section, select the A (Default) tab.
 Select the second cell in the Effective Date column.
 Select the date when the resource's cost will change.
 Select the second cell in the Standard Rate column and type a monetary amount (dollars and
cents) in the cell. Alternatively, you can type a positive or negative percentage (such as 50% or
-50%) in the cell; the amount from the cell above will be increased or decreased by that
percentage and replace the percentage you typed.
 Configure additional cost details:
o If you want to add an overtime rate for the work resource, enter the overtime rate in the
first cell in the Overtime Rate column. Alternatively, you can type a positive or negative
percentage (such as 50% or -50%) in the cell; the amount from the cell above will be
increased or decreased by that percentage and will replace the percentage you typed.
o If you want to add per use cost for the resource, select the second cell in the Per Use
Cost column and type a monetary amount (dollars and cents) in the cell. Alternatively,
you can type a positive or negative percentage (such as 50% or -50%) in the cell; the
amount from the cell above will be increased or decreased by that percentage and will
replace the percentage you typed.

HOW TO VIEW INFORMATION ABOUT THE CRITICAL PATH

1. Use the Task Path Feature in a Gantt Chart
To use the Task Path feature to display a color for the predecessors and successors of a task:
  In the Task Views group of the View tab select Gantt Chart.
 Select a task for which you want to examine information about predecessors and successors.
 In the Bar Styles group of the Gantt Chart Tools Format tab, select Highlight Task Path.
 From the Highlight Task Path drop-down, select the related types of tasks that you want to
highlight in the Gantt Chart:
o Select Predecessors to highlight the predecessors of the selected task in yellow.
o Select Driving Predecessors to highlight the predecessors that directly affect the selected
task in orange.
o Select Successors to highlight the successors of the selected task in magenta.
o Select Driven Successors to highlight the successors that are directly affected by the
selected task in purple.

2. View the Critical Path in a Gantt Chart

To see the critical path of a project in Gantt Chart view:
 In the Task Views group of the View tab, select Gantt Chart.
 On the ribbon, select the Gantt Chart Tools Format contextual tab.
 In the Bar Styles group, check the Critical Tasks check box.
 In the right pane of the Gantt Chart view, scroll vertically and horizontally to find bars and
arrows in red.

HOW TO SET AND MAINTAIN BASELINES

1. Set and Update a Baseline
To set a project baseline:
 In the Schedule group of the Project tab, select Set Baseline, then Set Baseline again.
 Select the Set baseline radio button, and from the drop-down list, select the baseline you wish to
set.
o Leave it at the default Baseline to use the standard baseline fields.
o Additional baselines can be set throughout the project, for example at the ends of phases,
by using Baseline 1, Baseline 2, and so on.
 Verify that the Entire project radio button is selected.
 Select OK to close the dialog box.

2. Clear a Baseline
To clear a project baseline:
 In the Schedule group of the Project tab, select Set Baseline, then Clear Baseline.
 In the Clear Baseline dialog box, select the Clear baseline plan radio button, and select the
baseline you wish to clear.
 Verify that the Entire project radio button is selected, and select OK to close the dialog box.

3. View the Baseline Table

To view the current values for the project baseline in the Baseline table:
 In the Data group of the View tab, select Tables→More Tables→Baseline.
 Select Apply.
 View the values in the Baseline Duration, Baseline Start, Baseline Finish, Baseline Work, and
Baseline Cost for the applied baseline.

4. Set an Interim Plan

To set an interim plan:
 In the Schedule group of the Project tab, select Set Baseline, then Set Baseline again.
 Select the Set Interim Plan radio button.
 In the Copy drop-down list, select the start and finish or baseline values that you want to save.
(The current start and finish, and baseline values are not numbered.)
 In the Into drop-down list, select the name of the interim plan into which you want to copy the
values. Interim plans are stored in the start and finish fields.
 Select OK to close the dialog box.

HOW TO UPDATE TASK PROGRESS

1. Set the Project Status Date
To set the project status date:
 In the Status group of the Project tab, select the Calendar symbol next to Status Date.
 Select or enter a date.

2. Update Task Status

To update the status of a task:
 Navigate to a task-related view (such as the Gantt Chart).
 Select the task you want to update.
 If the task is on schedule with respect to the Status Date, in the Schedule group of the Task tab,
select the Mark on Track button.
 If the task is not on schedule, select the drop-down arrow next to the Mark on Track button.
o Select the Update Tasks option.
o Update the % Complete, Actual duration, Remaining duration, Actual Start, and Actual
Finish fields as appropriate.
o Select OK to close the Update Tasks dialog box.

