Project Knowledge

Inserting a new task within an existing task list

Have you wanted to quickly insert a new task within an existing task list in your project plan?

Tasks can be added anywhere within the existing task list. 

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to insert a new task within an existing task list:

1. Click on the task description below the desired insertion point.

2. Select New Task from the Insert menu or press the INSERT key.

3. Enter the task name , with ENTER or  to confirm.

4. Add the remaining tasks as shown below, to complete the task list:

TIP:   New lines on tables are inserted ABOVE the cursor’s position.

 

If you are using Microsoft Project 2010, an alternative approach to inserting a new task is as follows:

1. Click on the task description below the desired insertion point:

2. On the Task tab, in the Insert group, click Task.

3. Creating a new task at the insertion point:

4. Overtype the name for the new task as Assemble and brief project team:

TIP:   New lines on tables are inserted ABOVE the cursor’s position.

 

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Editing a table’s definition within Microsoft Project

Tables are simply sets of columns, containing fields from the project’s database.  There are tables for task-based and resource-based views. As well as inserting (or hiding) table columns directly, a table can also be directly edited within the Microsoft Project table library.  

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

If you are using Microsoft Project 2003/2007, to achieve this:

1. From the View menu, choose Table, then choose More Tables:

2. Select as above, and then click .

3. Use the  button to add new rows and fields as ringed below:

4. Confirm the revised definition with OK, and then click  .

TIP:   Keep frequently used tables in the menu; less frequently used ones within the table library.

 

Often, an additional column is needed to show specific information. If you are using Microsoft Project 2010, an alternative approach to editing a Microsoft Project table is as follows:

To add a column to the current table:

1. Click on the column header Add New Column (to the right of the column list).

2. Type the letter ‘T’ (to just list fields starting with T).

3. Select Text1 as below:

4. Repeat steps (1) and (2) to add the Text2 field to the current table.

5. Repeat steps (1) and (2) to add the Indicators field to the current table.

Columns can also be deleted from tables.  

1. Click on an unwanted column.

2. On the Format tab, in the Columns group, click Hide Column from the Column Settings drop down:

TIP: Changes made to table columns are saved with the project document and can be shared with other projects using the Organizer tool.

 

 

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Creating Milestones within Microsoft Project

During the project planning process, intermediate target dates can be set within the overall scope of the project.  These are known as key dates or ‘Milestones’.  Milestones indicate significant moments in a project’s life; for example, they may indicate the start or end of a project phase or the overall project itself. Milestones should be few in numbers so as not to dilute their message.  They should also be spread evenly throughout the project’s lifecycle. 

It is also important from a planning perspective to decide upon how many milestones a project should require to provide adequate strategic information - not too many and not too few.

Within Microsoft Project 2003/200, a default 1-day duration task can quickly be turned into a milestone by entering a duration of 0 days, displayed (by default with a date appended) as: 

• for Microsoft Project 2003/2007
• for Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to create a Milestone:

1. Click on the task’s description box to add a milestone to the current project at the base of an existing task list:

2. Enter the task’s name (as displayed on the entry bar):

3. 

4. Confirm with ENTER or 

5. This will create an initial 1-day task bar (the default task duration) thus: 

6. Now enter over the initial default 1 day duration value with a duration of 0 days to create a Milestone within the project plan:

As a general tip, decide milestone positions and naming with key project stakeholders.

 

If you are using Microsoft Project 2010, an alternative approach to creating a Milestone is as follows:

1. Click on the insertion point for the milestone:

2. On the Task tab, in the Insert group, click Milestone.

3. Creating a new milestone at the insertion point:

4. Overtype the name for the new milestone as Project signoff and authorisation.

As a general tip, decide milestone positions and naming with key project stakeholders.

 

 

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Using Text Styles in Microsoft Project

Rather than use the formatting toolbar for changes to the current object’s text, styles can be applied by task type to show emphasis.

