Project 2000

Microsoft®
Project 2000
Student Edition
Complete
Computer Courseware
© 2002 by CustomGuide, Inc. 1502 Nicollet Avenue South, Suite 1; Minneapolis, MN 55403
This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced,
transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by
any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of
CustomGuide, Inc.
We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty,
expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the
products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real
persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective companies.
CustomGuide is a registered trademark of CustomGuide, Inc.
Table of Contents
Introduction .......................................................................................................................... 7
Chapter One: The Fundamentals...................................................................................... 11
Lesson 1-1: Plan the Project ................................................................................................12
Lesson 1-2: Understanding Project Management ................................................................14
Lesson 1-3: What’s New in the Microsoft Project 2000 Database?.....................................16
Lesson 1-4: Understanding the Project 2000 Screen ...........................................................18
Lesson 1-5: Creating a New File .........................................................................................20
Lesson 1-6: Using Project Templates ..................................................................................22
Lesson 1-7: Entering Project Information............................................................................24
Lesson 1-8: Set the Working Time Calendar .......................................................................26
Lesson 1-9: Create a New Calendar ....................................................................................28
Lesson 1-10: Correcting Spelling and Using Undo or Redo ...............................................30
Lesson 1-11: Adjust the Timescale ......................................................................................32
Lesson 1-12: Saving the Project File ...................................................................................34
Lesson 1-13: Saving a Baseline Plan...................................................................................36
Lesson 1-14: Saving an Interim Plan...................................................................................38
Lesson 1-15: Getting Help...................................................................................................40
Chapter One Review............................................................................................................42
Chapter Two: Enter and Schedule the Task List ........................................................ 47
Lesson 2-1: Enter a Task......................................................................................................48
Lesson 2-2: Enter Task Durations........................................................................................50
Lesson 2-3: Creating a Milestone ........................................................................................52
Lesson 2-4: Copying, Moving, Inserting, and Deleting a Task............................................54
Lesson 2-5: Creating Recurring Tasks .................................................................................56
Lesson 2-6: Organize the Task List......................................................................................58
Lesson 2-7: Using Task Information and Task Notes ..........................................................60
Lesson 2-8: Linking and Unlinking Tasks ...........................................................................62
Lesson 2-9: Splitting Tasks..................................................................................................64
Lesson 2-10: Overlap or Delay Tasks ..................................................................................66
Lesson 2-11: Define Task Type............................................................................................68
Lesson 2-12: Effort-driven and Material-driven Scheduling ...............................................70
Lesson 2-13: Setting Task Deadlines and Constraints .........................................................72
Lesson 2-14: Assigning a Task Calendar .............................................................................74
Lesson 2-15: Task Indicators ...............................................................................................75
Chapter Two Review ...........................................................................................................76
Chapter Three: Enter and Assign Resources and Costs .............................................81
Lesson 3-1: Creating a Resource Sheet ...............................................................................82
Lesson 3-2: Entering Resource Availability.........................................................................84
Lesson 3-3: Grouping Resources.........................................................................................86
4 Microsoft Project 2000
Lesson 3-4: Changing Resource Schedules .........................................................................88

Lesson 3-5: Assigning Work Resources...............................................................................90
Lesson 3-6: Assigning Material Resources ..........................................................................92
Lesson 3-7: Entering Costs ..................................................................................................94
Lesson 3-8: Entering Fixed Costs ........................................................................................96
Lesson 3-9: View Costs........................................................................................................97
Chapter Three Review .........................................................................................................98
Chapter Four: Viewing the Project Database............................................................. 103
Lesson 4-1: Using Common Views....................................................................................104
Lesson 4-2: Using More Views..........................................................................................106
Lesson 4-3: Using Split Views...........................................................................................108
Lesson 4-4: Using Tables ...................................................................................................110
Lesson 4-5: Viewing Sorted Information ...........................................................................112
Lesson 4-6: Viewing Grouped Tasks .................................................................................114
Lesson 4-7: Viewing Grouped Resources ..........................................................................116
Lesson 4-8: Viewing Task Filters.......................................................................................118
Lesson 4-9: Viewing Resource Filters ...............................................................................120
Lesson 4-10: Using AutoFilters .........................................................................................122
Lesson 4-11: Viewing the Project’s Critical Path...............................................................124
Lesson 4-12: Viewing Task or Resource Details................................................................126
Lesson 4-13: Printing a View.............................................................................................127
Chapter Four Review .........................................................................................................128
Chapter Five: Update and View Project Progress ..................................................... 135
Lesson 5-1: Updating Tasks ...............................................................................................136
Lesson 5-2: Updating Resources........................................................................................138
Lesson 5-3: Updating Costs ...............................................................................................140
Lesson 5-4: Checking Duration Variance...........................................................................142
Lesson 5-5: Checking Work Variance ................................................................................143
Lesson 5-6: Checking Cost Variance .................................................................................144
Lesson 5-7: Viewing Project Statistics...............................................................................145
Lesson 5-8: Checking Earned Value ..................................................................................146
Lesson 5-9: Identify and Fix Project Trouble Spots...........................................................148
Chapter Six: Balancing Project Progress .................................................................... 155
Lesson 6-1: Identifying Resource Overallocation..............................................................156
Lesson 6-2: Balancing Resources Automatically...............................................................158
Lesson 6-3: Balancing Resources Manually ......................................................................160
Lesson 6-4: Reassigning Work to Another Resource .........................................................162
Lesson 6-5: Scheduling Resource Overtime ......................................................................164
Chapter Seven: Working with Reports .........................................................................171
Lesson 7-1: Choosing a Report..........................................................................................172
Lesson 7-2: Using Report Details ......................................................................................174
Lesson 7-3: Defining Report Contents...............................................................................176
Lesson 7-4: Sorting a Report .............................................................................................178
Lesson 7-5: Adding Page Elements to a Report.................................................................180
Lesson 7-6: Saving a Project as a Web Page......................................................................182
Chapter Seven Review.......................................................................................................184
Chapter Eight: Working with Multiple Projects ........................................................ 187
Lesson 8-1: Consolidating Projects....................................................................................188
Lesson 8-2: Consolidating Projects in a New Window......................................................190
Lesson 8-3: Creating Links Between Projects ...................................................................192
Lesson 8-4: Sharing a Resource Pool.................................................................................194
Lesson 8-5: Viewing Multiple Project Critical Paths.........................................................196
 2002 CustomGuide, Inc.

Introduction 5
Lesson 8-6: Viewing Inserted Project Statistics................................................................. 198
Lesson 8-7: Saving a Workspace ....................................................................................... 200
Lesson 8-8: Adding Columns to Consolidated Projects..................................................... 202
Lesson 8-9: Saving Consolidated Project Baselines .......................................................... 204
Chapter Eight Review........................................................................................................ 206
Chapter Nine: Customizing the Project........................................................................211
Lesson 9-1: Changing Bar Styles....................................................................................... 212
Lesson 9-2: Creating Custom Groups................................................................................ 214
Lesson 9-3: Creating Custom Filters ................................................................................. 216
Lesson 9-4: Creating Custom Tables ................................................................................. 218
Lesson 9-5: Creating Custom Forms ................................................................................. 220
Lesson 9-6: Creating a Custom Report.............................................................................. 222
Lesson 9-7: Creating a Custom View ................................................................................ 224
Lesson 9-8: Using the Organizer ....................................................................................... 226
Lesson 9-9: Add Hyperlinks to Tasks and Resources ........................................................ 228
Chapter Nine Review......................................................................................................... 230
Index...................................................................................................................................234
Introduction
Welcome to CustomGuide: Microsoft Project 2000. CustomGuide courseware allows
instructors to create and print manuals that contain the specific lessons that best meet their
students’ needs. In other words, this book was designed and printed just for you.
Unlike most other computer-training courseware, each CustomGuide manual is uniquely
designed to be three books in one:
• Step-by-step instructions make this manual great for use in an instructor-led class or as a
self-paced tutorial.
• Detailed descriptions, illustrated diagrams, informative tables, and an index make this
manual suitable as a reference guide when you want to learn more about a topic or
process.
• The handy Quick Reference box, found on the last page of each lesson, is great for when
you need to know how to do something quickly.
CustomGuide manuals are designed both for users who want to learn the basics of the
software and those who want to learn more advanced features.
Here’s how a CustomGuide manual is organized:
Chapters
Each manual is divided into several chapters. Aren’t sure if you’re ready for a chapter? Look
at the prerequisites that appear at the beginning of each chapter. They will tell you what you
should know before you start the chapter.
Lessons
Each chapter contains several lessons on related topics. Each lesson explains a new skill or
topic and contains a step-by-step exercise to give you hands-on-experience.
Chapter Reviews
A review is included at the end of each chapter to help you absorb and retain all that you have
learned. This review contains a brief recap of everything covered in the chapter’s lessons, a
quiz to assess how much you’ve learned (and which lessons you might want to look over
again), and a homework assignment where you can put your new skills into practice. If you’re
having problems with a homework exercise, you can always refer back to the lessons in the
chapter to get help.
How to Use the Lessons

Every topic is presented on two facing pages, so that you can concentrate on the lesson
without having to worry about turning the page. Since this is a hands-on course, each lesson
contains an exercise with step-by-step instructions for you to follow.
To make learning easier, every exercise follows certain conventions:
• Anything you’re supposed to click, drag, or press appears like this.
• Anything you’re supposed to type appears like this.
• This book never assumes you know where (or what) something is. The first time you’re
told to click something, a picture of what you’re supposed to click appears either in the
margin next to the step or in the illustrations at the beginning of the lesson.
Illustrations show what your

screen should look like as you 24 Microsoft Excel 2000
follow the lesson. They also 24 Microsoft Excel 2000
describe controls, dialog boxes,
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click or look for. 1. Select the cell range D5:D17 and click the Comma Style button on
Comma Style 1.theSelect the celltoolbar.
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a hundreds separator
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Clear step-by-step instructions range.
guide you through the exercise.

Anything you need to click
appears like this.

Introduction 9
• When you see a keyboard instruction like “press <Ctrl> + <B>,” you should press and
hold the first key (<Ctrl> in this example) while you press the second key (<B> in this
example). Then, after you’ve pressed both keys, you can release them.
• There is usually more than one way to do something in Project. The exercise explains the
most common method of doing something, while the alternate methods appear in the
margin. Use whatever approach feels most comfortable for you.
• Important terms appear in italics the first time they’re presented.
• Whenever something is especially difficult or can easily go wrong, you’ll see a:
NOTE:
immediately after the step, warning you of pitfalls that you could encounter if you’re not
careful.
• Our exclusive Quick Reference box appears at the end of every lesson. You can use it to
review the skills you’ve learned in the lesson and as a handy reference—when you need
to know how to do something fast and don’t need to step through the sample exercises.
Formatting a Worksheet 25
Formatting a Worksheet 25
2. Click cell A4 and type Annual Sales.

2. Click cell A4inand
The numbers type Annual
this column Sales. as currency.
should be formatted Anything you need to type
The numbers in this column should be formatted as currency.
3. Press <Enter> to confirm your entry and overwrite the existing appears like this.
3. Press <Enter> to confirm your entry and overwrite the existing
information.
information.
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Chapter One: The
Fundamentals
Chapter Objectives: ; Prerequisites
• Plan the project and understand project management • A computer with
Windows 95, 98, or NT
• See what is new in Microsoft Project 2000 and Project 2000
installed
• Understand the Project 2000 screen
• An understanding of
• Create a new project file and use Project 2000 templates basic computer
functions (how to use
• Enter project information and set the Working Time Calendar the mouse and
keyboard)
• Create a New Calendar
• Correct Spelling and use Undo or Redo
• Adjust the timescale
• Save a project file, a baseline plan, and an interim plan
• Learn how to use Help
Chapter Task: Learn the basic functions of Microsoft Project

2000, and learn how to begin a project file
Welcome to your first lesson on Microsoft Project 2000! Project 2000 is a high-powered
project management tool that you can use to control and track any kind of project once it has
been planned. With Project 2000, you can see every detail of your project simultaneously so
you can follow its progress.
For years, people have been completing projects, like mailing Christmas cards or building a
ten-ton steel bridge, without the aid of software. So why use project management software?
The answer is simple; your project will be completed as painlessly and problem-free as
possible.
Project 2000 can be a bit intimidating at first, with its big, blank default screen (the Gantt
chart), and its many buttons and views. But don’t worry; this chapter will familiarize you with
the elements and functions of Project 2000. Also, if you’ve already used more basic Microsoft
applications, such as Word, you’ll already know how to perform many simple Project 2000
tasks. With that in mind, this chapter is your introduction to Microsoft Project 2000 and the
world of project management. And so, without further ado, turn the page and let’s get started!
Lesson 1-1: Plan the Project

Figure 1-1
Steps in planning a project
Figure 1-1
Perhaps the most difficult process in Project 2000 is the first step: planning. Planning requires
constant research and editing. In fact, you may find that the planning stage of a project
doesn’t really end until you’re finished with the project.
So how can you prepare yourself, and what can you do to make this process pain-free? The
illustration above shows a common progression of steps to take when planning a project,
depending on the type of project you are tackling, and appears in further detail in the table
below. These steps are merely guidelines for planning a project and will change depending on
the type of project in which you are involved.
Table 1-1: Planning Steps

Step Description
Define a project Initiate the project: Clearly identify the purpose and goals of the project; estimate
when key resources will be available to work on the project; make backup plans for
key project components; and identify the project’s constraints and limitations, such
as the schedule, resources, budget, and scope of the project.
Start a project file: Create the project’s file and set the project’s properties, such
as working time (i.e., Monday through Friday, 8 a.m. to 5 p.m.).
Define project deliverables: Define the actual product or service that meets the
project’s objectives.

Chapter One: The Fundamentals 13
Step Description
Plan project Define phases and create a task list: Enter the tasks required to complete the
activities project, define the project’s phases, and add any supporting information to the task.
Show the project’s organization: Structure the tasks into their respective phases
as well as a hierarchy of summary tasks and subtasks.
Organize the project into a master project and subproject files: Complete a
large project (master project) by completing smaller projects (subprojects).
Estimate task durations: Estimate how long a task will take to complete,
considering nonworking time. Fine-tune durations with the task calendar.
Set task dependencies and constraints: Identify and link tasks that affect the
progress of another task.
Create interrelationships with projects: Identify tasks in the master project that
are dependent upon tasks in subprojects.
Plan for and Estimate resource needs: Compile a list of all the resources you will need and
gather change duration as necessary. Also get input from others involved in the project.
resources
Enter resource information and set working times: Update information about
the resources, and set the hours they will work.
Share resources among projects: Sharing resources can help make managing a
project’s progress easier.
Assign resources to tasks: Assign resources to specific tasks, including the
amount of time they are expected to work on the task.
Plan project Estimate costs: Research previous projects to estimate how much each task will
costs cost.
Define and share cost information: Prepare a budget, establish a baseline plan,
and share the information with the parties involved.
Prepare to manage costs: Set a fiscal year for the project, plan how to track and
manage costs, and track the cash flow plan.
Plan for quality Plan for quality: Define quality standards and determine how quality affects the
and risks overall scope of the project.
Identify and plan for risks: Research reliable resources, identify risks, and create
a plan of action to handle risk events should they occur.
Plan security Set up methods for communicating project information: Decide and establish a
and procedure for how you want to share project information with everyone involved.
communication
Protect project information: Depending on the communication resource you use,
set passwords, specify security settings, etc.
Optimize a Optimize the project plan to meet the finish date, plan for resources, and complete
project plan the project within its budget constraints.
Distribute a Depending on how you share and communicate the project’s information, distribute
project plan the project’s plan online or in printed format.
Remember, you have to do the planning of a project. Microsoft Project 2000 can only help
you record and keep track of all the tasks, resources, and costs within it.
Lesson 1-2: Understanding Project

Management
Figure 1-2
The Project Triangle
Cost – This includes the people

Time – This is the most and the equipment that do the
common project restraint. Know work, the materials they use,
the deadline for your project. and anything else that requires
time or money.
Scope – This includes the quality, functions, and

features of your product or service and the work
Figure 1-2 required to deliver your product or service.
We all basically know what a project is, but here is a clear definition: A project is a temporary
series of actions undertaken to create a unique product or service. A project can be anything
from building a fleet of helicopters, to planning a wedding, to writing a sushi cookbook. All
projects have three things in common: (1) they have a start and end date, (2) they are an effort
made by people and equipment, and (3) they create a product or service. You’ve probably
already completed or are working on many projects as we speak. That means you already
have experience with project management.
Project management is the process of planning, organizing, and managing tasks and resources
to accomplish an objective, usually within constraints of time, resources, or cost. Project
? management has been a recognized profession since the 1950s but has been practiced since
the Stone Ages. Without project management, we would still be wearing animal hides and
rubbing sticks together to make fire.
?
Adjusting one of the An easy way to visualize the elements of project management is by using the Project Triangle,
Project Triangle as shown in Figure 1-2. The Project Triangle shows project management in terms of time,
elements affects the cost, and scope. Time is the amount of time it will take you to complete a project. Cost is the
other two. amount of money and time you will spend on the project. Scope is the quality, functions, and
features of your product or service. To see what happens to project management when one
side of the Project Triangle changes, see Table 1-2: If/Then in the Project Triangle.

Table 1-2: If/Then in the Project Triangle

If Then
If the project scope …then you may need more resources or additional time to do the
increases… extra work.
…Then either you get a loan from the bank, or you postpone your
Example: If you decide you honeymoon until next year so you can save more money.
want to honeymoon in
Jamaica instead of your
original plan—Bismarck, North
Dakota…
If the time (duration) of your …then you may need to increase cost (budget) in order to hire
project schedule decreases… more resources to get done in time. If you can’t increase the cost,
you may need to reduce the scope, because it will be hard to get
things done in less time.
Example: If you need to move …Then either you hire another seamstress to help sew the orange
your wedding date ahead two chiffon bridesmaids’ dresses in time, or you agree to purchase
months because your bride-to- cheaper, factory-made bridesmaids’ dresses off the rack.
be has been offered a NASA
space travel job…
The cost (budget) of your …you may need more time because you can’t pay for as many
project decreases… resources. If you can’t increase the time, you may need to reduce
the scope, because fewer resources can’t finish all of your planned
work in the time you have scheduled.
Example: If your husband-to- …Then either you move the wedding date back another year so
be lost a finger in the garbage you can earn more money, or you cancel the ice sculptures in the
disposal, and the medical dessert buffet.
costs cut into your wedding
savings… Quick Reference
The Characteristics of a
The key to product management is keeping careful records and tracking your project.
Project Are:
Microsoft Project 2000 will do that for you, so you can foresee any problems before they arise
and adjust to changes accordingly. Project 2000 stores the details of your project in its • It has a start date and end
database and then uses that information to calculate your project’s costs, schedule, and other date
essentials. • It is an effort made by
people and equipment
• It creates a product or
service
The Project Triangle
Includes:
• Time
• Cost
• Scope
Lesson 1-3: What’s New in the

Microsoft Project 2000 Database?
Figure 1-3
Similar to a file cabinet…
Figure 1-4
…databases store and
manage information.
Figure 1-3
Figure 1-4
A database is a
Before we start talking about new features, it helps if you actually understand what Project
collection of
2000 is—a database. In its simplest form, a database is a collection of information that is
information that is organized into a list. According to Microsoft, the Project 2000 database plan has been
organized into a list. improved considerably from Project 98 to increase performance and make it easier to work
with data. Here is what a good database does:
• Stores Information
A database stores lists of information that are related to a particular subject or purpose. A
database stores personal information, such as a list of aunt Mildred’s sushi recipes; or
business information, such as a list of hundreds of thousands of resources. A database
also makes it easy to add, update, organize, and delete information.
• Finds Information
You can easily and instantly locate information stored in a database. For example, you
can find all the recipes in your cookbook with the word “rice” in them, or all your
contractors located in the 58251 Zip Code.
• Analyzes Information
You can perform calculations on information in a database. For example, you could
calculate what percent of your total equipment comes from the state of Texas. You can
also present information in a professional-looking printed report.
• Manages Information
Databases make it easy to work with and manage huge amounts of information. For
example, you can change the due date for hundreds of tasks from 5/1/02 to 5/20/02 with a
few keystrokes.
• Shares Information
Most database programs (including Microsoft Project 2000) allow more than one user to
view and work with the same information at once. Such databases are called multi-user
databases.

Now that you know what a database is, here are some of the major additions to Project 2000:
Table 1-3: What’s New in Project 2000?

Feature Definition
New Scheduling Set task priorities, enter estimated task durations, and set calendars for tasks
Attributes
Network Diagram The Network Diagram view replaces the PERT Chart from previous versions.
View You can use outlining symbols to hide or display the subtasks of a task in
Network Diagram View.
Administration and Install a language pack so Project displays its menus and dialog boxes in
Programmability another language, or delete a Project feature based on system policy.
Improvements
Work Breakdown You can specify your own numbering format. Project also allows you to create
Structure multiple outline structures in custom fields so that you can sort and group your
Numbering Format tasks according to these outline structures.
Custom Outline You can now define custom outline codes (besides defining custom WBS
Code Definition codes). Unlike WBS codes, custom outline codes are completely user-defined
and aren’t part of the outline structure of your project. They can, however, be
applied to tasks and resources.
Project-Based Now you can base a project on a template, because Project 2000 comes with
Templates new pre-made templates for projects such as building a house or developing
software.
Don’t worry if you don’t understand these features; the above table is a lot of tech-speak!
What’s important is that you learn how to use the program. That said, let’s get going…
Quick Reference
A database does these
things:
• Stores Information
• Finds Information
• Analyzes Information
• Manages Information
• Shares Information
Lesson 1-4: Understanding the

Project 2000 Screen
Title bar Menu bar Tool bars Entry bar Timescale
Figure 1-5
The Project 2000 screen
Views
bar Status bar Task entry Bar chart Scroll bars
table
Figure 1-5
The default screen for
You might find the Project program screen a bit confusing and overwhelming the first time
Project is the Gantt
you see it. What are all of those buttons, icons, menus, and lines for? This lesson will help you
Chart View. become familiar with the Project program screen. There are no step-by-step instructions in
this lesson—all you have to do is look at Figure 1-5 to see what everything you’re looking at
means. Relax! This lesson is only meant to help you get acquainted with the Project screen—
you don’t have to memorize anything.
1. Open Microsoft Project 2000.

The default view, Gantt Chart View, appears on your screen as shown in Figure 1-5.
2. Find the screen elements from Table 1-4: The Project 2000 screen.
Familiarize yourself with the parts of the Project 2000 screen.

Table 1-4: The Project 2000 screen

Element Description
Bar chart Displays task information in a chart.
Entry bar Shows the contents of any cell you select in the Task Entry table.
Menu bar Shows the names of the available command menus.
Scroll bars Help you navigate through tables and charts in the current view by scrolling.
Status bar Displays the status of certain keys on the keyboard, as well as information
about the current command or operation.
Task entry table Displays the tasks you enter for your project. Different views display variations
of Task Entry tables, and some views don’t have a Task Entry table.
Timescale Displays time in different formats across the tops of some chart views.
Title bar Shows the name of the file you’re using. The Title bar appears at the top of all
windows.
Toolbars Toolbars are shortcuts—they contain buttons for the most commonly used
commands.
Views bar Displays the project in different views. The Gantt Chart view is the default
project view. Click on an icon in the View bar to see a different view.
Don’t worry if you find some of these objects confusing at first—they will make more sense
after you’ve actually used them.
One more important note about the Project program screen: Just as there are several different
types of database objects in Project, there are also many different program screens, something
that makes Project quite different from most Microsoft programs. The default screen for
Project is called the Gantt Chart view, which includes a Gantt table on the left side of the
window and a Gantt bar chart on the right. You will view more of the different screens as we
continue this chapter’s tour of Project.
Lesson 1-5: Creating a New File

Figure 1-6
The Project Templates tab
of the New dialog box
Figure 1-7
A Blank Project file and
Project Information dialog
box
Figure 1-6
Figure 1-7
Once you have your project all planned out, you can begin entering it in a new file. Project
New button automatically opens to a new file, but it’s not very convenient to have to re-open the program
Other Ways to Open a if you want to start a new file, so this lesson shows you all you need to know about opening a
New Blank Project File: new file. After opening the file there are a few things you should do before starting to enter
tasks, but they are not discussed in this lesson.
• Click the New button.
Or… For now, concentrate on creating a new Blank Project file.
• Press <Ctrl> + <N>. 1. Select File → New from the menu.
The New dialog box appears. By default it opens to the General tab, which contains the
template for a Blank Project file. This is the type of file you will use to start a new
project most of the time.

2. If necessary, click the General tab in the New dialog box.

The Blank Project file appears in the dialog box.
3. Click the Blank Project file to select it, and click OK.
The new Project file appears on the screen, along with the Project Information dialog
box. This is the second step in creating a new project file, which is discussed in a later
lesson.
The table below is a suggestion of steps to take when starting a new project file. Not all
of them are necessary, depending on the size and scope of your project. Don’t worry if
you don’t know how to do some of these things; just keep following along in the
manual, and you’ll learn eventually.
4. Click Cancel to close the Project Information dialog box.
Table 1-5: Starting a Project File

Open a project file The first step in creating your project is to open the file you will use
throughout your project. You can start a new file, or you can base your new
file on an existing file or template.
Enter file properties Optional: File properties, such as the project title or the company name, can
help you and others in the organization identify and locate your file in the
future.
Link or store project- Optional: After you have created a file, you can attach your project’s
related documents in planning-related documents to it so they are easy to access.
Project
Set the working time You may need to change the working days and hours for your project
for the project calendar. In Microsoft Project, the default working time is Monday through
calendar Friday, 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to 5:00 p.m. (allotting an hour
for lunch). You can change working hours for all working days, specific days
(such as every Thursday), or certain dates such as holidays or vacation days.
Quick Reference
To Create a New File:
• Select File → New from
the menu.
Or…
• Click the New button.
Or…
• Press <Ctrl> + <N>.
Lesson 1-6: Using Project

Templates
Figure 1-8
The Project Templates tab
of the New dialog box
Figure 1-9
The New Product template
Figure 1-8
Figure 1-9
If you have a good plan set up for the project, and want to save a lot of time setting up a the
tasks, durations, and other aspects of the project, use a template. A template is a type of file
that is already set up for a particular type of project. For example, a New Product template has
many of the tasks that are required to develop a new product, and estimates for how long each
task will take. Then, if you need to add or delete a task or change a task duration, you can
easily modify the information in the template to reflect your own plans for the project.
The process for creating a new project file from a template is basically the same as creating a
new Blank Project file.

1. Select File → New from the menu.

The New dialog box appears. By default it opens to the General tab, but you want to
access the templates that are available.
2. Click the Project Templates tab in the New dialog box.
All the templates that come with Project appear, as shown in Figure 1-8. These
templates are a good reference if you’re not sure how to organize your project, because
they include the typical tasks and resources needed to complete various types of
projects. You can always modify the file to add, delete, or edit the project’s tasks later.
3. Select the New Product file and click OK.
The template file appears on the screen with the Project Information dialog box, as
shown in Figure 1-9. Now that you know how to open a template, however, you won’t
need it anymore.
4. Click Cancel to close the Project Information dialog box and close the
file without saving changes.
Table 1-6: Standard Project Templates

Template Description
Commercial This template is designed to organize the construction if large-scale buildings, such
Construction as hotels, hospitals, and airports. The template includes the basic tasks required to
construct a multiple-story commercial building and shows the relationships between
those tasks.
Engineering Before a building is constructed, the purpose, payment, and plans for the building
must be decided. This is called the engineering phase of a project. Many of the
standard decisions required to produce an engineering design are arranged and
linked in a standard way in this template.
Infrastructure This template identifies the steps required to implement a new software
Deployment infrastructure in a business.
Microsoft This process model is developed as part of Microsoft's Principles of Application
Solutions Development course. The template is intended to assist in applying the process
Framework model in practical situations; however it does not take the place of the course itself.
New Business This template is designed to organize steps in the process of developing an
entrepreneurial opportunity into a new business. The template can be modified for a
wide range of specific business situations.
New Product This template is designed to provide the framework for developing a new product. Quick Reference
The template uses a disciplined approach that generates reliable data and reviews
it regularly to make sure the product’s development is on track. To Open a Template File:
1. Select File → New from
Project Office The objective of this template is to identify and correlate the activities required for the menu.
the full project life cycle involved in the conceptualization, development, and
creation of a project office. The template is designed to focus on the required steps 2. Click the Project
and processes to successfully initiate, monitor, and establish an enterprise project Templates tab in the
office. New dialog box.
3. Select the template you
Residential This template is designed to organize the construction of small-scale buildings, want to use, and click OK.
Construction such as single-family homes, or a group of apartment units. The template includes
the basic tasks required to construct a single-family home and shows the
relationships between those tasks.
Software The objective of this template is to identify the steps required for software
Development development.
Lesson 1-7: Entering Project

Information
Figure 1-10
The Project Information
dialog box
The project will be

scheduled from the
Start Date, so the
Finish date is
shaded.
Figure 1-10
Other Ways to View You have probably noticed that when a new file is opened in Project, a dialog box appears on
Project Information:
the screen. It’s a good idea to fill out as much information as you know in this dialog box
• Select Project → before entering any tasks. It doesn’t take long to fill out, but the information is very important
Project Information because Project uses it to schedule the project.
from the menu.
1. Select Project → Project Information from the menu.
The Project Information dialog box appears, as shown in Figure 1-10.
The most important piece of information to enter is the start or end date. First you have
to decide if you want to plan your project from the start date, or the end date.
• Start Date: If you plan it from the start date you specify, Project will assign the
tasks to begin As Soon As Possible (ASAP), so the project doesn’t have to be
drawn out longer than necessary.
• End Date: If you plan the project from the end date you specify, Project will
assign the tasks to begin As Late As Possible (ALAP) so the project will be
completed on the appointed date.
In either case, Project automatically calculates the other date (start or end), depending
on the task and duration information you enter in the project.
2. Make sure Project Start Date appears in the Schedule from drop-down
list.
This is the default setting of Project Information. Now you must enter the start date for
the project. If you had chosen Project End Date, you would enter the projected end date
of the project.

3. Choose the current date as your project’s start date.

The current date is the default entry for the start date, but you can enter a different date
if necessary.
Now go on to the bottom half of the dialog box.
4. Choose a Standard calendar option and click OK.
The Standard option is the default option, and the most common calendar option. Refer
to the table below for a description of the other calendar options available.
The rest of the items in the dialog box will rarely require your attention, but refer to Table 1-7:
Project Information dialog box so that you know what they’re for.
Table 1-7: Project Information dialog box

Option Description
Start date Enter the project’s Start date. This date is automatically calculated if Project Finish
Date is selected in the Schedule from box. If you enter a project start date, the
default constraint for tasks is As Soon As Possible (ASAP).
Finish date Enter the project’s Finish date. This date is automatically calculated if Project Start
Date is selected in the Schedule from box. If you enter a project finish date, the
default constraint for tasks is As Late As Possible (ALAP).
Schedule from Specifies how Project schedules the project, from a Project Start Date or a Project
Finish Date.
Current date Specifies the current date.
Status date Project uses the status date to perform earned value calculations, identify the
complete-through date in the Update Project dialog box, and place progress lines.
If you set the status date to NA, Project uses the current date as the status date.
Calendar There are three types of calendars you can use:
Standard Standard work day and work week of Monday through Friday, 8:00 A.M. to 5:00
P.M., with 12:00 P.M. to 1:00 P.M. for a nonworking lunch break. Quick Reference
24 hours Working time is scheduled non-stop from Sunday through Saturday, 12:00 A.M.
To Enter Project
to 11:59 P.M.
Information:
Night Shift Working time is scheduled Monday night through Saturday morning, 11:00 P.M. to 1. Enter the information
8:00 A.M., with 3:00 A.M. to 4:00 A.M. for a nonworking lunch break. when the file is newly
Priority Indicates how readily tasks in the current project are delayed when resources are created.
leveled across multiple projects. Type or select a number between 0 and 1,000, with Or…
the higher number indicating a higher priority task. Project takes into account project- Select Project →
level priorities before task-level priorities when leveling. Project Information from
the menu.
2. Change the project’s
information.
Lesson 1-8: Set the Working Time

Calendar
The default
Figure 1-11 working times
depend on the
The Change Working calendar type
Time dialog box Select the
Click the column working time
Figure 1-12 heading button to option you want
select all the to use
In the updated Change days in the
Working Time dialog box column.
Enter changes
calendar, select the days to the working
for which you want to time here
change working time.
Figure 1-11
The legend
identifies what
the different
markings
indicate on the
calendar The new
working hours
for the selected
day
Figure 1-12
You have already chosen the kind of calendar you want to use in the Project Information
dialog box (Standard), but you can further change the working hours for the calendar.
Currently, the Standard calendar defaults are Monday through Friday, 8:00 A.M. to 5:00 P.M.,
with an hour off for lunch. There may come a time when you need to change the working time
for a day, week, month, or the entire project. This lesson will show you how to change the
working hours.
For this project, you will be planning a wedding. Since most wedding services and shops
don’t open until 10 A.M., change the project’s working hours to 10:00 A.M. to 7:00 P.M.
Press and hold the
<Shift> key to select 1. Select Tools → Change Working Time from the menu.
a series of column The Change Working Time dialog box appears, as shown in Figure 1-11. First, let’s
headings. change the weekday working hours.

2. Click the M column heading for Monday. Press the Shift key and click the
F column heading for Friday.
All the weekdays, Monday through Friday, are selected on the calendar as shown in
Figure 1-12.
3. In the From: text box, type 10:00 AM. In the To: text box, type 7:00 PM.
Delete the second set of numbers, 1:00 PM and 5:00 PM. Love
Since this is such a big wedding, you might have to work on Saturdays as well.
4. In the calendar, click on the last S column heading for Saturday.
Groomsmen’s Gift
The weekdays are unselected, and the Saturday column is selected. Notice that the
column headings for the weekdays are underlined, and that the date boxes are shaded.
According to the Legend on the left side of the dialog box, this indicates that the
shaded date’s working hours have been changed, and that all the days of the week for
the column heading have been changed.
You want to check in with the families about the work done for each week, so change
the working time for Saturday.
5. Select the Nondefault working time option, and clear the From: and To:
text boxes. Enter 1:00 PM in the From: text box, and 4:00 PM in the To:
text box.
Your Saturday working hours are changed for the duration of the project.
What if you want to change the working hours for just one day?
6. Select the third Friday and Saturday of the month by holding down the
<Shift> key while clicking.
You have to attend a family reunion this weekend, so take the weekend off.
7. Select the Nonworking time option.
The working times are cleared, indicating that it is a nonworking day. Quick Reference
8. Click OK. To Change Working Time
The Change Working Time dialog box is closed, and your working hours calendar is in Your Project Calendar:
ready to go! 1. Select Tools → Change
NOTE: It is important to understand that if you change the working times to less than Working Time from the
eight hours a day, the Gantt Chart bars will not match up with the tasks menu.
durations. For example, the default start and working time for a day is 8 AM 2. Click the column heading
to 5 PM, but you have set the calendar for one hour of work each day. of the day(s) you want to
Therefore, if you estimate that a task will take one day to complete, but are change.
only working one hour a day, Project will still assume that it will take eight Or…
hours, so it will take eight days to finish the task. To fix this, however, you Select the specific
can change the calendar’s default options. date(s).
3. Click the Nondefault
time option.
Or…
Click the Nonworking
time option.
4. Change the times to the
hours you want to work in
the From: and To: text
boxes.
5. Click OK.
Lesson 1-9: Create a New

Calendar
Figure 1-13
The Create New Base
Calendar
Figure 1-14
Figure 1-13
The Change Working
Time dialog box
Figure 1-14
There are times when a task will have different working times than the rest of the project. For
these instances, designate a new calendar for the task.
Create a new Sewing calendar for a task in this lesson.
1. Select Tools → Change Working Time from the menu.