3. Update the Work Using the Work Table

To update the work using the Work table:
 In the Data group on the View tab, select Tables, then select Work.
  Select a task, then enter the amount of Actual Work and Remaining Work as appropriate. The
variance column will indicate whether the task is projected to finish over the baseline work
amount (positive value) or under (negative value).

HOW TO COMPARE PROGRESS AGAINST A BASELINE

1. View Tables that Show Project Variance
To view project variance tables:
 In the Data group of the View tab, select the table that displays project data that you want to
view:
o To show variance between baseline and currently scheduled start and finish dates, select
Variance from the Tables drop-down list.
o To show variance between baseline and currently scheduled work, select Work from the
Tables drop-down list.
o To show variance between baseline and currently scheduled costs, select Cost from the
Tables drop-down list.

2. View Project Statistics

To view the statistics for the project:
 In the Properties group of the Project tab, select Project Information.
 In the bottom of the Project information dialog box, select Statistics.

3. Show the Baseline in the Gantt Chart

To show baseline bars below task bars in the Gantt Chart:
 In the Bar Styles group of the Gantt Chart Tools Format tab, select Baseline and from the drop-
down list, select the baseline that you want to show.
 To remove the baseline bars, follow step 1 and clear the check mark next to a baseline.

4. View Project Slippage

To view slippage, to see which tasks have slipped from their initial schedule in the baseline:
 In the Bar Styles group of the Gantt Chart Tools Format tab, select Slippage and from the drop-
down list, select the baseline that you want to compare slippage against. The lines to the left of
the Gantt bars reflect how long each task has slipped.
 To remove the slippage lines, follow step 1 and clear the check mark next to a baselines.

5. Show the Tracking Gantt View

To show the Tracking Gantt view:
 In the Task Views group of the View tab, select Other Views, then select More Views, then
select Tracking Gantt, then select Apply.
HOW TO VIEW PROJECT INFORMATION
1. Use Built-In Views
To see the built-in views that Project offers:
 In the View group of the Task tab, select the drop-down to access the following views:
o Calendar—to see which tasks are scheduled for a particular time period.
o Gantt Chart—to see a list of your tasks and a graphical representation of when they are
scheduled to occur.
o Network Diagram—to see a graphical representation of how tasks are sequenced.
o Resource Sheet—to see a list of all the project resources and detailed information about
each one.
o Resource Usage—to see how many hours a resource will use in total, for a specific task,
or for a specific period of time.
o Resource Form—to see and update information for one resource at a time, without
having to use the Resource Information dialog box.
o Resource Graph—to see when each resource is normally allocated and overallocated.
o Task Usage—to see how many hours a task or its assigned resources will use in total, for
a specific task, or for a specific period of time.
o Task Form—to see and update information for one task at a time, without having to use
the Task Information dialog box.
o Task Sheet—to see a list of all the project tasks and detailed information about each one.
o Team Planner—to see a graphical representation of each resource, the tasks to which
each is assigned, and when each resource will work on its assigned tasks.
o Timeline—to see key tasks and their location in the project schedule.
o Tracking Gantt—to see a graphical representation comparing the baseline schedule with
the actual schedule.

2. Use The More Views Dialog Box

To see additional views:
 In the View group of the Task tab, select the drop-down and select More Views to access the
following views:
o Bar Rollup—to see a high-level summary of the project.
o Descriptive Network Diagram—to see a more detailed graphical representation of how
tasks are sequenced.
o Detail Gantt—to see a more detailed list of your tasks and a graphical representation of
when they are scheduled to occur.
o Gantt with Timeline—to see the high-level view of the project tasks in the timeline and
the refined details of the tasks in the Gantt Chart simultaneously.
o Leveling Gantt—to see what changes have been made to the project schedule via the
automatic leveling feature.
o Milestone Date Rollup—to see a high-level summary of the project with milestones and
dates.
o Milestone Rollup—to see a high-level summary of the project with milestones.
o Multiple Baselines Gantt—to see a comparison of schedules amongst multiple baselines.
 o Relationship Diagram—to see a more detailed graphical representation of the
relationships between tasks in the project plan.
o Resource Allocation—to see how resources are allocated to individual tasks in the
project plan.
o Resource Name Form—to see and update information for one resource at a time,
without having to use the Resource Information dialog box.
o Task Details Form—to see and update information for one task at a time, without having
to use the Task Information dialog box.
o Task Entry—to see and update task information for one task at a time, without having to
use the Task Information or Resource Information dialog boxes.
o Task Name Form—to see and update information for one task at a time, without having
to use the Task Information dialog box.

