Intro to Mircosoft Project
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IntrotoMicrosoftProjectp4.pdf
Chapter A: Guide to Using Microsoft Project 2013 Using Project 2013 Book Title: Information Technology Project Management Printed By: Joseph English ([email protected]) © 2016 Cengage Learning, Cengage Learning
Using Project 2013 Before you can use Project 2013 or any project management software effectively, you must understand the fundamental concepts of project management, such as creating work breakdown structures (WBS), linking tasks, entering duration estimates, assigning resources, and so on. The purpose of this text is to provide specific instructions for using Project 2013 Professional. Consult Microsoft’s website for detailed information on other products and other resources to help you understand project management concepts.
Before You Begin
This appendix assumes you are using Project 2013 with Windows 7 (or later) and are familiar with other Windows-based applications. Check your work by reviewing the many screen shots included in the steps, or by using the solution files that are available for download from the companion website or from your instructor.
Note
You need to be running Windows 7 or later to use Project 2013, a 1 Ghz or greater x86/x64 processor with SSE2 instruction set, 1 GB RAM (32 Bit) / 2 GB RAM (64 Bit), and an up-to-date browser. Certain features require Internet connectivity. You can read more detailed system requirements and download a free trial from Microsoft’s website. Students can purchase a full version from sites like www.journeyed.com at a discount. Many colleges and universities provide the software to students either on campus or through remote access. If you can use remote access, the main requirement is Internet connectivity. Check with your instructor for details. You might also want to pay for monthly access to Project Online.
This appendix uses a fictitious project—Project A+—to illustrate how to use the software. The WBS for Project A+ uses the five project management process groups as level 2 items (initiating, planning, executing, monitoring and controlling, and closing). Standard deliverables under each of those process groups are included. Each section of the appendix includes hands-on activities for you to perform.
Note
To complete some of the hands-on activities in the appendix, you will need to download files from the companion website (www.intropm.com) to your computer. When you begin each set of steps, make sure you are using the correct file. Save the files you create yourself in a different folder so you do not write over the ones you download.
In addition, you will create the following files from scratch as you work through the steps:
mywbs.mpp
myschedule.mpp
You will also use the following file to create a hyperlink:
stakeholder register.doc
Using the 60-Day Trial of Project 2013
If you plan to download the free trial, perform the following steps:
1.
Search for Microsoft’s site for downloading a free trial of Project 2013 (the site address changes periodically) and click the Try on button under Project Professional 2013.
2.
Enter your account information. You do need a Microsoft account. It used to be called a Windows Live account, so you may already have one if you set it up for Xbox 360, SkyDrive, Office 2013, Office 365 or other items. If you do not have a Microsoft account, set one up for free.
3.
Install Project 2013. The installation for Project 2013 is a bit different from past installations. Follow the instructions from Microsoft. The trial software is run through Microsoft’s online environment, similar to Office 365.
Next you will learn how to start Project 2013, review the Help facility and a template file, and begin to plan Project A+.
Overview of Project 2013
The first step to mastering Project 2013 is to become familiar with the major screen elements and the Help facility. This section describes each of these features.
Starting Project 2013 and Getting Started
To start Project 2013:
1.
Open Project 2013. There are slightly different methods for opening Project 2013 depending on your operating system. For example, in Windows 7, click the Start button on the taskbar, and then click Project 2013 or type it in the search bar. Alternatively, a shortcut or icon might be available on the desktop; in this case, double-click the icon to start the software.
2.
Review the Get Started feature. Click Get Started, as shown in the upper right section of Figure A-3.
Figure A-3
Project 2013 Initial Options – Access Get Started
Created using Microsoft Project, used with permission from Microsoft.
3.
Start the introduction. Click Create, and then click Start, as shown in Figure A-4.
Figure A-4
Project 2013 Get Started Introductory Screen
Created using Microsoft Project, used with permission from Microsoft.
4.