The Change Working Time dialog box appears, as shown in Figure 1-14.
There are three types of calendars available in Project: Standard, 24 Hours, and Night
Shift. These are called base calendars. The working times in these calendars are not
what you want, so create an entirely new calendar
2. Click the New button in the dialog box.
The Create New Base Calendar dialog box appears.
3. Type Sewing in the Name text box.
When you want to assign the new calendar to the task, this is the name you will look
for.
Notice that there are two options to choose from in the dialog box.
• Create a new base calendar: Select this option if you want to create an entirely
new calendar.
• Make a copy of: Instead of creating an entirely new calendar, copy an existing
base calendar and change the working time to make a new calendar.

4. Click the Make a copy of option. Select Standard from the drop-down
list.
Your calendar will be based off the schedule for the Standard calendar.
5. Click OK.
The Change Working Time dialog box appears once again, but this time you are going
to change the working time for the Sewing calendar.
6. Click the Tuesday column in the calendar. Press the <Ctrl> key and click
the Thursday column in the calendar.
The two columns are selected. Change these days to nonworking time.
7. Click the Nonworking time option in the dialog box, and click OK.
The only working days are Monday, Wednesday and Friday.
Quick Reference
To Create a New Calendar:
1. Select Tools → Change
Working Time from the
menu.
2. Click the New button in
the dialog box.
3. Enter a name for the new
calendar and choose to
create a new calendar, or
copy an existing one.
4. Click OK.
5. Change the working
hours and days for the
new calendar and click
OK.
Lesson 1-10: Correcting Spelling

and Using Undo or Redo
Figure 1-15
Undo/Redo button
The Project file
Spelling button
Figure 1-16
The Spelling dialog box
Figure 1-17
The Spelling tab of the
Options dialog box
Figure 1-15
Figure 1-16
Figure 1-17
No matter how excellent you are with English and computers, you will probably need to use
Spelling button the Spelling and Undo or Redo features at some point during your project. This lesson teaches
you how to use these features.
Other Ways to Use
Spelling:
• Select Tools →
1. If necessary, navigate to your practice folder and open Lesson 1.
Spelling from the If you don’t know where your practice files are, ask your instructor.
menu. 2. Click the Spelling button on the Standard toolbar.
• Press <F7>. The Spelling dialog box appears highlighting the first misspelled word.

3. Select Announcements from the Suggestions list and click Change.

or
The misspelled word is replaced with the correct spelling. Spelling automatically goes
on to the next word it doesn’t recognize in the file, “cermony”. Undo or Redo
button
4. Select Ceremony from the Suggestions list and click Change.
Other Ways to Use Undo
Project will continue to check all the field entries in the project, but since you know or Redo:
how Spelling works go ahead and close the Spelling dialog box. • Select Edit → Undo or
NOTE: If Spelling brings up a word you don’t want to change, click Ignore, or click Redo from the menu.
Add to add the word to the dictionary. • Press <Ctrl> + <Z>.
5. Click Close in the Spelling dialog box.
The dialog box disappears, and you return to the main Project window.
You can also tell Spelling not to check certain fields in the project.
6. Select Tools → Options from the menu.
The Options dialog box appears.
7. Click the Spelling tab.
The Spelling tab appears, as shown in Figure 1-17. Here you can choose which fields
you want to have checked, and choose how Project checks words.
Now make a change to this lesson that you can undo.
8. Select the Engagement cell. Type Find a spouse, and press Enter.
That arrangement doesn’t work, so undo the change.
9. Click the Undo button on the Standard toolbar.
The cell contains the original text, “Engagement”.
Notice that the Undo button turns into a Redo button after it is clicked. Unlike other
Microsoft programs with multiple-level undo and redo features, Project remembers
only one action at a time, so you can only go back and forth between one action with
undo and redo.
Quick Reference
To Use Spelling:
• Click the Spelling
button on the Standard
toolbar.
To Choose Specific
Spelling Options:
1. Select Tools → Options
from the menu.
2. Click the Spelling tab.
To Use Undo or Redo:
• Click the Undo or
Redo button on the
Standard toolbar.
Or…
• Select Edit → Undo or
Redo from the menu.
Or…
• Press <Ctrl> + <Z>.
Lesson 1-11: Adjust the

Timescale
Figure 1-18
The timescale header in
Gantt Chart view
Timescale
Figure 1-19 header
The Gantt Chart’s
timescale header
Figure 1-20
The Timescale dialog box
Figure 1-18
Major scale:
Weeks
Minor scale:
Days
Figure 1-19
Other Ways to Open the

Timescale Dialog Box:
• Double-click inside the
timescale header.
Or…
Right-click the
timescale header and
select Timescale from A preview of the timescale units
appears in the dialog box.
the shortcut menu.
Figure 1-20
You can format your project’s timescale to customize how you view information over a period
of time. The timescale is the time grid area in the Gantt Chart and in other views where task
bars and nonworking time are displayed. Figure 1-18 shows the timescale header. The
timescale header consists of the major scale (upper portion) and minor scale (lower portion).
Change your timescale so that you can see the wedding project over a longer amount of time,
and give your nonworking time areas a new color.

1. Select Format → Timescale from the menu. Other Ways to Adjust

The Timescale dialog box appears. Choose new settings for your timescale. the Timescale’s Time
Period:
2. Click the Timescale tab. Under Major scale, select Months for units.
• Select View → Zoom
Under Minor scale, select Weeks for units.
from the menu.
Notice that a preview of your selections appears in a window at the bottom of the
dialog box.
NOTE: The units for your major scale must always be larger than the units for your
minor scale.
You can also change the “look” of the timescale in this dialog box by getting rid of tick
lines or abbreviating the names of months. Leave the rest of the options in the
“Timescale” tab as defaults for now. Click the “Nonworking Time” tab in the dialog
box.
3. Click the Nonworking Time tab. Select Color and select Lime from the
drop-down list.
All the non-working time will appear in a lime color, as shown in the preview area of
the dialog box. Now change the pattern of the nonworking time.
4. Select Pattern and select vertical stripes from the drop-down list.
Look at your changes in the preview area at the bottom of the dialog box.
5. Click OK.
You return to the Gantt Chart view. Notice that the chart side of the view has been
condensed from weeks to months, so you can see much more of your project. Also,
your nonworking time now appears in lime stripes.
Quick Reference
To Open the Timescale
Dialog Box:
• Select Format →
Timescale from the
menu.
Or…
• Double-click inside the
timescale header.
Or…
• Right-click the
timescale header and
select Timescale from
the shortcut menu.
To Adjust the Timescale’s
Time Period:
• Format it in the
Timescale dialog box.
Or…
• Select View → Zoom
from the menu and select
the time scale you want to
view.
Lesson 1-12: Saving the Project

File
Figure 1-21 Specifies where to
save the document
The Save As dialog box (in which drive and
folder)
Figure 1-22
The Office Assistant, asks
if you would like to save a
baseline for the project file
Specify the file name

here
Figure 1-21
Check this box to

ignore the Planning
Wizard until you
have entered all
information in the
project.
Figure 1-22
Saving a file in Project 2000 is very similar to saving a file in most Microsoft programs. This
lesson will show you how saving a project file is different.
1. Select File → Save As from the menu to save your project.

The Save As dialog box opens. Here, specify the location where you want to save the
file and give it a file name so that you can find it again.
2. Type Diplomatic Wedding in the File name text box. Navigate to your
practice folder and click Save.
The Office Assistant appears, asking if you want to save a project baseline, as shown in
Figure 1-22.
NOTE: If the Planning Wizard has been turned off in your program, the Office
Assistant won’t appear.

A baseline is a snapshot of what the project looks like right now, and is used to track
project progress. You are not yet ready to create a baseline, however. Typically project
baselines are not saved until all the project’s information is entered in the file, and is as
fine-tuned as possible.
3. Select Save My Wedding without a baseline from the Office Assistant. Other Ways to Save a
Project File:
The file is saved without a baseline.
• Click the Save button
You might want to check the “Don’t tell me about this again” option in the Office
on the Standard toolbar.
Assistant box. Otherwise, the Planning Wizard will pop up every time you save the
project, until you save a baseline. Or…
• Press <Ctrl> + <S>.
Quick Reference
To Save a Project File:
1. Select File → Save As
from the menu.
Or…
Click the Save button on
the Standard toolbar.
Or…
Press <Ctrl> + <S>.
2. Type the file name in the
File name text box.
3. Click Save.
4. Choose to save with or
without a baseline if
necessary.
Lesson 1-13: Saving a Baseline

Plan
Figure 1-23
The Save Baseline dialog
box
Figure 1-23
Click Entire project Click Selected tasks to save the
to save all the information for selected tasks in
information in the a baseline or interim plan.
project.
Save a baseline plan

When you have entered your best estimates for the majority of tasks, resources, and costs into
before you begin
your project and you’re ready to start working, you should save a baseline for your project. A
tracking and updating baseline is a copy of your project’s status before work on the project begins, and is saved
progress. That way you within the project file. For example, when you save a baseline, Microsoft Project copies the
will have something to information from the Start and Finish fields into the Baseline Start and Baseline Finish fields.
refer to when tracking It is the primary reference point against which you measure changes in your project.
progress changes.
You can modify baseline data to accommodate changes in the project such as combining,
adding, and deleting tasks. You can also remove all the data from a baseline, by clearing the
baseline, if, for instance, the project is over and you want to use the project plan as a template
for a future project.
What information is included in the baseline plan?
• Creates a baseline for your project. The baseline plan includes information regarding the
following:
• Tasks (start and finish dates, duration, work, cost, timephased work, and timephased cost)
• Resources (work, cost, timephased work, and timephased cost)
• Assignments (start and finish dates, work, cost, timephased work, and timephased cost)
• Baseline plan information is stored in the Baseline Start, Baseline Finish, Baseline Work,
Baseline Duration, and Baseline Cost fields.
Once you start working on your project, you can use the baseline information as a reference
point to compare actual work with your baseline and see the progress that you make. For

example, you want to keep track of a task’s cost. The baseline estimate is $50, but the actual
cost is $60, a variance of $10. Now that you know this information, you can adjust other parts
of your project to meet cost constraints.
Note, however, that you can only view the variances of those items for which you've entered
baseline estimates. For example, if you didn't enter resource costs before you saved a
baseline, you will not be able to view resource-cost variances.
One more thing; always save a baseline wisely. There may be times when a project is so small
that you don’t need to compare progress, or you won’t have enough time to check project
variance. Also, if you haven’t entered enough information in the file to create a project
baseline, simply choose to save without a baseline until more information is ready to go.
Other Ways to Save a
1. Select Tools → Tracking → Save Baseline from the menu. Baseline:
The Save Baseline dialog box appears. You can either choose to save your baseline as • If you have made
an entire project, or just add selected tasks you may have entered to a baseline you significant changes to
saved earlier. We haven’t saved a baseline yet, so save the entire project. your project and you
haven’t started working
NOTE: You can only have one project baseline at a time, so save wisely. Make sure the
majority of your tasks and resources have been entered into your project. You on your tasks, select
can save up to ten Interim plans as you work to compare levels of progress— Project → Save from
more on those in another lesson. the menu. The Save
Baseline dialog box
2. Click the Save Baseline and Entire Project options as shown in Figure
should pop up. If it
1-23 and click OK.
doesn’t, go to step 2.
That’s it—you have saved a baseline for your project. Now, as work is completed and
tasks are updated, you can compare your work with the baseline to see how far along
you are, and to see how close your planning estimates were.
That’s all there is to saving a baseline plan. The trick is to actually use the baseline
information to track how your project is progressing, which you will learn more about as the
project develops.
Quick Reference
To Save a Baseline Plan:
1. Select Tools →
Tracking → Save
Baseline from the menu.
2. Click the Save Baseline
and Entire Project
options, and click OK.
To Clear a Baseline Plan:
1. Select Tools →
Tracking → Clear
2. Click the Save Baseline
and Entire Project
options, and click OK.
Lesson 1-14: Saving an Interim

Plan
Figure 1-24
Saving an interim plan in
the Save Baseline dialog
box
Figure 1-24
While a baseline plan records how the complete project looks before any progress is recorded,
an interim plan is a snapshot of your project as it progresses. You can then compare interim
plan data to baseline plan data to assess task progress.
Interim plans are not nearly as detailed as baseline plans. A baseline saves 20 pieces of
information, compared to an interim plan that saves only two pieces of information; the start
and finish date of a task. You can save up to ten interim plans at a time.
Although you generally only save an interim plan after beginning task work, save an interim
plan right now just for practice.
1. Select Tools → Tracking → Save Baseline from the menu.

You are going to save an interim plan, so…
Save an interim plan 2. Click the Save interim plan option.
after you begin
Notice that the Copy and Into boxes are no longer shaded. When saving an interim plan
progress.
you must specify the information you want to save in the Copy field, and specify where
you want to save that information in the Into field.
Copy: Specifies the fields you want to use to create the interim plan. For example, if
you want to create an interim plan using the information in your baseline plan, select
Baseline Start/Finish.
Into: Specifies the fields that you want to use to store the interim plan; in other words,
the plan name.
Now select the name of the current plan and select a name for the new interim plan.
3. Click the Copy list arrow.
Notice that there are ten options from which to choose; one for each plan you can save.

4. Select Start/Finish from the Copy drop-down list.

The information in the Start and Finish fields will be recorded in the interim plan.
Now choose where you want to store this information.
5. Select Start1/Finish1 from the Into list.
The interim plan information will be stored under this plan name.
You can either choose “Entire project” to save an interim plan for the whole project, or
you can choose “Select tasks” to save a portion of the project. Choose to save the entire
project.
6. Click the Entire project bullet and click OK.
You’re all done—way to go!
After saving an interim plan, you can view the plan's start and finish dates by inserting its
fields into a Task Sheet view. For example, if you've saved three interim plans, you can view
the dates saved in the third plan by inserting the Start3 and Finish3 fields into the Task Sheet
view. Learn how to insert a field into a view.
Quick Reference
To Save an Interim Plan:
1. Select Tools →
Tracking → Save
2. Click the Save interim
plan bullet.
3. In the Copy textbox, click
the name of the current
interim plan.
4. In the Into textbox, click a
name for the next interim
plan or specify a new
name.
5. Click the Entire project
bullet and click OK.
Or…
Click Selected Tasks to
save a portion of the
schedule.
Lesson 1-15: Getting Help

Figure 1-25
The Clippit Office
Assistant
Figure 1-26
A Tutorial window from
Project 2000
Figure 1-27
Project 2000 Help
Contents and Index
Figure 1-27
If you’ve worked with other Microsoft programs, you’ve probably encountered the Microsoft
Office Assistant (that cute little know-it-all paperclip or another animated character). The
Office Assistant is a Help tool. Fortunately, there are many Help tools you can access in
Project 2000 if you have a question or problem. You can receive help from the Office
Assistant, Help Contents and Index, Help tutorials, or the “What’s This?” button.
1. Select Help → Microsoft Project Help from the menu.

The Office Assistant appears. The Office Assistant is an interactive guide that answers
your questions while you are using the Project interface or in the middle of a
procedure.
Other Ways to Show the 2. In the Office Assistant’s dialog box, type How do I save a project?
Microsoft Office and click Search.
Assistant:
The Office Assistant suggests a list of possible subtopics for you to consider. Each of
• Press < F1 >.
the subtopics links you to a specific procedure related to saving a project file. Click on
Or… one.
• Press the Help 3. Click Save a project file.
button. You are taken to the Project Help screen with links that will take you to procedures and
information relating to your question.

4. Close the Help screen.

Now open the Help Contents and Index.
5. Select Help → Contents and Index from the menu. What’s This?
button
Again, the Help screen pops up. Click the Maximize button in the upper-right corner of
the Help screen so that the Help screen expands.
6. Click on the Contents, Answer Wizard, and Index tabs.
This tool is simply a few tabs full of Project 2000 contents, indexes, and search What’s This?
functionality. Here is a closer look at each of the tabs: pointer
• Contents: This tab shows folders that contain information on the steps in
creating a project. A folder with a by it contains information that is hidden. A
folder with a by it contains information that is displayed. Click on these
buttons to show or hide information.
• Answer Wizard: The Answer Wizard is kind of like the Office Assistant. Type
a question in the upper pane and click search, then a list of topics appears in the
lower pane. If you click on any of these topics, you will be led to a Help tool
with an answer.
• Index: Indexes don’t get much more detailed than this. Either type in a keyword Quick Reference
in the upper pane or choose a keyword from the scrolling list, and click Search. To Show the Microsoft
The lower pane will display a list of topics that will lead you to a variety of Office Assistant:
indexes or Help tools with answers.
• Press <F1>.
7. Close the Help screen.
Or…
Now open Help tutorials.
• Select Help →
8. Select Help → Getting Started → Tutorial from the menu.
Microsoft Project Help
NOTE: Also under “Getting Started” are Quick Preview and Project Map. Quick from the menu.
Preview gives you a simple overview of Project 2000, and Project Map shows Or…
you the processes of building and managing a project.
• Click the Help
The Microsoft Project Help Tutorial window appears with a list of topics, as shown in
button.
Figure 1-26. Some of these topics will teach you about project management, while
others will lead you through lessons on planning and tracking a project. To Open Help Contents
9. Close the Microsoft Project Help Tutorial window and the Help screen, if it and Index:
is open. • Select Help →
Look at the “What’s This?” button, which appears in many dialog boxes. Contents and Index from
10. Select View → Reports from the menu.
the menu.
The Reports dialog box appears. Notice the “What’s This?” button in the upper right To Open the Help Tutorial:
corner of the dialog box, next to the Close button. • Select Help → Getting
11. Click the What’s This? button. Started → Tutorial from
the menu.
Your pointer suddenly changes to a “What’s This?” pointer and has a question mark
attached to it. Use your “What’s This?” pointer to click on a report type in the Reports To Use the “What’s This?”
dialog box, and a description of that report type will appear. When you click on Button:
something with the “What’s This?” pointer, you will be shown an explanation or • In a dialog box, click
description. the “What’s This?”
12. Close the Reports dialog box by clicking the Close button. button to change your
pointer, and click on the
Congratulations! You have successfully navigated through the vast area of Microsoft Project
area of the dialog box
Help tools. Give yourself a pat on the back.
that’s confusing.
Chapter One Review
Lesson Summary
Plan the Project
• Before entering information in a project file, you must have a clear idea of the scope and purpose
of the project.
Understanding Project Management

• A Project is: a series of actions undertaken to create a unique product or service
• All Projects: 1. Have a start and end date
2. Are efforts made by people or equipment
3. Create a product or service
• Project Management is: the process of planning, organizing, and managing tasks and resources
to accomplish an objective, usually within constraints of time
• The Project Triangle Includes: Time, Cost, and Scope
• A Database is: a collection of information that is organized into a list
• A Database Does These Things: 1. Stores information
2. Finds information
3. Analyzes and prints information
4. Manages information
5. Shares information
Understanding the Project Screen

• Be able to identify the main components of the Project program screen.
Creating a New File

• Select File → New from the menu, or click the New button, or press <Ctrl> + <N>.
Using Project Templates

• Select File → New from the menu, click the Project Templates tab in the New dialog box, select
the template you want to use, and click OK.
Entering Project Information

• Enter the information when the file is newly created, or select Project → Project Information from
the menu and change the project’s information.

Set the Working Time Calendar

• Select Tools → Change Working Time from the menu. Click the column heading of the day(s)
you want to change, or select the specific date(s). Click the Nondefault time option, or the
Nonworking time option. Change the times to the hours you want to work in the From: and To:
text boxes, and click OK.
Create a New Calendar

• Select Tools → Change Working Time from the menu. Click the New button in the dialog box
and enter a name for the new calendar and choose to create a new calendar, or copy an existing
one. Click OK and change the working hours and days for the new calendar and click OK.
Correcting Spelling and Using Undo or Redo

• To Use Spelling: Click the Spelling button on the toolbar, or select Tools → Spelling from the
menu, or Press <F7>.
• To Choose Specific Spelling Options: Select Tools → Options from the menu and click the
Spelling tab.
• To Use Undo or Redo: Click the Undo or Redo button on the Standard toolbar, or select Edit →
Undo or Redo from the menu, or press <Ctrl> + <Z>.
Adjusting the Timescale

• To Open the Timescale Dialog Box: Select Format → Timescale from the menu, or double-click
inside the timescale header, or right-click the timescale header and select Timescale from the
shortcut menu.
• To Adjust the Timescale’s Time Period: Format it in the Timescale dialog box, or select View →
Zoom from the menu.
Saving the Project File

• To Save a Project File: Select File → Save As from the menu, or click the Save button on the
Standard toolbar, or press <Ctrl> + <S>. Then type the file name in the File name text box, click
Save, and save without a baseline, if necessary.
Saving a Baseline Plan

• To Save a Baseline Plan: Select Tools → Tracking → Save Baseline from the menu, click the
Save Baseline and Entire Project options, and click OK.
• To Clear a Baseline Plan: Select Tools → Tracking → Clear Baseline from the menu, click the
Saving an Interim Plan

• To Save an Interim Plan: Select Tools → Tracking → Save Baseline from the menu and click
the Save interim plan bullet. In the Copy textbox, click the name of the current interim plan. In the
Into textbox, click a name for the next interim plan or specify a new name. Click the Entire project
bullet and click OK, or click Selected Tasks to save a portion of the schedule.
• To Clear a Baseline Plan: Select Tools → Tracking → Clear Baseline from the menu, click the
Getting Help
• To Show the Microsoft Office Assistant: Select Help → Microsoft Project Help from the menu,
or press <F1>, or click the Help button.
• To Open Help Contents and Index: Select Help → Contents and Index from the menu.
• To Open the Help Tutorial: Select Help → Getting Started → Tutorial from the menu.
• To Use the “What’s This” Button: In a dialog box, click the “What’s This?” button and then click
the area in the dialog box you have a question about.
Quiz
1. What is NOT a component of the project triangle?
A. Effort
B. Time
C. Scope
D. Cost
2. The default view for Project 2000 is:

A. Resource Sheet view
B. Inter view
C. Gantt Chart view
D. There is no default view for Project 2000
3. You can change the project calendar to reflect the days and hours for
everyone on your project. (True or False?)
4. Which of these is NOT a way to open a new project file?

A. Select File → New from the menu.
B. Press the New button.
C. Press <Ctrl> + <New>.
D. Select Insert → New Task from the menu.
5. How can you access the Microsoft Assistant if you need help? (Select all
that apply.)
A. Press <F1>.
B. Select Help → Contents and Index from the menu.
C. Press the Help button.
D. Chant “Microsoft Assistant, Microsoft Assistant, Microsoft Assistant” three times.
6. Saving a baseline plan is an unimportant step in project management. (True

or False?)
7. You can change views in Project 2000 by: (Select all that apply.)
A. Selecting a new view from the View bar.
B. Hiding your toolbars.
C. Going to the View menu and select a new view.
D. Pressing <Alt> + <V> and press the underlined letter in a new view.

8. Most databases have the ability to share information. (True or False?)
Homework
1. Start Microsoft Project 2000.
2. Navigate to your practice files and open the Homework 1 database.
3. Spellcheck this database using the spelling button.
4. Select Tools → Options from the menu and click the General tab. Enter “Don
Quixote” in the User Name text box, and click OK.
5. Switch to Resource Sheet view and then back to Gantt Chart view.
6. Select the first task, “Open a Lemonade Stand,” and change it to “Open a Slim-Fast
Stand.” Then use the Undo feature to undo what you just wrote.
7. Make the Microsoft Assistant appear, and then make it go away.

8. Close the Homework 1 database.
Quiz Answers
1. A. Effort is not a component of the project triangle.
2. C. Gantt Chart view is the default view in Project 2000.
3. True. Do this by adjusting the timescale
4. D. This procedure will only insert a new task in the task list.
5. A and C. Pressing <F1> and clicking the Help button will make the Microsoft Assistant
appear.
6. False. Saving the baseline plan is very important because it allows you to track your
project’s progress.
7. A, C, and D. You cannot change views by hiding your toolbars.
8. True. Most databases can share information, very few can not.

Chapter Two: Enter
and Schedule the
Task List
• Enter Tasks and Task Durations • Understand project
management
• Create a Milestone and Recurring Tasks • Know the basic
elements of Project
• Learn how to insert, delete, copy, and move tasks
2000
• Organize the Task List
• Set Task Deadlines and Constraints
• Use Task Information
• Link, Unlink and Split Tasks
• Define Task Type
• Overlap or Delay Tasks
• Assign a Task Calendar
Chapter Task: Create a project, enter tasks, and devise a

schedule
Diving into a blank database can be very intimidating at first. But don’t worry; all you have to
do is enter information into your project database, and Microsoft Project 2000 calculates and
creates a working schedule based on information you provide.
You can begin planning your project after you have defined your project goals and considered
the major phases of your project. For example, say you’re planning a wedding. Your major
goals are to decide on a date, book wedding services (caterer/DJ/photographer), choose your
wedding party and attire, plan a honeymoon, invite guests, and get married. The major phases
of your wedding planning might be divided into the months before the wedding, the week
before the wedding, the rehearsal dinner, and the wedding day. In this chapter, we are going to
organize a list of tasks to be completed, along with each task’s duration. Then, we’re going to
add people, equipment, and materials, and their costs to our plan. The lessons in this chapter
guide you through creating your project plan.
Lesson 2-1: Enter a Task

Figure 2-1
Entering tasks in the Task
Sheet view
Figure 2-1 If you don’t enter a Project enters as much

duration for the task, information as it can in a task,
Project automatically according to the information it
estimates that the task already has about the project.
will take one day.
Crack your knuckles and get ready—it’s time to enter tasks into your project! Tasks are really
the basis of every project because Project 2000 builds the project schedule on the information
you enter in tasks. Finally, you can develop a structure for the perfect fairytale wedding.
You should already have an idea of what you need to do to accomplish your project’s goals.
Start with large chunks of work and then break them down into smaller tasks. A task
represents an amount of work with a clear outcome, and it should be small enough for you to
track its progress regularly.
1. Navigate to your practice folder, and open Lesson 2A. Save the file as
Task List.
If you don’t know where your practice files are, ask your instructor.
The default Gantt Chart view is an easy view in which to enter tasks, although there is
an even easier view to use.
2. Scroll down the Views Panel and click the More Views button.
The More Views dialog box appears.
3. Select Task Sheet from the list and click Apply.
The screen appears in Task Sheet view. This view is basically the spreadsheet part of
Gantt Chart view.
4. Place your insertion point in the Task Name field.
When entering a task, try to pick a name that clearly identifies the task.
5. Type Engagement, and press <Enter>.
The task is numbered and named. Microsoft Project automatically enters information
for the remainder of the task information. Notice in the Duration column that there is
an estimated duration of one day for the task, followed by a question mark.

Chapter Two: Enter and Schedule the Task List 49
6. Enter the following tasks:

Engagement party
Send engagement announcements
Send save the date announcements
Your Task List should look like Figure 2-1. Notice that though you haven’t entered
anything more than the task name, Project has entered more information for the task
based on the information it already has about the project.
After entering all the project’s tasks in the task list, go on to the next lesson and learn
how to enter task durations.
Quick Reference
To Enter a Task:
• Type the task’s name in
the Task Name field, and
press <Enter>.
Lesson 2-2: Enter Task Durations

Figure 2-2
The project updated with
task durations in Task
Sheet view
Figure 2-3
The project in Gantt Chart
view
Figure 2-2
Figure 2-3 The chart area of the view

reflects the task durations.
Duration estimates are

Entering the duration of a task is probably the hardest part about entering tasks, because it’s
marked by a (?)
often difficult to tell how long something is going to take. Therefore, to do a good job of
question mark. estimating the duration of a task, research the tasks of similar projects that have already been
completed.
Once entered, Project uses durations to calculate the amount of work to be done on the task,
and the project as a whole. You will enter the durations of the tasks that have already been
entered in the database.
1. Place your insertion point in the task #2 Duration field.

Notice that there is a question mark (?) after the number in the duration. This indicates
that the number is an estimate, which is what Project automatically enters in the task
field until you assign a more definite duration.
Give yourself two days to plan and have the engagement party.

2. Type 2 days and press <Enter>.

The insertion point moves down to the next task duration. Also notice that the chart
area of the Gantt Chart view changes to reflect the task’s duration.
You should have an idea of how long each task will take before you start entering tasks
into the project. However, here are some guidelines that will help you estimate a task’s
duration.
• Consider the scope of the project: Durations can be entered in months, weeks,
days, hours, or minutes. It all depends on the scope of the entire project. For
example, if you are trying to plan a project that will take several years to
complete, it is probably useless to plan the duration of a task in minutes.
• Refer to the entire project: Generally, if you have a longer project, you will
have longer tasks, and if you have a shorter project, you will have shorter tasks.
Finish giving the other tasks in the project a duration.
3. Enter the following durations for their corresponding tasks:
Send engagement announcements 4 days <Enter>

Send save the date 2 days <Enter>
announcements
The Gantt Chart updates to show the duration of the tasks.
4. Click the Gantt Chart button in the Views Panel.
Notice that the chart has changed to reflect the task durations. How does Project
calculate how long the task will take? First, Project looks at the amount of active
working time you have planned from the start to the end of the task. Then, Project
looks at the amount of time you estimate that the task will take to complete, the amount
of time you enter in the Duration column.
In this example, you have used the Standard calendar, which is dedicated to 40 hours of
work on the project each week. Therefore, Project assumes that one day requires eight
hours, one week requires 40 hours, etc. When you estimate that the Guest List will take
two weeks to create, Project assumes that you need 80 hours to do it.
Sound confusing? You’ll understand better as you work with more of the features in
Project.
5. Save your project without a baseline.
There is another type of duration you can use in a project: elapsed durations. Elapsed
durations ignore working time and nonworking time in all calendars and resource
assignments. They schedule tasks 24 hours a day, seven days a week until they are finished.
Elapsed durations are useful for processes that can't stop once started, for example, the period
of time it takes cement to cure after it is poured. You designate an elapsed duration by
entering an "e" before the duration unit, for example, 4 ed for four elapsed days.
Quick Reference
To Enter a Duration:
• Enter a duration in the
Duration field.
Lesson 2-3: Creating a Milestone

Figure 2-4
A milestone in the project
Figure 2-5
The Task Information
dialog box
Figure 2-4
Enter a duration of 0 A Milestone Marker appears
(zero) days to turn a as a single spot on the chart
task into a milestone. instead of a task bar.
Check this box to

turn any task into
a milestone.
Figure 2-5
A milestone is a task that marks a significant event in your project. Though milestones don’t
require any work, they are valuable additions to any project. Whether it is the beginning or
end of a task, milestones are goals that keep you on the right track in your project’s
progression.
1. Navigate to the Engagement task #1 Duration field.

This task is a significant marking point at the start of the project.
There are two ways to change a task into a milestone: enter a duration of 0 (zero) days
in the duration field, or mark the task as a milestone in the Task Information dialog
box.

2. Type 0 days, and press <Enter>.

The “Engagement” task has been changed into a milestone, as shown in Figure 2-4.
3. Close the lesson file without saving changes. Task Information
Milestones are very easy to use. Don’t be afraid to use them as markers for the beginning or button
ending of a task. You might even want to use them as reference points, for example to mark Other Ways to Create a
the halfway point of a project’s progress. Milestone:
1. Click the Task
Information button on
Or…
Right-click the task and
choose Task
Information.
2. Select the Advanced
tab.
3. Check Mark task as
milestone, and click
OK.
Quick Reference
To Create a Milestone:
1. Enter a duration of 0
(zero) days for a task.
Or…
1. Click the Task
Information button and
select the Advanced tab.
2. Check the Mark task as
Milestone checkbox, and
click OK.
Lesson 2-4: Copying, Moving,

Inserting, and Deleting a Task
Figure 2-6
It’s easy to move a task in
the Gantt Chart view.
Figure 2-7
The project in Gantt Chart Click the
view after the task has Task ID
been moved. number to
select the
entire task
row.
Figure 2-6
Other Ways to Copy a The gray moving line
Task: appears to show where the
task is being moved.
• Right-click the selected
task and select Copy
Task from the shortcut
menu.
Or…
• Select the task and
press <Ctrl> + <C>.
Figure 2-7
Other Ways to Delete a Chances are you will have to copy, insert, delete, and move tasks at some point in your
Task:
planning. If you’ve ever typed text in a program before and had to edit it, the steps in this
• Select the task and lesson will be a breeze.
push the Delete key.
Or… 1. Navigate to your practice files and open Lesson 2B, and save the file as
• Right-click the task and Task List.
select Delete from the If you don’t know where your practice files are, ask your instructor.
shortcut menu. First, copy a task in the list.
2. Click on the task #3 ID, the column to left of the task name.
Notice that all the fields in the row are selected.
3. Select Edit → Copy Task from the menu.
The “Send engagement announcements” task has been copied and placed on the
clipboard. Now enter it above the “Engagement” task.

4. Select the Engagement party task name. Select Edit → Paste from the Other Ways to Insert a
menu. New Task:
The “Send engagement announcements” task has been entered above the “Engagement • Right-click the number
party” task. You now have two “Send engagement announcements” tasks. to the left of a task, and
Now move the new “Send engagement announcements” task to the bottom of the list. choose New Task.
5. Click on the task #2 ID, the column to left of the task name so the entire Or…
row is selected. • Push the Insert key.
You are ready to move the task.
6. Click the selected task, and drag and drop the task to the end of the list.
A gray line should appear across the task list when you begin to move the task, as
shown in Figure 2-6. You don’t really need two “Send engagement announcements”
tasks, so go ahead and delete the last one.
Quick Reference
7. Click on the task #5 ID, and select Edit → Delete Task from the menu. To Copy a Task:
The task is deleted from the task list. • Select Edit → Copy
What if you need to insert a task? This is also easily done in Project. Task from the menu.
8. Click on the task #1 ID, and select Insert → New Task from the menu. • Right-click the selected
task and select Copy
A new blank task is entered in the project. Task from the shortcut
9. In the new blank task field, type Announcements and press <Enter>. menu.
Your new task entry is finished. • Select the task and press
Compare your changes to Figure 2-7. <Ctrl> + <C>.
To Move a Task:
1. Select the task and then
click it once more so the
pointer turns from a
to a .
2. Drag the task to a new
location.
To Delete a Task:
• Select Edit → Delete
Task from the menu.
• Select the task and
push the Delete key.
• Right-click the task and
select Delete from the
shortcut menu.
To Insert a Task:
• Click the task you want
your new task to appear
above, go to the Insert
menu, and choose New
Task.
• Right-click the number
to the left of a task, and
choose New Task.
• Press the Insert key.
Lesson 2-5: Creating Recurring

Tasks
Figure 2-8
The Recurring Task
Information dialog box
Figure 2-9
A recurring task and its
subtasks
Figure 2-8
A recurring
task has
subtasks
underneath it
for all
recurrences.
Figure 2-9
Recurring tasks are tasks that repeat regularly, such as weekly visits to the Swedish masseuse
because you are SO stressed out from planning weddings! A recurring task can take place
daily, weekly, monthly, or yearly. You can specify the duration of each occurrence, when it
will occur, and for how long or how many times it should occur.
1. Go to the end of the task list. Select Insert → Recurring Task from the
menu.
The Recurring Task Information dialog box appears, as shown in Figure 2-8. You
would like to schedule three recurring appointments for mambo classes so the couple
will finally learn how to dance for the wedding.
First, name the task.
2. Type Mambo Mania class in the Task Name box.
Now enter the duration of the recurring tasks.