• for Microsoft Project 2003/2007
• for Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to emphasise a Gantt Chart view’s summary task’s text:

1. From the Format menu, select Text Styles.

2. Set the dialog as below, noting the ‘Sample’ area:

3. Click OK to confirm the change of style to ALL summary tasks’ text.

Rather than use buttons in the Font group of the Task tab for changes to the current object’s text, styles can be applied by task type to show emphasis.

 

If you are using Microsoft Project 2010, to emphasise a Gantt Chart view’s summary task’s text:

1. On the Format tab, in the Format group, click Text Styles.

2. Set the dialog as below, noting the Sample area:

3. Click OK to confirm the change of style to ALL summary tasks’ text.

 

 

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Using custom fields – Creating lookup tables

Along with Microsoft Project’s predefined fields, custom fields can also be created.  They can be simple free-format fields or they can contain lookup tables and outline codes.  They may also contain formulae and display graphical indicators.  

• View walkthrough for Microsoft Project 2003/2007
• View walkthrough for for Microsoft Project 2010

Adding table columns

Often, a column is needed temporarily to show specific project information.  

If you are using Microsoft Project 2003/2007, to add a column to the current table:

1. Click on a column’s title to the right of where the new column will go (Start column).

2. From the Insert menu, select Column, choosing the desired field to place in the column:

3. Click on  to automatically display the column at its optimum width.

 

Creating a custom field containing a lookup table 

If you are using Microsoft Project 2003/2007, to create a custom field:

1. Select the ‘Text 1’ field by clicking on its row heading:

2. From the Tools menu, select Customize, and then select Fields.

3. Click on the  button and enter “Cost Area” as the new name for the field.

4. Click on  and enter in as below:

5. Click CLOSE to confirm the entry, followed by OK to then apply the field and its value list.

With the value list created, tasks can now be edited by applying appropriate values: 

 

Adding table columns

Often, a column is needed temporarily to show specific project information.  

If you are using Microsoft Project 2010, to add a column to the current table:

1. Click on the column header Add New Column (to the right of the column list).

2. Type the letter T (to just list fields starting with T).

3. Select Text1 as below:

Creating a custom field containing a lookup table

If you are using Microsoft Project 2010, to create a custom field:

1. Select the Text1 field by clicking on its row heading:

2. On the Format tab, in the Columns group, click Custom Fields. 

3. Click on the Rename button and enter “Cost Area” as the new name for the field.

4. Click on the Lookup button and enter in as below:

5. Click Close to confirm the entry, followed by OK to then apply the field together with its lookup table.

With the value list created, tasks can now be edited by applying appropriate values: 

 

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Baselining a Project Plan

The optimised project plan represents the best possible model of what should actually happen to the tasks and the people that work upon them.  As a great deal of effort has gone into creating this project model, some managers expect the project to follow its plan exactly.  Unfortunately, as reality rarely goes according to plan, the plan must be updated and maintained.

If the manager of the project knows what did happen and, more importantly, what is expected to happen, the project will have the greatest chance of success. 

Saving a baseline as a reference

 Before updating with actual progress, the project must be baselined to create the necessary reference.  

• for Microsoft Project 2003/2007
• for Microsoft Project 2010

 

 

If you are using Microsoft Project 2003/2007, to save the baseline:

1. From the Tools menu, select Tracking and then select Set Baseline.

2. Fill in the dialog accepting the defaults, then confirm with OK.

Using views that show baselines

To assist the update process, a view that compares what has happened, what will happen and what should have happened, would be useful.  A view providing all this information is available:

1. From the Window menu, select Remove Split (if applicable).

2. From the View menu, select Tracking Gantt.

3. Click on any task within the displayed table, then  to bring the task bars into view.

4. Baseline bars are displayed in grey and are currently in line with the bars indicating the current schedule, which are displayed immediately above them:

 

If you are using Microsoft Project 2010, to save the baseline:

