Microsoft Project

Create a New Project

Before you create a new project, make sure you have all the project options configured as you want them. Unless you have a unique reason to do otherwise, it is a good practice to start with a blank project.

Configure a Project Calendar

Learn the differences between the Microsoft Project calendars and when to use them. As a general rule, you should use the standard calendar.

Add Tasks to the Project

Learn best practices for adding tasks to a project.

Add Durations to Each Task

Learn to standardize the type of duration you add to tasks in days or weeks for ease of use.

Add Predecessors to Each Task

To link tasks together, the best approach is to insert the predecessor column into the Gantt chart entry table, then link tasks from the top of the project to the bottom.

Create the Critical Path

Utilize the network diagram to see how all the tasks link together and create a critical path.

Add Resources to the Project

When you add resources to a project, you do so by using the resource sheet view. In this view, you can add named, generic, material, and many other types of resources.

Create Resource Assignments

Learn to add resources to a task and identify how much time each resource will require for that task.

Build a Work Breakdown Structure

Once you define the tasks and resource needs for your project, you should create a work breakdown structure -- or WBS. The WBS will make it easier for you to know when one set of activities finish and another begins.

Add Costs to the Project

The best approach to adding these costs is to create cost type resources and assign them to tasks. Once you have a task that represents the cost for the project, you can assign the appropriate cost resources to the task and then enter the amount.

Add Milestones to the Project

You add milestones to a project so you can track the completion of certain groups of tasks. Milestones are not required in a project but you will likely find them helpful when building reports or sharing the project with others.

Add Lag and Review the Critical Path

When you are updating tasks in a project, you might want to make some light adjustments. You can use the free slack field to see how much time you have before the task becomes critical.

Adjust Resource Allocations

Resource allocations display as a red person icon in the indicators column. This column displays in most Gantt chart views. In nearly any task-level view, you can insert the indicators column if you need to.

Create a Baseline

Baselines store certain pieces of information related to your project so you can compare your original plan to the current plan.

Task Status Updates

Updating task status is an important process a project manager should follow. You will get updates from your team and update the project progress.

Resource Assignment Status Updates

When you update resource assignments, you are updating the time a person requires for the task or updating the costs for a task.

Create Custom Views and Tables

Views represent how the current window looks in Microsoft Project. The table defines the column of information you want to see.

Create Custom Fields

Microsoft Project provides many of the fields you need, but if you require your own, you can create them. You can even create formulas and graphical indicators.

Create Graphical Indicators

When you create a custom field, you can further enhance it to use graphical indicators. These indicators allow you to display things like red, yellow, and green flags.

Working with the Timeline

The timeline provides a graphical visualization of your project. The timeline is excellent for reviewing the project’s implementation plan from within PowerPoint or in emails.

Working with the Reporting Module

The reporting module is new for Microsoft Project 2013 and contains most of the capabilities you can use in Microsoft Excel.

Tips and Tricks for Copying Views

When you create custom tables, reports, views, filters, and other custom items, you can copy these from one project to another. You can do this using the organizer.

Tips and Tricks for Replacing Resources

When you have resources on a project, you may need to replace them at some point in time. Learn best practices to replace a resource.

Tips and Tricks for Printing

You can print nearly anything in Microsoft Project, but you cannot print multiple items displayed on the screen.

Conclusion

An overview of key takeways from previous lessons in the course.