Tutorial for microsoft project

January 8, 2022 / Rating: 4.6 / Views: 655

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Tutorial for microsoft project

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Microsoft Project - Full Tutorial for Beginners in 13 MINUTES.
Take your Microsoft Project plans online with Project Manager.com’s Gantt charts. Our guide goes through a step-by-step process to help you maneuver through the byzantine program. If not, it might be time to explore a Microsoft Project alternative. Once you’ve downloaded Microsoft Project and opened it up on your desktop, you can start entering data into the task plan of the Gantt chart, such as the task name and its duration. As you enter tasks and durations in the spreadsheet to the left, you’ll see it graphically represented to the right in a blue bar over a timeline in the Gantt chart. This is called the task bar, and it’s a great way to get a quick visual of what tasks need to be done when. Once all your tasks have been entered into the spreadsheet and reflected on the Gantt chart to the right of your screen, remember to save the project. It’s a good idea to number this file to distinguish it from newer versions you create as the project progresses. MS Project defaults to starting all your tasks on the same date, so you have to now tell the program when each task starts. You do this by clicking on the Project item on the top bar then Project Information in the dropdown menu. A new window will pop up and you can now change the start date. Microsoft Projects allows you to note task dependencies, such as when one task cannot start until another is finished. You want to manage these task dependencies, so MS Project gives you the ability to link them. All you have to do is check this box and the task will now be designated as a milestone. One way is on the Gantt chart by hovering your mouse on the center of the task bar. Once it’s highlighted, right-click to bring up the task information window. You will see it on your Gantt chart as a black diamond shape. The toolbar option is in the View menu, which allows you to chose the view you want: Gantt chart, calendar, network diagram, task usage, tracking, etc. The cursor will become a four-way arrow, which by click left will allow you to drag one task over another, linking them. A milestone marks the end of a phase of the project, and they’re a good way to track your progress and stay on schedule. You can now pick the view that is most relevant to you, which will change throughout the project, so you’ll be using this feature often. There is also a Toolbar option under view, which will open up another window to the right with more options. The Standard and Formatting options are defaults, but you can change these as you like to see what you want to see at any particular time. Using Microsoft Project does give you a fair amount of control over how you see the project. The icons on the toolbar offer a popup screen tip if you over your mouse over them, which can be helpful it familiarizing yourself with the visual vocabulary of MS Project. The icons should be commonplace to anyone with some computer literacy: New File, File Search, Print Preview, Spelling, Undo, etc. You should look around and get to know all the various functions and formatting options the software offers. Once you have, you can customize the toolbar by removing or adding options. On the right of the standard toolbar is a small double arrow and a small down arrow, which can be used to customize your toolbar. Learning how to use Microsoft Project is a project in itself. It’s a huge program and like turning a tanker ship, you have to have patience and give it time. If you invest some, you’ll get a nice project management tool to help you manage your projects. However, when it comes to sharing files with your team, you may find yourself frustrated with no easy solution other than buying more MS Project licenses. There are, of course, workarounds for those of us who don’t have a Microsoft Project license but still need to work with and share MPP files. Most common is the plethora of MS Project viewers available online. These allow you to view files, but most don’t give you the ability to work on them. Project is the exception, because our online project management tool can import MPP files and then give you all the features you need to edit the file, offering even more options than Microsoft Project. But it’s easy to with Project Manager.com’s integration with Microsoft Project. This makes us an excellent alternative to microsoft project, or at least a software to use in tandem with MS Project. There are multiple features in Project that not only allow you to view and share MPP files, there’s also roundtripping, which maintains your changes and format from one program to the other. In terms of features, we have award-winning Gantt charts that function just like MS Project, and a real-time dashboard that gives you an accurate and timely window into the progress of the project. There’s also timesheet and workload management to help you track time right alongside the project. And we offer online PM tools that foster collaboration with your team. If you just need access to MPP files, then you should take a look at Project You’ll notice we keep your customization, and when you export it, any changes will carry with the file back to MS Project. As noted above, it’s more than just a tool to view your MS Project