3. Use Various Methods for Viewing Data

To use various methods for viewing data:
 In the View group of the Data tab, select the appropriate tool as follows:
o Sort— to arrange the tasks or resources listed in the current view in a different order
than they currently appear.
o Outline— to specify how much detail about the project is shown. From the Outline
drop-down list, you can choose which level of detail to display.
o Tables— to display different sets of fields in a table, within the current view. From the
Tables drop-down list, you can choose which data set you want to display in the table.
o Highlight—to visually call out items in the current view that meet specific, selected
criteria. From the Highlight drop-down list, you can choose a commonly used criterion
that you want to highlight in your project data.
o Filter—to only display items in the current view that meet specific, selected criteria.
From the Filter drop-down list, you can choose a commonly used criterion that you want
to filter your project data by.
o Group by—to group like items together in the current view based on specific, selected
criteria. From the Group by drop-down list, you can choose a commonly used criterion
that you want to group your project data by.
 In the Zoom group of the View tab, select the Timescale command to select the increment of
time that is displayed in your current view.

4. Create New Views

To create custom views that are not available from Microsoft Project:
 Create a single view.
o In the View group of the Task tab, select the drop-down then select More Views, then select
New, then select Single view.
o In the View Definition dialog box, configure the view by filling in the following fields:
 In the Name field, give your new view a descriptive name.
 In the Screen field, select an existing view from Microsoft Project upon which the
new view will be based.
 In the Table field, select the table type that will applied to the new view.
 In the Group field, select the group by type that will applied to the new view.
  In the Filter field, select the filter type that will be applied to the new view.
 Check or uncheck the Highlight filter check box to choose whether to add
highlighting for the selected filter in the new view.
 Check or uncheck the Show in menu check box to choose whether to add the new
view in the view commands drop-down lists.
o Select OK to close the dialog box and display your new view.
 Create a combination view.
o In the View group of the Task tab, select the drop-down then select More Views, then select
New, then select Combination view.
o In the View Definition dialog box, configure the view by filling in the following fields:
 In the Name field, give your new view a descriptive name.
 In the Primary View field, select an existing view from Microsoft Project that will be
displayed as the main pane of the new view.
 In the Details Pane field, select an existing view from Microsoft Project that will be
displayed as the secondary pane of the new view.
 Check or uncheck the Show in menu check box to choose whether to add the new
view in the view commands drop-down lists.
o Select OK to close the dialog box and display your new view.

5. Use Additional Tools for Customizing Views

To find additional tools for customizing views:
 In the View group of the Task tab, select the drop-down then select More Views to access the
following tools:
o Edit—to modify a built-in view or one you created previously to customize it to suit
your specific needs.
o Copy—to make a copy of a built-in view or one you created previously.
o Organizer—to reuse views, reports, tables, calendars, etc. between projects.

HOW TO IMPORT TASKS TO A PROJECT PLAN

1. Copy a Task List from Another Application
To copy a list of tasks from another application:
 Open the file containing the task list in the other application.
 Select the tasks. They should be in a column in separate rows.
 Copy the tasks to the clipboard.
 In Microsoft Project, place your cursor in the Name column of the first empty row where you
want to paste the tasks.
 On the Task ribbon, select Paste.
 Verify that the tasks are added as new rows in the project plan.

2. Enable Other File Formats

To enable Microsoft Project to open other file formats:
 Select File to open the backstage, and then select Options.
  In the navigation pane of the Project Options dialog box, select Trust Center.
 Select the Trust Center Settings button.
 In the navigation pane of the Trust Center dialog box, select Legacy Formats.
 Select Prompt when loading files with legacy or non-default file format.
 Click OK to close the Trust Center dialog box.
 Click OK to close the Project Options dialog box.