1. On the Project tab, in the Schedule group, click Set Baseline.

2. Fill in the dialog accepting the defaults, then confirm with OK.

Using views that show baselines

To assist the update process, a view that compares what has happened, what will happen and what should have happened, would be useful.  A view providing all this information is available:

1. On the View tab, in the Split View group, clear the Details check box (if applicable).

2. On the View tab, in the Task Views group, click Tracking Gantt from the Gantt Chart drop down.

3. To line up the assignment bars, click Scroll to Task (Task tab, Editing group).

4. Baseline bars are displayed in grey and are currently in line with the bars indicating the current schedule, which are displayed immediately above them:

 

 

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Customising the Network Diagram

Although the Gantt Chart view is the most popular and widely used within Microsoft Project whereby it can display task links, a clearer way to express task relationships is to use Microsoft Project’s Network Diagram view.  

• for Microsoft Project 2003/2007
• for Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to display the Network Diagram view:

1. Select Network Diagram from the View menu.

By default, the network diagram displays summary tasks, subtasks and milestones with a logical left-to-right sequence.  

Network formatting

Microsoft Project’s network diagram provides a number of ways to configure its appearance:

1. Selecting Box Styles from the Format menu will configure the contents and appearance for each type of task:

2. Selecting Layout from the Format menu will configure the general appearance of the view:

By using the various network diagram formatting options you can be very specific in WHAT and HOW you show tasks and dependency information within a project plan.

You can achieve a customised network diagram as shown below: 

Tasks can be created, deleted and linked together within the Network Diagram view.

 

If you are using Microsoft Project 2010, to display the Network Diagram view:

1. On the View tab, in the Task Views group, click Network Diagram.

By default, the network diagram displays summary tasks, subtasks and milestones with a logical left-to-right sequence.  

Network formatting

Microsoft Project’s network provides a number of ways to configure its appearance:

1. Selecting Box Styles from the Format group of the Format tab will configure the contents and appearance for each type of task:

 2. Selecting Layout from the Format group of the Format tab will configure the general appearance of the view:

By using the various network diagram formatting options you can be very specific in WHAT and HOW you show tasks and dependency information within a project plan.

You can achieve a customised network diagram as shown below:

 

Tasks can be created, deleted and linked together within the Network Diagram view.

 

 

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Displaying Slack values within a Gantt Chart view

Did you know you can quickly display Slack values for tasks within a Microsoft Project Gantt Chart view?

 A task’s Slack value is the amount of time a task can slip before it has an effect on other tasks or the overall project finish date. There are two basic types of slack: Free Slack and Total Slack.

• Free Slack (or free float) is the amount of time a task can slip before it delays any other task.
• Total Slack (or total float) is the amount of time a task can slip before it delays the overall project finish date.

Formatting the style of Gantt bars

The main function of the Gantt Chart Wizard is to format the style of the chart’s task bars.  These bars can be formatted manually, for example to display the slack that tasks possess, as well as a highlight to their criticality.

• for Microsoft Project 2003/2007
• for Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to display the Free and Total Slack values you can utilise the function ‘Bar Styles’.

To add these additional styles:

1. Double-Click on the white background of the Gantt Chart or select Bar Styles from the Format menu.  Scroll to a blank line below the existing line entries.

2. Enter details for the new rows as below, then confirm with OK.

How Gantt bars show criticality and slack values

Clear reports on screen can assist as part of the planning process.  

The settings made previously above are displayed as below:

Hint & Tip:  Aim for standardisation of how criticality is displayed within views.

Hint & Tip:  Running the Gantt Chart Wizard will clear any previously applied bar style formatting.

 

If you are using Microsoft Project 2010, to display the Free and Total Slack values you can also utilise the function ‘Bar Styles’.  

Each variant of the Gantt Chart view contains its own set of bar styles. These bar styles conditionally format the chart. 