online, but gives you access to work on the files and save them without losing any of your work. Find the import options on the new popup window, such as whether you’d like to import the MPP file to a new project or an existing one. Next decide if you want to import all the data or just the tasks. Whether you use Microsoft Project or not, Project is a great workaround for that bulky program, especially if you need Microsoft Project for Mac. Project is also a great alternative to MS Project, offering the same features, but more user-friendly, sharable and without the excessive cost and learning curve. Now that you understand the basics, it’s time to see how seamlessly Project works with MS Project and how as a standalone tool we’re a one-stop shop for all your project management needs. Here’s a quick tutorial on getting your MPP file into our software. Sign up for a free trial and follow along the steps to get your Microsoft Project files into an online, collaborative tool. There you’ll see an import button that looks like a box with an arrow through it. When starting a project, it might be tempting to work on it right away. But, it is always a great idea to sit down and create a plan, map out your strategy, and figure out your budget. With that in mind, this tutorial will guide you through the most basic steps to get you started with Microsoft Project. Microsoft Project is one of the early pioneers when it comes to project management software. It provides intuitive solutions to planning your projects, scheduling, tracking progress, managing your budget, and analyzing workload. Whether you’re a beginner in project management or someone who has been at it for a long time, this software is sure to be a great addition to your arsenal of business management tools. While Microsoft Project is rich with features and project management tools, you need to be familiar with project management techniques to fully utilize the tools it offers and to drive a project effectively and efficiently. A lot of confusion that comes from using Microsoft Project is in thinking that the software will plan for you. Microsoft Project is most helpful to you when you want to create a schedule for the project. Your main objective when using MS Project should be to help you visualize your project plan in standard defined formats, schedule tasks, and resources, track information about the project’s progress, and generate reports to share with team leaders and managers for meetings. A timeline is a graphical representation of all your tasks. It provides an easy way to view, check, and report on the overall progress of your project for managers. You can do this by opening View on the Menu bar and checking the Split View. By right-clicking on a task and selecting Add to Timeline, you can add a task to a timeline. Repeat this step for each task that you want to add to the timeline. You can also click on the Existing Tasks box to add tasks already in the project. In creating a Microsoft Project Gantt chart, you will need to prepare a list of tasks. The list should be arranged in chronological order, or in the order that they need to be carried out to keep the project organized. Once you have the list of your tasks ready, add them to your project. You can copy and paste them or click the task name fields and write down the name of each task. You can group related tasks by highlighting the tasks and clicking the right indent button on the ribbon. For the end date, you can also do the same with what you did for the start date or use the Duration field and enter the task’s duration. Microsoft Project will automatically calculate the end date for you and fill out the Finish field. Milestones are helpful ways to make sure that your project is still up to date and indicate the end of a phase of the project. Here are two easy ways to add milestones for your project: Select the row where you want to add a milestone and click on the Insert Milestone button found on the ribbon. Creating milestones is also helpful in linking appropriate tasks. To do this, highlight the task that should be linked to the milestone and click the Link the Selected Tasks button found on the ribbon under the Schedule section. Resources usually mean the people who will work on the tasks. It can also be the documentation or type of work that is needed to complete the task. That is why adding them to your project is important to get the job done. You can find the Resource Sheet under the View tab. Once you have added the resources for your project, it becomes easier to check who is available to take on the task based on their workload. You can also manage how much time each team member assigned to the task will spend by checking the Resource Management view. In order for you to assign tasks, switch to the Gantt chart. To do this, click on the Gannt chart icon at the top left corner of the window. In the View tab, click the Details box in the ribbon. The Task Form should appear on the other side of the screen. If it does not show up, you can click on the down arrow button in the Details box and select Task Form. Right-click on a task and select Assign Resources from the options. A mini window will open up where you can specify the resource name to assign to the task. Do the same to all the tasks you want to assign a resource name with. While a project consists of a series of tasks, not every task will directly impact the project’s completion or affect its