Microsoft

Project 2007
Quick Reference Tutorial

Key Terms The Project Interface

Project In a business sense, a project is
an undertaking that will
accomplish a specific task, such
as the launch of a new product,
an office party, or writing a
report.

Project The art of aligning resources and

Management schedules to accomplish all of
the tasks required for a project.

Resource A person or thing that will be

used to accomplish a task. For
example, wood and carpenters
would both be resources needed
to build a house.

Task Something that must be achieved

for your project to be successful.
For example, wood must be used
to build a house.

Constraint Constraints restrict the start and

finish date of tasks.

Duration How long the task will take to

complete.

Work Labor needed to complete the

task.
Title Bar (1) This tells you what program youre working in (Microsoft
Units If a resource is needed to Project) and what project (Project1). By default, Microsoft
complete the task, how much will Project 2007 names unsaved projects Project1, Project2, and
be required. so on.
Effort-driven These types of tasks will be
Menu Bar (2) Click any of these commands to see a list of possible options,
completed by people.
then, click any of the options to perform that action.
Material These types of tasks will be
driven completed by resources. Type a Question (3) If you have a question, type it here!

Document Controls (4)

Keyboard Shortcuts These buttons let you minimize ( ), maximize/restore ( ),
or close () a certain project or the Project application.
Open a new project Ctrl + N
Toolbars (5, 6) Toolbars have icons, which are small buttons with pictures
Save a file Ctrl + S that represent actions. When you click the button, that action
Open a file Ctrl + O will happen. For example, you could click the icon on the
standard toolbar and your project would save.
Print a project Ctrl + P
Close Project Alt + F4 Task Panes (7) Task panes can display lots of different information, functional
options, wizards, or links to other task panes or resources.
Select All Ctrl + A You can navigate through task panes almost like pages in a
Copy text Ctrl + C browser.

Cut text Ctrl + X Project Window (8) This is where you will enter your projects task information. In
Paste text Ctrl + V this image, you can see the task entry panel on the right and
the Gantt chart (with dates listed at the top like a timeline) on
Undo last action Ctrl + Z the left.
Redo last action Ctrl + Z
Status Bar (9) This bar can provide information on the current status of your
Find text Ctrl + F application.
Replace text Ctrl + H
Scroll Bars (10, 11, 12) Use these bars to view different parts of your window. You
New Task Insert Key can use the arrows to move the view to the left or right, or
drag the scroll bar to where you want it.
Open Task Information Shift + F2

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Entering a New Task
By default, Project will open to the task Duration abbreviations: There are three types of calendars in Microsoft Project:
entry screen. Just type your task name
and durations in the list. m Minute
h Hour
d Day
w Week
mo Month
y Year
Calendar Types
Project calendar This is the main calendar that controls when
tasks are worked on and when resources
work on tasks.
Resource calendar Each resource can have its own calendar to
reflect its hours of availability.

Task calendar Sometimes a task will need to have its own

Fields Captured for a Baseline calendar to reflect its duration; for example, if
a machine will run 24 hours a day.
Tasks Duration
Start There are also three base calendars, which are like calendar templates.
Finish
Standard Working time is set Monday through Friday, 8
Work
am to 5 pm, with an hour (noon to 1 pm) set
Cost aside for lunch.
Assignments Start
Night Shift Working time is set Monday through Friday,
Finish 11 pm to 8 am, with an hour (3 am to 4 am)
set aside for lunch.
Work
Cost 24 hours Working time is every day and hour of the
week; useful for resources (such as
Resources Work machines) that run constantly.
Cost

Constraint Types Task Types

Name Description Type Task Type Explanation If you Project Effort or
change recalculates material
As Soon As All tasks start as soon as possible if you Flexible driven
Possible (ASAP) asked Project to schedule from the start
date. Fixed Duration for Units Work Either
duration these tasks will
As Late As All tasks start as late as possible if you Flexible not change.
Possible (ALAP) asked Project to schedule from the end
date. Duration Work
Work Units
Start No Earlier Specify the earliest possible date that Flexible
Than (SNET) this task can start. Fixed This tasks Units Duration Either
units units will
Finish No Earlier Specify the earliest possible date that Flexible (default remain
Than (FNET) this task can finish. task type) constant.
Start No Later Specify the latest possible date that this Flexible Duration Work
Than (SNLT) task can start.
Work Duration
Finish No Later Specify the latest possible date that this Flexible
Than (FNLT) task can finish. Fixed This tasks Units Duration Effort
Work work will driven
Must Start On Specify the date that this task must start Inflexible remain
(MSO) on. constant.

Must Finish On Specify the date that this task must finish Inflexible Duration Units
(MFO) on. Work Duration

Planning Your Project Printing Your Project

First, create a general outline of the project. Youll want to think File Print
about what the end result of the project will be. Youll also want to
think about the general timeline, budget, and resources that you will Ctrl + P
have available.
Next, create a task list. In this list you may want to specify how long Print icon ( ) on the standard toolbar
each task is going to take, which tasks are going to be dependent on Print Preview screen
others, and which ones need to be broken down into sub-projects.
Next, make a list of resources. Page Setup dialogue
Last but not least, think about your costs. You may even want to
prepare a formal budget. Project Guide

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Microsoft

Project 2007
Quick Reference Tutorial

Viewing the WBS Code Using the Project Guide to Track Progress
1. Switch to any table view. 1. Click the Track arrow.
2. Right-click a column header. 2. Click Check the progress of the project.
3. Click Insert Column.
4. Choose WBS for the field name.
5. Click OK. 3. Specify a status date.