3. Type 1 day in the Duration box.

Now specify how often you want the task to recur.
4. Select the Weekly option and check Tuesday for the day of the week.
This recurring task will occur on Tuesday each week.
Now define when the recurring tasks should begin, and how long they will last.
5. Type 9/12/00 in the Start text box, select the End after option and type
3 in the occurrences box.
The first instance of the recurring task will occur on 9/12/00, and will continue for
three weeks.
Compare the dialog box to Figure 2-8.
6. Click OK to close the Recurring Task Information dialog box.
The Recurring Task Information dialog box closes. Another dialog box appears, telling
you that these tasks will occur during nonworking time.
7. Click Yes in the Microsoft Project dialog box.
The dialog box closes, and Project reschedules the new task to accommodate
nonworking time.
8. Click the show subtasks button (plus sign) on the Mambo classes task.
The subtasks appear under the “Mambo Mania class” task, as shown in Figure 2-9.
Notice that your new recurring task, “Mambo Mania class,” appears with three tasks
below it. These are all the recurrences of the task.
9. Click the hide subtasks button (minus sign) on the Mambo Mania class
task.
The subtasks are hidden.
10. Close the file without saving changes.
Quick Reference
To Create a Recurring
Task:
1. Select Insert →
Recurring Task from the
menu.
2. Enter information into
the Recurring Task
dialog box, and click OK.
Lesson 2-6: Organize the Task

List
Figure 2-10
The Task List with
Summary tasks and
Subtasks in Task Sheet
view
Figure 2-11
The Task List in Gantt
Chart view Summary tasks
appear in bold.
Figure 2-10
The length of a
summary task
depends on the
length of its
subtasks.
Figure 2-11
Other Ways to Insert a The more tasks you have in a project, the more confusing things can become. Therefore, you
New Task:
should organize your tasks into phases, or groups of related tasks. In Project, phases are
Right-click the number to grouped by summary tasks. Tasks underneath the summary tasks are called subtasks. Project
the left of a task, and calculates the duration of your summary tasks based on the details in your subtasks. If you
choose New Task. change information in your subtasks, the duration of your summary task will change.

1. Navigate to your practice files and open Lesson 2C. Save the file as The level of a task’s
Task List. indentation tells you
If you don’t know where your practice files are, ask your instructor. whether it is a
summary task or a
Insert the summary task names into the list.
subtask.
2. Select Announcements, and select Insert → New Task from the menu.
A new row appears.
3. Type Diplomatic Wedding - 800 guests in the Task Name field.
Enter another new task.
4. Select Reception sites and caterer, and select Insert → New Task
from the menu. Type Hire services in the new field.
Now you need to make the new tasks into summary tasks.
5. Press the <Shift> key and select tasks 2 and 16.
These tasks will be subtasks of the summary task, “Diplomatic Wedding - 800 guests”.
6. Click the Indent button on the Formatting toolbar.
Task 1, “Diplomatic Wedding - 800 guests,” becomes a summary task, and tasks 2
through 16 become subtasks. Indent button
You can also create summary tasks within summary tasks.
7. Under the task Announcements, select tasks 3 through 7.
These are all subtasks of the “Announcements” summary task.
8. Click the Indent button on the Formatting toolbar.
Task 2 becomes a summary task, and tasks 3 through 7 become subtasks.
There is one more summary task to deal with.
9. Under the Hire Services task, select tasks 9 through 16 and click the
Indent button on the Formatting toolbar.
Your Task Sheet should look similar to Figure 2-10.
Go back to Gantt Chart view to see what the chart looks like.
10. Click the Gantt Chart button in the Views panel.
Notice that the summary task bars appear as in black, and extend as far as the longest Quick Reference
subtask. To Create a Summary
Structuring your tasks into phases is easy, isn’t it? If you want to hide the subtasks under a Task:
summary task, click the “hide subtasks” button next to the summary task or on the Formatting 1. Either insert a new task to
toolbar. If you want to show the subtasks again, click the “show subtasks” button next to the be used as a summary
summary task or on the Formatting toolbar. task, or use one you
already entered.
2. Under your summary
task, select the tasks you
want to use as subtasks.
3. On the Formatting toolbar,
click the Indent button.
To View a Level of a
Phase:
• Click the Show button
on the Formatting
toolbar.
Lesson 2-7: Using Task

Information and Task Notes
Figure 2-12
The General tab of the
Task Information dialog
box
Figure 2-13
The Notes tab of the Task
Figure 2-12
Task Information
button
Figure 2-13
Other Ways to Change So far you have been working with tasks on a surface level. This lesson is going to dig deeper
Task Information: as you explore the Task Information dialog box and enter Task Notes.
• Right-click the task
and select Task 1. Select the Send save the date announcements task #6 and click the
Information. Task Information button.
Or… The Task Information dialog box appears, as shown in Figure 2-12.
• Select the task and Change the duration for this task.
select Project → Task 2. In the Duration text box, delete 0d and type 3 days. Click OK.
Information from the Terrific! You have just changed a task’s information. Notice that the change has also
menu. been made to the task in Gantt Chart view.
NOTE: You can also edit multiple tasks, although most project managers choose not
to. To edit multiple tasks, select the group of tasks you want to edit and click
the Task Information button. Make edits in the Multiple Task Information
Task Notes dialog box.
button
You can also enter notes for a task.

3. Go to the end of the task list and type Find wedding gown to enter a
new task.
When you add a note
Now enter a note for the type of wedding gown you want to find.
to a task, the notes
4. Click on the task you just typed, and click the Task Notes button on the indicator appears in
Standard toolbar. the Indicators field.
The Task Information dialog box appears with the Notes tab in front, as shown in
Figure 2-13. Enter text and an illustration.
5. In the large text box, type MUST have puffy sleeves, and then click
the Insert Object button in the dialog box.
Insert Object
The Insert Object dialog box appears. button
6. Click the Create from File bullet, click the Browse button and navigate
to your practice folder, select dream dress.bmp, and click OK, OK.
You just inserted a picture into the Notes tab. Go ahead and view it.
7. Take a look at your dress picture in the Notes tab and click OK.
You are back to the Gantt Chart view.
Refer to the table below for more information on what the Task Information dialog box Other Ways to Enter a
can do. Task Note:
• Right-click the task
and select Task Notes.
Table 2-1: Task Information dialog box Or…
Tab Description • Click on the Notes
General Use this tab to enter, review, or change basic information about the selected tab in the Task
task. For example, change task durations, track task progress, and enter a start Information dialog box.
or finish date.
Predecessors Use this tab to enter, review, or change predecessor information about the
selected task. Enter a predecessor for the current task and select the
predecessor type, and enter lag time or lead time.
Resources Use this tab to enter, review, or change resource assignments and assignment
units for the selected task.
Advanced Use this tab to enter, review, or change supplemental task information. For Quick Reference
example, enter a deadline for the task, change a task constraint, specify the To Use Task Information:
task calendar, or mark the task as effort-driven, or as a milestone.
• Select the task, click
Notes Use this tab to enter or review notes for a selected task. For example, add new the Task Information
notes about a task, revise or add to existing notes, format the font and button, and make edits in
alignment of notes, or insert objects into a note. the dialog box.
To Enter a Note for a Task:
• Select a task and click
the Task Notes button
from the Standard toolbar.
Or…
• Right-click the task and
select Task Notes.
Or…
• Click on the Notes tab in
the Task Information
dialog box.
Lesson 2-8: Linking and Unlinking

Tasks
1. Select two tasks in
Figure 2-14 the order you want
them linked,
The process for linking then click the Link
tasks Tasks button.
Figure 2-15
The Task Dependency
dialog box
Figure 2-16
Linking arrows
Linking arrows appear, indicating
that the two tasks
are linked.
Figure 2-14
Figure 2-15
Linking tasks allows you to put things in order. For instance, you can’t sew turquoise sequins
onto your wedding dress until you have a wedding dress to sew on. Likewise, you can’t send a
deposit to the caterer until you hire a caterer.
To select nonadjacent
The task whose start or finish date depends on another task is called the successor. The task
tasks, hold down the that the successor is dependent on is the predecessor. For example, “Book a caterer” would be
<CTRL> key and click a predecessor, while “Send caterer a deposit” is the successor. When tasks are linked, changes
the task name. To to the predecessor’s dates affect the successor’s dates.
select adjacent tasks, In this lesson, make a link so that the “Draft contract and notice to proceed with wedding
hold down <Shift> key plans” task is a predecessor, and “Hire services” is a successor.
and click the first and
last task you want to 1. Click the Draft contract and notice to proceed with wedding plans
link. task #7.
You must select tasks in the order that you want them linked.
2. Press the <Shift> key and click the Hire services task #8.
The two tasks are ready to be linked.

3. Click the Link Tasks button.

The two tasks are now linked by an arrow, as shown in Figure 2-14. Notice that the bar
for the “Hire services” task moves to the end of the “Draft contract and notice to
proceed with wedding plans” task. This indicates that the “Hire services” task won’t Link Tasks button
begin until the “Draft contract and notice to proceed with wedding plans” task is
finished.
You can change the way the tasks are linked.
4. Double-click the arrow between the tasks that you just linked.
The Task Dependency dialog box appears, as shown in Figure 2-15.
We’ll leave our tasks linked according to Finish-to-start (FS). That means the second
(successor) task will start when the first (predecessor) task has finished. For more
information on types of links, see Table 2-2: Types of Links.
5. Don’t make any changes to the task link, and click OK.
Now just for practice, try unlinking these tasks.
6. Hold down the <Shift> key and click the Draft contract and notice to
proceed with wedding plans task #7, and click the Hire services task
#8.
Unlink Tasks
button
The two tasks are ready to be unlinked.
7. Click the Unlink Tasks button.
The two tasks are unlinked.
You can also link one task to many other tasks. For example, the “Draft contract and
notice to proceed with wedding plans” task is really a predecessor for all the “Hire
services” subtasks.
Table 2-2: Types of Links

Link Type Description
Finish-to-start (FS) The successor task will begin when the predecessor task ends. This is the
default setting. Quick Reference
Start-to-start (SS) Both the predecessor and successor tasks begin at the same time. The start To Link Tasks:
date of the predecessor task determines the start date for the successor task.
1. Press <Ctrl> while you
Finish-to-finish Both the predecessor and successor tasks end at the same time. The end date select the two tasks you
(FF) of the predecessor task determines the end date for the successor task. want to link in the order
that you want to link them.
Start-to-finish (SF) The successor task will end when the predecessor task begins.
2. Click the Link Tasks
button.
To Unlink Tasks:
1. Press <Ctrl> while you
select two linked tasks in
the order they are linked.
2. Click the Unlink button.
To Edit a Task Link:
• Double-click the line
between two linked tasks.
Lesson 2-9: Splitting Tasks

Figure 2-17
A task being split
Figure 2-18
The split task
Figure 2-17
The status window tells The dividing tool
you the date the split
task is going to begin.
Figure 2-18 The split task shows the duration of the

interruption.
You can split a task if you have to interrupt it and complete it on a later date. A task can be
Split Task button split as many times as necessary.
1. Navigate to your practice files and open Lesson 2D and save the file as
Task List.
Uh-oh. The search for the perfect puffy-sleeved wedding gown is going to have to go
on hold for two weeks when the bride goes on a campaign tour with her father across
Wyoming. Split the task to account for the time.
2. Select the Find wedding gown task #30
Now split that task.

3. Click the Split Task button on the Standard toolbar.

An instruction window pops up, and the cursor turns into a dividing tool.
4. Place the dividing tool at 5/12/00.
The instruction window shows at which date you are going to begin the interruption.
5. Click and drag the task bar until the instruction window says the task will
start 5/15/00.
Notice that a dotted line separates the two parts of the task. The first part of the task
ends at 5/12/00, where you began the interruption, and the second part of the task
begins at 5/15/00, where you ended the interruption.
It is also easy to adjust the length of a split.
6. Grab the second half of the split bar and drag it to the right until the
instruction window says the task will start 5/17/00. Let go of the bar.
The split is now a four days long.
Notice that the duration of the task has not changed; it is still one month. The You can remove a split
scheduling of work on the task has changed, which has also made the finish date by dragging one part
change. of the split bar so it
touches another part
of the split bar. The
parts will just bond
together.
Quick Reference
To Remove a Split:
• Drag the split portions
until they touch.
To Split a Task:
1. Select the task and click
the Split button.
2. Use the dividing tool to
choose a splitting spot in
the task’s Gantt bar, and
then click it.
Lesson 2-10: Overlap or Delay

Tasks
Figure 2-19
The Predecessors tab in
the Task Information
dialog box
Figure 2-20
Linked tasks with lead
time
Figure 2-21
Linked tasks with lag time
Figure 2-19
Figure 2-20
Figure 2-21
After you link tasks, you can also overlap or delay them. Overlapping linked tasks means that
you want the successor (second) task to begin before the predecessor (first) task ends.
Therefore, you give the successor task lead time. Delaying a task means that there will be
some time between the predecessor task ending, and the successor task beginning. Therefore,
you give the successor task lag time.
Sound confusing? Look at it in terms of our wedding:
You want to start planning the wedding colors before you decide on bridesmaid dresses so
you can coordinate the available options. You’d better overlap those two linked tasks.
1. Click the Sew bridesmaid dresses task #38, because it’s the one you
want to add lead time to. Click the Task Information button.
The Task Information dialog box appears.
Task Information 2. Click the Predecessors tab.
button The task that “Sew bridesmaid dresses” is linked to appears in the Task Name column.
Now enter the lead time information.

3. In the Lag column, type –3 days. You can also enter lead
This means the “Sew bridesmaid dresses” task will start three days before the “Choose or lag time in
wedding colors” task has ended. percentages.
NOTE: When you are entering lead time for a task, always put a minus sign (-) in
front of the amount of lead time. Otherwise, Project 2000 will think you are
entering lag time.
4. Click OK.
Notice on the Gantt Chart that the “Sew bridesmaid dresses” task now has lead time on
the “Choose wedding colors” task.
Next you need to order your wedding invitations early, so they have plenty of time to Other Ways to Add Lead
be made and mailed. However, you want to wait until closer to the wedding to send or Lag Time to a Task:
them out. Thus, you should probably add lag time to the “Send out invitations” task. • Double-click the link line
5. Click the Send out invitations task #47, because it’s the one you want to on the Gantt Chart and
add lag time to. Then click the Task Information button. then type in the amount
of lead or lag time in the
Lag box of the Task
6. Click the Predecessors tab. Dependency dialog
The task that “Send out invitations” is linked to appears in the Task Name column. box. (Remember to put
Now enter the lag time information. a minus sign before
7. In the Lag column, type 4 weeks. lead time.)
This means the “Send out invitations” task will start four weeks after the “Order
invitations” task has ended.
8. Click OK.
Notice on the Gantt Chart that the “Send out invitations” task now has lag time behind
the “Order invitations” task.
9. Close the file.
Excellent. You have changed task relationships. Quick Reference
To Enter Lead or Lag
Time:
1. Click on a successor task,
and click the Task
Information button.
2. Click the Predecessors
tab and enter a lead or
lag time in the Lag box.
Or…
• Double-click the link line
on the Gantt Chart and
then type in the amount of
lead or lag time in the Lag
box of the Task
Dependency dialog box.
*Remember to put a minus
sign before lead time.
Lesson 2-11: Define Task Type

Figure 2-22
The Advanced tab of the
box
Click the Task type list arrow
to define a different task type.
Error! Reference
Defining task types helps Project know how you want your project to be scheduled. For any
task, you can choose which piece of the equation Microsoft Project calculates by setting the
task type.
When you define the task type, you are giving a value to a part of this equation: duration =
work/assignment units. Project uses this formula to determine the duration of each task.
Change the task type for some of the project’s tasks in this lesson.
1. Select task 51 Write programs.

This is a task that is dependent on the amount of work performed. Change the task to
“Fixed Work”.
2. Click the Task Information button on the Standard toolbar.
3. Click the Advanced tab in the dialog box.
The Advanced tab appears, as shown in Error! Reference source not found..
4. Click the Task type list arrow.
A list of the three task type options appears. Refer to Error! Reference source not
found. for more information on task types.
5. Select Fixed Work from the drop-down list and click OK.
Since the task is defined by the amount of work that is performed on it, Project will
schedule the task’s duration and units from this information.
Notice the Effort driven task check box to the right of the task type box. This option
specifies that Microsoft Project keeps the total task work at its current value. The
duration of a task shortens or lengthens as resources are added or removed from a task
while the amount of effort necessary to complete a task remains unchanged.
Since there isn’t any work yet assigned to the task, don’t check this box.

Table 2-3: Task Types

Type Description
Fixed Duration If a task has a fixed duration, the duration will not change.
• If you revise units, Project recalculates work.
• If you revise duration in a fixed-duration task, Project recalculates work.
• If you revise the amount of work, Project recalculates the units.
Fixed Units This is the default task type. If a task has fixed units, the number of assignment
units will not change.
• If you revise units in a fixed-unit task, Project recalculates duration.
• If you revise duration, Project recalculates work.
• If you revise the amount of work, Project recalculates duration.
Fixed Work If a task has fixed work, the amount of work will remain constant. Because
fixed-work tasks are effort-driven, the Effort driven check box is automatically
selected for fixed-work tasks.
• If you revise units, Project recalculates duration.
• If you revise duration, Project recalculates units.
• If you revise the amount of work in a fixed-work task, Project recalculates
duration.
Quick Reference
To Define Task Type:
1. Select the task.
2. Click the Task
3. Click the Task type list
arrow to select the type
you want to assign to the
task.
Lesson 2-12: Effort-driven and

Material-driven Scheduling
Figure 2-23
Uncheck the Effort driven
check box in the Task
Information dialog box to
get rid of Effort driven
scheduling.
Check this option

to use effort driven
scheduling for the
task.
Figure 2-23
You can assign as many material resources as you want to a task, but you have to be mindful
of scheduling multiple work resources. Project’s Effort driven scheduling feature plays a
major role in assigning multiple work resources to a task. If you assign only one work
resource to work full-time on a task, the amount of task work and the duration will be the
same. However, the amount of task work will be different from the duration if you assign
more than one work resource to work on a task, or if a work resource is only working part-
time. Confused? Take a look at this Effort driven scheduling formula:
Duration x Units = Work
You can see how many
Now consider this scenario: The duration for a task is one week. We have set up our project
hours are in your
calendar so that a week equals 40 hours of work, so the one-week task duration is 40 hours.
calendar’s work week Let’s say you want to assign two work resources—Sue and Sallie—to complete this task.
by selecting Tools → Assuming they will each be giving 100% of their time to your task, the total units will be
Options from the 200% (Sallie @ 100% + Sue @ 100%). Here is the formula:
menu, and click the
Calendar tab. 40 hours task duration x 200% resource units = 80 hours of work
Thus, with two work resources, 80 hours of work will be completed in a one-week duration.
Because this is double the work completion that you had originally planned for, Project’s
Effort driven scheduling feature shortens the task duration from one week to half of a week. If
you don’t mind your task duration being shorter, then you’re good to go; assign multiple work
resources to tasks wherever you want. But if you don’t want the duration for a task shortened,
then you have to shut Effort driven scheduling off when you enter more than one work
resource for a task.
Assign Resources
button

1. If necessary, navigate to your practice folder and open Lesson 2E, and
save the file as Tuxes.
If you don’t know where your practice folder is, ask your instructor.
Grandma Jeanette is helping pick out tuxes, but the best man should help out so Remember: Effort
nobody ends up with something baby blue and ruffled. You have to assign a second driven scheduling
resource to the task “Find groomsmen’s tuxes,” but you don’t want to change the doesn’t apply to
duration of the task. You’d better turn off Effort driven scheduling before you assign a material resources.
second resource to this task.
2. Select task 41 Find groomsmen’s tuxes click the Task Information
button and select the Advanced tab.
Do you see the Effort driven check box? It’s in the lower-right quarter of the Task You can turn off
Information dialog box. Effort driven
3. Click the Effort driven check box so that there is no checkmark inside it, scheduling for every
new task that you
then click OK.
create. Select Tools →
This task’s Effort driven scheduling is now turned off. When you assign another Options from the
resource to this task, the duration of the task will not change. Assign the “Harry (best menu, click the
man)” resource to the “Find groomsmen’s tuxes” task.
Schedule tab, and
4. Select the Find groomsmen’s tuxes task, click the Assign Resources uncheck the New tasks
button, select the Harry (best man) resource from the Assign are effort driven check
Resources dialog box, and click Assign, Close. box.
Notice on your Gantt Chart that a second resource has been added to the “Find
groomsmen’s tuxes” task, but the duration of the task has not changed.
The concept behind Effort driven scheduling and multiple resources can be a bit confusing;
good thing it’s easy to turn off and on!
Quick Reference
To Turn Off Effort Driven
Scheduling for a Single
Task:
• Select a task, click the
Task Information button,
select the Advanced tab,
and uncheck the Effort
driven check box.
To Turn Off Effort Driven
Scheduling for All New
Tasks:
Options from the menu,
click the Schedule tab,
and uncheck the New
tasks are effort driven
check box.
Lesson 2-13: Setting Task

Deadlines and Constraints
Figure 2-24
The Advanced tab in the
box
Task Information
button
Figure 2-24
Deadlines are very helpful in project management. Not only are they a project goal to shoot
for, but they also help Project indicate whether a task has been completed on schedule. It’s
important to understand that setting a deadline doesn’t affect how tasks are scheduled, but you
can adjust a task schedule to meet a deadline, if you want.
Task constraints are also helpful in scheduling tasks. They help specify when a task should
You can drag the begin or end. There are different types of constraints as well: flexible, moderate, and
deadline arrow on the inflexible. Each type of constraint is used differently.
Gantt Chart to change
the deadline date. 1. Select Develop budget estimate task 17 and click the Task
Information button on the Standard toolbar.
2. Click the Advanced tab.
Now you can enter the deadline date for this task.
3. In the Deadline box, select May 31, 2000, and click OK.
A small green deadline arrow appears on the Gantt Chart for the task “Develop budget
estimate”.
Now add a constraint to a task.
4. Select Plan honeymoon task 55, click the Task Information button on
the Standard toolbar, and click the Advanced tab.
The Advanced tab of the Task Information dialog box appears.
Let’s add a constraint to make sure the honeymoon planning is done the day before the
wedding.
5. Click the Constraint type list arrow and select Finish No Later Than
from the drop-down list.
Now enter the date that the task must finish no later than.

6. Type 12/15/00 in the Constraint date box.

This is a moderate constraint, which means the task could be finished before the
constraint date. It absolutely must be finished on the constraint date, however.
7. Click OK.
The dialog box closes. An icon appears next
Try not to use constraints too often; it’s usually best just to let Project do the to a task, warning you
scheduling for tasks using the duration and dependency information. Inappropriate use that it is not on
of constraints could cause the project to lengthen. For example, if you set an inflexible schedule to meet the
constraint for the beginning of a task, and its predecessor ends early, the second task deadline.
cannot take advantage of the extra time.
Table 2-4: Task Constraints

Constraint Description
As Late As This flexible constraint schedules the latest possible start and finish dates for the
Possible task. This is the default constraint for new tasks for a project scheduled from the
finish date.
As Soon As This flexible constraint schedules the earliest possible start and finish dates for the
Possible task. No additional date restrictions are put on the task. This is the default
constraint for new tasks for a project scheduled from the start date.
Finish No This moderate constraint indicates the earliest possible date that this task can be
Earlier Than completed, and cannot finish any time before the specified date. For projects
scheduled from the start date, this constraint is applied when you type a finish date
for a task.
Finish No Later This moderate constraint indicates the latest possible date that this task can be
Than completed, and the task can be finished on or before the specified date. For
projects scheduled from the finish date, this constraint is applied when you type a
finish date for a task. Quick Reference
Must Finish On This inflexible constraint indicates the exact date on which a task must finish. Other To Enter a Task Deadline:
scheduling parameters such as task dependencies, lead or lag time, resource
leveling, and delay become secondary to this requirement. 1. Click the task you want to
add a deadline to, and
Must Start On This inflexible constraint indicates the exact date on which a task must begin. Other click the Task
scheduling parameters such as task dependencies, lead or lag time, resource Information button.
leveling, and delay become secondary to this requirement. 2. Click the Advanced tab,
Start No Earlier This moderate constraint indicates the earliest possible date that this task can and enter a deadline into
Than begin. It cannot start any time before the specified date. For projects scheduled the Deadline box.
from the start date, this constraint is applied when you type a start date for a task or To Enter a Task
drag a Gantt bar. Constraint:
Start No Later This moderate constraint indicates the latest possible date that this task can begin. 1. Click the task you want to
Than It can start on or before the specified date. For projects scheduled from the finish add a constraint to, and
date, this constraint is applied when you type a start date for a task. click the Task
Information button.
3. Choose the constraint you
want to use, and enter the
Constraint date, if
necessary.
Lesson 2-14: Assigning a Task

Calendar
Figure 2-25
box
Figure 2-25
At some point, you will probably want to use a different calendar for a task than the base
calendars available in Project. This lesson will show you how to assign a different calendar to
a task.
1. Select Task 38 Sew bridesmaid dresses in the task list.

Apply the sewing calendar to this task.
2. Click the Task Information button and click the Advanced tab in the
dialog box.
The Advanced tab appears.
3. Click the Calendar list arrow and select Night Shift from the drop-down
list.
The task will now use the Night Shift schedule to schedule the working time for the
Quick Reference
task.
To Assign a Calendar to a Notice that the “Schedule ignores resource calendars” option is available when the task
Task: is assigned a schedule. Click this option to ensure that Project only uses the task
1. Select the task and click calendar to schedule the task. This option is only available if a task calendar is
the Task Information specified in the Calendar box.
button on the Standard 4. Click OK.
toolbar.
The task changes to reflect the new schedule.
3. Click the Calendar list
arrow and select a
calendar from the drop-
down list.

Lesson 2-15: Task Indicators

You may have noticed that there is a column between the Task ID, and the Task Name. This
column is designated for a task indicator.. A task indicator helps identify the task, and tells the
user if there is any additional information about the task.
Table 2-5: Task Indicators

Icon Description
The task has a note attached to it.
The task is linked to a hyperlink.
The task has an inflexible constraint:

• Finish No Later Than (for projects scheduled from the start date).
• Must Start On (for all projects).
The task has a moderately flexible constraint:
• Finish No Earlier Than (for projects scheduled from the start date).
• Finish No Later Than (for projects scheduled from the finish date).
• Start No Earlier Than (for projects scheduled from the start date).
• Start No Later Than (for projects scheduled from the finish date).
The task has not been scheduled or completed within the constraint's time frame.
or
The task is a recurring task.
The task is complete.
The task is an inserted project.
The task is an inserted project that is read only.
This project has already been inserted into this project or another master project.
The task has a calendar applied to it.

Quick Reference
The task has non-intersecting task and resource calendars. Task indicators are helpful
when understanding how
the project is scheduled,
and when adjusting the
project’s schedule.
Chapter Two Review
Lesson Summary
Enter a Task
• Type the task’s name in the Task Name field, and press <Enter>.
Enter Task Durations

• Enter a duration in the Duration field.
Create a Milestone
• Enter a duration of 0 (zero) days for a task. Or, click the Task Information button and select the
Advanced tab, check the Mark task as Milestone checkbox, and click OK.
Copying, Moving, Inserting, and Deleting Tasks

• To Copy a Task: Select Edit → Copy Task from the menu, or right-click the selected task and
select Copy Task from the shortcut menu, or select the task and press <Ctrl> + <C>.
• To Move a Task: Select the task and then click it once more so the pointer turns from a to a
, and drag the task to a new location.
• To Delete a Task: Select Edit → Delete Task from the menu, or select the task and push the
Delete key, or right-click the task and select Delete from the shortcut menu.
• To Insert a Task: Click the task you want your new task to appear on top of, go to the Insert
menu, and choose New Task, or right-click the number to the left of a task, and choose New Task,
or push the Insert key.
To Create a Recurring Task

• To Create a Recurring Task: Select Insert → Recurring Task from the menu, enter information
into the Recurring Task dialog box, and click OK.
Organize the Task List

• To Create a Summary Task: Either insert a new task to be used as a summary task, or use one
you already entered. Select the tasks you want to use as subtasks under your summary task, and
click the Indent button on the Formatting toolbar.
Using Task Information and Task Notes

• To Use Task Information: Select the task, click the Task Information button, and make edits in
the dialog box.

• To Enter a Note for a Task: Select a task and click the Task Notes button from the Standard
toolbar, or right-click the task and select Task Notes, or click on the Notes tab in the Task
Information dialog box.
Linking and Unlinking Tasks

• To Link Tasks: Press <Ctrl> while you select the two tasks you want to link in the order you want
to link them and click the Link Tasks button.
• To Unlink Tasks: Press <Ctrl> while you select two linked tasks in the order they are linked and
press the Unlink button.
• To Edit a Task Link: Double-click the line between two linked tasks.
Splitting Tasks
• To Split a Task: Select the task and click the Split button, then use the dividing tool to choose a
splitting spot in the task’s Gantt bar, and click it.
• To Remove a Split: Drag the split portions until they touch.
Overlap or Delay Tasks

• To Enter Lead or Lag Time: Click on a successor task, click the Task Information button, click
the Predecessors tab and enter a lead or lag time in the Lag box. (Lead time must be entered with
a minus sign.) Or, double-click the link line on the Gantt Chart and then type in the amount of lead
or lag time in the Lag box of the Task Dependency dialog box.
Define Task Type

• To Define Task Type: Select the task, click the Task Information button on the Standard toolbar,
and click the Task type list arrow to select the type you want to assign to the task.
Effort-driven and Material-driven Scheduling

• To Turn Off Effort Driven Scheduling for a Single Task: Select a task, click the Task
Information button, select the Advanced tab, and uncheck the Effort driven check box.
• To Turn Off Effort Driven Scheduling for All New Tasks: Select Tools → Options from the
menu, click the Schedule tab, and uncheck the New tasks are effort driven check box.
Adding Deadlines
• To Enter a Task Deadline: Click the task you want to add a deadline to and click the Task
Information button, click the Advanced tab and enter a deadline into the Deadline box.
• To Change the Deadline Date: Drag the deadline arrow on the Gantt Chart to a different date.
Setting Task Deadlines and Constraints

• To Enter a Task Deadline: Click the task you want to add a deadline to, and click the Task
Information button, click the Advanced tab, and enter a deadline into the Deadline box.
• To Enter a Task Constraint: Click the task you want to add a constraint to, click the Task
Information button, and click the Advanced tab. Choose the constraint you want to use, and
enter the Constraint date, if necessary.
Assigning a Task Calendar

• To Assign a Calendar to a Task: Select the task and click the Task Information button on the
Standard toolbar, click the Advanced tab, click the Calendar list arrow and select a calendar from
the drop-down list.
Quiz
1. Which of these is NOT a task type?
A. Fixed Duration
B. Fixed Units
C. Fixed Work
D. Fixed Budget.
2. When you click a linked task it jumps to the task to which it is linked. (True
or False?)
3. How do you show if a task’s duration is estimated?

A. Highlight the duration’s cell in yellow.
B. Give the task three possible durations.
C. Type a question mark after the duration.
D. Don’t enter a duration for the task at all.
4. Which of these is a correct way to delete a task?

A. Dab white-out on your computer screen over the task
B. Right-click the task and select Delete from the menu
C. Don’t look at the task (out of sight, out of mind)
D. Paste another task over the one you want to delete
5. The task that organizes subtasks into a phase is called the:

A. Summary task
B. Phase Level task
C. Tisk task
D. Microsoft Assistant task
6. A recurring task is a task that repeats irregularly. (True or False?)
7. What is a milestone?
A. The last task you need to complete for your project to be finished
B. A task that signifies a major event in your project
C. A task that is behind schedule
D. Road markers that Fred, Barney, Betty, and Wilma used

8. Why would you want to split a task?

A. So the task will take twice as long to complete.
B. So you can interrupt it and finish it on a later date.
C. So you can assign more than one resource to the task.
D. So you can make like a banana and split.
Homework
3. Go to task #23, “Go International,” and make it a summary task. The three tasks
below it will be its subtasks.
4. Enter a new task above task #12. Name the new task “Make tablecloth from
bedsheets.”
5. Enter a duration of 3 days for your new task.
6. Delete task #15, “Dress up in a lemon costume.”
7. Select Tools → Change Working Time and make Monday, January 28, 2002 a
nonworking day.
8. Insert a recurring task above task #23. Name the task “Mail “Lemon Leader”
newsletter,” have it occur monthly on every 1st Friday, have it start on February 4,
2002, ending after 5 occurrences.
9. Edit task #20, “Hire a CEO,” so that it says “Hire a rich CEO.”
10. Make task #6, “Make a pretty sign,” into a milestone.
11. Unlink tasks #3 and #4.
12. Give task #5, “Build stand,” a deadline of February 14.
13. Split task #15, “Hang signs around town.”
14. Close Homework 2 without saving changes.
Quiz Answers
1. D. Fixed budget is not a task type.
2. False. In Project 2000, linked tasks are tasks which depend on each other for scheduling
reasons.
3. C. Put a question mark after a task’s duration if you are estimating the duration.
4. B. To delete a task, right-click the task and select Delete from the menu.
5. A. The Summary task organizes subtasks into a phase.
6. False. A recurring task repeats regularly, not irregularly.
7. B. A Milestone is a task that signifies a major event towards the completion of your
project.
8. B. Splitting a task allows you to interrupt the task and finish it on a later date.

Chapter Three:
Enter and Assign
Resources and Costs
• Create a Resource Sheet • Have a project in
which you have
• Group Resources already entered tasks
• Understand project
• Change Resource Schedules and Enter Resource Availability
management
• Assign Work and Material Resources
• Enter Resource Costs and Fixed Costs
• View Costs
Chapter Task: Enter resources and costs into a project.
Tasks cannot be completed without resources. Resources are the people, material, and
equipment needed to complete a project. When you assign a resource to a task, Project 2000
looks at the resource’s cost and availability. Cost refers to how much money a resource will
require. Availability establishes when a resource can work on a task, and for how long. Project
does a terrific job of managing the resources assigned to tasks.
Assigning resources to tasks helps to keep things organized in the project. For example, you
don’t want to accidentally schedule a task to be done when a resource isn’t available, or forget
to find someone to complete a certain task. Setting up resources is well worth the time if you
have deadlines or money constraints for your project. If you don't enter resource information,
Project calculates your schedule using only task duration and dependencies.
Lesson 3-1: Creating a Resource

Sheet
Figure 3-1
The Resource Sheet view
Figure 3-1
The resource sheet is a list of resources for your project. You can assign a resource to a task
without entering the resource in the resource sheet, but that’s not recommended. Instead, enter
all of your resources in the resource sheet before you assign them to tasks so you have
organized resource records.
Resource sheets consist of two types of resources—work resources and material resources.
Work resources are the people and equipment that complete project tasks. Material resources
are the goods needed by the work resources to complete tasks. For example, say that orange
chiffon bridesmaid dresses are going to be hand-made for the wedding. The work resource
would be a seamstress or tailor, and the material resources would be fabric, thread, orange
sequins, etc.
Enter some resources in the resource sheet for the wedding project.
Resource Sheet 1. Navigate to your practice folder and open Lesson 3A. Save the file as
button Resource List.
2. On the View Bar, click the Resource Sheet button.
The blank Resource Sheet appears. Go ahead and start filling it up.
Other Ways to Open the 3. Type Mrs. Fru Fru in the first line of the Resource Name column and
Resource Sheet: press <Enter>.
• Select View → Mrs. Fru Fru is the wedding planner, so she will have some big contributions to the
Resource Sheet project.
from the menu.
Add a few more resources to the list.
4. Type the following resources in the list:
Johnson/Anderson families
Fatman Buns n’ Rolls

Chapter Three: Enter and Assign Resources and Costs 83
Orange sequins
In case you need to insert a resource in the middle of a list, insert a new resource like If you choose not to
you would a new task in the task list. Notice that Project automatically assigns an add resources into the
initial to each resource when it is entered. This information is used in baseline and resource sheet before
interim plans, used to track the progress of the project. you assign them to
The next step is to designate the resource type. There are two types to choose from: tasks, select Tools →
work and material. Options from the menu
and click the General
5. Go to the orange sequins Type cell. Click the list arrow in the cell.
Tab. Check the
The default resource type is Work. The list arrow doesn’t appear until the cell is “Automatically add
selected. All the other resources you’ve entered are work resources. Orange sequins are new resources” option,
a material resource, however. and Project will then
6. Select Material from the drop-down list and press <Enter>. add resources into the
Notice that the following fields change according to the resource type. resource sheet as they
7. Place the cursor in the Material Label field, and type 1 oz. bags. are assigned to tasks.
A “Material Label” is the unit you use to measure a material resource. You’ll keep
track of your usage of sequins by how many 1 oz. bags you buy.
Next, let’s explore the Max. Units field.
8. Go to the Fatman Buns n’ Rolls Max. Units field, and make sure that
100% is selected.
The Max. Units field represents the maximum capacity of a resource to finish a task.
Giving the bakery a 100% max means that the bakery will give 100% of its time to
completing a task. If you wanted the bakery to complete two tasks at one time, you
would assign it a 50% max. (50% x 2 tasks = 100%).
Last, enter a more recognizable abbreviation for this resource.
9. Go to the Initials field, and type FBR and press <Enter>.
That’s all there is to entering basic resource information.
Don’t worry about entering costs with your resources yet; we’ll cover that later.
Quick Reference
To Create a Resource
Sheet:
• On the View bar, click the
Resource Sheet button
and then enter resources
and fill in the respective
fields.
To Open the Resource
Sheet:
• Click the Resource
Sheet button.
Or…
• Select View →
Resource Sheet.
Lesson 3-2: Entering Resource

Availability
Figure 3-2
The Resource Information
dialog box
Figure 3-2
Most resources in a project will not be needed for the duration of the entire project. Therefore,
you can enter resource availability; the dates when the resource will be needed. In other
words, it’s like entering the start and finish dates for the resource.
1. Select resource 3 Fatman Buns n’ Rolls.