To review the bar style formatting of the Detail Gantt view and edit styles for Slack bars:

1. On the Format tab, in the Bar Styles group, click Bar Styles from the Format drop down.

2. Select the Slack style, then click Cut Row.

3. Without clicking on a different row, click the Paste Row button twice.

4. Rename the first slack style as ‘Total Slack’ and the second style as ‘Free Slack’.

5. Edit the shape, pattern, colour and To date for the two slack styles as below:

6. Click on the Text tab and delete the Free Slack text entry for both the Free and Total Slack bar styles, then close the dialog with OK. 

Reviewing slack values against task bars

Although text entries can add detail to a view, they can also add clutter to the view if too many entries are displayed.  A great deal of information is available within a Gantt Chart view:

• By rolling over a bar style:

• By clicking on a bar style:

 

 

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Displaying the Critical Path within a Gantt Chart view

Did you know you can quickly display the Critical Path within a Microsoft Project Gantt Chart view?

The Critical Path within a project plan indicates the series of tasks which must be completed on time for a project to finish on schedule.  Each task on the critical path is a Critical Task.  Any delay to the Critical Path would directly result in the delay the overall project's schedule.  

To display the Critical Path - Gantt Chart View

• for Microsoft Project 2003/2007
• for Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to display the Critical Path within the Gantt Chart view you can use a quick formatting function called ‘Gantt Chart Wizard’.

1. From the Format menu, select Gantt Chart Wizard (or click on ).

2. Go through the steps, making changes to dialog boxes where necessary, confirmed with the NEXT button.

3. To display the Critical Path on the Gantt Chart:

4. Move to the end of the wizard with .

5. Click  to apply the chosen formatting and then  to leave the wizard.    

Hint & Tip:  For a shortcut menu, Right-Click in the Gantt Chart background area:

 

If you are using Microsoft Project 2010, to quickly display the Critical Path within the Gantt Chart view you can access a check box using the context sensitive ribbon:

1. On the Format tab, in the Bar Styles group, click the Critical Tasks check box.

2. Critical tasks are displayed with red-coloured bars (by default).

Hint & Tip:  Criticality formatting is not applied to summary tasks or milestones.

 

 

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Create and customise your own view components within Microsoft Project

Did you know that you can create and customise your own view components within Microsoft Project? Did you also know that when developing Microsoft Project components there is a very useful function which allows you to copy project components from one project to another.  This function is Organizer.

All project plans can contain a number of view components for many different purposes such as data inputting or for reporting purposes for example.  Within Microsoft Project, a new view component can be created from scratch, edited from an existing view component or a copy taken of an existing view component to create a new view from. 

To create a new view component

• for Microsoft Project 2003/2007
• for Microsoft Project 2010
   

If you are using Microsoft Project 2003/2007, to copy an existing view to create a new view component:

1. From the View menu, select More Views…Displaying the More Views dialog box.

2. The active view component you wish to copy from will be highlighted by default, within the More Views list:

3. Select  to copy the active view component.

4. Within the View Definition dialog box, enter your own view name to create a new view:

5. Select  to confirm.

6. Within the More Views dialog box, the ‘My Gantt Chart View’ will now appear within the view list and has been created as a new view component which is saved by default, within the current plan:

7. Select  to apply the changes and to activate this view within the project plan.

8. Various view customisations can now take place without overwriting the original default view.

 

If you are using Microsoft Project 2010, to copy an existing view to create a new view component:

1. On the View tab, in the Task Views group, select More Views from the Other Views: drop down… Displaying the More Views dialog box.

2. The active view component you wish to copy from will be highlighted by default, within the More Views list:

3. Select  to copy the active view component.

4. Within the View Definition dialog box, enter your own view name to create a new view:

5. Select  to confirm.

6. Within the More Views dialog box, the ‘My Gantt Chart View’ will now appear within the view list and has been created as a new view component which is saved by default, within the current plan:

7. Select   to apply the changes and to activate this view within the project plan.

8. Various view customisations can now take place without overwriting the original default view.

 

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