Intro to Mircosoft Project

Chapter A: Guide to Using Microsoft Project 2013 Exploring Project 2013 Using an Existing File Book Title: Information Technology Project Management Printed By: Joseph English ([email protected]) © 2016 Cengage Learning, Cengage Learning

Exploring Project 2013 Using an Existing File To open a template file and adjust Project 2013 screen elements:

1.

Open Project 2013 and select the Customer Service template file. Click the Start button on the taskbar, select Project 2013, click Customer Service, and then click Create. These screen shots were taken on April 3, 2013, so you can enter that date if you like. Your screen should resemble Figure A-12. (Note: If you cannot find the template, you can download it from www.intropm.com and open it. To open an existing file, click the File tab, then select Open, and browse to find the file.)

Figure A-12

Customer Service Template File

Created using Microsoft Project, used with permission from Microsoft.

2.

Widen the Task Name column. Move the cursor between the Task Name and Duration columns, and then double-click to widen the Task Name column so all of the text shows in one line.

3.

Move the Split Bar. Move the Split Bar to the right so the entire Task Name column text is visible, but not the Duration column. The default table view is the Entry table.

4.

View the first Note. Move your cursor over the yellow Notes symbol in the Indicators column for Task 1 to read it. You can insert notes by any task.

To show different WBS levels:

1.

Select Outline Level 1 to display WBS level 2 tasks. Click the View tab and then the Outline button’s list arrow, and then click Outline Level 1. Notice that only the level 2 WBS items display in the Entry table. The black bars on the Gantt chart represent the summary tasks. Recall that the entire project is normally referred to as WBS level 1, and the next highest level is called level 2.

2.

Adjust the timescale. Click the Zoom out button (minus sign) on the left side of the Zoom slider on the lower right of the screen, as shown in Figure A-13. Notice the milestone task in row 143 indicating the project completion date. Recall that the black diamond symbol on a Gantt chart shows milestones.

Figure A-13

Showing Part of the Wbs on the Gantt Chart

Created using Microsoft Project, used with permission from Microsoft.

3.

Expand a task. Click the expand symbol to the left of Task 2, Initial Assessment, to see its subtasks. Click the collapse symbol to hide its subtasks. Experiment with expanding and collapsing other tasks and resizing other columns.

4.

View all tasks. Click the Outline button and select All Subtasks to see all of the items in the Task Name column again.

5.

Remove the Timeline. Click the Timeline checkbox on the Ribbon to unselect it. Click it again to display it.

6.

Close the file without saving. Click the Close icon in the upper right of the window, and select No when prompted to save the file.

Project 2013 Views

Project 2013 provides many ways to display or view project information. In addition to the default Gantt chart, you can view the network diagram, calendar, and task usage views, to name a few. These views allow you to analyze project information in different ways. The View tab also provides access to different tables that display information in various ways. In addition to the default Entry table view, you can access tables that focus on data related to areas such as the Schedule, Cost, Tracking, and Earned Value.

To access and explore different views:

1.

Explore the Network Diagram for the Customer Service file. Open the Customer Service file again. Click the Network Diagram button under the View tab, and then move the Zoom slider on the lower right of the screen all the way to the left. Your screen should resemble Figure A-14. Critical tasks display in red.

Figure A-14

Network diagram view of Customer Service file

Created using Microsoft Project, used with permission from Microsoft.

2.

Explore the Calendar view. Click the Calendar button (under the Network Diagram button). Notice that the screen lists tasks each day in a calendar format.

3.

Change the table view. Click the Gantt Chart button on the ribbon, click the Tables button under the View tab, and then click Schedule. Figure A-15 shows the table view options.

Figure A-15

Table View Options

Created using Microsoft Project, used with permission from Microsoft.

4.

Examine the Schedule table and other views. Select the Schedule table view and move the Split bar to the right to review the Total Slack column. Notice that the columns in the table to the left of the Gantt chart, as shown in Figure A-16, now display more detailed schedule information, such as Late Start, Late Finish, Free Slack, and Total Slack. Remember that you can widen columns by double-clicking the resize pointer to the right of that column. You can also move the split bar to reveal more or fewer columns. Experiment with other table views, then return to the Entry table view.

Figure A-16

Schedule Table View

Created using Microsoft Project, used with permission from Microsoft.

Project 2013 Reports

Project 2013 provides many ways to report project information as well. In addition to traditional reports, you can also prepare visual reports, with both available under the Report tab. Note that the visual reports often require that you have other Microsoft application software, such as Excel and Visio. Project 2013 automatically formats reports for ease of printing.

To access and explore different reports:

1.

Explore the Reports feature. Click the Report tab to see the variety of reports available in Project 2013.

2.

View the Project Overview report. Click Dashboards, and then click Project Overview. Review the report and new options on the ribbon, as shown in Figure A-17.

Figure A-17

Project Overview Report

Created using Microsoft Project, used with permission from Microsoft.

3.

Open the Resource Overview report. Click the Report tab again, click Resources, and then click Resource Overview. Review the report, as shown in Figure A-18.

Figure A-18

Resource Overview Report

Created using Microsoft Project, used with permission from Microsoft.

4.

Examine the report and experiment with others. Click the Report tab, click In Progress, and then click Critical Tasks to display the Critical Tasks report, as shown in Figure A-19. Examine other reports.

Figure A-19

Critical Tasks Report

Created using Microsoft Project, used with permission from Microsoft.

5.

Return to the Gantt chart. Click the View tab, and then click Gantt Chart to return to the Gantt chart view. You can close the file without saving it if you wish to take a break.

Project 2013 Filters

Project 2013 uses a relational database to filter, sort, store, and display information. Filtering project information is very useful. For example, if a project includes thousands of tasks, you might want to view only summary or milestone tasks to get a high-level view of the project by using the Milestones or Summary Tasks filter from the Filter list. You can select a filter that shows only tasks on the critical path if that is what you want to see. Other filters include Completed Tasks, Late/Overbudget Tasks, and Date Range, which displays tasks based on dates you provide. As shown earlier, you can also click the Show button on the toolbar to display different levels in the WBS quickly.

To explore Project 2013 filters:

1.

Access filters. Click the View tab, if necessary, and make sure the Customer Service file is in the Gantt Chart: Table Entry view. Click the Filter list arrow (under the Data group), as shown in Figure A-20. The default filter is No Filter, which shows all tasks.

Figure A-20

Using a Filter

Created using Microsoft Project, used with permission from Microsoft.

2.

Filter to show milestones. Click Milestones in the list of filters. Notice that the Gantt chart only shows the summary tasks and milestones for the project. Your screen should resemble Figure A-21. Recall that milestones are significant events.

Figure A-21

Milestones Filter Applied

Created using Microsoft Project, used with permission from Microsoft.

3.

Show critical tasks. Select No Filter from the Filter list box to reveal all the tasks in the WBS again. Click the Filter list arrow, and then click Critical. Now only the critical tasks appear in the WBS. Experiment with other filters.

4.

Close the file. When you are finished reviewing the Customer Service file, click Close from the File tab or click the Close button. Click No when asked if you want to save changes.

5.

Exit Project 2013. Click the Close button for Project 2013.

Now that you are familiar with the main screen elements, views, reports, and filters, you will learn how to use Project 2013 to create a new file.

Chapter A: Guide to Using Microsoft Project 2013 Exploring Project 2013 Using an Existing File Book Title: Information Technology Project Management Printed By: Joseph English ([email protected]) © 2016 Cengage Learning, Cengage Learning

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