The bakery resource will only be needed to make the cake, which is close to the end of
the project.
Whenever you are entering the resource’s availability, you must also consider the
resource’s maximum unit availability. In this case, the bakery will progressively
increase the amount of work on the cake as the resource nears its end date.
Enter the resource’s availability accordingly.
2. Click the Resource Information button on the Standard toolbar.
Resource The Resource Information dialog box appears. The Resource Availability area is at the
Information bottom of the dialog box.
button 3. Select the Available From cell in the Resource Availability table.
It takes about two weeks to bake and decorate a wedding cake, so enter the date two
weeks before the project end date.
4. Type 12/1/00 in the Available From cell.
The resource will be available starting this date, 12/1/00.
Notice that there is also a column for units in the table. The bakery has to work on
another cake at this time, so it will only be 50% available to work on the cake.
5. Click on the Units field and enter 50% in the cell.
The bakery resource will work at 50% for this week. The second week’s availability
will be different, however.

6. Select the second cell in the Available From field and enter 12/11/00.
Leave N/A in the Available To field.
By leaving the Available To cell as “N/A”, Project assumes the resource will be
finished at the Project’s end date.
The bakery will work on baking the cake during these dates, but at a different percent
of units available. There aren’t any other projects going on that week, so they can work
full force on the wedding cake.
7. Enter 100% in the Units cell and press <Enter>. Click OK.
The bakery will work on the wedding cake with their full resources from 12/11/00 to
the project end date.
Note that there's a distinction between differing resource availability and work
contours. The Resource Availability table adjusts maximum unit availability
throughout a project, while work contours adjust varying levels of work throughout a
specific assignment.
While the Resource Availability table changes a resource’s maximum units over the life
of the project, it does not change resource rates over time. To set differing resource
rates, set the resource cost table. You can do this on the Costs tab of the Resource
Information dialog box.
8. Close the project file.
Quick Reference
To Enter Resource
Availability:
1. Select the resource.
2. Click the Resource
3. Enter the Available To and
Available From dates in
the Resource Availability
table.
4. Enter the Maximum Units
available in the Units field.
Lesson 3-3: Grouping Resources

Figure 3-3 Type the group in
which you want to
The Resource Sheet include the resource.
before being sorted
Figure 3-4
The Resource Sheet
sorted by groups
Figure 3-3
The resource is
grouped with the other
resources in the group.
Figure 3-4
Although you can’t assign a group of resources to a single task, it is helpful to organize
resources into logical groups for organizational purposes. Just enter a group name for the
resource, and you can easily sort resources by using resource groups.
1. Navigate to your practice folder and open Lesson 3B. Save the file as
Resource List.
2. Click on the Resource Sheet button in the View bar to open the
resource sheet.
Grouping allows you to view how resources are related, similar to outlining the task
list. In fact, it may be a good idea to group resources by the summary tasks in which
they are used.

Assign the first resource to a group. Notice that other resources have already been
given groups.
3. Click in the Group field for the first resource, Harry (bestman).
Resource Sheet
Harry is going to pick up the tuxes for everyone on the wedding day. button
4. Type Ceremony attire in the Group field and press Enter. Other Ways to Open the
Resource Sheet:
Giving a resource a group is easy, isn’t it?
• Select View →
Now see how the resource sheet changes when you group the resources. Resource Sheet.
5. Select Project → Group by: → Resource Group from the menu.
There—your resources are now sorted into groups on your resource sheet, as shown in
Figure 3-4.
If you want to ungroup your resources and go back to viewing them in the order they were
entered, go to Project → Group by: → No Group.
Quick Reference
To Group Resources:
1. Make sure you are in
Resource Sheet view.
2. Enter group names in the
resources’ group fields.
3. Select Project → Group
by: → Resource Group
from the menu to group
the resources.
Lesson 3-4: Changing Resource

Schedules
Figure 3-5
The Working Time tab of If necessary, assign a
the Resource Information new calendar to the
dialog box. resource here.
Figure 3-5
You should have already defined a project calendar for your project. Thus, your working time
and nonworking time are set. But did you know you can change the calendar for just one
Resource Sheet resource? Changing a single resource’s calendar comes in handy when you have a resource
button that works different hours than your other resources, or when a resource takes a vacation.
One of your resources, Grandma Jeanette, is going to Las Vegas for a week in May. You’d
better change her resource calendar so you don’t accidentally schedule her to help you pick
out tuxes during the time that she’s away. Change Grandma Jeanette’s resource calendar.
1. Click the Resource Sheet button on the view bar to open the resource
sheet.
Select a resource.
2. Click on the Grandma Jeanette resource in the family help group.
Now open this resource’s calendar.
3. Select Project → Resource Information from the menu.
The Resource Information dialog box appears.
4. Select the Working Time tab, and scroll through the calendar window
until you come to May 2000.
You are ready to change the calendar.
5. Press the <Shift> key and select May 15th through the 19th, as shown in
Figure 3-5.
Make the days you just selected into nonworking time.

6. Click the Nonworking time bullet to the right of the calendar. Other Ways to Open the
Resource Information
NOTE: If you had clicked the “Use default” bullet, the selected days would return to Dialog Box:
the Project Standard calendar default, which is Monday through Friday, 8:00
A.M. to 12:00 P.M., and 1:00 P.M. to 5:00 P.M. If you had clicked the • Click on a resource and
“Nondefault working time” bullet, you could have changed your resource’s press <Shift> +
working hours in the “From” and “To” boxes. <F2>.
7. Click OK.
If you try to assign a resource to a task during the resource’s nonworking time, the task An alternative to
will be moved or extended to the next available working time for the resource. changing the working
time schedule would be
Whew! Now Grandma Jeanette can be a high roller for a week before you need her assistance to create a new
with tuxes. calendar and assign it
to the resource.
Quick Reference
To Change a Resource
Schedule:
1. Select the task and click
the Resource
3. Click the Calendar list
arrow and select a
calendar from the drop-
down list.
Lesson 3-5: Assigning Work

Resources
Figure 3-6
The Assign Resources
dialog box with a work
resource assignment
Figure 3-7
A checkmark appears
The Gantt Chart with next to resources that
assigned resources have already been
assigned to tasks.
Figure 3-6
Resources that have

been assigned to tasks
appear in the Gantt Chart
behind the task bar.
Figure 3-7
If you want a task done, you must assign a resource to do it. After you assign resources to
tasks, you can change the assignments at any time. In this lesson, we’re going to deal with
Assign Resources work resources.
button
You really want to complete all of your wedding project tasks, so you’d better start assigning
resources to the tasks.

This is a good view in which to assign resources to tasks.
Now assign resources to task 46, “Address invitations.”
2. Click the task name Address invitations and then click the Assign
Resources button on the Standard toolbar.
The Assign Resources dialog box appears.
Assign Cal’s Calligraphy to perform this task.

3. Select the Cal’s Calligraphy resource from the Assign Resources dialog
box. Click the Assign button.
A checkmark and 100% appear next to the “Cal’s Calligraphy” resource as shown in
Figure 3-6.
NOTE: “100%” automatically appears next to a resource when you assign it to a task.
This means that 100% of a resource’s time will be devoted to the task on the
days the task covers. In other words, the resource will be working full-time.
You can lower the percentage if you want that resource to work on more than
one task in a given day, or if you just want them to work part-time.
4. Click the Close button. Did you know you can
replace one resource
The resource has been assigned to the “Address invitations” task. To view the resource
with another? Just
assignment, scroll to the right until you see the end of the task bar for the “Create guest
list” task. The name of the resource should be listed after the task bar, as shown in select the task whose
Figure 3-7. resource you want to
replace and press the
NOTE: If you accidentally assign a resource to too many tasks, the overallocated Assign Resources
resource will be shown in red in resource views. You will learn more about button. Then, in the
balancing overallocated resources in another lesson. Assign Resources
Don’t assign multiple work resources to a task just yet; multiple work resource assignments dialog box, select the
are slightly different than single work resource assignments. For more information about assigned resource,
assigning multiple work resources to a task, see the chapter on Effort driven scheduling and click the Replace
multiple work resources. button, select a new
resource(s), and click
OK.
Quick Reference
To Assign Work
Resources:
• Select a task and click the
Assign Resources
button, then select your
work resources and click
Assign.
To Replace One Resource
with Another:
• Select the task whose
resource you want to
replace, click the Assign
Resources button, select
the assigned resource,
click Replace, select a
new resource, and click
Assign.
Lesson 3-6: Assigning Material

Resources
Figure 3-8
dialog box with material
resource assignments
Figure 3-9
Resources that are
assigned to a task appear
at the end of the task’s Enter the units needed of
bar. Figure 3-8 the material resource.
Figure 3-9
It’s good to assign material resources to tasks so you can see how much material you are
using, and at what cost. For example, the wedding will be on a fish farm in South Dakota, so
you’re keeping with the wedding theme by having fish nets all over the place in the reception
hall and gummi worms with fish hooks through them as favors at the reception. Project will
keep track of how many bags of gummi worms you use, what the total costs of the fish nets
are, etc.
In this lesson, assign the material resources needed to sew the bridesmaid dresses.
1. Select task 38, Sew bridesmaid dresses, and click the Assign
Assign Resources Resources button.
button
The Assign Resources dialog box appears.
2. In the list of resources, select Orange chiffon fabric and click the
Assign button.
You have assigned the “Orange chiffon fabric” resource to the task, but you must also
enter how many yards of the orange chiffon fabric you need.

3. In the Units field next to “Orange chiffon fabric,” type 25 yards, and
press Enter.
Now assign the “orange sequins” material resource to the same task.
4. In the list of resources, select orange sequins and click the Assign
button.
Enter the number of 1oz. bags of sequins you need.
5. In the Units field next to “orange sequins,” type 5 and press Enter.
You have just assigned two material resources to the “Sew bridesmaids dresses” task.
There should be checkmarks next to the material resources you assigned, as shown in
Figure 3-8.
6. Click the Close button.
The Assign Resources dialog box closes and the names of the material resources you
just assigned appear at the end of the “Sew bridesmaid dresses” task bar, as shown in
Figure 3-9.
7. Close the file without saving your changes.
Quick Reference
To Assign Material
Resources:
1. Select a task.
2. Click the Assign
Resources button.
3. Select the material
resources for your task.
4. Enter how many units of
each resource you need.
5. Click the Assign button.
6. Click Close.
Lesson 3-7: Entering Costs

Accrue At field
Figure 3-10
Cost per Use field
Cost fields in the Overtime Rate field
Resource Sheet
Standard Rate field
Figure 3-10
If you want a project done right, you have to budget wisely. However, the majority of us are
not accountants or bookkeepers. Thankfully, Project 2000 lets you enter resource costs and
then calculates amount totals for you. There are three different types of costs in a project: rate-
based, per use and fixed. You will learn how to use rate-based and per use costs in this lesson.
1. Navigate to your practice files and open Lesson 3C. Save the file as
Resource List.
Resource Sheet
button If you don’t know where your practice files are, ask your instructor.
2. Click the Resource Sheet button.
Enter a rate-based cost for a work resource.
3. Go to resource 6, All-80’s DJ Team and click in the Std. Rate field.
This is where you enter the pay rate for the awesome “All-80’s DJ Team” resource. See
Table 3-1: Cost Entry Fields for a description of Std. Rate and the other fields in which
you can enter costs. The resource works at the rate of $150/hour, so enter the rate in the
field.
4. Type 150/hr and press Enter.
The cost “$150.00/hr” appears in the Std. Rate field. That was easy, wasn’t it?
Now enter a per use cost.
5. Go to resource 10 Mambo Mania Dance Studio and click in the
Cost/Use field.
This service costs $30 for each class.

6. Type 30 in the Cost/Use field.

Project will calculate the cost total for the Mambo Mania Dance Studio according to
how many times the service is used.
Now enter a cost for a material resource.
7. Go to resource 15 orange sequins and click the Std. Rate field.
This is where you enter the cost of the sequins. When you know an
8. Type 3 and push Enter. exact total cost
associated with a task,
The cost “$3.00” appears in the Std. Rate field. This means that it costs $3.00 for every
you can enter a fixed
1oz. bag of sequins that you buy.
cost. To enter a fixed
Now that you have entered the costs for two resources, you can choose when you want
cost, go to View →
Project 2000 to accrue (add up) the cost of each resource. See Table 3-2: Resource
Table → Cost. Then
Accruing Options for your resource accruing options. You want to start accruing the
“All-80’s DJ team” cost as soon as you assign it to a task. enter the fixed cost
next to the desired
9. Go back to resource 6 All-80’s DJ team, click the Accrue At list arrow,
task. To get back to
and select Start. Press <Enter>.
the default Gantt
Well done— now you know how to enter resource costs. Chart view, go to View
10. Save your changes. → Table → Entry.
If the cost of a resource changes during the project or if a resource will be paid different rates
for different assignments, go to the View bar and click the Resource Sheet button. Then enter
the information on the Costs tab.
Table 3-1: Cost Entry Fields

Field Description
Std. Rate Use this field to enter a standard hourly, weekly, etc. pay rate for a resource.
Ovt. Rate Use this field to enter an overtime pay rate for a resource.
Cost/Use Use this field for resources that charge a cost per use, such as visits to a
racquetball court or dance lessons.
Quick Reference
Table 3-2: Resource Accruing Options To Enter Resource Costs:
Option What it does 1. Make sure you are in
Start The accrual for tasks with assigned resources begins right away, as soon as the Resource Sheet view.
project starts. 2. Enter amounts in the Std.
Rate field, the Ovt. Rate
Prorated The accrual of tasks is distributed over the length of the project, as tasks field, or the Cost/Use
happen. This is the default method of accrual. field.
End The accrual does not happen until the project is near completion. 3. Choose when you’d like
to start accruing the
resource cost in the
Accrue At field.
Lesson 3-8: Entering Fixed Costs

Figure 3-11
The project in Gantt Chart
view, showing the Cost
table.
Figure 3-11
A Fixed Cost is the cost of a task, no
matter what the duration or amount of
work involved is.
Fixed costs are different from rate-based or per use costs. Fixed costs don’t change if the
duration or amount of work needed to complete a task change. Assign a fixed cost to a
resource in this lesson.
1. Click the Gantt Chart button in the Views bar.

The project appears in Gantt Chart view.
2. Select View → Table → Cost from the menu.
Quick Reference The view displays all the cost fields available in the view.
To Enter a Fixed Cost: 3. Select task 25 Book cake bakery.
1. Click the Gantt Chart The bakery is making the wedding cake at a fixed cost of $2,000. Assign this fixed cost
button in the View bar. to the task.
2. Select View → Table → 4. Go to the Fixed Cost field and type 2,000. Press <Enter>.
Cost from the menu. The wedding cake will cost $2,000 to make, even if the duration or amount of work
3. Select the task for which changes.
you want to enter a fixed NOTE: If you want to enter a fixed cost for the entire project, click Options on the
cost. Tools menu, and then click the View tab. In the Outline options box, select the
4. Type the cost in the Fixed Project summary task check box, and then click OK. In the Task Name field,
Cost field. select the project summary task. In the Fixed Cost field, type a cost for the
project.

Lesson 3-9: View Costs

Figure 3-12
The Cost table of the
Resource sheet
Resource Sheet
button
Figure 3-11
Are you beginning to lose track of your numerous wedding expenses? Are you over or under Other Ways to View
your project budget? Or do you just want to see an overview of your task and resource costs? Costs:
If you answered yes to any of these questions, take advantage of Project’s awesome cost view • Select View menu→
abilities. Task Usage →
Format menu →
1. Click the Resource Sheet button in the View bar. Details → Cost.
Specify that you want to look at costs.
NOTE: If you wanted to see your task costs, you would go to the View bar, click More Quick Reference
views, and select Task Sheet.
2. Select View → Table → Cost from the menu.
To View Costs of Tasks or
Resources:
The costs are listed for you, as shown in Figure 3-12.
• Make sure you are in
3. Close the file without saving your changes. Resource Sheet view,
and then select View →
Table → Cost from the
menu.
Or…
• Select View → Task
Usage → Format menu
→ Details → Cost.
Chapter Three Review
Lesson Summary
Creating a Resource Sheet
• To Create a Resource Sheet: On the View bar, click the Resource Sheet button and then enter
resources and fill in the respective fields.
• To Open a Resource Sheet: Click the Resource Sheet button, or select View → Resource
Sheet from the menu.
Entering Resource Availability

• To Enter Resource Availability: Select the resource you want to enter varying availability for, and
then click the Resource Information button. Click on the General tab, enter your resource’s
availability information in the rows in the Resource Availability box, and then click OK.
Grouping Resources
• To Group Resources: Make sure you are in Resource Sheet view, enter group names in the
resources’ group fields, and select Project → Group by: → Resource Group from the menu to
group the resources.
Changing Resource Schedules

• To Change a Resource Schedule: Select the task and click the Resource Information button
on the Standard toolbar, and click the Advanced tab. Click the Calendar list arrow and select a
calendar from the drop-down list.
Assigning Work Resources

• To Assign Work Resources: Select a task and click the Assign Resources button, then select
your work resources and click Assign.
• To Replace One Resource with Another: Select the task whose resource you want to replace,
click the Assign Resources button, select the assigned resource, click Replace, select a new
resource, and click Assign.
Assigning Material Resources

• Select a task and click the Assign Resources button. Select the material resources for your task
and enter the number of units of each resource you need. Click the Assign button and click Close.
Entering Costs
• To Enter Resource Costs: Make sure you are in Resource Sheet view and enter amounts in the
Std. Rate field, the Ovt. Rate field, or the Cost/Use field. Then, choose when you’d like to start
accruing the resource cost in the Accrue At field.

Entering Fixed Costs

• Click the Gantt Chart button in the View bar. Select View → Table → Cost from the menu.
Select the task for which you want to enter a fixed cost. Type the cost in the Fixed Cost field.
Assigning Material Resources

• To Assign Material Resources: Select a task, click the Assign Resources button, select the
material resources for your task, enter how many units of each resource you need, and click the
Assign button. Then, click Close.
Viewing Costs
• To View Costs of Tasks or Resources: Make sure you are in Resource Sheet view, then select
View → Table → Cost from the menu. Or, select View menu → Task Usage → Format menu
→ Details → Cost from the menu.
Quiz
1. What are the two types of resources?
A. Work and Cost.
B. Work and Written.
C. Work and Material.
D. Oil and Coal.
2. You can’t change the working calendar for just one single resource. (True
or False?)
3. Which of these is NOT a cost entry field?

A. Mrs. Rate
B. Std. Rate
C. Ovt. Rate
D. Cost/Use
4. A Fixed Cost is:

A. A cost which has been changed to meet budget guidelines.
B. A cost which has been assigned to an overallocated resource.
C. A cost which has been spayed or neutered.
D. A cost that has been assigned to a task that will not change with duration, work, or
material.
5. Overallocated resources appear in what color?

A. Black
B. Red
C. Burnt Sienna
D. Yellow
6. You can’t assign more than one resource to a task. (True or False?)
7. Which of these is NOT a type of project cost?

A. Actual
B. Current
C. Quanto
D. Baseline
Homework
3. Go to Resource Sheet view, and add a work resource named “Mom” who works for
$0.50 an hour. Enter “employees” in the Group field for this resource.
4. Group the resources by Resource Group.

5. Select resource #1, go to Project → Resource Information → Working Time tab, and
change the resource’s working schedule so that it is only working from 8:00am to
12:00pm on January 31, 2002.
6. Give resource #8, “pitcher,” a cost/use rate of $0.75.
7. Switch back to Gantt Chart view. Select task #20 and assign the work resource “Bill
Gates” to it.
8. Select task #13 and assign the material resources “Grade A Sunkist Lemons (10
lbs.)” and “Crystal Refined Sugar (2.5 5 lb. bags)” to the task.
9. Go to Resource Usage view and then go back to Gantt Chart view.
Quiz Answers
1. C. The two types of resources are work and material.
2. False. You can change a single resource’s working calendar.
3. A. Mrs. Rate is not a cost entry field.

4. D. A fixed cost does not change, even if the amount of work, materials or duration change
to finish the task.
5. B. Overallocated resources appear in red.
6. False. You can assign more than one resource to a task.
7. C. Quanto is not a type of project cost. The types of project costs are Current, Baseline,
Actual, and Remaining.
Chapter Four:
Viewing the Project
Database
• Use Common Views, More Views, and Split Views • Have a project in which
you have entered tasks,
• Use Tables and Filters resources, and costs
• Know the basic
• View Sorted and Grouped Information
elements of the Project
• View the Project’s Critical Path 2000 screen
• View Task or Resource Details

• Print a View
Chapter Task: View your project from many angles and learn to
organize the information you view.
One of Project 2000’s best attributes is that it lets you view project information from dozens
of different angles. This chapter is pretty cut-and-dry; it shows you some common ways to
view various aspects of the project’s information, such as resource overallocation, the critical
path, and task or resource details. This chapter also shows you different ways to organize
information with filters, groups, and fields.
Lesson 4-1: Using Common Views

Figure 4-1
The Views bar in the
Project window
Views
bar
Figure 4-1
So, you’ve been using the Project screen for a while now, but still haven’t used all the views
available. If you’ve been following along, you’ve learned that certain views are better than
other for performing specific tasks. For example, Resource Sheet view is better for inserting
resources than Network Diagram view.
The default view for Project is the Gantt Chart view, which is also the view you will probably
use most often. There are many other views in Project, and they can be broken down into two
basic types of views: task views, and resource views. Task views display information about
tasks in a project. Resource views display information about resources in a project. These
different views allow you to work with your project’s data more easily, depending on what
you want to do. This lesson will show you how to switch views, and help you understand
what different views are best used for.
1. Open the Lesson 4 project file in the practice folder.

Lesson 4 opens in the default view, Gantt Chart. Notice that there are quite a few more
views in the Views bar. These views are the most commonly used views in Project. Go
ahead and click one of them to see what information it displays.
2. Click the Task Usage button in the Views bar on the left side of the
screen.
Task Usage You are now in Task Usage view. This view shows the resources assigned to each task.
button But what do all the rest of the views do? To find a description of what each of these
common views does, refer to Table 4-1: Project 2000 Common Views.
There is also a Resource Usage view.

Chapter Four: Viewing the Project Database 105
3. Click the Resource Usage button in the Views bar.

Resource Usage view allows you to see how many hours each resource is scheduled to
work on its tasks and which resources are overallocated. You can determine how much
time each resource has available for additional work assignments. Also, you can check
and make edits to resource assignments in Resource Usage view.
4. Click the Calendar button in the Views bar.
If you want to see tasks laid out in a month’s time, use Calendar view. Calendar view is Other Ways to Switch
probably the easiest way to view tasks, and it is easy to print and hand out to resources Views:
so they can see the project schedule without having to learn to use Project. • Open the View menu
Go back to the default view, Gantt Chart. and select a view.
5. Click the Gantt Chart button in the Views bar. Or…
There are several other commonly used views available in the Project Views bar. For a • Press <Alt> + <V> and
description of them, refer to the table below. press the underlined
letter in a new view.
Table 4-1: Project 2000 Common Views1
View Type Description
Task Displays tasks and durations in a monthly calendar. Use this task
view to see tasks scheduled in a specific week or range of weeks.
Calendar
Task Displays a list of tasks with bar chart information. Use this task view
to enter and schedule tasks.
Gantt Chart
Task Displays a sequence or logic diagram that shows tasks and
dependencies. Use this view to create and adjust a schedule in a
Network Diagram flow chart format.
Task Displays a list of tasks showing assigned resources under each
task. Use this view to see which resources are assigned to which
Task Usage tasks.
Task Displays a list of tasks in a table, with a baseline schedule and Quick Reference
scheduled Gantt bars for each task. Use this view to compare the
Tracking Gantt baseline and actual schedules. To Change Views:
• Select a new view from
Resource Displays a graph showing your resources and their costs, the Views bar.
allocations, etc. over time. Use this view to see information about
your resources over a specific period of time. Or…
Resource Graph
• Select the View menu
Resource Displays a list of resources and their details in rows and columns. and select a new view.
Use this view to enter and edit general information for each
Or…
Resource Sheet resource.
• Press <Alt> + <V> and
Resource Displays assigned tasks grouped under each resource. Use this press the underlined
view to show work or cost information for each resource. letter in a new view.
Resource Usage
Resource Click to use the more advanced and specific views available in
and Task Project 2000.
More Views
1. Microsoft Project 2000 Help files, © 1999, Microsoft Corporation.
Lesson 4-2: Using More Views

Figure 4-2
The More Views dialog
box
Figure 4-2
Most of the time you will be able to see the information you need in one of the common
views. When you need to be more specific about the information you view, however, try using
More Views one of the views available in the More Views dialog box.
button
1. Scroll to the bottom of the View bar and click the More Views button.
The More Views dialog box appears with more views to choose from, as shown in
Figure 4-2.
2. Scroll down the list, select Tracking Gantt from the list, and click Apply.
The project is shown in Task Entry view, which is half Gantt view, half task details and
information. Return to the default Gantt Chart view.
3. Click the Gantt Chart button in the View bar.
Refer to the table below to see a description of each view.
Table 4-2: More Views1

View Type Description and Use
Task A list of summary tasks and their subtasks. Use this view with
the Rollup_Formatting macro to see all tasks concisely labeled
Bar Rollup on summary task bars.
Task A list of tasks and related information, and a chart showing
slack and slippage. Use this task view to check how far a task
Detail Gantt can slip without affecting other tasks.
Task A list of tasks, information about task delays and slack, and a
bar chart showing the before and after effects of leveling. Use
Leveling Gantt this task view to check the amount of task delay.
Task A list of summary tasks containing labels for all subtasks. Use
this view with the Rollup_Formatting macro to see all tasks
Milestone Date concisely labeled with milestone marks and dates on summary
Rollup task bars.
Task A list of summary tasks containing labels for all subtasks. Use
this view with the Rollup_Formatting macro to see all tasks
Milestone Rollup concisely labeled with milestone marks on summary task bars.

View Type Description and Use

Task A Gantt Chart showing your schedule’s expected-case
scenario. Use this view when performing a PERT analysis on a
PA Expected Gantt task’s duration or on your project’s schedule.
Task A Gantt Chart showing your schedule’s best-case scenario. Use
this view when performing a PERT analysis on a task’s duration
PA Optimistic Gantt or on your project’s schedule.
Task A sheet for entering your schedule’s best-case, expected-case,
and worst-case scenarios for a task’s duration before
PA PERT Entry calculating the most probable duration. Use this view to
Sheet compare the disparity between the different task estimates.
Task A Gantt Chart showing your schedule’s worst-case scenario.
Use this view when performing a PERT analysis on a task’s
PA Pessimistic duration or on your project’s schedule.
Gantt
Task A network diagram showing the predecessors and successors
of one task. In a large project, use this task view to focus on the
Relationship task dependencies of a specific task.
Diagram
Resource A combination view with the Resource Usage view in the top
pane and the Leveling Gantt view in the bottom pane. Use this
Resource Allocation resource view to resolve resource overallocations.
Resource A form for entering and editing information about a specific
resource.
Resource Form
Resource A graph showing resource allocation, cost, or work over time.
Use this resource view to display information about a single
Resource Graph resource or group of resources over time.
Resource A form for entering and editing the resource name and other
resource information.
Quick Reference
Resource Name To Use More Views:
Form
1. Click the More Views
Task A form for reviewing and editing detailed tracking and button in the Views
scheduling information about a specific task. panel.
Task Details Form Or…
Task A combination view with the Gantt Chart view in the top pane Select View → More
and the Task Form view in the bottom pane. Use this task view Views from the menu.
Task Entry to add, edit, and review detailed information about the task. 2. Select a view from the
Task A form for entering and editing information about a specific task. More Views dialog box
and click Apply.
Task Form
Task A form for entering and editing the task name and other task
information.
Task Name Form
Task A list of tasks and related information. Use this task view to
enter and schedule tasks in a spreadsheet-like format.
Task Sheet
1. Microsoft Office 2000 Help files, © 1999, Microsoft Corporation.
Lesson 4-3: Using Split Views

Figure 4-3
A split view with Gantt
Chart view on top and the
Form View on the bottom
Figure 4-4
A split view with Gantt
Chart view on top and
Tracking Gantt view on
the bottom
Figure 4-3
Figure 4-6
You may find that a single view does not display all the information you want to see. In these
instances you will want to use a split view. A split view displays two views of the project in
the same window. For example, you could display Gantt Chart view in the top half of the
window and Task Usage view in the bottom half of the window.
This lesson will show you how to use a split view.
1. Select Window → Split from the menu.

The window splits in two, and more information about the selected task in the top half
of the window is shown.

Notice that the bottom view isn’t a view you’ve seen before. This is Form View, which
is the default view when a window is split. It displays more information on the selected
task or resource in the top view. Right-click the Form View to see different information
about the selected resource or task. Refer to
2. Click in the bottom pane of the window.
To display a different view in the pane, you must first select it.
3. Click the Tracking Gantt button in the Views panel.
The Tracking Gantt view is displayed for the task selected in the top view.
4. Scroll down the task list in the Gantt Chart top panel and select task 10
Reception sites and catering.
The Tracking Gantt view in the bottom pane displays the task and the amount of work
performed on the task.
As you begin tracking and making changes to your project, you will find splitting
views to be more useful.
5. Select Window → Remove Split from the menu.
Table 4-3: Form View options

Option Description
Resources & Displays all the resources contributing to the task and their predecessors
Predecessors
Resources & Displays all the resources contributing to the task and their successors
Successors
Predecessors & Displays the predecessors and successors of resources contributing to the task
Successors
Resource Displays the schedule of the resource contributing to the task
Schedule
Resource Work Displays the amount of work assigned and performed by the resource assigned
to the task
Resource Cost Displays the cost of the resource assigned to the task
Notes Displays any task notes for the task Quick Reference
Objects Displays any objects linked to the task To Split a View:
1. Select Window → Split
from the menu.
2. Click in the bottom pane
and select the view you
want to display.
Lesson 4-4: Using Tables

Figure 4-5
Accessing the Table menu
Figure 4-6
The available
The project in Gantt Chart tables depend
Work table view on what view
the project is in.
Figure 4-6
Figure 4-5
Tables are great because they allow you to view only the fields that you want to view. A table
is a group of data, organized into rows and columns. Just as there are two main types of
Gantt Chart views, there are two main types of tables: Task tables can be applied to task views, and
button resource tables can be applied to resource views.
1. Make sure you are in Gantt Chart view. Select View → Table → Work
from the menu.
Notice that the second column, “Duration”, changes to “Work”. Scroll to the right in
the sheet and view the other fields available in the Work table. Tables are fairly easy to
figure out. Each table is named by the information it focuses on. For example, this
table focuses on how much work is done in the project. The different fields in each
table are easier to see in a spreadsheet view. Go back to the original table.
2. Select View → Table → Entry from the menu.
You are back to your original table in Gantt Chart view.
The table below lists all the tables from the common views in the Views bar.
Table 4-4: Common View Tables

Table Type Description
Cost Task Displays cost information about tasks, including baseline cost, variance,
Resource actual cost, and remaining cost.
Entry Task Displays task name and duration, start and finish dates, predecessors, and
Resource resources.
Hyperlink Task Displays the URL and UNC links assigned to tasks, leading to Web sites
Resource and intranet files.
Schedule Task Displays scheduling information, including start and finish dates, late start
and finish dates, free slack, and total slack.


Summary Task Displays basic project information, including task duration, start and finish
Resource dates, percent complete, cost, and work.
Tracking Task Displays actual information, including actual start date, actual finish date,
percent complete, actual duration, remaining duration, actual cost, and
actual work.
Usage Task Displays project tasks and shows their work, duration, and start and finish
Resource dates.
Variance Task Displays the schedule variance in a project, including start and finish dates,
baseline and finish dates, and start and finish variances.
Work Task Displays work information, including planned work, work variance, actual
Resource work, and remaining work.
Table 4-5: More Tables

Baseline Task Displays baseline dates, work, and costs.
Constraint Task Displays task constraints, including constraint type and constraint date.
Dates
Delay Task Displays information for leveling resources, including delay, duration,
scheduled start and finish dates, successors, and resource names.
Earned Value Task Compares work and cost information for tasks, including the budgeted
Resource cost of planned work and scheduled work.
Entry – Resource Displays basic information about material resources, including material
Material label, initials, group, standard rate, cost per use, accrue at, and code.
Resources
Entry – Work Resource Displays basic information about human resources, including each
Resources person's initials, group, maximum units, standard rate, overtime rate,
cost per use, accrue at, base calendar, and code.
Export Task Used to save a file in MPD format or some other Microsoft Project-
Resource compatible file format.
PA Expected Task Used with Project's other PERT analysis features to evaluate the Quick Reference
Case expected duration, start date, and finish date of tasks.
To View a Table:
PA Task Used with Project's other PERT analysis features to evaluate the best-
Optimistic case duration, start date, and finish date of tasks. 1. Select View → Table
Case from the menu, and select
the table you want to
PA PERT Task Used with Project's other PERT analysis features to evaluate the view.
Entry probable duration, start date, and finish date of tasks.
PA Task Used with Project's other PERT analysis features to evaluate the worst-
Pessimistic case duration, start date, and finish date of tasks.
Case
Rollup Table Task Used with the Bar Rollup view, the Milestone Date Rollup view, and the
Milestone Rollup view to optimize the display of rolled up tasks. You can
best take advantage of this table and its associated views after you have
run the Rollup_Formatting macro.
Lesson 4-5: Viewing Sorted

Information
Figure 4-7
The sorted project
Figure 4-7 The task list is sorted

from the first to the last-
starting tasks.
You can sort by either

Tasks and resources appear in ID order by default in Project. However, you can change this by
tasks or resources.
sorting them; sorting lets you rearrange the order in which tasks and resources appear.
1. If necessary, navigate to your practice files and open Lesson 4.