4. Use filters and groups to gather data.

Creating a Custom Filter

1. Click the Project menu.
2. Click Filtered For. Click More Filters.
3. Choose Task or Resource.
Status Indicators
4. Click New. Task is complete.
5. Enter your criteria.
Task is not complete, but all scheduled work has been completed by the status
6. Click OK. date.
All scheduled work has not been completed by the status date.
Creating a Custom Toolbar
Blank Task isnt scheduled to start until after the status date.
1. Right-click in a blank space beside the menu.
2. Click Customize.
3. Click the Toolbars tab.
Task Type Overview
4. Click New. Task Type Explanation Must be Effort
Driven?
5. Enter a name for the toolbar.
Fixed Duration Duration for these tasks will not change. No
6. Use the Commands tab of the Customize dialogue
to add buttons to your toolbar. Fixed Units This tasks units will remain constant. No
(Default Type)
Fixed Work This tasks work will remain constant. Yes

2005 Velsoft Courseware Inc. All rights reserved. Velsoft Quick Reference Tutorial
Creating and Using Cost Resources
New addition to Project 2007.
Like a fixed cost, a cost resource has no relationship to
the work required for a task or the amount of work
resources applied to the task.
Unlike a fixed cost, multiple cost resources can be
assigned to a task.

To create a cost resource:

1. Switch to Resource Sheet view.

2. Type the name for the resource.
3. Choose Cost for the resource type.

To use a cost resource:

1. Switch to Gantt Chart view.

2. Select a task.
3. Click the Tools menu and click Assign Resources.
4. Choose your cost resource.
5. Enter a monetary value.

Progress Line Types Interpreting Progress Lines

Permanent Progress Line
(circled in red)
Recurring Progress Lines
(circled in blue)
Selected Progress Lined (circled Set specific dates to have
in green)
Choose to always display the Right-facing peaks (in orange) Task is ahead of schedule.
current progress line, at the
current date or the status date.
Left-facing peaks (in blue) Task is behind schedule.
Choose a date to have a
progress line appear at every Straight line (in green) Task is on schedule.
day, week, or month.
Tasks untouched by the progress line In the future, not affected by the
(in red) progress line.
progress lines appear.

Linking a Project to a Resource Pool Unlinking a Project from a Resource Pool

1. Open the project. 1. Open the project.

2. Open the resource pool. 2. Open the resource pool.
3. Click the Tools menu. Choose Resource Sharing and click 3. Click the Tools menu. Choose Resource Sharing and click Share
Share Resources. Resources.
4. Choose Use resources from... and select your file. 4. Choose Use own resources.
5. Set precedence options. Click OK. 5. Click OK.

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Microsoft

Project 2007
Quick Reference Tutorial

Using Multiple Views Creating a Visual Report

Click the Window menu and click Split. Now you can choose whatever 1. Click the Reports menu.
view you want for each half of the window.
2. Click Visual Reports.
3. Choose a category.
4. Click a report.
5. Click Edit Template.

Using AutoFilter
You will find this command on the Standard toolbar. It adds a drop-down
menu to the top of each column. You can then click the menu and click
an option. Then, only the rows that match this value will be shown.

Task Link Types

Finish to Start (FS) When the predecessor task finishes, the
successor task will start.

Finish to Finish (FF) When the predecessor task finishes, the

successor task will finish.

Start to Start (SS) When the predecessor task starts, the

successor task will start.

Start to Finish (SF) When the predecessor task starts, the

successor task will finish.

Scheduling Overtime
1. Switch to Gantt Chart view.
.
2. Click the Window menu.
3. Click Split. Using Lag Time and Lead Time
4. Right-click the task form.
Lag time and lead time allow you to delay or overlap linked tasks.
5. Click Resource Work.
6. Select the task.
7. Enter the overtime work.

Note that although scheduling overtime will decrease the duration of the
task, it will increase the cost as more work is required.

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Using Templates Using Change Highlighting
1. Click the File menu and click New. This is a new feature in Project 2007. When you make a
2. In the New Project task pane, click On Computer. change to a task, other tasks that change as a result will be
3. Choose your template. highlighted in blue.

You can enable or disable this feature from the View menu.

To enable the preview option, open the template and check Save template preview in File
Properties.

Contour Indicators Task Indicators

Flat This is the default contour. Work is spread out No indicator This task has a note attached to it.
evenly over the task duration.

Back Loaded Work peaks at the end of the task duration. This task has a hyperlink attached to it.

Front Loaded Work peaks at the beginning of the task Project has estimated that this task will finish later
duration. than its deadline date.