Review the “4 simple steps” Microsoft lists for using Project 2013. Review the first step, called Schedule your work, as shown in Figure A-5. Review the other steps by clicking Next, as shown in Figures A-6, Next, as shown in A-7 and A-8.
Figure A-5
Schedule Your Work Screen
Created using Microsoft Project, used with permission from Microsoft.
Figure A-6
Create a Timeline Screen
Created using Microsoft Project, used with permission from Microsoft.
Figure A-7
Report on Progress Screen
Created using Microsoft Project, used with permission from Microsoft.
Figure A-8
Collaborate with Your Team Screen
Created using Microsoft Project, used with permission from Microsoft.
5.
Explore Help features. The last screen of Getting Started, Learn More, as shown in Figure A-9, provides links to the Project 2013 Getting Started Center (which includes a short video on what’s new that is worth watching) and the Project blog. The help feature (question mark in the upper right of the screen) also includes a lot of helpful resources.
Figure A-9
Learn More Screen
Created using Microsoft Project, used with permission from Microsoft.
Understanding the Main Screen Elements
To open a blank file:
1.
Open a blank file. Click the File tab, New, and then click the first option, Blank Project.
2.
Examine the main screen. Review the main screen elements, as shown in Figure A-10. Look at some of the elements of the screen.
The Ribbon, tabs, and Quick Access toolbar are similar to other Office applications.
The timeline view is displayed below the ribbon.
The default manual scheduling for new tasks is on the lower left of the screen. You can click that option to switch to automatic scheduling.
The default view is the Gantt chart view, which shows tasks and other information as well as a calendar display. You can access other views by clicking the View icon on the far left side of the ribbon.
The areas where you enter information in a spreadsheet-like table are part of the Entry table. For example, you can see entry areas for Task Name, Duration, Start, Finish, and Predecessors.
You can make the Entry table more or less wide by using the Split bar. When you move the mouse over the split bar, your cursor changes to the resize pointer. Clicking and dragging the split bar to the right reveals columns for Resource Names and Add New columns.
The first column in the Entry table is the Indicators column. The Indicators column displays indicators or symbols related to items associated with each task, such as task notes or hyperlinks to other files. The second column displays if a task is manually or automatically scheduled, as described later in this appendix.
The file name displays centered at the top of the screen. When you open a Blank Project after starting Project 2013, it opens a new file named Project1, which is shown in the title bar. If you open a second Blank Project, the name will be Project2, and so on, until you save and rename the file.
Figure A-10
Project 2013 Main Screen
Created using Microsoft Project, used with permission from Microsoft.
Using Project Help and the Project Website
To access information to help you learn how to use Project 2013:
1.
Access Project Help. Click the question mark/help icon on the upper side of the ribbon. The Project Help screen displays, as shown in Figure A-11. Remember that this feature requires an Internet connection.
Figure A-11
Topics under Project Help
Created using Microsoft Project, used with permission from Microsoft.
2.
Explore various help topics. Click the Project Help link called “What’s new with Project 2013.” Microsoft provides short videos, steps, templates, articles, and other features to help you learn to use this powerful software. Watch the short video, read the other information on the page, and explore links for more help.
3.
Close Project 2013. Click the Close icon (X in the upper right of the screen) to exit Project 2013.
Many features in Project 2013 are similar to ones in other Windows programs. For example, to collapse or expand tasks, click the appropriate symbols to the left of the task name. To access shortcut items, right-click in either the Entry table area or the Gantt chart. Many of the Entry table operations in Project 2013 are very similar to operations in Excel. For example, to adjust a column width, click and drag between the column heading titles.
Next, you will get some hands-on experience by opening an existing file to explore various screen elements. Project 2013 comes with several template files, and you can also access templates from Microsoft Office Online or other websites.
Chapter A: Guide to Using Microsoft Project 2013 Using Project 2013 Book Title: Information Technology Project Management Printed By: Joseph English ([email protected]) © 2016 Cengage Learning, Cengage Learning
© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means - graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