2. Select View → Gantt Chart from the menu.
You are now in Gantt Chart view, the default view.
3. Select Project → Sort by Start Date from the menu.
There are a few different ways to sort tasks. Refer to Table 4-6: Task Sort Types to view
all the different ways you can sort tasks.
The project tasks that were started first appear at the top of the list, as shown in Figure
4-7.
Now return to the default sort type: by ID.
4. Select Project → Sort → by ID from the menu.
The project is displayed so that the task IDs are in descending order.
Table 4-6: Task Sort Types

Sort Type Description
By Start Date Tasks started first appear at the top of the list, and the tasks that start last
appear at the bottom of the list.


By Finish Date Tasks started last appear at the top of the list, and the tasks that start first
appear at the bottom of the list.
By Priority Tasks that are highest priority appear at the top of the list.
By Cost Tasks that cost the most appear at the top of the list.
By ID Tasks with the lowest ID number (starting from 1) appear at the top of the list.
This is the default sort type.
Sorting resources isn’t much different from sorting tasks. The only difference is that there are
different sorting types you can use. Refer to the following table, Table 4-7: Resource Sort
Types, for information on the resource sorting options.
Table 4-7: Resource Sort Types

By Cost The most expensive resources appear at the top of the list.
By Name The resources appear in descending alphabetical order.
By ID Resources with the lowest ID number (starting from 1) appear at the top of the
list. This is the default sort type.
Quick Reference
To View Sorted
Information:
• Select Project → Sort,
and then choose a sorting
option.
To Cancel a Sort:
• Select Project → Sort
→ by ID to return to the
default sort.
Lesson 4-6: Viewing Grouped

Tasks
Figure 4-8
Task grouping under the
Project menu
Figure 4-9
Results of a critical task
grouping
Figure 4-8
Figure 4-9
We’ve touched upon filtering tasks and resources in previous lessons, but this lesson will
concentrate solely on grouping. Grouping is handy for organizing so you can focus on a
variety of project angles.
Like filters in the previous two lessons, tasks and resources can be grouped. This lesson
reviews grouping by tasks, and the following lesson reviews grouping by resources.
1. If necessary, navigate to your practice files and open Lesson 4. Save the
file as Project Views.
You can group the project by task or resource, but for this lesson group by task.
2. If necessary, click the Gantt Chart button in the Views panel.
The project displays the tasks in the project.

3. Select Project → Group by Critical from the menu.

Who knew there were so many ways to group the project’s tasks? Only one way to
group tasks will be used in this lesson, but you can refer to Table 4-8: Task Group
Types to see a description of all the different ways to group tasks.
The tasks on the Gantt Chart are now grouped by tasks that are critical, and tasks that
are not critical. The group headings are highlighted in yellow. Since the tasks are
grouped under the heading, you can collapse a group so the rest of the list is easier to
see.
4. Click the plus button in the yellow Critical: No heading.
The tasks that are not critical are collapsed so that the tasks that are critical are easier to
see, as shown in Figure 4-9.
Now go back to the default Gantt Chart task order.
5. Select Project → Group by → No Group.
You are now back to your default view.
Table 4-8: Task Group Types

Group Type Description
No Group Select this option to ungroup the tasks.
Complete and Select this option to group the tasks into complete and incomplete categories.
Incomplete Tasks
Constraint Type Select this option to group the tasks by their time constraints. For example,
group by tasks that need to be done as soon as possible.
Critical Select this option to group the tasks into critical and non-critical groups.
Duration Select this option to group the tasks by the amount of time they will take to
complete.
Duration then Select this option to group the tasks two ways. First, Project groups the tasks by
Priority the amount of time they will take to complete. Then, Project groups the tasks Quick Reference
under each duration heading by its priority. To View Grouped
Milestones Select this option to group the tasks into milestone and non-milestone groups. Information:
• Select Project → Group
Priority Select this option to group the tasks by their priority level. by, from the menu.
Priority Keeping Select this option to group the tasks two ways. First, Project groups the tasks by • Choose a grouping option
Outline Structure their outline heading. Then, Project groups the tasks under each outline head from the menu.
by its priority.
To Cancel a Grouping:
Team Status Select this option to group the tasks into pending and non-pending categories. • Select Project → Group
Pending
by: → No Group to
More Groups Select this option to view more grouping options. return to the default
setting.
Customize Group Select this option to customize your own grouping option.
By
Lesson 4-7: Viewing Grouped

Resources
Figure 4-10
Resource grouping under
the Project menu
Figure 4-11
The Standard rate group
Figure 4-10
Figure 4-11
Once again, this lesson will concentrate on grouping, but with resources this time. Grouping is
handy for organizing information into significant groups so you can focus on a variety of
project angles.
1. If necessary, navigate to your practice files and open Lesson 4. Save the
file as Project Views.
For this lesson, group by resource.
2. Click the Resource Sheet button in the Views panel.
The project displays all the resource in the project.
3. Select Project → Group by from the menu.
Who knew there were so many ways to group the project’s resources? Only one way to
group tasks will be used in this lesson, but you can refer Table 4-9: Resource Group
Types to see a description of all the different ways to group resources.

4. Select Standard Rate from the Group by list.

The resources in the Resources Sheet are now grouped by how much they cost, as
shown in Figure 4-11. The group headings are highlighted in yellow. Since the tasks
are grouped under each heading, you can collapse a group so the rest of the list is easier
to see.
5. Click the minus button in the yellow Standard Rate: $0.0 heading.
The resources that don’t cost anything are collapsed so that the resources that do cost
something are easier to see.
Now ungroup the resources.
6. Select Project → Group by → No Group.
You are now back to viewing all the resources.
Table 4-9: Resource Group Types

Group Type Description
Complete and Select this option to group the resources by the percent of work each resource
Incomplete has completed.
Resources
Resource Group Select this option to group the resources by what they are used for in the
project.
Response Pending Select this option to group the resources by need of a response.
Standard Rate Select this option to group the resources by cost.
Work vs. Material Select this option to group the resources by whether they are a work or material
Resources resource.
More Groups Select this option to view more grouping options.
Customize Group Select this option to customize your own grouping option.
By
Quick Reference
To View Grouped
Resources:
by, from the menu.
2. Choose a grouping option
from the menu.
To Cancel a Grouping:
by: → No Group from
the menu to return to the
default setting.
Lesson 4-8: Viewing Task Filters

Figure 4-12
Task filter options under
the Project menu.
Figure 4-13
The Data Range
specification dialog boxes
Figure 4-14
Results of the Data Range Figure 4-12 Figure 4-13
filter
Figure 4-14
Applying a filter to a view can let you focus on specific information. When you use a filter, it
will show or emphasize tasks that only meet the filter criteria. There are two different ways
you can filter a project: by its resources, and by its tasks. In this lesson, we will explore how
to filter using tasks.
1. Make sure the project is in Gantt Chart view, so that the project’s tasks
are displayed.
Gantt view is the default view and it displays all of the project’s tasks.
2. Select Project → Filtered for: from the menu.
A list of all the different types of filters you can choose from appears, as shown in
Figure 4-12. Refer to Table 4-10: Task Filters for a description of all the options
available.
There are two basic types of filters you can use:
• Interactive filter: Displays a dialog box for entering filter criteria each time you
apply the filter. Interactive filters are followed by an ellipses in the menu.
• Highlighting filter: Displays all tasks or resources and highlights the tasks or
resources that match the filter criteria.
Try using an interactive filter to define a date range filter.

3. Select Date Range from the Filter menu.

The Date Range dialog box appears, asking you to specify the beginning of your date
range.
4. Type May 13, 00 in the dialog box, and click OK.
Any task that starts or finishes after May 13, 2000 will appear in the date range.
Another dialog box appears, asking you to specify the end of your date range.
5. Type June 20, 00 in the dialog box, and click OK.
Any task that starts or finishes before June 20, 2000 will appear in the date range.
Look in the Task Name column. All the tasks that start or end between May 13, 2002
and June 20, 2002 appear in the column, as shown in Figure 4-14.
Now use a highlight filter to turn the filter off.
6. Select Project → Filter for: → All Tasks from the menu.
You are back to the default view with no filters.
Table 4-10: Task Filters

Filter Option Filter Type Description
All Tasks Highlight Select this option to turn off a filter.
Completed Tasks Highlight Select this option to view tasks that have been
completed.
Critical Highlight Select this option to view critical tasks.
Date Range Interactive Displays tasks that start or finish after the date range
you specify.
Incomplete Tasks Highlight Select this option to view tasks that are incomplete.
Milestones Highlight Select this option to view milestones. Milestones are
tasks with no time frame, but are used to mark
significant events in the project.
Summary Tasks Highlight Select this option to collapse the smaller tasks, so
only the main task headings of the project appear.
Task Range Interactive Displays tasks between the ID range you specify.
Tasks with Estimated Highlight Select this option to display tasks that do not have a
Durations defined duration.
Quick Reference
Using Resource Interactive Select this option to display all the tasks assigned to
a specific resource. To View Filtered
Information:
More Filters Highlight/Interactive Select this option to select from a list of more • Select Project →
advanced filters, or, create your own filter. Filtered for from the
AutoFilter Highlight/Interactive Select this option to filter the list using criteria from menu and then choose
each column heading. the filter type you want to
use.
To Turn a Filter Off:
• Select Project →
Filtered for: → All
Tasks from the menu.
Lesson 4-9: Viewing Resource

Filters
Figure 4-15
Resource filter options
under the Project menu
Figure 4-16
The Resource Range
dialog box
Figure 4-17
Results of the Resource
Range filter
Figure 4-17
Filters are useful views that allow you to focus on specific information in a project. When you
use a filter, it will show or emphasize tasks that only meet the filter criteria. In this lesson, you
will explore the second way to use filters; resource filters.
1. If necessary, navigate to your practice folder and open Lesson 4. Save

the file as Project Views.
2. Click the Resource Sheet button in the Views pane.
The project displays all the resources involved in the project.
3. Select Project → Filtered for: from the menu.
A list of all the different types of filters you can choose from appears, as shown in
Figure 4-12. As you can see, some of the options are similar to filtering with tasks, but
many are different as well. Refer to Table 4-11: Resource Filters for a description of all
the options available.
Once again, there are two basic types of filters you can use:

• Interactive filter: Displays a dialog box for entering filter criteria each time you
apply the filter. Interactive filters are followed by an ellipses in the menu.
• Highlighting filter: Displays all tasks or resources and highlights the tasks or
resources that match the filter criteria.
Use another interactive filter in this lesson.
4. Select Resource Range from the Filter menu.
The Resource Range dialog box appears. Specify the range you want to view in the
dialog box.
5. Type 2 in the first text box, and type 10 in the second text box of the
dialog box, as shown in Figure 4-16.
Every resource that is between these ID numbers will appear in the filter.
6. Click OK.
The 2-10 IDs appear, as shown in Figure 4-17.
Now turn the filter off using a highlight filter.
7. Select Project → Filter for: → All Resources from the menu.
You are back to the default view with no filters.
Table 4-11: Resource Filters

Filter Option Filter Type Description
All Resources Highlight Select this option to turn off a filter.
Cost Overbudget Highlight Select this option to view material resources that cost
more than the budgeted amount.
Group Interactive Displays all the resources under the group you specify.
Overallocated Highlight Select this option to view resources that are
Resources overallocated.
Resource Range Interactive Displays all the resources in the ID range you specify.
Resources- Highlight Select this option to display all the material resources in Quick Reference
Material the project.
To View Filtered
Resources-Work Highlight Select this option to display all the work resources in the Information:
project. • Select Project →
Work Overbudget Highlight Select this option to view work resources that are Filtered for from the
overworked. menu and then choose
the filter type you want to
More Filters Highlight/Interactive Select this option to select from a list of more advanced use.
filters, or, create your own filter.
To Turn a Filter Off:
AutoFilter Highlight/Interactive Select this option to filter the list using criteria from each • Select Project →
column heading. Filtered for: → All
Resources from the
menu.
Lesson 4-10: Using AutoFilters

Figure 4-18
Click the column heading
drop-down list and select
the criteria you want to
use to filter the list.
Figure 4-19
The AutoFilter using Type Click the list arrow of
and Group criteria the group by which you
want to filter the project.
Then select specific
criteria to filter from the
Figure 4-18 list.
The groups that have been used to

filter the list appear in blue.
Figure 4-19
If you finished the previous lesson, you already know how to use the interactive and highlight
filters. Now try using the AutoFilter option, which is both an interactive and a highlighting
filter.
1. Make sure the project is in Resource Sheet view.

You can use AutoFilter using tasks or resources. We’ll use resources for this lesson,
however.
2. Select Project → Filtered for: → AutoFilter from the menu.
All the Resources remain on the screen, but look at the top row that contains all the
column headings. Drop-down list arrows appear on the right side of the cells. These
drop-down lists include each entry in the column. Click one of them to see what it is.
3. Click the Resource Name list arrow.
A list of all the resource names drops down. Other columns don’t have as many entries.

4. Click outside the Resource Name list to close it. Click the Type list
arrow.
Only four entries appear: Work, Materials, All and Custom. Notice that the Type
heading appears in blue, indicating that is has been used as filter criteria.
5. Select Material from the drop-down list.
Only the material resources appear in the project window.
AutoFilters are useful because they are easy to use, especially if you are searching for
specific information, but aren’t sure what the criteria is. For example, you can filter the
material list you just created so it is even more specific.
6. Click the Group list arrow. Select Reception from the drop-down list.
Now the project is filtered so that the only resources shown are materials that will be
used at the reception. Pretty cool, eh?
Now return off the filter.
7. Select Project → Filtered for: → AutoFilter from the menu.
The filters you specified are turned off, and all the resources are shown once again.
Quick Reference
To Use the AutoFilter:
1. Select Project →
Filtered For: →
AutoFilter from the
menu.
2. Click the drop-down list
button of the category by
which you want to filter
the project.
3. Select the criteria by
which you want to filter
the project from the list.
Lesson 4-11: Viewing the Project’s

Critical Path
Figure 4-20
Viewing the critical path
Slack time
(green)
Noncritical
tasks (blue)
Critical tasks
(red)
Figure 4-20
In a project schedule, some tasks affect the overall project length more than others do. These
tasks, called critical tasks, must be completed on time so that the project sticks to its schedule.
If a task has no slack time, it is a critical task. If a task has some slack time, it is not a critical
task.
The critical path is the series of critical and noncritical tasks that will push a project’s
schedule further back if the tasks are not completed. If you want to shorten the duration of a
project, you have to shorten the critical path. Over the life of a project, the critical path will
change from time to time. Take a look at the storybook wedding project’s critical path.
1. If necessary, navigate to your practice files and open Lesson 4. Save it

as Project Views.
2. Select View → More Views from the menu.
3. Select Detail Gantt and click Apply.
You are now in Detail Gantt view. Scroll through your project. Critical tasks have red
task bars, and noncritical tasks have blue task bars. Notice that this project doesn’t
have many critical tasks. Also, notice that many tasks have slack time on them,
signified by green lines. This means that they have until the end of the green line to be
completed without affecting the project’s finish date.
NOTE: If you want to change the appearance of your critical path, click the Gantt
Chart Wizard button on the Formatting toolbar.
Gantt Chart
Wizard button Now filter the critical path for only critical tasks.
4. Select Project → Filtered for: → Critical from the menu.
Only critical tasks remain. Now view the entire project.

5. Select View → Zoom from the menu. Click Entire Project, and click OK,
as shown in Figure 4-20.
Now you can see critical tasks over the entire range of your project.
Return to the Gantt Chart view.
That’s it! Now make sure that you and your resources complete those critical tasks by viewing
your project’s status.
Quick Reference
To View the Critical Path:
• Select View → More
Views, select Detail
Gantt, and click Apply.
To View Only Critical
Tasks:
• Select Project →
Filtered for: → Critical
from the menu.
Lesson 4-12: Viewing Task or

Resource Details
Figure 4-21
The Project 2000 screen
split between Gantt Chart
view and Task Entry view
Figure 4-21
Click the Previous Click the Next button
button to view the to view the next
next entry’s entry’s information.
information.
Other Ways to View the Because Project is so powerful, it’s easy to lose track of who is assigned to what task and the
Task Form:
amount of time the task will take. It can sometimes be hard to find information for a task and
• Select a task and select its resources when you need it quickly.
Window → Split from
the menu. Select a task from the wedding project and view its details.
1. Select task 38 Sew bridesmaid dresses.

You are going to view the details for this task.
Quick Reference
To View Details for a Task The More Views dialog box appears.
or Resource:
3. Select Task Entry and click Apply.
1. Select a task or resource.
The Task Form appears in the lower pane of the Project window, as shown in Figure
2. Select View → More 4-21. In the Task Entry half of the window, notice that you can see task details such as
Views from the menu. assigned resources, start and finish dates, predecessors, etc. for the task.
3. Select Task or Resource 4. Right-click the Task Entry half of the window. Select Hide Form View
Entry and click Apply. from the right-click shortcut menu.
Or… The Task Entry disappears, and the Gantt Chart appears in the entire window.
• Select Window → Split
from the menu. The Task
Form will appear below
the Gantt Chart, with
details about the task and
its resources.

Lesson 4-13: Printing a View

Figure 4-22
The Print dialog box
For multiple page views

(which have page
breaks), all the left-
Figure 4-22 hand pages will print
before the right-hand
When you want to print exactly what’s on your screen, print a view. Total graphical pages.
information will print in all printable views. However, in views that contain tables, only the
visible table columns will print along with the graphical information. You can print any view
except for form views and the Relationship Diagram view.
Before you print a project view, you should have completed any formatting you want to
appear on your view, used spellchecker, inserted page breaks, and previewed the view.
Harry, the best man, is very excited to get his very own copy of the Gantt Chart. Print him a
copy; he’s thinking about framing it and hanging it on his wall. “I reckon it looks kinda like
that there fancy abstractor art,” he says.
1. Open the view you want to print. Quick Reference

In this case, we are going to print the Gantt Chart, so you don’t have to open a view. To Print a View:
2. Select File → Print from the menu. 1. Open the view you want
The Print dialog box appears. to print.
3. Choose your print options. 2. Select File → Print from
You can select which printer to print from, how many copies you want to print, which the menu.
pages you want to print, and what dates of your project you want to print. Also, you 3. Choose your print
can click the Properties button to choose advanced printing options. Then, print. options.
4. When you are ready to print, click OK. 4. When you are ready to
The project view prints. print, click OK.
It’s a good idea to print preview and make sure you’re getting what you want before
printing.
Chapter Four Review
Lesson Summary
Using Common Views
• Select a new view from the View bar, or go to the View menu and select a new view, or press
<Alt> + <V> and then the underlined letter in a new view.
Using More Views

• Click the More Views button in the Views panel, or select View → More Views from the menu.
Select a view from the More Views dialog box and click Apply.
Using Split Views

• Select Window → Split from the menu. Click in the bottom pane and select the view you want to
display.
Using Tables
• Select View → Table from the menu, and select the table you want to view.
Viewing Sorted Information

• To View Sorted Information: Select Project → Sort, and then choose a sorting option.
• To Cancel a Sort: Select Project → Sort → by ID to return to the default sort.
Viewing Grouped Tasks

• To View Grouped Tasks: Select Project → Group by, from the menu and choose a grouping
option from the menu.
• To Cancel a Grouping: Select Project → Group by: → No Group to return to the default
setting.
Viewing Grouped Resources

• To View Grouped Resources: Select Project → Group by, from the menu and choose a
grouping option from the menu.
• To Cancel a Grouping: Select Project → Group by: → No Group to return to the default
setting.
Viewing Task Filters

• To View Filtered Information: Select Project → Filtered for from the menu and then choose the
filter type you want to use.
• To Turn a Filter Off: Select Project → Filtered for: → All Tasks from the menu.

Viewing Resource Filters

• To View Filtered Information: Select Project → Filtered for from the menu and then choose the
filter type you want to use.
• To Turn a Filter Off: Select Project → Filtered for: → All Tasks from the menu.
Using AutoFilters
• To Use the AutoFilter: Select Project → Filtered For: → AutoFilter from the menu. Click the
drop-down list button of the category by which you want to filter the project and select the criteria
by which you want to filter the project from the list.
Viewing the Project’s Critical Path

• To View the Critical Path: Select View → More Views, select Detail Gantt, and click Apply.
• To View Only Critical Tasks: Select Project → Filtered for: → Critical from the menu.
Viewing Task or Resource Details

• To View Details for a Task or Resource: Select a task or resource and select View → More
Views from the menu. Select Task or Resource Entry and click Apply, or select Window →
Split from the menu. The Task Form will appear below the Gantt Chart, with details about the task
and its resources.
Printing a View
• To Print a View: Open the view you want to print and select File → Print from the menu. Choose
your print options. When you are ready to print, click OK.
Quiz
1. Tasks that affect the overall project length more than other tasks do are
called what?
A. Subtasks
B. Major Tasks
C. Critical tasks
D. All tasks affect the project equally
2. You can view the entire length of your project on one screen. (True or
False?)
3. Which of these is NOT a way in which to view information?

A. Filtering
B. Sifting
C. Grouping
D. Sorting
4. You can’t view different fields in a view. (True or False?)
5. What view is easy to print out by the month?

A. Vay Vee Vie Vo View
B. Gantt Chart view
C. Resource Sheet view
D. Calendar view
Homework
3. View this project’s critical path, and then go back to the default view.
4. Use zoom to view your entire project.
5. Make the project window split so that the Gantt Chart is in the upper half of the
window and the Task Form is in the bottom half of the window.
6. Filter the Gantt Chart for summary tasks.

7. Sort the Gantt Chart for finish date.
8. Switch to Calendar view.
Quiz Answers
1. C. Critical tasks affect the project more than other tasks do.
2. True. Yes, the length of your project can be condensed into one screen.
3. B. There is no such thing as sifting information in Project 2000.

4. False. You can change fields in a view by going to View → Table, and choosing a table
option.
5. D. Calendar view is the easiest view to print out by the month.
Chapter Five: Update
and View Project
Progress
• Update Tasks, Resources, and Costs • Have a project in which
you have entered tasks,
• Check Duration, Work and Cost Variance resources, and costs
• View Project Statistics
management
• Check Earned Value
• Identify and Fix Project Trouble Spots
Chapter Task: Track your project’s work, resources, and costs

in order to see project progress.
When you’re done customizing and entering tasks, resources, and costs into your project, you
can you sit back and ignore your project for a few weeks, right?
Wrong! Even though Project 2000 calculates your task durations, budget, etc. for you, you
still need to track the progress of your project. You’ll need to update your tasks, make sure
resources aren’t working to slow or too fast, and monitor a variety of other things. Also,
tracking allows you to look up specific information, like how much you spent on resources on
a particular day, etc. If you keep your project information up to date, you can always see the
most recent status of your project, which allows you to catch problems before they get out of
hand. This chapter shows you many ways to track your project.
Let’s start entering progress and tracking your project information!
Lesson 5-1: Updating Tasks

Figure 5-1
An updated task in Gantt
Chart view
Figure 5-2
The Update Tasks dialog
box
A black bar through a
task bar shows that the
task is partially
complete.
Figure 5-1
Update Tasks
button
Other Ways to Open the
Update Tasks dialog
box:
• Select View →
Toolbars → Tracking
from the menu, and
click the Update Tasks Figure 5-2
button from the
Tracking toolbar.
As you are in the process of completing tasks, you should enter their progress so Project can
recalculate your schedule. There are four main parts of tasks that you should update: (1)
Percent complete (2) Date (3) Duration and (4) Time period. This lesson teaches you how to
update each of these parts of a task.
1. Navigate to your practice files and open Lesson 5A. Save the file as
Wedding Progress.
Type the percentage of the task that is complete to indicate the actual progress of the
task. Then, Project calculates the task's actual and remaining duration using this
number. If you enter a percentage for summary tasks, the progress is distributed to its
subtasks.
An actual duration is 2. Select task 55 Plan Honeymoon, and select Tools → Tracking →
the amount of duration Update Tasks from the menu.
work already done,
The Update Tasks dialog box for this task appears. Enter a completion percentage for
while a remaining
the task 55.
duration is the amount
of duration work left. 3. Type 30% in the % Complete text box.
It’s very important to monitor tasks that finish early or late, because they can make
significant changes to your schedule. Tasks that finish early allow resources to be
reassigned to work on other tasks. Tasks that finish late throw off the schedules for the
tasks after them. If you can, enter actual start and finish dates for your tasks on a
regular basis to keep your schedule up to date.

Chapter Five: Update and View Project Progress 137
4. In the Start text box, type 5/8/00, because you started this task five days
later than you had scheduled. Click OK.
The Update Tasks dialog box closes and you return to the Gantt Chart. Notice two
things: the “Plan Honeymoon” task has been marked 30% by a black bar in its task bar,
and the task bar has been moved to show a starting date of 5/8/00.
If you have a task that you know will take more or less time to finish than you had
originally planned, you should enter either an actual or a remaining duration for that Quick Reference
task. Keeping up on your tasks’ durations allows your project’s schedule to run much To Open the Update Task
smoother and allot time for delays or problems. dialog box:
5. Select View → Toolbars → Tracking from the menu. 1. Select the task you want
The Tracking toolbar is a good tool to use when updating the progress in the project. to update.
6. Select task 49, Ask attendants to be in wedding, and click the Update 2. Select Tools →
Tasks button on the Tracking toolbar. Tracking → Update
The Update Tasks dialog box appears. Enter a remaining duration for this task. Tasks from the menu.
7. In the Remaining dur text box, type 3 weeks. Click OK. Or…
The duration for task 49 changes from 2 weeks to 3 weeks. 1. Select View → Toolbars
Next, change the actual duration for the “Find a Wedding Dress” task. → Tracking from the
8. Select task 30 Find wedding gown, and click the Update Tasks button. menu.
The Update Tasks dialog box appears. You have just finished two weeks of work, so 2. Select the task you want
update this task! to update, and click the
9. In the Actual dur text box, type 2 weeks. Click OK. Update Tasks button on
the Tracking toolbar.
Task 30 is now 50% complete, because two weeks of work out of the one-month
duration has been completed. To Update Task
Now, what if you want to update a task’s work for just one day? You’re in luck; Percentages:
changing a task’s work time period in a timephased field lets you update task work for 1. Update the task
a particular day or week. completion percentage in
10. Click the Task Usage button in the Views panel. the Update Tasks dialog
box.
You are in Task Usage view, and want to look at actual work for a task.
11. Select Format → Details → Actual Work from the menu. To Update Tasks with
Dates:
Now enter new actual work for the “Fit bridesmaid dresses” task.
1. In the Start textbox, type
12. Scroll down to task 42, Fit bridesmaid dresses, and click the Go To a new starting date.
Selected Task button on the Standard toolbar.
The insertion point jumps to the dates for the selected task. Now enter the new actual To Update Tasks with
work already performed for the task. Durations:
13. In the Actual work field, under Tuesday, 7/18/00, type 5 hours and press
1. Enter a Remaining dur
or an Actual dur for the
Enter.
task.
The actual work for task 42, “Fit bridesmaid dresses” has been updated.
To Update Tasks with
NOTE: When you enter actual work, the remaining work (if there is any) is divided Time Periods:
equally among the assigned resources, depending on their schedules.
1. Open Task Usage view.
2. Select Format → Details
→ Actual Work from the
menu.
3. In the Actual work field
for a task, type a time
period value.
Lesson 5-2: Updating Resources

Figure 5-3
The project in Task Usage
view in the Work table
Actual work is the

amount of work that
has already been done.
Figure 5-3 The daily Actual Work fields

update when the total Actual
work is entered.
By updating the actual work that a resource has completed, you can track the progress of your
schedule through your resources. When you update a resource’s actual work, Project 2000
calculates remaining work by subtracting the actual work from the total work the resource is
scheduled to complete. This lesson will show you how to update actual work for individual
resources.
1. Click the Task Usage button in the View panel. Then select View →
Table → Work from the menu.
You are in the Work table in Task Usage view. Update actual work for Cal’s
Calligraphy.
2. Under task 46, Address invitations select the Cal’s Calligraphy
resource.
Now look at Cal’s Calligraphy Actual Work field, which says 30h. Cal worked another
five hours, so record the resource’s work.
3. Click the Actual field for Cal’s Calligraphy. Type 35 in the field and press
<Enter>.
You’re done; you have added five hours to Cal’s Calligraphy’s actual work.
Another way to track actual work is by time periods in timephased fields. Timephased
fields allow you to keep your resources up to date because you can enter information
for a particular day—or time period—in your schedule.
4. Click the Resource Usage button in the Views panel.
You are now in Resource Usage view. Choose to view a different table.
5. Select View → Table → Work from the menu.
Now view work details.

6. Select Format → Details from the menu and make sure Actual Work is You can change work
selected. for larger time periods
You are ready to update a timephased field, a field that is broken down to a specific (like weeks) by
time period such as a day or week. changing the range of
7. Select resource 25 Grandma Jeanette from the resource list and click time on the timescale.
the Go To Selected Task button on the Standard toolbar.
Look at the Act. W fields for resource 25. Grandma Jeannette has worked extra hard on
Thursday, so update her actual work.
8. In the Thursday 6/15/00 resource 25 Act. W field for Make wedding
favors, type 9 hrs.
Notice that the other work fields for resource 25 change to reflect the new actual work
hours.
Quick Reference
To Update Resources with
Actual Work:
2. Select View → Table →
Work from the menu.
3. Find the resource you
want to update
underneath its assigned
task, and enter the new
actual work value into its
Actual field.
To Update Resources with
Time Periods:
1. Open Resource Usage
view.
Work from the menu.
from the menu and make
sure Actual Work is
selected.
4. Find the Act. W field for
the time period where you
want to change work time.
5. Enter the new work value
in the Act. W field.
Lesson 5-3: Updating Costs

Summary task The Act. Cost field, where
Figure 5-4 Resource assigned you manually update costs
Subtask to a subtask
A section of the Task
Usage view
Figure 5-5
An adjusted timescale in
Task Usage view
Figure 5-4
In this view,
the timescale
has been
adjusted to
show weeks.
Before you update

costs manually, turn
off automatic Figure 5-5
updating.
Even though Project automatically updates costs as tasks progress, there are times when you
might want to update your costs manually. For instance, your project might fall behind
schedule and throw your cost updating off, or you might need to enter a cost change very
quickly. Also, tracking actual costs by time period in timephased fields in Project keeps your
project up to date because you can update information for a single day, or for many days,
depending on how the timeline is formatted. This lesson will show you how to update costs
using both methods.
1. Click the Task Usage button in the Views panel. Select Tools →
Options from the menu and click the Calculation tab.
First, turn off the automatic updating option.
2. Uncheck the Actual costs are always calculated by Microsoft
Project checkbox, and click OK.
Now go to Task Usage view, and change the table.
You can enter cost
values for days, weeks,
or months.

3. Select View → Table → Tracking from the menu.

Look at the Act. Cost field for the “Mrs. Fru Fru” resource under task #18, “Research
services.” Although you are paying your wedding planner, Mrs. Fru Fru, an hourly rate,
you plan to give her a $50. Enter the cost update for her bonus.
Enter the $50 addition for Mrs. Fru Fru in the actual cost field.
NOTE: When you update a cost manually, always make the change in an Act. Cost
field. Also, you can only make changes for subtask costs; you can’t update
summary task costs.
4. In the Act. Cost field for Mrs. Fru Fru under task #18, type $50.
Now as work on the task progresses, $50 will be added to the total cost.
As a Fourth of July present, you are going to pay your designer, Bob “Butch” Hinkle,
$20 extra for the week of July 16. Update this cost by a week time period.
Quick Reference
First, change the table in Task Usage view.
5. Select View → Table → Cost from the menu. Turn off Automatic Cost
Updating:
Add details to the table.
6. Select Format → Details, and make sure the Cost and Act. Cost from the menu and click
options are selected. the Calculation tab.
You are ready to update a week’s worth of costs for your designer. First, because you
are updating a week’s worth of costs, zoom out on your project to view weekly 2. Uncheck the Actual cost
increments. are always calculated
by Microsoft Project
7. Select View → Zoom, choose 1 month, and click OK. checkbox, and click OK.
Your project screen is now divided into weeks. Now update the week of July 16 for
To Update Costs
Seamstress Bob “Butch” Hinkle.
Manually:
8. Scroll down to task 38, Sew bridesmaids dresses, and select the
Designer resource underneath it. Then, scroll to 7/16 for the resource
and enter $20 in the Act. Cost field and press <Enter>. 2. Select View → Table →
Tracking from the menu.
You have updated the cost for designer Bob “Butch” Hinkle for the week of 7/16.
3. Scroll to the right in the
9. Close the file without saving changes. spreadsheet.
4. Enter updated costs in the
Act. Cost fields for tasks.
To Update Costs with
Time Periods:
Cost from the menu.
and make sure the Cost
and Act. Cost options are
selected.
4. Select View → Zoom
and select the timescale
option you want.
5. Under your chosen
date(s), enter a new cost
in the Cost field for a
specific task.
Lesson 5-4: Checking Duration

Variance
Figure 5-6
Drag the sidebar in Gantt
Variance table view to see
more table fields.
A variance between
the baseline and
actual information
appears in the
variance field.
Figure 5-6
Variance is the difference between baseline information and actual information in a field.
Project lists variance as positive or negative. Negative variance indicates that tasks are ahead
of schedule, and positive variance indicates that tasks are behind schedule. Negative or
positive variance in resource assignments can be good or bad. For instance, although it’s nice
when resources finish a task ahead of time, it may indicate that your resources have not been
allocated properly.
1. Navigate to your practice files and open Lesson 5B and save the file as
Quick Reference Wedding Progress.
To Check Duration
Variance: 2. Click the More Views button in the Views panel, select Task Sheet from
the dialog box, and click Apply.
Variance from the menu. Now you can see more task fields on one screen.
2. Scan the Start and 3. Select View → Table → Variance from the menu.
Baseline Start fields for You are now in a Task Variance table view.
differing values, which Compare Start and Baseline Start fields.
indicate variance.
4. Look at the Start and Baseline Start fields for task #9, Research
3. Then, look at the Start Services.
Var. and Finish Var.
The Start and Baseline Start fields have different dates in them, indicating that there is
fields to see amounts of
variance.
variance calculated for
the start and finish of your 5. Look at the Start Var. and Finish Var. fields for task #18.
schedule. There is a negative variance of -0.75 in the Start Var. field, which means the task
started ahead of schedule. However, there is a positive variance of two days in the
Finish Var. field, which means the task is two days behind. Oops!

Lesson 5-5: Checking Work

Variance
Figure 5-7
You can check Work
Variance in Resource
Sheet view.
A variance between
the baseline and
actual information
appears in the
variance field.
Figure 5-7
You can check how much total work a resource is accomplishing by looking at the variance
between a resource’s baseline work and actual work. This is especially helpful if you schedule
tasks based on the availability of resources. If you're managing resource assignments in your
project, you need to make sure resources complete task work in the time scheduled. Since
you've saved a baseline for your project, you can check the resource task work variance
information.
1. Click the Resource Sheet button in the Views panel.