3. Import Tasks from an Excel File

To import tasks from an Excel file:
 Select File to open the backstage, and then select New.
 On the New screen, select New from Excel workbook.
 In the Open dialog box, in the File Type list, choose the Excel format that matches the file from
which you want to import tasks.
 Navigate to and select the file which contains the tasks you want to import.
 Select Open.
 In the Import Wizard dialog box, select Next.
 In the Import Wizard - Map dialog box, select New map if you want to specify which columns from
the source file will be imported to which columns in the project plan. Select Use existing map if
you know the file was created using a default column naming convention, or if you have already
created a map for this file type.
 After creating or choosing an existing map, select Next.
 In the Import Wizard - Import Mode dialog box, select As a new project if you want to create a new
project plan from the data. Select either Append or Merge if you want import the tasks into the
currently open project plan.
 Select Next.
 In the Import Wizard - Map Options dialog box, verify that the Tasks check box is checked and
clear the check boxes for Resources and Assignments.
 In the Import Wizard - Task Mapping dialog box, in the Source worksheet name list, select the table
that contains your task data if necessary.
 Verify that the Preview area shows the correct information. Make changes to the map as necessary.
 Click Next.
 In the Import Wizard - End of Map Definition dialog box, click Finish.
 Verify that the tasks have been imported into the project plan.

HOW TO SAVE A PROJECT AS ANOTHER FILE TYPE

1. Save a File as a PDF Document
To save a Microsoft Project file as a pdf document:
 Select File→Export.
 Select Create PDF/XPS Document, and select the Create PDF/XPS button.
 In the Browse window, browse to the location where the file is to be saved. Note that the save
as type entry is PDF Files (*.pdf). Change the file name if desired and select OK.
 In the Document Export Options dialog box, make any changes and select OK.
 2. Save a File as Another File Type
To save a file as another file format:
 Select File→Export.
 Select Save Project as File.
 Select the file type, and select the Save As button.
 Browse to a location where the file is to be saved, note that the Save as type is correct, change
the name if desired, and select Save.
 If the Export Wizard appears, follow the steps then select Finish.

HOW TO SHARE TIMELINE INFORMATION

1. Share a Timeline
To share a Timeline view:
 Click inside the Timeline and then from the Timeline Tools Format contextual tab, select Copy
Timeline.
 From the drop-down, select a size (For E-mail, For Presentation, or Full Size).
 Paste the timeline into any program that displays graphics, such as Outlook, PowerPoint, or
Word.

HOW TO CREATE A VISUAL REPORT

1. Create a Visual Report
To generate a Visual Report:
 In the Export group of the Report tab, select Visual Reports.
 In the Visual Reports - Create Report dialog box, select a report template.
 Select the level of usage data (Years, Quarters, Months, Weeks, or Days) you want to include in
the report.
 Select View.
 The visual report will open in its respective application, where you can view, modify, and save
it.

HOW TO VIEW DATA IN REPORTS

1. Generate a Dashboard Report
To generate a dashboard report:
 Select the Report tab on the ribbon.
 Select the View Dashboard Reports button.
 From the drop-down list, select a dashboard report.

2. Generate a Resource Report

To generate a resource report:
  Select the Report tab on the ribbon.
 Select the View Resource Reports button.
 From the drop-down list, select a resource report.

3. Generate a Cost Report

To generate a cost report:
 Select the Report tab on the ribbon.
 Select the View Cost Reports button.
 From the drop-down list, select a cost report.

4. Generate an In Progress Report

To generate a progress report:
 Select the Report tab on the ribbon.
 Select the View In Progress Reports button.
 From the drop-down list, select a progress report.

5. Create a New Report

To create a new report:
 Select the Report tab on the ribbon.
 In the View Reports command group, select the New Report button.
 From the drop-down list, select the Blank, Chart, Table, or Comparison option.
 In the Report Name dialog box, type a name for the report.
 Select OK to close the Report Name dialog box.

6. Modify the Design of a Report

To modify the design a report:
 Make sure a report view is selected.
 Select the Report Tools Design contextual tab on the ribbon.
 Change the design of the report using the commands displayed on the contextual tab.

7. Modify the Design of a Chart

To modify the design a chart:
 Make sure you are viewing a report.
 Select a chart in the report.
 Select the Chart Tools Design contextual tab on the ribbon.
 Change the design of the chart using the commands displayed on the contextual tab.
 8. Modify the Format of a Chart
To modify the format of a chart:
 Make sure you are viewing a report.
 Select a chart in the report.
 Select the Chart Tools Format contextual tab on the ribbon.
 Change the format of the chart using the commands displayed on the contextual tab.