duration. Critical paths are the important tasks that influence the whole project. Here is how you can show the critical paths: To start, you must be on the Gantt Chart. Open the View tab and change the table view to Schedule. Baselines allow team leaders and managers to compare any state of the project with the initial schedule and check where it has changed. You can even think of it as a fixed schedule, cost, or scope of your project. That will open a mini window where you can set a baseline for selected tasks or the entire project itself. These are just some of the main features that Microsoft Project can offer to make the management of your projects easier and more productive. Exploring more of the features it offers and coordinating its use with other productivity tools can help you even more. If you have other questions related to Microsoft Project and other Microsoft products, comment them down below or reach me directly through my contact page.MS Project, the project management software program by Microsoft, is a very handy tool for project managers that helps them develop a schedule, assign resources to tasks, track the progress, manage the budget, and analyze workloads for an ongoing project. This tutorial discusses the various features of the software program with examples for easy understanding. This tutorial has been designed keeping in mind the needs of beginner level MS Project user. Project managers and Project planners from varied backgrounds who have not used MS Project, especially the 2013 edition before can use this tutorial for scheduling, planning, and reporting their projects of any size. This tutorial is designed with Project Standard features, hence there is no need of Project Professional. A basic understanding of Computers and Windows Operating System is all it takes to get started. Webinar: Get started with Project In this 15 minute webinar, you’ll learn the very basics: adding tasks and linking tasks. You’ll also learn how to add holidays to the project calendar so that you can plan for days off. Watch online Webinar: Assigning resources in Project In this webinar, we'll assign people to tasks and use the Resource Sheet to track people in your project. Plus, we'll learn how to add vacation days--and adjust the project accordingly so that we make our deadline. Watch online Webinar: Create a timeline in Project This webinar will get your project ready for kickoff. You’ll learn how to make milestones, summary tasks, and subtasks. Plus, we’ll show you how to create a graphical timeline you can share with stakeholders. Watch online Webinar: Tracking progress in Project This webinar tutorial will show you how to track progress once a project starts. We’ll show you how to mark tasks complete, and we’ll run some reports that can give you an idea of what’s on time and what’s not. We’ll also explain a couple of key concepts on the way too: critical tasks and baselines.There are no prerequisites to the course you are embarking upon. To begin learning how to start a project in Microsoft Project, this tutorial lesson, as well as the ones that follow, are written assuming the reader need not have any prior experience with any project management software. For that matter, you only need to know two things to start creating your first project using Microsoft Project application:[caption id=“attachment_132567” align=“aligncenter” width=“300”] Microsoft Project Logo[/caption] The guide is written in such a way that it does not matter whether you have Microsoft Office Project 2013, 2007, or Microsoft Project 2003, or any earlier version up to Project 98 installed on your computer. The limitations of the older versions, if any, and the new features of the newer versions will be dealt with, as necessary and relevant to the tutorial. For this MS Projects tutorial, I will give you an idea of a sample project and its activities, with which we will learn the steps required to create a project. You can (and it is recommended that you do) try out all the steps you learn here on your own project after completing each lesson. When you are finished with this lesson, be sure to check out some of the other Microsoft Project tutorials available at Bright Hub. Here we go…For the sample project, assume you are the Project Manager with an event management firm, and the first simple project entails organizing a musical concert at one of the local auditoriums. The major activities involved, as you can realize, will be fixing a suitable date with the artist, identifying and finalizing terms with one of the local auditoriums, coordinating with the media and placing advertisements for the event, getting tickets printed and selling tickets. Besides these tasks, you may also want to address the administrative tasks of organizing hotel accommodation and transport for the artist’s troupe. How can you plan all these activities on a calendar, using Microsoft Project? Here are the steps: Open the Microsoft Project software on your computer (In most cases, you may have the application icon on your desktop, which you can double-click to start the application. Otherwise, click on Start-[caption id="" align=“aligncenter” width=“600”] Opening Screen with Guide - Blue Pane marked[/caption]You should see the opening screen of Microsoft Project. (Note: Click any image in this tutorial to see a larger view.)