You are now in Resource Usage view. Change the table to view work.
2. Select View → Table → Work from the menu. Quick Reference
Compare the values in the Work, Baseline, and Actual fields. The values in the
Variance field show the difference between the current work scheduled and the To Check Resource Work
originally planned amount of work saved in the baseline. Variance:
3. Scroll down to resource 7, Mrs. Fru Fru, and compare her Work and 1. Open Resource Sheet
Baseline fields. view.
The Work and Baseline fields have different amounts of work in them. That means 2. Select View → Table →
there is variance. The work variance is a positive sixteen hours, meaning that Mrs. Fru Work from the menu.
Fru has sixteen more hours of work than originally planned. Also notice that the 3. Check the Variance field
information for Mrs. Fru Fru is in red. This indicates that it is a problematic variance, to view variance in the
and that you will have to adjust the resource. A later chapter will teach you how to do resource work.
that.
Lesson 5-6: Checking Cost

Variance
Figure 5-8
A section of the Task
Sheet Cost table
The variance
between the total
cost and the
baseline cost
Figure 5-8
By checking cost variance, you can see if there are any tasks that cost more than you
budgeted. You can catch cost overruns before they become serious and either adjust your
schedule or budget accordingly. Project calculates the cost of each resource’s work, the total
cost for each task and resource, and the total project cost, so checking variance lets you view a
lot of information.
1. Click the More Views button in the Views panel, select Task Sheet from
the dialog box and click Apply.
Now you can see more task fields on one screen.
2. Select View → Table → Cost tab.
Good—now compare the values in the Total Cost and Baseline fields. Is there any
variance (difference) between the fields?
Quick Reference 3. Look at the Total Cost and Baseline fields for task 9, Research
To Check Cost Variance: Services.
1. Open Task Sheet view. There is a variance of $600 between these fields. You will learn to deal with variance in
a later lesson. You’re done for now.
Cost from the menu. NOTE: One more thing—if you want to see cost variance information for the
3. Check the Variance field project rolled up into one task, display the project summary task. Go to
to view variance in the Tools → Options → View tab. Under options, check the Project summary
cost. task check box, and click OK.

Lesson 5-7: Viewing Project

Statistics
Figure 5-9
The Project Information
dialog box
Figure 5-10
The Project Statistics
dialog box
Figure 5-9
Compare your current

cost and remaining
cost to see if you have
enough money to finish
your project as work
progresses. Compare
the actual cost and
baseline cost to see
Figure 5-10 how your project’s
budget is progressing
As you work on the project you will probably want a quick compilation of the project’s (if you have saved your
statistics, such as the duration, work progress, or cost. project with
baselines).
1. Select Project → Project Information from the menu.
The Project Information dialog box appears.
2. Click the Statistics button.
The Project Statistics dialog box appears with the costs of your wedding planning
project thus far, as shown in Figure 5-9. Notice there are four types of costs in the Cost
column. For descriptions of these costs, see Table 5-1: Project Statistics.
Quick Reference
3. Click the Close button and close the project file without saving changes. To View Entire Project
Costs:
Table 5-1: Project Statistics 1. Select Project →
Project Information from
Cost Description the menu.
Current The cost as it is right now. 2. Click the Statistics
Actual The cost that has been added up to date. For example, if a resource’s pay rate button.
is $10 an hour and it works five hours, the actual cost would be $50.
Baseline The project cost at the last time a baseline was saved for the project.
Remaining The estimated cost that has yet to be added up.
Lesson 5-8: Checking Earned

Value
Figure 5-11
The project in Task Sheet
view and the Earned
Value table.
Figure 5-11
Earned value indicates how much of your budget should have been spent based on your
baseline budget and the amount of work done so far. The Earned Value table allows you to
compare your expected progress with the actual progress you have accomplished. It compares
your tasks’ baseline schedules with actual schedules in terms of cost. The Earned Value table
also helps you predict whether tasks will finish under or over budget based on cost calculation
while tasks are in progress. For example, if a task is 25% complete and the actual cost of the
task calculated to date is $100, you can see if $100 is more than, less than, or equal to 25% of
the baseline cost that you budgeted for.
1. Navigate to your practice files and open Lesson 5C.

If you don’t know where your practice files are at, ask your instructor.
2. Select View → More Views from the menu, select Task Sheet from the
dialog box and click Apply.
The project appears in Task Sheet view.
3. Select View → Table → More Tables from the menu.
The More Tables dialog box appears.
You can also view cost 4. Select Earned Value from the list and click Apply.
variances and earned
The Earned Value table is applied to your view. The values are calculated based on the
value for your entire
actual work and costs up through and including the current date. Also, if you hold your
project by displaying
pointer over the field headers, a link will appear that will lead you to more information
the project summary
about the fields.
task. Select Tools →
Options from the
NOTE: Project calculates earned value through the current date, but if you want to
menu, click the View change the calculation date, go to Project → Project Information. Then, in
the Status date box, type the date you want and click OK.
tab, check the Project
summary task
checkbox, and click
OK.

Table 5-2: Field Headers in the Earned Value Table

File Description
BCWS Budgeted Cost of Work Scheduled. This field contains the timephased baseline
total costs up to the current date.
BCWP Budgeted Cost of Work Performed. This field contains earned value—the total
value of the timephased percent complete multiplied by the timephased
baseline cost. The total in this field is calculated up to the current date.
ACWP Actual Cost of Work Performed. This field contains costs acquired for work
already done on a task, up to the current date.
SV Earned Value Schedule Variance. This field contains the difference in cost
between the current progress and the baseline plan up to the current date.
CV Earned Value Cost Variance. This field contains the difference between how
much money you should have spent to complete the current level of work on a
task and how much it has really cost to complete the current level of work on a
task up to the current date.
EAC Estimate at Completion. This field contains the total scheduled, or planned, cost
for a task, based on costs already acquired for work performed by all resources
assigned to a task, added to the costs planned for the rest of the assignment
work.
BAC Budget at Completion (Baseline Cost). This field contains the total originally
planned cost for tasks.
VAC Variance at Completion. This field contains the difference between the baseline
cost (BAC) and the total cost (EAC) for a task.
Quick Reference
To Check Earned Value:
More Tables from the
menu.
2. Select Earned Value
from the list and click.
Apply.
3. Check the fields for
various values, especially
BCWP (Budgeted Cost of
Work Performance/
Earned Value), SV
(Earned Value Schedule
Variance), and CV
(Earned Value Cost
Variance).
Lesson 5-9: Identify and Fix

Project Trouble Spots
The blue bar shows currently scheduled start and finish dates.
Figure 5-12
The black bar shows original, or baseline start and finish dates.
The black and blue task
Compare these dates so you can see the difference between your original plan and the current
bars appear in the schedule. If a Gantt bar is red, then the task is critical. That means that if the task is not completed
Tracking Gantt view exactly on time, the project’s end date will be affected.
Trouble spots in the

Tracking Gantt view
It is helpful to use the

Tracking Gantt after
you have begun to
update progress in
your project.
These tasks are
trouble spots;
their top and
bottom halves are
not lined up.
Figure 5-13
You have put a lot of work into planning this wedding. Wouldn’t it be horrid if your resources
didn’t finish their tasks (like sending out invitations)? Use Tracking Gantt view to check your
project’s task bars; it shows the current schedule on top of the baseline schedule for each task.
The Tracking Gantt will help you find trouble spots in your schedule.
1. Click the Tracking Gantt button in the Views bar.

You are in Tracking Gantt view. Notice how current schedule work (blue) and original
schedule work (black) are paired for each task, as shown in Figure 5-12. If part of the
task bar is red, that means the task is critical, and the project’s end date depends on that
task being completed on time. View the variances (start and finish dates) for the tasks.
2. Select View → Table → Variance from the menu.
Your entry table on the left side of the Project screen turns into a variance table. Notice
the start and finish dates for all of the tasks.
Now find your project’s trouble spot(s). A trouble spot is a place where the top and
bottom colored halves of a task bar don’t line up perfectly. Sometimes when you fix a
trouble spot, fewer tasks are critical. Look for a task with a crooked task bar.

3. Scroll over in your Tracking Gantt until you get to about February 17 on
your timescale.
Look at task 33, “Create a Guest List.” Its top and bottom halves don’t match up, and it
is throwing off the rest of the tasks behind it. Change the constraint that is assigned to
this task so that it won’t be a trouble spot anymore.
4. Select task 33 Create a Guest List, click the Task Information button,
choose the Advanced tab, change the Constraint type to Start No Later
Than, and click OK. Task Information
button
The “Create a Guest List” task is no longer a trouble spot! Good thing the Tracking
Gantt pointed it out to you! Also, notice that many of the other tasks are no longer
critical tasks; that means you can be a bit more flexible with getting them done. You’re
all done with this lesson.
Quick Reference
To Fix Project Trouble
Spots:
1. Open the Tracking Gantt
view.
Variance from the menu.
3. Change the constraint
type to resolve the trouble
spot.
Chapter Five Review
Lesson Summary
Updating Tasks
• To Open the Update Task Dialog Box: Select the task you want to update and select Tools →
Tracking → Update Tasks from the menu. Or, select View → Toolbars → Tracking from the
menu, select the task you want to update, and click the Update Tasks button on the Tracking
toolbar.
• To Update Task Percentages: Update the task completion percentage in the Update Tasks
dialog box.
• To Update Tasks with Dates: In the Start textbox, type a new starting date.
• To Update Tasks with Durations: Enter a Remaining dur or an Actual dur for the task.
• To Update Tasks with Time Periods: Open Task Usage view and select Format → Details →
Actual Work from the menu. In the Actual work field for a task, type a time period value.
• Remember that if you enter an actual finish date for a task, make sure the task is 100% complete.
• An actual duration is how much duration work you already have done, while a remaining duration is
how much duration work you have left.
Updating Resources
• Actual work is the amount of work you have already done.
• To Update Resources with Actual Work: Open Task Usage view, then select View → Table →
Work from the menu. Find the resource you want to update underneath its assigned task, and
enter the new actual work value into its Actual field.
• To Update Resources with Time Periods: Open Resource Usage view and select View →
Table → Work from the menu. Then, go to Format → Details, and make sure Actual Work is
selected. Find the Act. W field for the time period where you want to change work time and enter
the new work value in the Act. W field.
Updating Costs
• To Turn off Automatic Cost Updating: Before you update costs manually, you need to turn off
automatic updating. Select Tools → Options from the menu and click the Calculation tab, and
uncheck the Actual cost are always calculated by Microsoft Project checkbox, and click OK.
• To Update Costs Manually: Open Task Usage view and select View → Table → Tracking from
the menu. Scroll to the right in the spreadsheet and enter updated costs in the Act. Cost fields for
tasks.
• To Update Costs with Time Periods: Open Task Usage view and select View → Table → Cost
from the menu. Then, select Format → Details and make sure the Cost and Act. Cost options
are selected. Select View → Zoom from the menu and select the timescale option you want, then
under your chosen date(s), enter a new cost in the Cost field for a specific task.

Checking Duration Variance

• To Check Duration Variance: Select View → Table → Variance from the menu. Scan the Start
and Baseline Start fields for differing values, which indicate variance. Then, look at the Start Var.
and Finish Var. fields to see amounts of variance calculated for the start and finish of your
schedule.
Checking Work Variance

• To Check Work Variance: Select View → Table → Work from the menu and then drag the
divider bar to the right edge of the Project 2000 window. Scan the Work, Baseline, and Actual
fields for different values, which indicates variance. Then, look at the Variance field; it shows the
difference between the current work scheduled and the original baseline work.
Checking Cost Variance

• To Check Cost Variance: Select View → Table → Cost from the menu. Check the Variance
field to view variance in the cost.
Viewing Project Statistics

• To Check Project Statistics: Select Project → Project Information from the menu, and click the
Statistics button.
Checking Earned Value

• To Check Earned Value: Select View → Table → More Tables from the menu, select Earned
Value from the list and click Apply. Check the fields for various values, especially BCWP
(Budgeted Cost of Work Performance/ Earned Value), SV (Earned Value Schedule Variance), and
CV (Earned Value Cost Variance).
Identifying and Fixing Project Trouble Spots

• To Fix Project Trouble Spots: Open the Tracking Gantt view. Select View → Table →
Variance from the menu and change the constraint type to resolve the trouble spot.
Quiz
1. Under which menu will you find “Update Tasks”?
A. Edit
B. Tools
C. McDonalds
D. Format
2. When you update a task, a ________ appears in the task’s bar.

A. black bar
B. dotted line
C. split
D. percentage number
3. A _______ appears next to a task if there is a scheduling conflict.

A. warning indicator
B. black checkmark
C. pink arrow
D. calendar icon
4. Actual work is the amount of work that still needs to be completed. (True or
False?)
5. Project 2000 displays variance as ________.

A. scrambled or sunny-side-up
B. dangerous or safe
C. daily or weekly
D. positive or negative
6. What do you do if you want to see all of the available table fields for a
view?
A. Give your screen a good kung-fu kick.
B. Open a table toolbar.
C. Switch to Table Usage view.
D. Drag the sidebar to the right of your screen.
7. In the Earned Value table, BAC stands for _______.

A. Battery Acid Concoction
B. Budget At Completion
C. Baseline At Completion
D. Bats Are for Cracking
8. Before you update a cost manually or by time period, you must first turn on
Project 2000’s automatic cost updating option. (True or False?)
9. _______ indicates how much of your budget should have been spent based
on your baseline budget and the amount of work done so far.
A. The summary task
B. Resource cost variance
C. Earned value
D. Wall Street
10. If you enter an actual finish date for a task, make sure the task _______.
A. has not yet been started
B. is really easy
C. is 100% complete
D. has multiple assigned resources
Homework
3. Update task 5, “Build stand,” with 30% completion.

4. Give tasks #8, “Buy lemons,” and #9, “Buy sugar,” a new actual start date of January
30, 2002. Allow the scheduling conflict, since this will not actually change the start
date of any other tasks.
5. Give task #12, “Make tablecloth from bedsheet,” a remaining duration of 3 days.
6. Open the Variance table in Gantt Chart view and make it bigger, then find the
summary task with negative variance.
7. Now change the table from Variance to Work and find which task has work variance.
8. Go to Task Usage view, and then open the Work table. Make the Table bigger. Now,
enter a new actual work value of 3 hours for “Snoogie” under task #12, “Make
tablecloth from bedsheet.”
9. Go to Resource Usage view, and then select Format → Details from the menu and
make sure Work and Act. Work are selected. Scroll over to Tuesday, February 5th.
Give the Bill Gates resource an actual work update of 12h for the “Build stand” task
on Feb. 5th.
10. Shut off the “Actual costs are always calculated by Microsoft Project” option in the
Calculation tab of the Options dialog box. Open Task Usage view. Make the table a
Tracking table. For task #5, “Build stand,” give the Bill Gates resource an Actual
Cost of $5.00.
11. Go to Gantt Chart view, and then open the Earned Value table. (Hint- Look under
“More Tables.”) What is the total estimated actual cost of your project thus far?
(Hint- Look at the estimated actual cost field for your project’s summary task.)
Quiz Answers
1. B. You will find “Update Tasks” under Tools → Tracking.
2. A. When you update a task, a black bar appears in the task’s bar, signifying the percent of
completion.
3. A. A warning indicator appears next to a task if there is a scheduling conflict.
4. False. Actual work is the amount of work that has already been completed.
5. D. Project 2000 displays variance as positive or negative.
6. D. Drag the sidebar to the right of your screen to see all available fields in a view.
7. B. In the Earned Value table, BAC stands for Budget At Completion.
8. False. Before you update a cost manually or by time period, you must first turn off Project
2000’s automatic cost updating option.
9. C. Earned value indicates how much of your budget should have been spent based on
your baseline budget and the amount of work done so far.
10. C. If you enter an actual finish date for a task, make sure the task is 100% complete.

Chapter Six:
Balancing Project
Progress
• Identify Resource Overallocation • Have a project in
which you have
• Balance Resources Automatically or Manually entered tasks,
resources, and costs
• Schedule Resource Overtime
• Reassign Resource Work management
Chapter Task: Balance your project’s tracked progress in the

event of schedule problems.
You may notice a few problems as you track the progress of your project; no project is
perfect. For example, your project might not be calculated to finish until after your scheduled
finish date. In this case, you may need to schedule some overtime work for your resources. Or
you may have some resources that are overallocated. In this case, you may need to assign
work to other resources.
Most of the lessons in this chapter deal with adjusting resource work in order to balance a
project’s tracked progress because resources are the easiest project element to amend.
Oftentimes, problems that seem too large to handle can be easily fixed with a bit of careful
resource work or cost balancing. You may have touched on some of the content in these
lessons already, but use this chapter as a guide to balance your progress when problems arise
in your project plan.
Lesson 6-1: Identifying Resource

Overallocation
Figure 6-1
In Resource Graph view,
overallocated resources
appear in red.
Figure 6-2
In Resource Sheet view,
overallocated resources
appear in red.
Figure 6-1
To change resource
allocation monitoring,
select Tools →
Resource Leveling from Figure 6-2
the menu.
A project can be quickly thrown off-balance if you have resource overallocation. A resource
overallocation arises when the number of units or hours assigned to a resource are greater than
the maximum number of hours available during that time period. For example, if you assigned
Ms. Fru Fru, the Wedding Planner, to three tasks at the same time at 100%, she would be an
overallocated resource. It’s better to recognize overallocated resources early in the project
rather than after deadlines have been missed. You can view overallocated resources in
Resource Sheet view, Resource Usage view, Resource Allocation view, and Resource Graph
view.
1. Navigate to your practice files and open Lesson 6A, and save the file as
Balancing.

Chapter Six: Balancing Project Progress 157
2. Click the Resource Graph button in the View menu.

You are in Resource Graph view. Use the horizontal scroll bar to see different time
periods. Use the vertical scroll bar to scroll through the graph for each resource.
Overallocated resources will appear in red.
3. Scroll down slowly until you find the Mrs. Fru Fru resource.
Mrs. Fru Fru is an overallocated resource.
Try another way to view overallocated resources.
4. Click the Resource Sheet button in the Views bar.
The Resource Sheet appears, and overallocated resources appear in red.
You can fix resource overallocation by using automatic leveling, by manually delaying
resource work, by assigning resource work to other resources, or by scheduling
resource overtime. Go on to the next lessons to learn how to balance overallocated
resources.
Quick Reference
To View Resource
Overallocation:
1. View the project in a
resource view.
2. Find resources
highlighted in red.
*You can view overallocation
in most resource views.
Overallocated resources are
always highlighted in red.
Lesson 6-2: Balancing Resources

Automatically
Figure 6-3
The Resource Leveling
dialog box
Figure 6-3
Your resources can become overallocated when they are assigned to more work than they can
finish in their scheduled working hours. Overallocated resources make your project
unbalanced. Leveling is allowing Project to split and delay tasks in order to get rid of resource
overallocation. Note that allowing Project to level your project may change the start and finish
dates for overallocated tasks’ successors. Generally, Project will only level noncritical tasks
(tasks with slack) to avoid affecting other tasks’ schedules.
This lesson shows you how to identify the details of overallocated resources and fix the
overallocation problem with leveling, thus balancing your project.
Mrs. FruFru the wedding planner is overallocated. Lighten her load.
1. Click the Resource Usage button in the View bar.

You are now in Research Usage view. Notice that tasks are listed under their
corresponding resources. If a resource does not yet have a task assigned to it, then there
won’t be any tasks listed underneath it. Now view the overallocated resources.
2. Select Project → Filtered for → Overallocated Resources from the
menu.
The table is now filtered. The overallocated resources, Grandma Jeanette and Mrs.
FruFru the Wedding Planner, are shown and highlighted in red, as shown in Figure 6-3.
Notice that for Grandma Jeanette, the work hours in December 15th through December
21st are also red. This means Grandma Jeanette has been overallocated for these days.
“Level” the two resources’ workload so they are not overallocated.
NOTE: “Leveling” a resource means that you allow Project to delay and split tasks so
that their resources will no longer be overallocated. Some people prefer this
method of fixing overallocation, and others prefer to fix overallocation
manually.

3. Click the Mrs. Fru Fru ID number to select the entire resource.
For now, we’re just going to balance this resource. Save the other overallocated
resource for another lesson.
4. Select Tools → Resource Leveling from the menu.
The Resource Leveling dialog box appears. Choose your leveling options. You can
choose to level certain detailed parts of your project, or your entire project.
5. Click the Automatic bullet and the Level entire project bullet.
These options indicate that the selected task will be leveled automatically, for the
duration of the entire project.
6. Click the Level Now button.
The Resource Leveling dialog box closes and the Level Now dialog box appears. We
just want to level the entire project’s overallocated resources that we selected in step 4.
7. Click the Selected Resources option and click OK.
Mrs. Fru Fru is no longer highlighted in red. That’s how you know it is no longer
overallocated.
Quick Reference
To Automatically Level
Your Resources:
1. On the view bar, click the
Resource Usage button.
Filtered For →
Overallocated
Resources from the
menu.
3. Select Tools →
Resource Leveling from
the menu.
4. Click the Automatic
bullet and the Level
Entire Project bullet,
then click the Level Now
button.
5. Click the Selected
Resources option or the
Entire Pool option and
click OK.
Lesson 6-3: Balancing Resources

Manually
Figure 6-4
Resource Allocation view
Figure 6-4
The Leveling
Delay field
When you have overallocated resources, you can choose to have Project level them (delay and
split their assigned tasks), or you can choose to manually delay tasks assigned to
overallocated resources.
Delaying a task means that you are postponing it until your assigned resource has time to
work on it. You should note that delaying a task also delays the start dates of the task’s
successors and can affect the finish date of your project. To avoid this, delay noncritical tasks
(tasks with slack) first, and only delay them up to the amount of slack that is available for
each task. This lesson teaches you how to delay a task manually so your project will be
balanced.
You have scheduled one of your resources, Grandma Jeanette, to do too many tasks at once.
Therefore, she is overallocated. Be nice to the old lady and delay some of her tasks.

2. Select Resource Allocation from the Views list and click Apply.
Your screen splits; Resource Allocation view is a split-screen view with a timephased
view on the top and a type of tracking bar chart on the bottom. Notice that task slack
(the amount of time tasks can be delayed) is shown by dark green lines in the bottom
screen.
Next show the “Leveling Delay” field in the bottom screen.
3. Drag the sidebar to the right in Resource Allocation view so that the
Leveling Delay field shows in the bottom screen table, as shown in
Figure 6-4.
Now, find an overallocated resource.

4. In the top half of the window, scroll down until you see the resource 16
Grandma Jeanette.
“Grandma Jeanette” and her working hours are highlighted in red. That means the
resource is overallocated.
5. Select the overallocated resource, Grandma Jeanette.
The bottom screen displays tasks that Grandma Jeanette is assigned to. It looks like
Grandma Jeanette has two tasks scheduled at the same time. They are “Find a wedding
dress” and “Find tuxes.” The “Find a wedding dress” task can’t be delayed because it
doesn’t have slack. However, the “Find tuxes” task has slack, so it can be delayed.
6. In the Leveling Delay field for the Find tuxes task, type 7 days and
press Enter.
Great! Notice that because you manually added delay time to this resource’s task, the
resource is no longer overallocated.
NOTE: Never enter more lag (delay) time than you have slack time, or else your
schedule will be thrown off.
7. Close the project file without saving changes.
Quick Reference
To Manually Delay
Resource Work:
1. Select View → More
Views, select Resource
Allocation, and click
Apply.
2. Drag the sidebar to the
right in Resource
Allocation view so that
the Leveling Delay field
shows in the bottom
screen table.
3. In the top screen, select
an overallocated resource
(or any sort of resource
you want to delay).
4. In the Leveling Delay
field for one of the
resource’s tasks, type a
delay period.
5. Press Enter.
Lesson 6-4: Reassigning Work to

Another Resource
Figure 6-5 The Actual Work field for this resource
The Overallocation field for this resource
A resource from Resource
Usage view
ID number A resource in Resource Usage view
dialog box, where you can
reassign resources to
tasks
Figure 6-6
Sometimes, it is impossible to resolve overallocation for a resource that is just packed with
tasks to complete. When this happens, it is better to reassign the task to a different resource
with more time than trying to squeeze delays and overtime into an overallocated resource.
Balancing task work keeps your project on track.
Your resource Grandma Jeanette is feeling run down and has too many tasks to complete in
time for the wedding. To help Grandma Jeanette out, reassign one of her tasks to another
resource.
1. Navigate to your practice files, open Lesson 6B and save the file as
Assign Resources Balancing.
button
Other Ways:
2. Click the Resource Usage button in the View bar.
Resources → You are now in Resource Usage view. Make overallocation detail rows available for all
Assign Resources of your resources.
from the menu. 3. Select Format → Details → Overallocation from the menu.
An Overallocation row now shows for each task. Find the Grandma Jeanette resource.
4. Scroll down to resource 16, Grandma Jeanette.
We can tell that Grandma Jeanette is overallocated, because she and her work hours are
highlighted in red. Look at her tasks. Reassign the “Find a wedding dress” task,
because it seems to be the longest task. But first, we need to go back to the Gantt
Chart.
5. Click the Gantt Chart button in the View bar.
Reassign the “Find a wedding dress” task.

6. Go to task 7, Find a wedding dress, and click its ID field to select the
whole task.
Now we need to reach into the pool of resources.
7. Click the Assign Resources button on the Standard toolbar.
The Assign Resources dialog box opens. Reassign the resources for “Find a wedding
dress” task so Grandma Jeanette is no longer overallocated.
8. In the dialog box, scroll to the Grandma Jeanette resource, select it,
and click Remove. (If you get an Actual Values message, click Yes.)
Great—now reassign a resource to the “Find a wedding dress” task.
NOTE: When you reassign a resource to a task, you may lose your updated Quick Reference
information for that task. For example, if the task is 30% done before you
reassign a new resource to it, you will have to enter 30% again after To Reassign Work to
reassignment. Another Resource:
9. In the dialog box, scroll to the Crazy Ernie (the recluse neighbor) 1. Click the Resource
resource, select it, and click Assign. Usage button in the View
bar.
Crazy Ernie, the recluse neighbor, is now assigned to the “Find a wedding dress” task,
and Grandma Jeanette is no longer overallocated. (If you want to check these details, 2. Select Format → Details
go back to Resource Usage view.) Sure, Crazy Ernie is a bit weird—he owns a warthog → Overallocation from
and wears a cooking sieve for a hat—but he would probably feel honored to help pick the menu.
out a wedding dress. 3. Look at your
10. Click the Close button to close the Assign Resources dialog box. overallocated resources.
Choose an overallocated
Now Grandma Jeanette has less to do. Have fun with Crazy Ernie!
resource, and then
choose a task that is
assigned to the
overallocated resource.
4. Click the Gantt Chart
button in the Views bar.
5. Click the overallocated
resource’s task ID field so
the whole task is
selected.
6. Click the Assign
Resources button on the
Standard toolbar.
7. Scroll to the overallocated
resource assigned to the
task.
8. Click the Remove button.
9. Choose a different, free
resource to assign to the
task and click the Assign
button.
Lesson 6-5: Scheduling Resource

Overtime
Figure 6-7
You can choose what
fields to view in the bottom
Task Entry screen.
Figure 6-7
To view certain fields in …right-click this area and

this area… choose the fields you
want to view from this list.
If you have a resource that is overallocated but the task assigned to it has to be done by a
certain date, you can assign overtime to the resource. (If, of course, the resource agrees to
working overtime.) This would allow the resource to finish the task on time, without being
marked as overallocated. When your resources finish their tasks on time without being
overallocated, your project is balanced and has fewer glitches.
You are going to need about fifty more wedding favors for your South Dakota fish farm
wedding than you had originally planned. How are you going to get fifty more gummi worm-
on-fishhook table favors made in the time you have scheduled? Erin, the Maid of Honor, will
probably be okay with working some overtime in order to get the favors done.

2. Select Task Entry view and click Apply.
Your window splits between a Gantt Chart screen and a Task Entry screen. Now, show
the Work fields next to your resource names in the bottom screen.
3. Right-click in the gray area of the bottom Task Entry screen and choose
Resource Work from the drop-down list.
Work fields appear to the right of your resource names in the bottom Task Entry screen.
Enter overtime for your resource, Erin (maid of honor).
4. In the top screen of your split window, scroll down until you get to task
36, Make wedding favors. Select this task.
Now enter an overtime value.

5. In the bottom Task Entry screen, select the Erin (maid of honor)
resource and enter 2 hours in this resource’s Ovt. Rate field. Press
Enter.
You are done! Erin should be able to finish those fifty gummi worm favors in two
hours of overtime work. Your guests are going to lover those clever, fishing-themed
treats!
Quick Reference
To Schedule Resource
Overtime:
1. Select Views → More
Views from the menu,
select Task Entry view,
and click Apply.
2. Right-click in the gray
area of the bottom Task
Entry screen and choose
Resource Work from the
drop-down list.
3. Select a task in the top
screen of your split
window.
4. In the bottom screen, go
to one of the task’s
resources and enter an
overtime value in the Ovt.
Rate field.
5. Press the <Enter> key.
Chapter Six Review
Lesson Summary
Identifying Resource Overallocation
• To View Resource Overallocation: View the project in a resource view. Find resources
highlighted in red.
• You can view overallocation in most resource views. Overallocated resources are always
highlighted in red.
Balancing Resources Automatically

• To Automatically Level Your Resources: On the view bar, click the Resource Usage button,
then select Project → Filtered For → Overallocated Resources from the menu. Select your
overallocated resources, select Tools → Resource Leveling from the menu and click the
Automatic bullet and the Level Entire Project bullet, then click the Level Now button. Click the
Selected Resources bullet and click OK.
• “Leveling” a resource means that you allow Project to delay or split tasks so that their resources
will no longer be overallocated. Some people prefer this method of fixing overallocation, and others
prefer to fix overallocation manually.
• Allowing Project to level your tasks may change the start and finish dates for overallocated tasks’
successors. Generally, Project will only level noncritical tasks (tasks with slack) to avoid affecting
other tasks’ schedules.
Balancing Resources Manually

• To Manually Delay Resource Work: Select View → More Views from the menu, select
Resource Allocation, and click Apply. Drag the sidebar to the right in Resource Allocation view
so that the Leveling Delay field shows in the bottom screen table. In the top screen, select an
overallocated resource (or any sort of resource you want to delay), then in the Leveling Delay field
for one of the resource’s tasks, type a delay period and press Enter.
• “Delaying” a task means that you are postponing it until your assigned resource has time to work
on it so the resource will not be overallocated. Some people prefer this method of fixing
overallocation, and others prefer to let Project fix it automatically.
• Delaying a task also delays the start dates of the task’s successors and can affect the finish date of
your project. To avoid this, delay noncritical tasks (tasks with slack) first, and only delay them up to
the amount of slack that is available for each task.

Reassigning Work to Another Resource

• To Reassign Work to Another Resource: Click the Resource Usage button in the View bar, and
select Format → Details → Overallocation from the menu. Look at your overallocated
resources. Choose an overallocated resource, and then choose a task that is assigned to it. Click
the Gantt Chart button in the View bar. Remember that task you just chose that was assigned to
that overallocated resource? Click the task’s ID field so the whole task is selected. With the task
still selected, click the Assign Resources button on the Standard toolbar. In the dialog box, scroll
to the overallocated resource assigned to the task and click the Remove button. Choose a
different, free resource to assign to the task and click the Assign button.
• When you reassign a resource to a task, you may lose your update information for that task. For
example, if the task is 30% done before you reassign a new resource to it, you will have to enter
30% again after reassignment.
Scheduling Resource Overtime

• Verify that a resource is able to work overtime before you schedule it.
• To Schedule Resource Overtime: Select Views → More Views from the menu, select Task
Entry view, and click Apply. Right-click in the gray area of the bottom Task Entry screen and
choose Resource Work from the drop-down list, then select a task in the top screen of your split
window. In the bottom screen, go to one of the task’s resources and enter an overtime value in the
Ovt. Rate field, then press Enter.
Quiz
1. Overallocated resources appear in which color:
A. Black
B. Red
C. Blue
D. Chartreuse
2. Automatic leveling allows Project to ____ and ____ tasks in order to get rid
of resource overallocation.
A. track and balance
B. cut and paste
C. split and delay
D. reschedule and reassign
3. Generally, Project 2000 will only level ______ tasks (tasks with slack) to
avoid affecting other tasks’ schedules.
A. unimportant
B. noncritical
C. superfluous
D. underassigned
4. When manually delaying a task, never enter more lag (delay) time than you
have slack time. (True or False?)
5. What field should you enter resource overtime into?

A. The Ovt. Rate field
B. The Ovt. Value field
C. The Assigned Ovt. field
D. The Work Ovt. field
6. When it is impossible to resolve an overallocated resource, you can _____

the overallocated resource’s work.
A. just conveniently forget to do
B. throw out
C. reassign
E. restructure
7. When you reassign a resource to a task, you will not lose your updated
information for that task. (True or False?)
8. You will probably need to balance your tracked progress, because no

project is _____.
A. made with 100% fruit juice
B. dry-clean only
C. the cheesiest
D. perfect
Homework
3. Identify the overallocated resource.
4. Fix the overallocated resource using automatic leveling. (If you get a dialog box that
says the overallocated task can’t be leveled, push the Stop button and continue.)
5. Manually delay task #23, “Build a chain of stands,” five days.
6. For task #5, “Build stand,” give the Bill Gates resource an overtime rate of five
hours. (Note that the duration of task #5 will change.)
7. Reassign task #11, “Borrow spoon from grandma,” from your “Mom” resource to
“The Worm (little sister)” resource.
Quiz Answers
1. B. Overallocated resources appear in red.
2. C. Automatic leveling allows Project 2000 to split and delay tasks in order to get rid of
resource overallocation.

3. B. Generally, Project 2000 will only level noncritical tasks (tasks with slack) to avoid
affecting other tasks’ schedules.
4. True. If you enter more lag (delay) time than you have slack time, your schedule will be
unbalanced.
5. A. Enter a resource’s overtime into the Ovt. Rate field.
6. C. When it is impossible to resolve an overallocated resource, you can reassign the
overallocated resource’s work.
7. False. When you reassign a resource to a task, you will lose your updated information for
that task. You will need to re-enter updated information, such as how much of the task
has been completed.
8. D. You will probably need to balance your tracked progress, because no project is perfect.
Chapter Seven:
Working with Reports
• Choose a Report • Have a project in
which you have entered
• Use Report Details tasks, resources, and
costs
• Define Report Contents
• Sort a Report management
• Add Page Elements to a Report

• Save a Project as a Web Page
Chapter Task: Use a report to communicate project status
The other people working on your project can better understand the project by seeing printed
information. Thus, it is a good idea to print reports containing your project information for
other people to see. You can format, customize, define, and sort specific information in reports
so they are tailored to certain people. Also, it’s handy to print reports so you can review your
project information without getting eyestrain from your computer screen. This chapter teaches
you how to organize and print a report.
Lesson 7-1: Choosing a Report

Figure 7-1
Choose the type
The Reports dialog box of report you want
to use in the
Figure 7-2 dialog box.
The reports grouped in the

Cost category
Figure 7-1
Figure 7-2
You’ve decided you want to print project information in the form of a report, but how do you
know which report to want to use? Project 2000 comes with 22 predefined reports you can
print. This lesson teaches you how to choose what type of a report to print, based on what
information you want to see.
1. Navigate to your practice files and open Lesson 7A and save the file as
Reports.
First, preview the list of Project’s 22 standard reports.
The Reports dialog box appears, as shown in Figure 7-1. The Reports dialog box
presents you with five different report category buttons, plus a button for creating your
own custom report. The five report categories are Overview reports, Current Activities
Reports, Costs reports, Assignments reports, and Workload reports. See the information
below to decide which report category you want to open based on which reports it
contains.
Table 7-1: Report Types

Category Reports Description
Overview Project Summary Shows project-level information about dates, durations, costs,
task status, and resource status.
Top-Level Tasks Displays the scheduled start/finish dates, % complete, cost, and
remaining work for summary tasks.