Double Peak Work peaks twice during the task. This task has an inflexible constraint.

Early Peak Work peaks early in the task. This task has a flexible constraint.

Late Peak Work peaks late in the task. This task has not been completed in the constraint
time frame.

Bell Work ramps up, goes to full-time, and then Indicates a recurring task.
ramps down.

Turtle Work ramps down slightly at the beginning Indicates a completed task.
and end of the task.
This task is an inserted project.

The Project Equation Using Task Drivers

Projects scheduling tools revolve around this equation: Task drivers are a new feature in
Project 2007. To see what is driving
Task Duration = Total Work / Resource Units a task, select a task, click the Project
menu, and click Task Drivers. You
If you modify a tasks duration, Project will ask you if it is because the total work or the will then see the Task Drivers task
resource units have changed. Likewise, if you assign more or less resources, the task pane. This pane will list the factors
duration and total work will change accordingly. Remember that Project now features that are affecting the start date of the
Change Highlighting, which makes it easy to see how a particular change affects other selected task, including predecessor
tasks. tasks and the task calendar.

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Microsoft

Project
Quick Reference Tutorial
2007

Recording a Macro Useful Visual Basic Code Snippets

1. Plan out your macro. Know what you want to do and practice the Declare a variable Dim variable name As variable type
commands so you will not make mistakes when you are recording.
Create an alert box MsgBox Your text here
2. Use the Tools Macro Record New Macro option or the Record
button on the Visual Basic toolbar to display the Record Macro Add an OK button to an alert box vbOKonly
dialogue. Basic If Then statement If condition evaluates to true Then
3. Set up your macro name, absolute or relative references, and statement
other options in the dialogue. Click the OK button to start Comments your text here
recording. REM your text here
4. Perform the sequence of actions or commands that you want to Begin the macro code Sub
record as a macro.
End the macro code End sub
5. Stop the recording by using the menu options or the Stop button
on the Visual Basic toolbar. Call another macro Call MacroName

Using the PERT Analysis Toolbar

Shows the best possible outcome for your project.

Shows the expected outcome for your project.

Shows the worst possible outcome for your project.

Recalculates the duration based on PERT fields.

Enter PERT values for the current task.

Enter PERT weights for the current task.

Switch to PERT Entry Sheet view.

About Macro Security PERT Scenario Types

Low Can run any macros. Optimistic This scenario will reveal the best possible outcome for your
project.
Medium Prompted to run a macro.
Expected This scenario will reveal the most probable outcome of your
Medium-High Macros must be signed by trusted publisher or in a project.
trusted location to run.
Pessimistic This is a worst case scenario, which will reveal the worst
High Only allowed to run macros that are stored in a trusted possible outcome for your project.
location. By default, the trusted location for Project
2007 is the Global template file (Global.mpt).

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 Earned Value Analysis Fields
Abbreviation What it stands for What it shows Formula
BCWS Budgeted Cost of Work Scheduled What should be spent on a task up to the status N/A
date.
BCWP Budgeted Cost of Work Performed The cost of work completed on the task, according N/A
to the original budget.
ACWP Budgeted Cost of Work Performed The sum of all costs for work performed on a task N/A
to date.
CV Cost Variance The difference between how much was budgeted ACWP
for the tasks work and how much the task actually - BCWP
cost. CV
SV Schedule Variance The difference between how much was budgeted BCWP
for the tasks work and how much the task actually -BCWS
cost. SV
CPI Cost Performance Index Ratio of budgeted cost to actual cost. BCWP
ACWP
EAC Estimate at Completion Projects estimate of how much the task will cost ACWP+(BAC-BCWP)
(also known as Forecast at Completion) when it is done. CPI
BAC Budgeted at Completion The budgeted amount that the task will cost when Derived from Baseline Cost field
it is done.
VAC Variance at completion Difference between actual and baseline costs at BAC
completion (BAC-EAC). - EAC
VAC
SPI Schedule Performance Index Ratio of budgeted schedule to actual schedule. BCWP
More than one means youre ahead of schedule; BCWS
less than 1 means youre behind schedule.
CV% Cost Variance Percent The difference between budgeted task cost and [(BCWP-ACWP)/BCWP] x 100
actual cost to date.
SV% Schedule Variance Percent Percentage that you are ahead of, or behind, [SV/BCWM] x 100
schedule.

TCPI To Complete Performance Index Ratio of work to be completed to money still (BAC-BCWP)
budgeted. (BAC-ACWP)
PPC Physical Percent Complete A value you can enter that will override % N/A
Complete.

Importing Outlook Tasks Creating a Custom Form

1. Click the Tools menu. 1. Click the Forms button on the Custom Forms toolbar..
2. Click Import Outlook Tasks. 2. In the Customize Forms dialogue, click New.
3. Check tasks that you want to import. 3. Name your form. Click OK.
4. Click OK. 4. Click the Edit menu and click Information.
5. Work with tasks as normal. 5. Specify the size and position of your form.
6. Use the Item menu to add controls.
7. Save your form and exit the Custom Form Editor.
8. Use your form via the Customize Forms dialogue.

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