[caption id="" align=“aligncenter” width=“600”] Opening Screen without Guide[/caption]In case you can see a blue Guide pane to the left of the “Gantt Chart” divider, as shown in the top figure above, please close this blue pane by clicking on the X at the top right of the blue pane. That way you will increase the visible workspace for entering data in our sample project. Once the Guide pane is closed, your screen will appear as shown in the figure above, with only two panes - the Task pane and the Calendar pane to its right. Enter Tasks and Duration Now you can start entering the data in the Task pane for our sample project. For the moment, ignore the first column in the Task pane, and enter the data only under Task Name and Save as) in a folder of your choice with file name as “Concert 0”. (Concert Zero, to indicate this is the Zero-th version of your project). All Microsoft Project files are saved, by default, with an extension “.mpp”, and we will use the default extension.starting on the same date, right? By default, Microsoft Project will assume the Project and all activities start on the current date. As a Project Manager, let us say you are tied up till the end of August, and hence you would like to devote time to this project only from September 1.[caption id="" align=“aligncenter” width=“600”] Project Information window[/caption]For doing this, click on “Project” on the Top menu bar and click on “Project Information” from the choices in the drop-down list. The Project Information window should pop up as shown here. For now, ignore all other fields on this window, and look at only the first field “Start Date”. Immediately you will notice this window closes, and all the Gantt bars on your project have moved to a start date of September 1. (I know you are curious to know what the other fields on the Project Information window mean; we will come back to this topic in a later lesson). Now let’s move to the question of how to give instructions to Microsoft Project that our activities need to follow some logical sequence. This is done by using “Task dependencies” or “Precedence relationships”. There are several ways in which this dependency instruction can be given. For this lesson let us do it by simply “linking” the tasks graphically. First off, we know that the second task “Finalize Artist and performance date” can start only after the first task “Call up Artists” finishes. position the mouse on the center of the task bar corresponding to the first task, until the mouse cursor turns into a 4-way arrow. 2) Hold down the left mouse button and drag the mouse pointer over the second task (Finalize artist..) which is to be linked. You will notice a link line from the finish of the first task to the start of the second task. 3) Repeat the above steps for linking task 2 with task 3, then task 3 with task 4, task 4 with task 5, and task 5 with task 6 since they all follow a similar sequential precedence relationship between them.[caption id="" align=“aligncenter” width=“600”] Concert Project - With Task Dependencies[/caption]The precedence relationship between task 5 and task 6 may be debatable, but for this project let us assume we want to be sure about availability of an auditorium before we book slots for advertisements, and therefore that this is a reasonable relationship for now. You now know how to start a project with Microsoft Project. We will go into other possibilities in later lessons. 5) Tasks 9 and 10, which are administrative tasks, can logically be taken up as soon as the date with the artist is confirmed, and hence both of these can be defined as tasks immediately following task 2. Just to understand what all Microsoft Project software has done for you, behind the scenes even for a simple project like this, you can Go through these Reports and digest them to the extent you can.[caption id="" align=“aligncenter” width=“600”] Project Summary Report[/caption][caption id="" align=“aligncenter” width=“600”] Critical Tasks Report[/caption][caption id="" align=“aligncenter” width=“600”] Top Level Tasks Report[/caption]Some of the reports you can try are given above. 4) Task 7 (Print tickets), as you can see, need not wait till completion of task 6, but can start as soon as the auditorium is confirmed. Now you have completed all task dependencies, subject to the assumptions we have made. Do keep working with your file - practice, needless to say, makes you perfect. If you have any questions, please fill them out in the comments section below this article, and we will address them soon. This series of articles take you through the steps involved in building a complete project using Microsoft Project software. The series starts with a very simple project spanning just ten tasks, and the builds on the simple project by introducing new elements.There are no prerequisites to the course you are embarking upon.To begin learning how to start a project in Microsoft Project, this tutorial lesson, as well as the ones that follow, are written assuming the reader need not have any prior experience with any project management software.For that matter, you only need to know two things to start creating your first project using Microsoft Project application:[caption id=“attachment_132567” align=“aligncenter” width=“300”] Microsoft Project Logo[/caption] The guide is written in such a way that it does not matter whether you have Microsoft Office Project 2013, 2007, or Microsoft Project 2003, or any earlier version up to Project 98 installed on your computer.

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