Chapter Seven: Working with Reports 173
Category Reports Description

Critical Tasks Displays the planned duration, start/finish dates, resources,
predecessors, and successors of critical tasks.
Milestones Displays the planned duration, start/finish dates, and
predecessors for each milestone and zero-duration task .
Working Days Shows information from the project calendar.
Current Unstarted Tasks Sorts by date the duration, predecessor, and resource
Activities information for each task that has not been started.
Tasks Starting Begins with two active filters; enter a date range for use in
Soon determining which tasks are starting soon.
Tasks In Progress Lists duration, start and planned finish dates, a resource
information for tasks that have started but aren’t complete.
Completed Tasks Lists actual information for tasks that are 100% complete.
Should Have Shows variance information for tasks that should have started
Started Tasks by a certain date but haven’t been started/updated.
Slipping Tasks Shows tasks that are rescheduled from their originally planned
baseline dates.
Costs Cash Flow Displays weekly costs by task.
Budget Lists tasks with cost and cost variance information.
Overbudget Tasks Shows information for tasks exceeding their baseline (originally
planned) budget amounts.
Overbudget Shows information for resources whose cost is predicted to
Resources exceed the baseline (originally planned) cost.
Earned Value Displays task progress in terms of dollars earned.
Assignments Who Does What Lists each resource with task assignments and information.
Quick Reference
Who Does What Lists each resource with task assignments and information on a
When daily basis. To Choose a Report Type:
1. Select View → Reports
To-Do List Shows the assignments of a specific resource on a week basis. from the menu.
Overallocated Lists overallocated resources and their assigned task 2. Select a report category
Resources information. button and click Select.
Workload Task Usage Shows each task with resources and assignment information. 3. Click a report button and
click Select.
Resource Usage Shows each resource with task assignments.
The Budget report under the “Costs” category seems to be the report we want to print,
since it meets our criteria of having task, cost, and cost variance information. So, go
find it.
3. Click on the Costs button and click Select.
The Cost Reports dialog box appears.
4. Click on the Budget report and click Select.
The Budget report opens. Click the Print button if you want to print the report.
5. Click Close, Close to close the Budget report and the Reports dialog
box.
Lesson 7-2: Using Report Details

Figure 7-3
The Details tab of the Task You can choose to
customize many
Report dialog box reports with these
details. In some
Figure 7-4 reports, you can only
customize text.
A preview of a Project
report
Figure 7-3
Figure 7-4
You can’t customize details in all of Project’s standard reports; in some reports, the only thing
you can customize is text. Also, the details that you can customize vary between reports.
Some customizable details of different reports include: showing gridlines, showing cost totals,
and repeating the first table column on every report page.
You would like to print a report about the tasks in your project that are “slipping,” or, the tasks
that have been rescheduled from their original baseline date. But you don’t want just any
ordinary Slipping Tasks report; you want a Slipping Tasks report with these added details:
gridlines, borders, totals, and assignment work.

The Reports dialog box appears. The Slipping Tasks report is in the Current Activities
category.

2. Click the Current Activities report category button and click the Select
button.
The Current Activities Reports dialog box appears. Notice the Slipping Tasks report.
3. Click the Slipping Tasks report button and click the Edit button so you
can customize the report’s details.
The Task Report dialog box appears. You want to customize with details, so…
4. Click on the Details tab.
This is where you can choose what details you want to customize your report with.
5. Check the Work, Border around details, Gridlines between details,
and Show totals check boxes.
You’ve chosen your details, so you are ready to preview your report and take a look at
the details you’ve added.
6. Click OK.
Now you are back to the Current Activities Reports dialog box.
7. Make sure the Slipping Tasks report is selected and click the Select
button to preview your printed report.
Your Slipping Tasks report appears in Print Preview. Notice that it contains the
details—gridlines, borders, work assignments, and totals—you added earlier.
8. Click Close, Close to close the Report preview and the Reports dialog
box.
Quick Reference
To Use Report Details:
from the menu.
2. Select a report category
button and then click
Select.
3. Select a report and click
Edit.
4. If the report is
customizable, the Task
Reports dialog box will
appear. (Not all reports
are customizable.)
5. Click on the Details tab.
6. Check the details that you
want to appear in your
report.
7. Click OK.
8. Click the Select button to
preview your printed
report.
Lesson 7-3: Defining Report

Contents
Figure 7-5
You can choose to define
The Definition tab of the many reports with these
Crosstab Report box choices. In some reports,
the Definition tab will look
a bit different, with
Figure 7-6 different choices. In other
reports, you can only
A preview of a Project customize text.
report
Figure 7-5
Figure 7-6
Different reports can be defined in very different ways. Some ways in which you can define
report contents are: choosing your row heading, adjusting a date range, and choosing a new
table to display.

The Reports dialog box appears. The Task Usage report is in the Workload category.
2. Select the Workload report category button and click the Select button.
The Workload Reports dialog box appears. Notice the Task Usage report.

3. Select the Task Usage report button and click the Edit button so you
The Crosstab Report dialog box appears. You want to define report contents, so…
4. Click on the Definition tab.
This is where you can choose what details you want to customize your report with.
Let’s choose to highlight tasks that have not been completed in your report. Let’s also
define them with actual work.
5. Click the Filter list arrow and select Incomplete Tasks from the drop-
down list. Check the Highlight check box.
Incomplete tasks will be shown in the report.
6. Select Actual Work from the Work drop-down box.
That’s the only defining we’ll do for now.
7. Click OK.
You are returned to the Workload Reports dialog box. Now you can preview the Task
Usage report to see how you’ve defined it.
8. Make sure the Task Usage report button is selected, then click the
Select button.
Your Task Usage report appears in Print Preview. Notice that all of the incomplete
tasks have been highlighted, and actual work appears in the chart cells.
9. Close the report preview and all dialog boxes.
Quick Reference
To Define Report
Contents:
from the menu.
Select.
Edit.
4. If the report is definable,
the Task Reports dialog
box will appear. (Not all
reports are definable.)
5. Click on the Definition
tab.
6. Define your report with
the options in the
Definition tab.
7. Click OK.
report.
Lesson 7-4: Sorting a Report

Figure 7-7
The Sort tab of the Task You can choose to sort a
Report dialog box variety of reports in many
different ways. However, in
Figure 7-8 some reports, you cannot sort
information.
A preview of a Project
report
Figure 7-7
Figure 7-8
Sorting a report allows you to put your report information in a certain order. You can’t sort
information in all of Project’s standard reports, but many reports have a variety of ways they
can be sorted. Some of the different ways you can sort reports are by task ID, duration, and
resource initials.

The Reports dialog box appears. The Critical Tasks report is in the Overview category.
2. Select the Overview report category button and click the Select button.
The Overview Reports dialog box appears. Notice the Critical Tasks report.
3. Select the Critical Tasks report button and click the Edit button so you
The Task Report dialog box appears. You want to sort report contents, so…

4. Click on the Sort tab.

This is where you can choose how you want to sort your report. Let’s sort the report by
ID in ascending order, then by % Complete in ascending order, then by Actual
Duration in descending order.
5. Click the Sort by list arrow and select ID from the drop-down list. Click
the Ascending bullet.
The report will be sorted by ID in ascending order.
6. Click the first Then by list arrow and select % Complete from the drop-
down list. Click the Ascending bullet.
After sorting by ID, the report will sort by the task’s completion percentage in
ascending order.
7. Click the second Then by list arrow and select Actual Duration from the
drop-down list. Click the Descending bullet.
Since you have chosen your sorting options, you are ready to preview your report to
see the sort.
8. Click OK.
You are back to the Task Report dialog box. Preview the report.
9. Make sure the Critical Tasks report button is selected, then click Select.
The sorted Critical Tasks report is shown in Print Preview.
10. Close the report preview and all dialog boxes. Quick Reference
To Sort a Report:
from the menu.
Select.
Edit.
4. If the report is sortable,
the Task Reports dialog
box will appear. (Not all
reports are sortable.)
5. Click on the Sort tab.
6. Sort your report with the
options in the Sort tab.
7. Click OK.
report.
Lesson 7-5: Adding Page Elements

to a Report
Figure 7-9
The Page Setup dialog
box
Figure 7-9
You may want to add a page element—such as a header, footer, margin, or border—to your
report. Page elements allow you to put your name, the project finish date, a design, and more
on each page of your report. This lesson won’t lead you through the exact steps of adding all
the possible page elements to your report, because that would take forever. Instead, this lesson
will give you a quick description and procedure for each page element.
Let’s add page elements to an Earned Value report.
2. Select the Costs category button and click the Select button.
The Costs Reports dialog box appears. Notice the Earned Value report.
3. Select the Earned Value report button and click Select.
The Earned Value Report appears in Print Preview. Now, choose to add page elements
to your report.
4. At the top of Print Preview, click the Page Setup button.
The Page Setup dialog box appears. Notice that it has various tabs for creating page
elements. Practice adding page elements with the Page Setup dialog box.
5. Click Cancel to close the dialog box, and close the report preview.
Table 7-2: Page Setup Tabs

Tab Instructions
Page This tab doesn’t allow you to add page elements, but it does allow you to
change the scope of your page. The options in this tab are self-explanatory.
Margins Using this tab, you can adjust any margin setting using the up and down arrow
buttons, and you can choose whether or not you want a border on your pages.

Tab Instructions
Header This tab allows you to add text or a picture at the top of your printed pages. You
can align text in a header to the left, center, or right of the top by clicking on the
corresponding tab. In the General drop-down list, you can choose what sort of
text you would like in the header and then click Add to have it automatically
entered into the header. In the Project field drop-down list, you can choose what
project information you would like in the header and then click Add to have it
automatically entered into the header. Lastly, you can add things like the date or
a picture using the buttons in the Header tab.
Footer This tab allows you to add text or a picture at the bottom of your printed pages.
You can align text in a footer to the left, center, or right of the bottom by clicking
on the corresponding tab. In the General drop-down list, you can choose what
sort of text you would like in the footer and then click Add to have it
automatically entered into the footer. In the Project field drop-down list, you can
choose what project information you would like in the footer and then click Add
to have it automatically entered into the footer. Lastly, you can add things like
the date or a picture using the buttons in the Footer tab.
Legend This tab is only accessible when you add page elements to printed views.
View This tab is only accessible when you add page elements to printed views
Quick Reference
To Add Page Elements to
a Report:
from the menu.
Select.
Select.
4. In Print Preview, click the
Page Setup button.
5. In the Page Setup dialog
box, use the various tabs
to add page elements to
your report.
Lesson 7-6: Saving a Project as a

Web Page
Figure 7-10
The Export Mapping
dialog box
Figure 7-11
The Define Import/Export
Map dialog box
Figure 7-10
Figure 7-11
You can save your project as a Web page so that you can share your project information over
the Internet or even a company’s intranet. That way, the people involved with your project can
view your project information from anywhere in the world!
If you don’t see the

1. Select File → Save As Web Page from the menu.
“Save As Web Page” The Save As dialog box opens.
option in the File menu 2. Click the Save button.
right away, click the The Export Mapping dialog box appears. In this dialog box, you can choose whether to
arrow buttons in the share the entire project or selective project information on the Web page. If you choose
menu. to share select project information, then you have to select an import/export map to
convey the information.
NOTE: A map simply identifies which information to include in a Web page.
You don’t want to publish your entire project as a Web page, so choose an import/map
with selective project information.

3. Select the Compare to Baseline map and click the Edit button to
preview the map’s fields.
The Define Import/Export Map dialog box appears. In the Options tab, you can choose
what basic data to include in your map. In the Mapping tabs, you can check out the
fields in your map. Leave the Options and Mapping tabs as they are.
4. Click OK to close the Define Import/Export Map dialog box.
You are back to the Export Mapping dialog box. Finish saving your project information
as a Web page.
5. Click the Save button.
Your project information is saved as a Web page.
The next step to publishing the project on the Web involves having a Web site and a
server.
Quick Reference
To Save a Project as a
Web Page:
1. Select File → Save As
Web Page from the
menu.
2. Click the Save button.
3. Select a type of map from
the Export Mapping
dialog box. (At this point,
you can click Edit to view
the map’s fields. Click OK
to close the Define
Import/Export Map
dialog box when you’re
done.)
4. Click Save to finish
saving.
Chapter Seven Review
Lesson Summary
Choosing a Report
• To Choose a Report Type: Select View → Reports from the menu, select a report category
button and click Select, then click a report button and click Select.
• The five report categories are: Overview, Current Activities, Costs, Assignments, and Workload.
Using Report Details

• To Use Report Details: Select View → Reports from the menu, select a report category button,
click Select, then select a report and click Edit. If the report is customizable, the Task Reports
dialog box will appear. Click on the Details tab, click OK, and then click the Select button to
preview your printed report.
Defining Report Contents

• To Define Report Contents: Select View → Reports from the menu, select a report category
button, click Select, then select a report and click Edit. If the report is definable, the Task Reports
dialog box will appear. Click on the Definition tab, define your report with the options in the
Definition tab, and click OK. Click the Select button to preview your printed report.
Sorting a Report
• To Sort a Report: Select View → Reports from the menu, select a report category button, click
Select, then select a report and click Edit. If the report is sortable, the Task Reports dialog box
will appear. Click on the Sort tab, sort your options, and click OK. Click the Select button to
preview your printed report.
Adding Page Elements to a Report

• To Add Page Elements to a Report: Select View → Reports from the menu, select report
category button, click Select, then select a report and click Select. In Print Preview, click the Page
Setup button. In the Page Setup dialog box, use the various tabs to add page elements to your
report.
• The Page Setup tabs are: Page, Margins, Header, Footer, Legend, View. Depending on what
report or view you are adding page elements to, not all of these tabs will be accessible.
Saving a Project as a Web Page:

• To Save a Project as a Web Page: Select File → Save As Web Page from the menu and click
the Save button. Select a type of map from the Export Mapping dialog box. (At this point, you can
click Edit to view the map’s fields. Click OK to close the Define Import/Export Map dialog box
when you’re done.) Click Save to finish saving.

Quiz
1. Which of these is NOT a report category?
A. Work Activities
B. Costs
C. Assignments
D. Overview
2. The Custom button in the Reports dialog box doesn’t contain predefined
reports. (True or False?)
3. In some Project 2000 predefined reports, ______ is the only thing you can
modify.
A. text
B. content
C. workload
D. Print Preview
4. To open the Reports dialog box, go to ______ → ______.

A. Format → Reports
B. View → Reports
C. Edit → Reports
D. Project → Reports
5. You can choose to sort report information in ______ or ______ order.

A. totalitarian or democratic
B. ascending or descending
C. alphabetical or numerical
D. cost variation or work variation
6. Project 2000 offers you 22 ______ ______ to work with.

A. report categories
B. report formats
C. predefined reports
D. practice reports
7. Which of these Page Setup tabs is not accessible when you add page
elements to a report?
A. Legend
B. Footers
C. Margins
D. Page
8. You can make changes to a report in Print Preview. (True or False?)
Homework
1. Navigate to your practice files and open the Homework 7 project file.
2. Select View → Reports from the menu to open the Reports dialog box and identify
the five report category buttons. What does the sixth button do?
3. Format the text for the Cash Flow report so that all of the text is purple. The Cash
Flow report is located in the Costs report category.
4. Define the Resource Usage report so that the time period is in days instead of weeks.
The Resource Usage report is in the Workload report category.
5. Sort the Who Does What report so that it is sorted by ID, then by Baseline Finish,
both in descending order. The Who Does What report is in the Assignment report
category.
6. Add the baseline finish date to the footer in the Tasks in Progress report. The Tasks
in Progress report is in the Current Activities report category.
7. View the Cash Flow report in Print Preview. Use the Zoom, One Page, Multiple
Pages, and Navigational Arrow buttons.
8. Print the Cash Flow report and close the homework file.
Quiz Answers
1. A. Work Activities is not a report category; the five report categories are: Overview,
Current Activities, Costs, Assignments, and Workload.
2. True. The Custom button in the Reports dialog box does not contain predefined reports
because it is used to create new, custom reports.
3. A. In some Project 2000 predefined reports, text is the only thing you can modify.
4. B. To open the Reports dialog box, go to View → Reports.
5. B. You can choose to sort report information in ascending or descending order.
6. C. Project 2000 offers you 22 predefined reports to work with.
7. A. The Legend and View tabs are not accessible when you add page elements to a report.
8. False. You can’t make changes to a report in Print Preview.

Chapter Eight:
Working with
Multiple Projects
• Consolidate a Project • Understand project
management
• Consolidate Projects in a New Window • Know how to perform
basic Project
• Create a Link Between Projects
functions
• Share a Resource Pool
• View Multiple Project Critical Paths
• View Inserted Project Statistics
• Save a Workspace
• Add Columns to Consolidated Projects
• Save Consolidated Project Baselines
Chapter Task: View and share information between multiple

project files.
Single projects are the basis for project management, but sometimes it is necessary to work
with multiple projects so one can see across-project data. A manager may need to see total
individual workloads and schedules for resources for multiple project assignments. Also,
looking at current multiple project resource needs can help project managers plan for future
long-term resource planning.
Fortunately, Project 2000 provides the capability to observe and manage multiple open project
files. This chapter will show you how to do something as simple as viewing multiple open
files, and it will show you advanced management techniques like consolidating project files
and creating a shared resource pool.
Lesson 8-1: Consolidating Projects

Figure 8-1
Click the arrow on the
Insert button to see your
insert options.
Figure 8-2
The Consolidated Project
icon
Check this option if

you want the source
subproject file to
update its inserted
version.
Figure 8-1
The Summary task

of the inserted
project appears in
the Gantt Chart
view.
Figure 8-2
When you insert a subproject into a master project, you create a consolidated project file. The
ability to insert one project file into another project file allows you to piece together
information to create an overall project plan.
To consolidate projects, you must either insert a subproject into a master project or create a
new consolidated project window. In this lesson, we will insert a subproject into a master
project. However, many Project users have problems with task information in their
subprojects when they consolidate through insertion. Therefore, you might want to go on to
the next lesson and learn to create a consolidated project by making a new consolidated
project window.
1. Navigate to your practice files and open Lesson 8A.

Insert a subproject into Lesson 8A to create a consolidated project file. First, you have
to select the task you want the inserted subproject to appear before.

Chapter Eight: Working with Multiple Projects 189
NOTE: You must be in Gantt Chart view to insert subprojects.

2. Select task 32 Invitations in the project.
This is quite a complex process, so insert a subproject to keep this complex task on
track.
3. Select Insert → Project from the menu.
The Insert Project dialog box appears. Select a project to insert.
NOTE: After you insert projects, you can still access each of the projects separately.
4. Navigate to your practice files and select the Subproject file, then click
the Insert button list arrow.
You are given two insert options, as shown in Figure 8-1.
• Insert: Allows you to perform actions on the project’s tasks.
• Insert Read-Only: Allows you to view the inserted project, but you cannot
perform actions on the tasks.
5. Select the Insert option from the Insert button drop-down list.
Your subproject, “Bridal Basics,” has been inserted into your master project. It is
indicated by an icon (see Figure 8-2) in the indicator column.
6. Close the files without saving changes.
Consolidating projects in this manner can be problematic. A more secure way is to
consolidate projects by consolidating in a new project window. This is covered in the
next lesson.
Quick Reference
To Consolidate Projects:
1. Open a project you would
like to insert other
projects into.
2. Select a task above which
you would like to insert a
subproject.
3. Select Insert → Project
from the menu.
4. Select a project insert.
5. Click the arrow on the
Insert button and choose
whether or not to insert
the subproject(s) as read-
only.
Lesson 8-2: Consolidating Projects

in a New Window
Figure 8-3
The New Window dialog
box
Figure 8-4
The consolidated project
in a new window and new
file
Figure 8-3
When projects
are
consolidated,
they renumber
the task list.
Figure 8-4
When you merge projects together, you create a consolidated project file. The ability to
A consolidated project consolidate files allows you to piece together information to create an overall project plan, or
can be made of up to combine various projects into a master project plan.
1,000 combined files.
There are two ways to consolidate projects: create a new consolidated project window, or
insert one project into another. In this lesson, we will create a new consolidated project
window, the more trustworthy method of the two.
1. Navigate to your practice folder and open Lesson 8A and Subproject.

2. Select Window → New Window from the menu.
The New Window dialog box appears. This is where you select the projects that you
want to consolidate in a new window, and how you want to view them.

3. Select Lesson 8A and Subproject, select Gantt Chart from the View Press the Shift or
drop-down list, and click OK. Control key to select
Your new consolidated project window appears. Scroll down the window to see where multiple files.
the two projects were consolidated.
NOTE: Each project that is consolidated in your new window is marked by a
consolidated project icon in the indicator column.
4. Close the new consolidated window without saving changes.
Go on to the next lesson to link projects.
Quick Reference
To Consolidate Projects in
a New Window:
1. Open the projects that
you would like to
consolidate.
2. Select Window → New
Window from the menu.
3. Select the project names
you want to consolidate,
select a view, and click
OK.
Lesson 8-3: Creating Links

Between Projects
Figure 8-5
The Task Information
dialog box
Figure 8-6
Tasks linked between two
projects
Figure 8-5
Tasks linked from

another project
appear as ghost
tasks.
Figure 8-6
If you want to connect projects but do not want to completely consolidate them, you connect
them with task links. When you create cross-project links, keep in mind that the scheduling
dates for predecessor tasks will impact the scheduling dates for successor tasks.
Connect two wedding planning projects with links.
1. Make sure both projects are in Gantt Chart view. Select Window →
Arrange All from the menu.
The projects align horizontally in your Project window.
Link a task from the Subproject file to a predecessor task in Lesson 8A.

2. Select task 6 Buy groom’s ring in the Subproject file.

Link this task to task 15, “Find tuxes” in the Lesson 8A file.
3. Click the Task Information button.
The Task Information dialog box opens.
4. Click the Predecessors tab.
Now create the link by typing the project name and ID number of the external
predecessor task.
5. In the ID field, type Lesson 8A\15 and press Enter.
You have entered an external predecessor task link (the project name, backslash, ID
number of the predecessor task), into the Predecessors tab, as shown in Figure 8-5.
6. Click the OK button to complete the link.
The Task Information dialog box closes.
Take a close look at the Lesson 8A and Subproject files. In Lesson 8A, the successor
task from Subproject, “Buy groom’s ring” is shown in light gray. In Subproject, the
predecessor task from Lesson 8A, “Find tuxes” is shown in light gray. The newly
linked, light gray tasks are called ghost tasks. You cannot update or make changes to
ghost tasks; they can only be modified in their original projects.
NOTE: Double-clicking a ghost task will open the external file to which it belongs.
7. Close Lesson 8A and Subproject without saving changes. Quick Reference
To Create Links Between
Projects:
1. Open two project files.
2. Select Window →
Arrange All from the
menu.
3. Select the task that you
want to be the successor
to a task in another
project, and click the
Task Information button.
4. Click the Predecessors
tab.
5. Type the project name
that contains your desired
predecessor task,
backslash, and the ID
number of the
predecessor task in the ID
field. For example:
Wedding\8.
6. Click the OK button.
The linked tasks appear as
ghost tasks (light gray tasks)
in the projects they are
linked to.
Lesson 8-4: Sharing a Resource

Pool
Figure 8-7
The Share Resources
dialog box
Figure 8-8
The Resource Sheets
update to reflect the
shared resources. Figure 8-7
Figure 8-8
A resource pool is a collection of resources that allows you to share resources among multiple
projects. A resource pool allows you to schedule resources' work across projects, identify
conflicts between assignments in different projects, and see how a resource's time is used in
multiple projects. Each project that uses resources from the resource pool is called a sharing
file. The best way to create a resource pool is to create a new project file for the resource
information to make it easy to manage resource information and task assignments between
sharing files and the resource pool.
1. Navigate to your practice files and open the Resource Pool and
Subproject files.
We will be sharing the resources of the Resource Pool with the Subproject file.
2. Select Window → Arrange All from the menu.
Your lessons are arranged top-to-bottom in the window.

3. View each file in Resource Sheet view.

Notice that the resources available in the Subproject file are not the same as those in
the Resource Pool file.
4. Select Window → Subproject from the menu.
Share the Resource Pool’s resources with the Subproject file.
5. Select Tools → Resources → Share Resources from the menu.
The Share Resources dialog box appears.
6. Select the Use Resources option. Click the From list arrow, and select
Resource Pool.
The Subproject file will use resources from the selected file, Resource Pool.
The difference between the last two options in the dialog box is important.
• Sharer takes precedence: Allows the sharing file to overwrite information in
the resource pool and other sharing files.
• Pool takes precedence: Allows the resource pool file to overwrite information
in the sharing file.
7. Select the Sharer takes precedence option and click OK to close the
Share Resources dialog box.
Notice that the Resource Sheet in the Subproject file has the resources from the
Resource Pool, in addition to its original resources. Also, the resources from the
Subproject file have been added to the Resource Pool file.
8. Close the files without saving changes. Quick Reference
To Create a Resource Pool
for Multiple Projects:
1. Open the resource pool
you want to share, and
the file in which you want
to share the resource
pool’s resources.
2. Select Window →
Arrange All from the
menu.
3. View the files in
Resource Sheet view.
4. Select the file with which
you want to share the
resource pool’s
resources.
5. Select Tools →
Resources → Share
Resources from the
menu.
6. Select the Use
Resources option.
7. Click the From: list
arrow and select the
resource pool, and click
OK.
Lesson 8-5: Viewing Multiple

Project Critical Paths
Figure 8-9
The Calculation tab of the
Options dialog box
Figure 8-10
The consolidated project Check this box to
in Detail Gantt view calculate inserted
multiple project
critical paths in a
consolidated project
like summary tasks.
Check this box to

calculate multiple
critical paths.
Figure 8-9
Figure 8-10
As you probably learned in the earlier stages of managing a Project file, it is important to
monitor the critical path for a project. Likewise, it is important to keep an eye on multiple
critical paths in a consolidated project so you will be able to tell if adjustments you make to
the project plans will affect the critical paths. This lesson will teach you how to view multiple
critical paths and then view the overall critical path across projects.
1. Navigate to your practice files and open Lesson 8B.


2. Select Tools → Options from the menu.

The Options dialog box appears.
3. Click the Calculation tab.
Next, choose to calculate multiple critical paths.
4. Check the Calculate multiple critical paths check box and click OK.
Now view the multiple critical paths.
The More Views dialog box appears. Find the Detail Gantt view.
6. Select the Detail Gantt view and click Apply.
Now you should be able to see the multiple critical paths.
7. Click the Go To Selected Task button on the Standard toolbar.
Scroll down and to the right to see the critical paths of all the projects in this
consolidated project. The other projects are marked by a consolidated project icon.
View the critical paths for all of the projects.
Next, let’s view an overall critical path across all of the projects in your consolidated
project.
8. Select Tools → Options from the menu. Click the Calculation tab.
Choose to calculate the inserted projects in the consolidated project as summary tasks.
9. Make sure the Inserted projects are calculated like summary tasks
check box is checked and click OK. Quick Reference
Notice that the shorter inserted projects’ critical paths are now extended according to To View Multiple Project
the finish date for the longest inserted project. Thus, the multiple projects’ critical paths Critical Paths:
are calculated as if they were one big project.
1. Open a consolidated
project file.
from the menu.
3. Click the Calculation tab.
4. Check Calculate
multiple critical paths
and click OK.
Views from the menu.
6. Select Detail Gantt view
and click Apply.
To View an Overall Cross-
project Critical Path:
project file.
from the menu and click
the Calculation tab.
3. Check Inserted projects
are calculated like
summary tasks and click
OK.
Lesson 8-6: Viewing Inserted

Project Statistics
Figure 8-11
Inserted Project
Figure 8-12
The Project Statistics
dialog box
Click the Project Info
button to access the
Project Information dialog
box for the subproject.
Figure 8-11
Figure 8-12
Viewing information for a subproject that you inserted into a master project is simple.
The Lesson 8A file is a master project that has two subprojects, “Bridal Basics,” and “Groom
Duties” inserted into it. View information about this subproject by first selecting the
subproject’s summary task.
1. Select summary task 13, Bridal Basics.

Now view the subproject information.
2. Click the Task Information button.
The Inserted Project Information dialog box appears.
3. Click on the Advanced tab.
This tab shows you where the source file of your inserted project is.
NOTE: You can make some changes in this tab. Uncheck the “Link to Project”
checkbox to break the link between the inserted subproject and its source file;
they will not update each other when changes are made in either one. Also,
you can check the “Read only” checkbox to make the inserted subproject
read-only in the master project; you won’t be able to perform any actions on it
or update it.

4. Click the Project Info button in the Inserted Project Information dialog
box.
The Project Information dialog box appears.
5. Click the Statistics button in the Project Information dialog box.
You have successfully viewed your inserted subproject information.
6. Close the subproject dialog boxes and close the project file.
Quick Reference
To View Inserted
Information:
1. Open a project file that
has had a subproject
inserted into it.
2. Select the summary task
for the inserted project.
3. Click the Task
Information button.
5. To see additional
information, click the
Project Info button and
then the Statistics
button.
Lesson 8-7: Saving a Workspace

Figure 8-13
The Save Workspace As
dialog box
Figure 8-14
The Workspace with all
the files arranged in the
window
Figure 8-13
Figure 8-14
A workspace is the area where your multiple projects reside when you are working with them.
If you save a workspace, Project will record which files you are working on and will open
those same files when you open the workspace file again. That way you don’t have to spend
time opening files one by one when you want to work with them.
First, you need to open your wedding-related files.
1. Navigate to your practice files and open Lessons 8A, 8B, and
Subproject.
Save your workspace with your multiple files in it.

2. Select File → Save Workspace from the menu.

The Save Workspace As dialog box appears.
3. Make sure you are saving this workspace in your practice folder. In the
Filename textbox, type Wedding Files and then click Save.
Now view your workspace. First, close your files.
4. Close Lessons 8A, 8B, and Subproject.
Next, re-open your workspace.
5. Click the Open button on the Standard toolbar.
The Open dialog box appears. Make sure that you can view all types of files.
6. In the Files of type drop-down list, choose All Files.
Now find the saved workspace.
7. Select the Wedding Files workspace file and click Open.
The three project files that make up your saved workspace appear on your screen. View Workspace icon
them all at once.
8. Select Window → Arrange All from the menu.
You can see all of the wedding files that are saved with your workspace. Thus, you’re
finished with this lesson.
9. Close all of your open practice files without saving changes.
Quick Reference
To Save a Workspace:
1. Open the project files that
you want to appear in
your workspace.
2. Select File → Save
Workspace, and
remember where you
saved your workspace
3. Close all open files.
4. Navigate to the place
where you saved your
workspace and then open
your workspace.
5. All of the open project
files that were saved in
your workspace should
open.
Lesson 8-8: Adding Columns to

Consolidated Projects
Figure 8-15
The Column Definition
dialog box
Figure 8-16
The new Project column
inserted the project Figure 8-15
Figure 8-16
Adding a column to a consolidated project file is a handy thing to do if you want to view
subproject information. For instance, you can add a “Subproject” column to a resource table
in a consolidated file that will show the subproject where each source originated.

Lesson 8C is a consolidated project file. The Subproject icons, shown in Figure 8-15,
show where subprojects have been inserted. Scroll down to see them, and then get
ready to add a new column to Lesson 8C.
2. Select the Duration column heading to add the new column in front of it.
Insert the new column.
3. Select Insert → Column from the menu.
The Column Definition dialog box appears.

4. In the Field name drop-down list, select Project.

The column will display information about the project in the field.
5. Type Project in the Title textbox, and click OK.
The “Project” column appears in the Task List. Scroll down to see where the tasks
come from.
Quick Reference
To Add Columns to a
Consolidated Project:
project file.
2. Select a column heading
in the Task Entry table
that you want to insert a
new column in front of.
3. Select Insert → Column
from the menu.
4. Select a field name, type
in a title, and click OK.
Lesson 8-9: Saving Consolidated

Project Baselines
Figure 8-17
To save a baseline for
selected tasks, first you
must select the desired
tasks.
Figure 8-18
The Save Baseline dialog
box
Figure 8-17
Figure 8-18
You can save a baseline for an entire consolidated project or for selected tasks. Saving a
baseline is helpful because it allows you to track changes and updates in tasks and
assignments; you can compare current project information to baseline information.
First, save a baseline for selected subproject tasks. Find the “Groom Duties” subproject.
1. Scroll down until you see the Groom Duties subproject.

Select the subproject’s tasks.
2. Select tasks 1 through 10 in the Groom Duties subproject, as shown in
Figure 8-17.
Good. Now save a baseline for these tasks.
The Save Baseline dialog box appears. Choose to save just the selected tasks, not the
entire consolidated project.

4. Select the Save baseline option, select the Selected tasks option and
click OK.
You have saved a baseline for the selected tasks in the “Groom Duties” subproject.
Now save an overall baseline for the entire consolidated project. But first, view the
Gantt Variance table to get an idea of which project tasks already have baseline dates.
5. Select View → Table: → Variance from the menu.
Notice that the “master” project tasks have baseline dates, but the subproject tasks
don’t have baseline dates. (Unless, of course, you’ve saved a baseline for them, as you
have for the “Groom Duties” subproject.) Reapply the default task entry table.
6. Select View → Table: → Entry from the menu.
Save an overall baseline for the entire consolidated project.
The Save Baseline dialog box appears. Choose to save a baseline for the entire project.
8. Make sure the Save baseline and Entire project options are selected
and click OK.
You have saved an overall baseline for a consolidated file.
Quick Reference
To Save a Baseline for
Selected Tasks in a
1. Select the tasks that you
want to save a baseline
for.
2. Select Tools →
Tracking → Save
3. Select the Save baseline
option, then click the
Selected tasks option
and click OK.
To Save an Overall
Baseline for a
Entry from the menu.
2. Select Tools →
Tracking → Save
3. Select the Save baseline
option, click the Entire
project option and click
OK.
Chapter Eight Review
Lesson Summary
Consolidating Projects
• Open a project you would like to insert other projects into. Select a task above which you would like
to insert a subproject. Select Insert → Project from the menu and select a project insert. Click the
arrow on the Insert button and choose whether or not to insert the subproject(s) as read-only.
Consolidating Projects in a New Window

• To Consolidate Projects in a New Window: Open the projects that you would like to consolidate.
Select Window → New Window from the menu. Select the project names you want to
consolidate, select a view, and click OK.
Creating Links Between Projects

• Open two project files, select Window → Arrange All from the menu and select the task that you
want to be the successor in one project, and click the Task Information button. Click on the
Predecessors tab and in the ID field, type the other project name that contains your desired
predecessor task, backslash, and the ID number of the predecessor task. (For example:
Wedding\8.) Click the OK button. The linked tasks appear as ghost tasks (light gray tasks) in
the projects they are linked to.
Sharing a Resource Pool

• Open the resource pool you want to share, and the file in which you want to share the pool’s
resources. Select Window → Arrange All from the menu and view the files in Resource Sheet
view. Select the file with which you want to share the pool’s resources. Select Tools →
Resources → Share Resources from the menu. Select the Use Resources option and click the
From: list arrow and select the resource pool, and click OK.
Viewing Multiple Project Critical Paths

• You must create a consolidated project before you can view multiple critical paths.
• To View Multiple Project Critical Paths: Open a consolidated project file, then select Tools →
Options from the menu and click the Calculation tab. Check Calculate multiple critical paths
and click OK. Select Views → More Views from the menu then select Detail Gantt view and click
Apply.
• To View an Overall Critical Path: Open a consolidated project file, then select Tools → Options
and click the Calculation tab. Check Inserted projects are calculated like summary tasks and
click OK. Select Views → More Views from the menu then select Detail Gantt view and click
Apply.