9. Methods of Importing Tasks Modify the Design of a Table

To modify the design of a table:
 Make sure you are viewing a report.
 Select a table in the report.
 Select the Table Tools Design contextual tab on the ribbon.
 Change the design of the table using the commands displayed on the contextual tab.

10. Modify the Format of a Table

To format a table:
 Make sure you are viewing a report.
 Select a table in the report.
 Select the Table Tools Format contextual tab on the ribbon.
 Change the format of the table using the commands displayed on the contextual tab.

11. Change the Data Displayed in a Chart or Table

To change the data displayed in a chart or table:
 Make sure you are viewing a report.
 Select a chart or table in the report.
 In the Field List pane, select the Tasks or Resources tab.
 In the Select Fields section of the Field List pane, check the task or resource fields you want
displayed in the chart or table.
 Specify Filter, Group By, Outline Level and Sort By criteria.

HOW TO SYNC A PROJECT WITH SHAREPOINT

1. Sync a Project with SharePoint for the First Time
These steps assume that you access to a valid SharePoint site. To sync a project with SharePoint:
 Select File→Save As.
 On the Save As screen, select the Sync with SharePoint button.
 From the Sync with drop-down, select the type of SharePoint site you will be syncing with:
New SharePoint Site or Existing SharePoint Site.
 Configure the sync options based on the type of site you selected:
 o If you selected New SharePoint Site, type a project name in the Project name field and a
valid SharePoint URL in the Site address field.
o If you selected Existing SharePoint Site, enter a valid SharePoint URL in the Site
address field, select Verify Site, and select a task list in the Tasks List drop-down list.
 Select Save.

HOW TO INSTALL AND MANAGE OFFICE ADD-INS

1. Browse the Office Add-ins Store
To open the Office Add-ins Store:
 Make sure you are signed into Microsoft Project with your Microsoft account.
 In the Add-ins group of the Project tab, select the Store command.
 Browse the Office Store for add-ins.

2. Install an add-in from the Office Add-ins Store

To install an add-in from the Office Add-ins Store:
 In the Office Add-ins window, select the add-in you want to install.
 On the add-in information page, select the Trust It button.

3. Use an Add-in
To use an installed add-in:
 In the My Add-ins group of the Project tab, select the My Add-ins command.
 In the Office Add-ins window, select the add-in you want to use and select Insert.
 The add-in will open in a task pane docked to the right of the current view.
 Follow the directions in the task pane to use the add-in.

HOW TO AUTOMATE FREQUENT TASKS USING MACROS

1. Display the Developer Tab on the Ribbon
To display the Developer tab on the ribbon:
 Select the File tab and select Options.
 In the Project Options dialog box, select the Customize Ribbon tab.
 In the Customize the Ribbon pane at the right, under Main Tabs, check the Developer check
box.
 The Developer tab will now display on the ribbon to the right of the View tab.

2. Create a Macro Using Microsoft Visual Basic for Applications

To create a macro using Microsoft Visual Basic for Applications:
 Select the Developer tab.
  In the Code command group, select Visual Basic Editor.
 In the Microsoft Visual Basic for Applications window that opens, make sure that your project
file is selected in the Project – VBA Project pane at the top left.
 Select the View tab and select Code.
 Select the Insert tab and select Procedure.
 In the Add Procedure dialog box, in the Name field, type the name for your macro. (It cannot
contain any spaces.)
 Click OK.
 In the code window, enter the actions you want to run in the body of the subroutine.
 Close the code window.
 Close the Microsoft Visual Basic for Applications window.

3. Record a Macro
To record a macro:
 Select the Developer tab.
 In the Code command group, select Record Macro. The Record Macro dialog box will open.
 In the Macro name field, enter a name for the macro. (It cannot contain any spaces.)
 In the Shortcut key field, enter the key that you will use in a shortcut to run the macro. (It can
only be a letter between A and Z, both upper or lowercase.)
 From the Store macro in drop-down, select where you want to store the macro.
 In the Description field, enter a description for the macro.
 Click OK.
 Perform the actions in your Microsoft Project file that the macro will perform to record them.
 Select the Developer tab and select Stop Recording.

4. Run a Macro Using a Shortcut

To run a macro using the shortcut key you created for it:
 On your keyboard, press Ctrl and the letter you entered for the shortcut key.
 View the changes that were made in your Microsoft Project file by running the macro.

5. Run a Macro Using the View Macros Dialog Box

To run a macro you have created using the View Macros dialog box:
 Select the Developer tab.
 In the Code command group, select View Macros.
 In the Macros dialog box, select the name of the macro that you want to run from the Macro
name list.
 Select Run.
 View the changes that were made in your Microsoft Project file by running the macro.

HOW TO SAVE A PROJECT TO A ONEDRIVE ACCOUNT

1. Save a File to Your OneDrive Account
To save a file to your OneDrive account:
 Select the File tab and select Save As.
 In the Save and Sync list, select OneDrive – [Account].
 In the right pane, select the OneDrive – [Account] folder.
 In the Save As window, verify the location where the file is being saved.
 If necessary, you can change the name of the file in the File name field.
 Select Save.

HOW TO ADD CUSTOM FIELDS

1. Customize a Field
To customize a field:
 In the Properties group of the Project tab, select Custom Fields.
 In the Field section, select where you want to use the custom field:
o Select the Task radio button if you want the field to be available in task views.
o Select the Resource radio button if you want the field to be available in resource views.
 In the Type drop-down list, select the type of field you are customizing.
 Select Rename.
 In the Rename Field dialog box, type the new name for the field and then select OK.
 In the Custom Attributes section choose how you want the data in the field to be entered.
o If you want the custom field to use a list, select Lookup and select the Lookup button. In
the Edit Lookup Table dialog box, enter each item in the list in the Value column,
choose whether you want one of the list items to appear by default, and then select
Close.
o If you want the custom field to be calculated by a formula, select Formula and select the
Formula button. In the Edit Formula dialog box, type or use the Field and Function
buttons to create a formula, and then select OK.
 In the Calculation for task and group summary rows section, choose how you want the values in
your custom field to roll up.
 In the Calculation for assignment rows section, choose how you want the values in the custom
field to be distributed.
o Select None if the contents of this custom field are not to be distributed across
assignments.
o Select Roll down unless manually entered if the contents of this custom field are to be
distributed across assignments, for example, in the Task Usage view or Resource Usage
view. Data will be divided among the assignments unless data is manually entered into
an assignment row.
 In the Values to display section, choose how you want the data in the custom field to be
displayed.
o Select Data to display the actual data in the field contents in all views in which the field
appears.
o Select Graphical Indicators and select the Graphical Indicators button. In the Graphical
Indicators dialog box, specify the criteria and associated indicator images to be
displayed in the field in place of data.
 Select OK.
 2. Import a Custom Field
To import a custom field:
 In the Properties group of the Project tab, select Custom Fields.
 In the Custom Fields dialog box, select Import Field.
 In the Import Custom Field dialog box, in the Project drop-down list, select the project that
contains the field you are importing.
 In the Field type area, select the Task, Resource, or Project radio button.
 In the Field drop-down list, select the name of the field you are importing.
 Select OK.
 The field's name, lookup table, formula, and graphical indicators are imported. Modify the
imported field as needed, and then select OK.

HOW TO CUSTOMIZE MICROSOFT PROJECT

1. Customize Application Settings
To customize your Microsoft Project application settings:
 Select the File tab on the ribbon.
 On the Backstage, select the Options tab.
 In the Project Options dialog box, select a tab.
 One the selected tab, change one or more settings.
 Select OK to close the dialog box.

2. Customize the Ribbon

To customize the ribbon:
 In the Project Options dialog box, select the Customize Ribbon screen.
 To create new tab, select the New Tab button.
 To create a new group, select the New Group button.
 To move an item in the right column, select it, and then select the Move Up or Move Down
button.
 To move an item from the left column to the right column, select it in the left column and select
the Add button.
 To move an item from the right column to the left column, select it in the right column and
select the Remove button.
 To return the ribbon to its original configuration, select the Reset button, and select the Reset all
customizations option. When Microsoft Project asks you to confirm the command, select Yes.
 Select OK to close the dialog box.

3. Customize the Quick Access Toolbar

To customize the Quick Access Toolbar:
 In the Project Options dialog box, select the Quick Access Toolbar screen.
 To move a command in the right column, select it, then select the Move Up or Move Down
button.
 To move a command from the left column to the right column, select it in the left column and
select the Add button.
 To move a command from the right column to the left column, select it in the right column, and
select the Remove button.
 To return the Quick Access Toolbar to its original configuration, select the Reset button, and
select the Reset all customizations option. When Microsoft Project asks you to confirm the
command, select Yes.
 Select OK to close the dialog box.