Viewing Inserted Project Statistics

• Open a project file that has had a subproject inserted into it, then select the summary task for the
inserted project. Click the Task Information button and click the Advanced tab. To see additional
information, click the Project Info button and then the Statistics button.
Saving a Workspace
• Open the project files that you want to appear in your workspace, then select File → Save
Workspace from the menu and remember where you saved your workspace. Close all open files,
then navigate to the place where you saved your workspace and open your workspace. All of the
open project files that were saved in your workspace should open.
Adding Columns to a Consolidated Project

• Open a consolidated project file, then select a column heading in the Task Entry table that you
want to insert a new column in front of. Select Insert → Column from the menu. Select a field
name, type in a title, and click OK.
Saving Baselines for Consolidated Projects

• To Save a Baseline for Selected Tasks in a Consolidated Project: Make sure you are in Gantt
Chart view, then select the tasks that you want to save a baseline for. Select Tools → Tracking
→ Save Baseline from the menu. Make sure the Save baseline radio button is selected, then
click the Selected tasks radio button and click OK.
• To Save an Overall Baseline for a Consolidated Project: Make sure you are in Gantt Chart
view, then go to View → Table: → Entry. Select Tools → Tracking → Save Baseline from the
menu make sure the Save baseline radio button is selected, then click the Entire project option
and click OK.
Quiz
1. To organize open project files on your screen, select Window → _____.
A. Order All
B. View All
C. Organize All
D. Arrange All
2. Light-gray tasks that are linked across projects are called _____ tasks.
A. ghost
B. phantom
C. ghoul
D. spooky
3. Where do your open project files reside when you are working on them?
A. a laborspace
B. a workspace
C. outerspace
D. a projectspace
4. A resource pool project file has tasks in it. (True or False?)
5. A project that is inserted into a master project is called a what?

A. Consolidated file
B. Subproject
C. Resource pool
D. Potted flower
6. After you insert projects into a consolidated file, you can still access each
of the projects separately. (True or False?)
7. In which tab of the Options dialog box can you change multiple critical path
options?
A. Tab key
B. General tab
C. Calculation tab
D. Edit tab
8. How might you resize a project table?

A. Maximize or minimize your Project screen.
B. Will it to be bigger or smaller with telekinesis.
C. Grab the divider bar and drag it left or right.
D. Scoot your chair closer to or further from your computer.
Homework
2. Navigate to your practice files and open the Homework 8A database and the
Homework 8B database.
3. Arrange the two projects you have open on your screen. (Hint: Go to the Window
menu.)
4. Link task #13, “Sell lemon bars at stand,” in Homework 8B to a predecessor task,
task #15, “Dye the dog lemon yellow,” in Homework 8A.
5. Create a resource pool between Homework 8A and Homework 8B. (Remember to
make sure you don’t have any resource duplicates with different names, and to check
the start and finish dates of each Homework project.)
6. Save a workspace named “Lemonade.”
7. Create a new consolidated project window for Homework 8A and Homework 8B to
save them as one project.
8. Add a new column to the Task Entry table in the new “Lemonade” consolidated
project’s Gantt Chart. Have the column show a “Project” field and title the column
“From.”

9. View all of the multiple critical paths in your new “Lemonade” consolidated project.
10. Save an overall project baseline for your new “Lemonade” consolidated project.
Quiz Answers
1. D. To organize open project files on your screen, select Window → Arrange All.
2. A. Light-gray tasks that are linked across projects are called ghost tasks.
3. B. Your open project files reside in a workspace when you are working on them.
4. False. A resource pool project file only has resources in it.
5. B. A project that is inserted into a master project is called a subproject.
6. True. After you insert projects into a consolidated file, you can still access each of the
projects separately.
7. C. You will probably need to balance your tracked progress, because no project is perfect.
8. C. To resize a project table, grab the divider bar and drag it left or right.
Chapter Nine:
Customizing the
Project
• Change Bar Styles • Have a project in which
you have entered
• Create Custom Groups, Tables, Forms, Reports, and Views tasks, costs, and
resources
• Use the Organizer
• Know the basic
• Add Hyperlinks to Tasks and Resources elements of the
Project 2000 screen
Chapter Task: Customize your project
You might think that you need to be a computer expert to customize Project 2000 elements,
but you’re wrong. The user-friendly lessons in this chapter help you create and customize
menus, filters and forms with ease. It’s good to know how to customize elements, even if you
think you’ll be using Project’s default elements most of the time. A person involved with your
project may want to see very specific information, or might want to enter information into a
precise project area. Being able to customize elements allows you to get extremely detailed
with organizing or finding information in your project. Through customizing your project
elements, you can tailor your project to fit your specific needs.
Lesson 9-1: Changing Bar Styles

Figure 9-1
The Bar Styles dialog box
Figure 9-2
Select the chart
The changed task bar element you
styles want to change
in this area.
Apply styles to
a chart element
in this area.
Figure 9-1
Figure 9-2
You are becoming tired of looking at your blue/black/red Gantt Chart every day; your Gantt
Chart needs some serious style changes. Thankfully, the makers of Project took mercy on your
To format your whole
style-sensitive feelings and created the Bar Styles dialog box. Give your Gantt Chart bars
Gantt Chart, press the
some personality.
Gantt Chart Wizard
button.
1. Navigate to your practice files and open Lesson 9A. Save the file as
Custom Project.
Open the Bar Styles dialog box and put your good taste to use.
2. Select Format → Bar Styles from the menu.
The Bar Styles dialog box appears.

Chapter Nine: Customizing the Project 213
3. Under the Name column, click on Task.

Designate the task bars to be fuschia-colored and patterned with vertical stripes.
4. In the Bars tab, select Fuschia in the Color text box and vertical stripes
in the Pattern text box, and then click OK.
Your task bars are now fuschia-striped.
Note that there are a number of other options you can change in the Bar Styles dialog
box.
Quick Reference
To Open the Bar Styles
dialog box:
• Select Format → Bar
Styles from the menu.
To Change Bar Styles:
• Open the Bar Styles
dialog box and customize
your bars.
Lesson 9-2: Creating Custom

Groups
Figure 9-3
Check this
The More Groups dialog option to
box display the
new group in
the Group By
Figure 9-4 menu.
The Group Definition
dialog box
The grouped project
Figure 9-4
Figure 9-5
Project 2000 has groups you can use to group your information, but you still may want to
create your own groups. You should already know how to group information before you begin
this lesson.
While you’ve been working on the wedding project, you’ve had a bit of trouble with a couple
of your tasks. For instance, Seamstress Bob wouldn’t sew your dresses until he had horsehair
thread shipped in from Turkey. And ordering the cake has been a major pain because the baker
can’t find fishing pole-shaped tiers, which you must have. Make a group for tasks that are
hard to work with.


2. Select Project → Group by: → More Groups from the menu.

The More Groups dialog box appears. Create a new group.
3. Click the New button in the More Groups dialog box.
The Group Definition dialog box appears. Name the group.
4. Type Hard to Work With in the Name field.
Now enter a grouping definition.
5. Select the Text 1 field from the Group By drop-down list.
Project will search for and group by the information in this field.
6. Select Descending from the Order drop-down list.
Now format the group’s font.
7. Click the Font button. Select the Albertus MT font style and click OK.
You are back at the Group Definition dialog box.
You are ready to include your new group in the More Groups dialog box.
8. Click OK to close the Group Definition dialog box.
You are back to the More Groups dialog box. Your new group, “Hard to Work With”
appears in the More Groups dialog box. Apply your new group to your project.
9. Click Apply.
The project appears grouped by the “Hard to Work With” group, as shown in Figure
9-5.
10. Select Project → Group by: → No Group from the menu.
The project is no longer grouped in the Hard to Work With group.
Quick Reference
To Create a Custom
Group:
by → More Groups from
the menu.
2. Click the New button in
the More Groups dialog
box.
3. Type the group name in
the Name field.
4. Select a field to group by
in the Group By drop-
down list.
5. Choose Ascending or
Descending order.
6. Click OK.

Filters
Figure 9-6
The More Filters dialog
box
Figure 9-7
The Filter Definition dialog
box
The project using the Hard

to Work With filter Figure 9-7
Figure 9-8
We do not advocate
You may want to create your own filters if standard filters don’t provide what you need. For
modifying original
example, you may want to filter a screen only for tasks with costs over $500 in the month of
filters. Instead, copy a February, but Project 2000 doesn’t offer that filter. Thus, you will need to create your own
filter first and then filter. In this lesson, you are going to learn how to create your own custom filters.
modify it to customize
it for your use. 1. Select Project → Filtered for: → More filters from the menu.
The More Filters dialog box appears.
2. Click the New button in the More Filters dialog box.
The Filter Definition dialog box appears. Name the new filter.
3. Type Hard to Work With in the Name field.
Now set the criteria for the Hard to Work With filter.

4. Click the Field Name list arrow and select Text 1 from the drop-down
list.
The filter will look at the criteria in this field.
5. Click the Test list arrow and select contains from the drop-down list.
The filter will test the information in the Text 1 field for each task to see if it contains
the value specified.
6. Click the Value(s) list arrow and type Yes.
The filter will filter out any tasks that contain “Yes” in the Text 1 field.
Ready to try it?
7. Click OK to close the Filter Definition dialog box.
The More Filters dialog box appears.
8. Select the Hard to Work With filter and click Apply.
The project is filtered to show only tasks that contain the value “Yes” in the Text 1
field, as shown in Figure 9-8.
9. Select Project → Filtered for: → All Tasks from the menu.
All the tasks are displayed once again.
You can also create filters with multiple tests and values. Refer to the table below to
create more complex filters.
Table 9-1: Filter Tests

Test Description
equals Displays tasks or resources with field contents that exactly match the value.
does not equal Displays tasks or resources with field contents that do not exactly match the
value.
is greater than Displays tasks or resources with field contents that are greater than the value. Quick Reference
is greater than or Displays tasks or resources with field contents that are greater than or equal to To Create a Custom Filter:
equal to the value.
is less than Displays tasks or resources with field contents that are less than the value. Filtered for → More
filters from the menu.
is less than or Displays tasks or resources with field contents that are less than or equal to the
equal to value. 2. Click the New button in
the More Filters dialog
is within Displays tasks or resources with field contents that fall within the range box.
specified by the two values. 3. Type the filter name in the
is not within Displays tasks or resources with field contents that fall outside of the range Name field.
specified by the two values. 4. Select the field to filter by
contains in the Field Name drop-
Displays tasks or resources with field contents that contain the value.
down list.
does not contain Displays tasks or resources with field contents that do not contain the value. 5. Select the criteria by
which you want to test
from the Test drop-down
contains exactly Displays tasks or resources with field contents that contain a task or resource
list.
that exactly matches the value. This is different from the equals test because
the contains exactly test can operate on fields such as Resource Names or 6. Enter the value you want
Predecessors, which can list multiple values at once. to filter in the Value(s)
field.

Tables
Figure 9-9
The More Tables dialog
box
Figure 9-10
The Table Definition dialog
box
Figure 9-9
Figure 9-11
The project in the new
Task Costs/Durations
Figure 9-10
table
Figure 9-11
When you are in a view, you can choose how to view task and resource information by using
various tables. You should already know how to change tables in a view—that is a basic move
in Project 2000. But you probably don’t know how to create a custom table yet, which is what
this lesson will teach you to do.
Create a custom table that shows task ID, costs and durations together.
1. Navigate to your practice files and open Lesson 9B. Save the file as
Custom Project.

2. Select View → Table: → More tables from the menu.

The More Tables dialog box appears, as shown in Figure 9-9. Create a new table.
3. Click the New button in the More Tables dialog box.
The Table Definition dialog box appears. Give your new table a name.
4. Type Task Costs/Durations in the Name field
Now define the table criteria.
5. Click in the first row in the Field Name field and type ID.
“ID” will be the first field in the table.
6. Click in the first row in the Align Data field and select center from the
drop-down list.
This means that the task ID will be aligned in the center of its field on the table.
7. Click in the first row in the Width field and type 5.
The width of the task ID field will be 5 characters wide.
8. Click in the first row in the Title field and type ID.
The title of the ID field will be ID.
9. Click in the first row in the Align Title field and type Left.
The title will be aligned to the left in the title field. You are done defining the task ID
field. Now define the fields for the task name, task duration, and task cost.
10. Enter the following information in the Table Definition dialog box.
Field Name Align Data Width Title Align Title

Name Left 25 Task Name Left
Cost Right 12 Total Cost Center
Duration Right 12 Duration Center
The table you create will use all this criteria to organize the information.
11. Click OK.
The Table Definition dialog box closes and you are back to the More Tables dialog
box. Notice that your new table, “Task Costs/Durations” is listed in the More Tables
dialog box. Quick Reference
12. Select Task Costs/Durations in the More Tables dialog box and click To Create a Custom Table:
Apply.
Awesome! Your new table is applied to the Gantt Chart! Drag the divider bar between More Tables from the
the table and the chart to the right so you can see all of the table fields. menu.
13. Select View → Table: → Entry from the menu. 2. Click the New button in
The project is returned to the original view. the More Tables dialog
box.
3. Give the table a name.
4. Enter field names,
alignments, width, and
titles.
5. Click OK.
6. Select your new table in
the More Tables dialog
box and click Apply.

Forms
Figure 9-12
The Item Information
dialog box for a field
Figure 9-13
Positioning a field item
next to a text item
Figure 9-14
A custom from with a text
item, two field items, and a
group item
Figure 9-15
A custom from with a text Figure 9-14 Figure 9-15
item, three field items, and
a group item
Figure 9-16
The Customize Forms
dialog box
Figure 9-17
Figure 9-17
The Updates dialog box of
the selected task 22 Figure 9-16
For people who don’t know how to use Project 2000, forms are the easiest place to enter
project information. They especially come in handy when you need information entered
quickly.
Create a custom form so Project is easier to use.
1. Select Tools → Customize → Forms from the menu.

The Customize Forms dialog box appears. We are going to create a Task form in this
lesson.
2. Click the Task bullet and click the New button.
The Define Custom Form dialog box opens. Define your new custom form.
3. Type Updates in the Name textbox and click OK.
You are now in the Custom Form Editor. Enter text into it.
Define Custom
Form dialog box 4. Select Item → Text from the menu.
A text field appears in the skeleton of your “Updates” form. Enter a field name in the
text field.

5. Double-click the text field to view the Item Information dialog box. Type
Task Name in the Item Information dialog box and click OK.
Now add a text field to the form.
6. Select Item → Fields from the menu. Click the Field list arrow and
select Name from the drop-down list. Click OK.
The Name textbox appears underneath the Task Name field. Move the Name textbox
so it sits to the right of the Task Name field.
7. Click and drag the Name textbox so it sits to the right of the Task Name
field, as shown in Figure 9-13. The Item menu
Enter a field for cost. contains your form
options.
8. Select Item → Field from the menu. Click the Field list arrow and select
Cost from the drop-down list. Click OK.
A Cost field textbox appears in the form.
Enter a group box on the form named “Notes”.
9. Select Item → Group Box from the menu.
A Group box appears on your form. Name and format it.
10. Double-click the Group box. Type Notes in the Item Information dialog
box and click OK.
Now resize and place the group box.
11. Click and drag the Group box below the Cost field. Then grab the right
side of the Notes box and drag it so it covers the length of the form, as
shown in Figure 9-14.
Now enter a field in the Notes box.
12. Select Item → Field from the menu. Click the Field list arrow and select
Notes from the drop-down list. Click OK.
Quick Reference
A new Notes field appears on your form. Move and resize it.
To Create a Custom Form:
13. Drag the new Notes field to inside of the Notes box, and resize it, as
shown in Figure 9-15. 1. Select Tools →
Customize → Forms
Finally, you’re done adding items to your form. from the menu.
14. Select File → Save from the menu. Then select File → Exit from the 2. Click the New button in
menu to close the Custom Form Editor. the Forms dialog box.
You are back to the Customize Form dialog box. 3. Give your new form a
Your new custom form, “Updating” is in the Customize Form dialog box list. Try out name, a keystroke
your new form on a task. (optional), and press OK.
15. Click Cancel to close the dialog box. Select task 22 Book DJ for Dance. 4. Select the Item menu
This is the task you want to update. Go ahead and retrieve the Updates form you just and insert the text, group
created. boxes, buttons, or fields
you would like on your
16. Select Tools → Customize → Forms from the menu.
form.
The Forms dialog box appears.
5. Format the items you
17. Select Updates from the list in the Forms dialog box and click Apply. added to the form.
The form you created appears on the screen with the information for the specified 6. Select File → Save from
fields for the task. Now, update the cost of this task. the menu.
18. Type $500 in the Cost field and click OK. 7. Select File → Exit from
The task is updated, and your custom form is a great success. the menu.
Lesson 9-6: Creating a Custom

Report
Figure 9-18
Press the New button in
the Custom Reports dialog
box to create a new
report.
Figure 9-19
Modify your new,
customized report in a
Figure 9-18
definition box.
Preview the custom report
Figure 9-20
Although Project 2000 offers you 22 predefined standard reports to work with, you may find
that none of them fit your needs. Thus you can edit—define, sort, or choose details for—an
existing report, or you can create your own custom report. Create a new custom report in this
lesson.

The Reports dialog box appears. Choose to create a custom report.
2. Select the Custom report category button and click the Select button.
The Custom Reports dialog box appears. We don’t want to choose any of the existing
reports in the list because we want to make a new report.

3. Click the New button in the Custom Reports dialog box.

The Define New Report dialog box appears. We want to create a calendar report.
4. Select Monthly Calendar from the list and click OK.
The Monthly Calendar Report Definition dialog box appears. Format the report for
Mrs. Fru Fru.
5. Type Mrs. Fru Fru in the Name textbox.
The customized report will be identified by this name
6. Click the Filter list arrow and select Incomplete Tasks from the drop-
down list.
The report will include incomplete tasks in the project.
7. Click the Calendar list arrow and select Mrs. FruFru the Wedding
Planner from the drop-down list.
The report will use the information from this resource’s calendar.
8. Check the ID checkbox in the Label tasks with section.
You are done choosing custom report formatting options and ready to preview your
new report.
9. Click OK.
You return to the Custom Reports dialog box.
Preview your new report.
10. Select Mrs. FruFru from the Reports list. Click the Preview button.
Terrific! You can see the custom report you just made!
11. Close all dialog boxes and project files.
Quick Reference
To Create a Custom
Report:
from the menu.
Select.
3. Click the New button.
4. Select a type of report to
create and click OK.
5. Choose your custom
report formatting options
and click OK.
6. Select your new report
name from the list and
click Preview to preview
it.
Lesson 9-7: Creating a Custom

View
Figure 9-21
The View Definition dialog
box
Figure 9-22
The project in the new
Work Resource view
Figure 9-21
Figure 9-22
Though Project has many different views, you can still create a custom view for your wedding
planning project. For example, you might want to create a view that is automatically filtered
and grouped for certain information without having to go to menus to filter and group. You
can create a view from scratch, modify a copy of an existing view, or directly modify a view.
Do not directly modify a view; instead, make a copy of a view before you make
modifications.


3. Click the New button in the dialog box.

The Define New View dialog box appears. Create a single view.
4. Select the Single view option and click OK.
The View Definition dialog box appears. Define your new custom view.
5. Make these entries/selections in the View Definition dialog box, as
shown in Figure 9-21.
Name: Work Resources

Screen: Resource Sheet
Table: Entry
Group: Resource Group
Filter: Resources – Work
6. Click OK.
The View Definition dialog box closes, and your new custom view, “Work Resources,”
appears in the More Views dialog box. Apply it to your project.
7. Select Work Resources view and click Apply.
Your new custom view is applied to your project, as shown in Figure 9-22. The
information is filtered for work resources and grouped by work group just like you
wanted it to be.
Quick Reference
To Create a Custom View:
Views from the menu.
2. Click the New button.
3. Make sure the Single
View bullet is selected
and click OK.
4. Enter a name, screen,
table, group, and filter.
5. Select your new view and
click Apply.
Lesson 9-8: Using the Organizer

Figure 9-23
The Tables tab in the
Organizer dialog box
Figure 9-24
You can copy tables
between files in the
Organizer dialog box
Figure 9-23
Figure 9-24
In order to complete this lesson, you should have already created some custom groups, tables,
forms, and filters. This is because this lesson is about sharing your custom tables, forms, and
filters with other projects. Without the organizer, the custom elements you created would only
be available in the project in which you created them.
You already have the wedding project your table will be copied from open, Lesson 9C. Now
open the lemonade stand project that the table will be copied to using the Organizer.
1. Navigate to your practice files and open Lemonade Stand.

Now look at the tables available in this Lemonade Stand Project.
2. Select View → Table: from the menu.
Notice that there is no table named “Task Costs/Durations.” That is because the “Task
Cost/Durations” table is one you custom created in the wedding project; no new
custom tables have been created in the lemonade stand project. Go to the wedding
project and get the “Task Costs/Durations”.

3. Select Window → Lesson 9C from the menu.

Lesson 9C, the wedding project, appears in front of the lemonade stand project. Now
open the organizer.
4. Click on Tools → Organizer, and click on the Tables tab.
The dialog box appears, as shown in Figure 9-23. It displays the elements available in
the global project template, and in the wedding project, Lesson 9C.
NOTE: If you want to transfer a filter, group, or other item, choose a different tab.
Now begin the table transfer from Lesson 9C to the Lemonade Stand project.
5. Click the Tables available in list arrow and select Lemonade Stand
from the drop-down list.
The dialog box displays the tables available in the Lemonade Stand project and the
Lesson 9C wedding project.
6. Select Tasks Costs/Durations from the Lesson 9C list in the dialog box.
Transfer it to the Lemonade Stand project.
7. Click the Copy button in the dialog box.
The Task Costs/Durations custom table is transferred to Lemonade Stand.
8. Click the Close button to close the Organizer dialog box.
Your custom “Task Costs/Durations” table has been copied from the wedding project to
the lemonade stand project.
Now check to see if the table has actually been copied into the Lemonade Stand
Quick Reference
project. To Use the Organizer:
9. View the Lemonade Stand project. Select View → Table → Tasks 1. Open the project you
Costs/Durations from the menu. want to import an item to,
The Lemonade Stand project is shown in the Tasks Costs/Durations table copied from and open the project you
Lesson 9C. want to import an item
10. Now close the Lemonade Stand project without saving changes.
from.
2. Select Tools →
Organizer from the
menu.
3. Click on the tab for the
item you want to import
(ex: Tables tab, Forms
tab, etc.).
3. In the left Tables
Available In textbox
drop-down list, choose
the project you want to
import an item to.
4. In the right-hand list of
items under the project
you are importing from,
select an item to import to
the other project.
5. Click the Copy button to
import the item to the
other project.
6. Click Close to close the
Organizer dialog box.
Lesson 9-9: Add Hyperlinks to

Tasks and Resources
Figure 9-25
The Insert Hyperlink
Click to link to a Web
dialog box page or Internet file.
Click to link to a place

in the project file.
Click to link to a new

document you will go
back to and change.
Click to create a link

to an email message.
Figure 9-25
Task and Resource hyperlinks allow users to access existing files or Web pages, link to other
tasks and resources, open other documents, or send e-mail. In other words, hyperlinks help
you to increase your Project functionality.
1. Click the Resource Sheet button in the View panel.

View the project in the hyperlink table.
2. Select View → Table → Hyperlink from the menu.
Notice the hyperlink and address columns.
Add a hyperlink.
3. Select resource 17, All-80’s DJ Team and select Insert → Hyperlink
from the menu.
The Insert Hyperlink dialog box appears.
4. Type The 80s Server in the Text to display textbox.
Whatever you type in the “Text to display” textbox will appear in the “Hyperlink” table
column.
Enter a destination for the hyperlink.
5. Type http://www.80s.com in the Type the file or Web page name
textbox.
Whatever you enter in the “Type the file or Web page name” textbox will appear in the
“Address” table column.
6. Click OK.
The hyperlink has been inserted!
Next, view your Gantt Chart and add a file hyperlink to your “Order Cake” task.
Connect the task to a file that holds a picture of your dream wedding cake.

7. Click the Gantt Chart button from the Views panel, then select View →
Table → Hyperlink from the menu.
You can now see the Hyperlink table. Add a file hyperlink.
8. Select task 25, Order cake and click the Insert Hyperlink button on the
Standard toolbar.
The Insert Hyperlink dialog box appears.
Enter a name for the hyperlink in the “Text to display” textbox, and then browse for the
file you want to link to.
9. Type Dream Cake in the Text to display textbox. Click the File button to
browse for the cake file.
The Link to File dialog box appears. Find the cake file in your practice files.
10. Navigate to your practice files and select the Cake file. Click OK.
Cake.doc now appears in the “Type the file or Web page name” textbox.
11. Click OK to close the Insert Hyperlink dialog box and add the link.
The hyperlink has been added.
That’s the basic procedure for adding hyperlinks to tasks or resources in a project.
12. Close the Lesson 9C file.
Quick Reference
Before You Add a
Hyperlink:
• Choose your
appropriate view (Gantt
Chart, Resource Sheet,
etc.) and select View →
Table → Hyperlink from
the menu.
To Add a Hyperlink to a
Task or Resource:
1. Select the task or
resource and select
Insert → Hyperlink from
the menu.
2. Enter text in the Text to
Display textbox.
3. Select the type of
hyperlink you want to
insert, and enter the
address or file name of
the hyperlink’s
destination.
4. Click OK.
Chapter Nine Review
Lesson Summary
Changing Bar Styles
• To Open the Bar Styles dialog box: Select Format → Bar Styles from the menu.
• To Change Bar Styles: Open the Bar Styles dialog box and customize your bars.
Creating Custom Groups

• Select Project → Group by → More Groups from the menu. Click the New button in the More
Groups dialog box and type the group name in the Name field. Select a field to group by in the
Group By drop-down list, choose Ascending or Descending order, and click OK.
Creating Custom Filters

• Select Project → Filtered for → More filters from the menu. Click the New button in the More
Filters dialog box and type the filter name in the Name field. Select the field to filter by in the Field
Name drop-down list. Select the criteria by which you want to test from the Test drop-down list.
Enter the value you want to filter in the Value(s) field.
Creating Custom Tables

• Select View → Table → More Tables from the menu and click on the New button. Give the table
a name. Enter field names, alignments, width, and titles and then click OK. Select your new table in
the More Tables dialog box and click Apply.
Creating Custom Forms

• Select Tools → Customize → Forms from the menu, and click the New button. Give your new
form a name and, if you want, a keystroke shortcut, and press OK. Select the Item menu and
select the text, group boxes, buttons, or fields you would like on your forms and then format them.
Select File → Save from the menu to save your form and select File → Exit to close the Custom
Form Editor.
Creating Custom Reports

• Select View → Reports from the menu. Select a report category button and then click Select.
Click the New button. Select a type of report to create and click OK. Choose your custom report
formatting options and click OK. Select your new report name from the list and click Preview to
preview it.
Creating Custom Views

• Select Views → More Views and click the New button. Make sure the Single View bullet is
selected and click OK. Enter a name, screen, table, group, and filter, and click OK. Select your new
view and click Apply.

Using the Organizer

• Open the project you want to import an item to, and open the project you want to import an item
from. Select Tools → Organizer from the menu. Click on the tab for the item you want to import
(ex: Tables tab, Forms tab, etc.). In the left Tables Available In textbox drop-down list, choose the
project you want to import an item to. In the right-hand list of items under the project you are
importing from, select an item to import to the other project. Click the Copy button to import the
item to the other project. Click Close to close the Organizer dialog box.
Adding Hyperlinks to Tasks and Resources

• Before you Add a Hyperlink: Choose your appropriate view (Gantt Chart, Resource Sheet, etc.)
and select View → Table → Hyperlink from the menu.
• To Add a Hyperlink to a Task or Resource: Select the task or resource and select Insert →
Hyperlink from the menu. Enter text in the Text to Display textbox. Select the type of hyperlink
you want to insert and enter the address or file name of the hyperlink’s destination and click OK.
Quiz
1. You can change the look of your Gantt bars in the __________.
A. Group Definition dialog box
B. Barber shop
C. Formatting menu
D. Bar Styles dialog box
2. Which of these can you NOT create in Project 2000?

A. Filters
B. Floaters
C. Forms
D. Tables
3. The Organizer allows you to share custom tables, forms, and filters with
other projects. (True or False?)
4. Which of these is NOT a way to customize a view?

A. Create a view from scratch
B. Modify a copy of an existing view
C. Erase a Project 2000 default view
D. Directly modify a view
5. Menus are saved in what file?

A. ProjectTemplate.mpt
B. Global.mpt
C. MENUS.mpt
D. Kermit_the_frog.mpt
6. Macros are a series of ______ and ______.

A. noodles, cheese
B. functions, linking properties
C. linking properties, commands
D. commands, functions
7. How many types of hyperlinks can you add to tasks or resources?

A. Four
B. Ten
C. Twelve
D. Fifty
Homework
3. Select Format → Bar Styles from the menu to open the Bar Styles dialog box, then
make your task bars green with a solid (no dots or stripes) pattern.
4. Use the Organizer to copy a custom form called “LemonLaws” from the Homework
9 project file to the Wedding Preparation project file. Make sure that the Homework
9 project file is still open, then open the Wedding Preparation project file. Go to
Format → Organizer → Forms tab.
In the left “Forms Available In” textbox, select Homework 5 from the drop-down
list. Then copy the “LemonLaws” form from Homework 5 to Wedding Preparation.
Go back to the Gantt Chart.
5. Select View → More Views from the menu and create a new single view with these
properties:
Name: Detailed Incomplete Tasks
Screen: Gantt Chart
Table: Schedule
Group: No Group
Filter: Incomplete Tasks

Choose to show your new view, and then apply it to your screen. Go back to your
default Gantt Chart.
6. Add a Web address hyperlink to any task in the Gantt Chart.
Quiz Answers
1. D. Format your task bars in the Bar Styles dialog box.
2. B. There is no such thing as a “floater” in Project 2000.
3. True. The Organizer allows you to share elements between projects.
4. C. Erasing a Project 2000 default view does not allow you to customize.
5. B. Menus are always saved in the Global.mpt file.
6. D. Macros are a series of commands and functions.
7. A. You can add four types of hyperlinks to task or resources: Web address, E-mail, File,
and Current document.
234 Index
Index
A E
Assign Earned Value........................................142
material resource............................... 92 editing
new calendar ..................................... 74 redo ....................................................30
reassign work .................................. 158 spelling...............................................30
work .................................................. 90 undo ...................................................30
C F
Calendar Filter ....................................................116
assign ................................................ 74 Autofilter .........................................120
create new ......................................... 28 resources ..........................................118
Consolidate ......................................... 184 tasks .................................................117
master project.................................. 184
G
new window.................................... 186
subproject........................................ 184 Group
Cost resources ..........................................114
accrue................................................ 95 tasks .................................................112
earned value .................................... 142
entry .................................................. 94 H
fixed .................................................. 96 help
per use............................................... 94 contents and index .............................40
rate-based .......................................... 94 Office Assistant..................................40
update.............................................. 136 tutorials ..............................................40
view................................................... 97 What's This ........................................40
critical path hyperlinks ............................................224
multiple projects ............................. 192
view................................................. 122 L
Custom Lag time.................................................66
bar style........................................... 208 Lead time ...............................................66
filters ............................................... 212 Leveling
forms ............................................... 216 automatically....................................154
groups ............................................. 210 manually ..........................................156
reports ............................................. 218 Linking
tables ............................................... 214 projects.............................................188
views ............................................... 220
M
D
Milestone .....................................See Task
database................................................. 16
N
Nonworking time ...................................26

Index 235
O Resource pool
sharing ............................................. 190
Office Assistant......................................40
organizer ..............................................222 S
Overallocation .....................................152
Saving
balancing..................................154, 156
baseline plan ......................................36
leveling ............................154, 156, 158
baseline plan .................................... 200
reassign work...................................158
file......................................................34
Overtime ..............................................160
interim plan........................................38
P web page.......................................... 178
Scheduling
Planning Wizard ....................................34
Effort-driven ......................................70
Predecessor ..................................See Task
Material driven ..................................70
Print .....................................................125
overtime........................................... 160
Project
Sort ...................................................... 110
insert ................................................184
resources.......................................... 111
planning .............................................12
tasks................................................. 110
screen.................................................18
spellchecker ...........................................31
Project file
Successor ..................................... See Task
create new..........................................20
template .............................................22 T
Project Information
Tables .................................................. 108
defined ...............................................25
Task
dialog box ..........................................21
constraints..........................................72
entering ..............................................24
copy ...................................................54
multiple project statistics .................194
critical.............................................. 122
statistics ...........................................141
deadlines............................................72
project management...............................14
defined...............................................48
Project Statistics ..................................141
delete .................................................54
Project Triangle
details .............................................. 124
description .........................................14
duration..............................................50
R elapsed duration.................................51
entry...................................................48
Recurring task..............................See Task
indicators ...........................................75
Reports.................................................167
insert ..................................................54
contents............................................172
linking................................................62
details...............................................170
milestone ...........................................52
page elements ..................................176
move ..................................................54
page setup ........................................176
overlap...............................................66
sort ...................................................174
phases ................................................58
types.................................................168
predecessor ........................................62
Resource
recurring task.....................................56
assign material ...................................92
splitting..............................................64
assign work........................................90
subtasks .............................................58
availability .........................................84
successor............................................62
balancing overallocation..........154, 156
summary tasks ...................................58
defined ...............................................81
task information.................................60
details...............................................124
task notes ...........................................60
entry...................................................82
unlinking............................................62
grouping.............................................86
update .............................................. 132
overallocation ..................................152
Task information dialog box
schedule .............................................88
defined...............................................61
type ....................................................83
Timescale...............................................32
update ..............................................134
236 Index
trouble spots........................................ 144 Views

common views .................................103
U
critical path ......................................122
Update form views .......................................107
cost.................................................. 136 more views.......................................104
resources ......................................... 134 split views ........................................106
tasks ................................................ 132
W
V
Web page .............................................178
Variance Working time .........................................26
cost.................................................. 140 workspace ............................................196
duration ........................................... 138
work ................................................ 139

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Microsoft®

Lesson 3-4: Changing Resource Schedules .........................................................................88

 2002 CustomGuide, Inc.

How to Use the Lessons

Illustrations show what your

Figure 4-4 Figure 4-5

guide you through the exercise.

 2002 CustomGuide, Inc.

2. Click cell A4 and type Annual Sales.

Chapter Task: Learn the basic functions of Microsoft Project

Lesson 1-1: Plan the Project

Table 1-1: Planning Steps

 2002 CustomGuide, Inc.

Lesson 1-2: Understanding Project

Cost – This includes the people

Scope – This includes the quality, functions, and

 2002 CustomGuide, Inc.

Table 1-2: If/Then in the Project Triangle

Lesson 1-3: What’s New in the

 2002 CustomGuide, Inc.

Table 1-3: What’s New in Project 2000?

Lesson 1-4: Understanding the

1. Open Microsoft Project 2000.

 2002 CustomGuide, Inc.

Table 1-4: The Project 2000 screen

Lesson 1-5: Creating a New File

 2002 CustomGuide, Inc.

2. If necessary, click the General tab in the New dialog box.

Table 1-5: Starting a Project File

Lesson 1-6: Using Project

 2002 CustomGuide, Inc.

1. Select File → New from the menu.

Table 1-6: Standard Project Templates

Lesson 1-7: Entering Project

The project will be

 2002 CustomGuide, Inc.

3. Choose the current date as your project’s start date.

Table 1-7: Project Information dialog box

Lesson 1-8: Set the Working Time

 2002 CustomGuide, Inc.

Lesson 1-9: Create a New

1. Select Tools → Change Working Time from the menu.

 2002 CustomGuide, Inc.

Lesson 1-10: Correcting Spelling

 2002 CustomGuide, Inc.

3. Select Announcements from the Suggestions list and click Change.

Lesson 1-11: Adjust the

Other Ways to Open the

 2002 CustomGuide, Inc.

1. Select Format → Timescale from the menu. Other Ways to Adjust

Lesson 1-12: Saving the Project

Specify the file name

Check this box to

1. Select File → Save As from the menu to save your project.

 2002 CustomGuide, Inc.

Lesson 1-13: Saving a Baseline

Save a baseline plan

 2002 CustomGuide, Inc.

Lesson 1-14: Saving an Interim