MS Projects User Guide

MICROSOFT PROJECTS 2010
A Project Management solution
Nivedita
Sr Engr / Projects 6187986
INDEX
SL NO. CONTENT
1.0 What is Project Management?
2.0 Introduction to Microsoft Project
3.0 Basics of Microsoft Project 2010
3.1 Starting the Application
3.2 Navigating the Office 2010 user interface
3.3 Learn the Project 2010 Ribbon
3.4 Customizing the ribbon
3.5 Switching views and using the zoom control Switching views and using
the zoom control
3.6 Opening a dialog box
3.7 Minimizing the ribbon
3.8 Understanding the Quick Access Toolbar
3.9 Understanding the Backstage view
4.0 Create a new project from another project or template
4.1 Create a new project
4.2 Start with an existing project
4.3 Start with a template
5.0 Open a project
5.1 Open a project with Project Standard
5.2 Open a project from Project Server
6.0 Working with tasks and milestones
6.1 Add a task to a task list
6.2 Insert a task between existing tasks
6.3 Add a task in the Network Diagram view
6.4 Create multiple tasks
6.5 Create a recurring task
6.6 Create a milestone with zero duration
6.7 Add a milestone with a duration
6.8 Add an external milestone
6.9 Change a task duration
6.10 Change the default units
6.11 Allow estimated durations
6.12 Link tasks in the Gantt Chart view
6.13 Link tasks in the Network Diagram view
6.14 Link tasks in the Calendar view
6.15 Turn autolinking on or off
6.16 About linking tasks
6.17 About linking manually scheduled tasks
6.18 Inactivate a task
6.19 Export or import data to another file format
6.20 Create and work with subtasks and summary tasks
6.21 Show or hide subtasks
6.22 Link projects to create a master project
7.0 Set the general working days and times for a project
7.1 Adjust the working times for your project
7.2 Use a different base calendar for project scheduling
7.3 Create a new base calendar

7.4 Create a calendar for a task within Project
7.5 Add a holiday to the project calendar
7.6 How do all of these calendars work together?
8.0 How scheduling works in Project
8.1 How is a project scheduled?
8.2 How does the project start date affect the schedule?
8.3 How do constraints on automatically scheduled tasks affect the
schedule?
8.4 How do deadline dates affect the schedule?
8.5 How do calendars affect the schedule?
8.6 How do resource assignments drive the schedule?

9.0 Save a project
9.1 Save a project with Project Standard 2010
9.2 Save a project with Project Professional 2010
9.3 Save a project as a template
9.4 Save a project for sharing
9.5 Save a local project to Project Server
9.6 Publish the latest plan and team assignments
9.7 Save a plan to PDF or XPS Save a plan to PDF or XPS
10.0 Print a view or report
10.1 Print a view
10.2 Optimize a view for printing
10.3 Add a header, footer, or legend to a view
10.4 Print a basic report
10.5 Add header or footer to a basic report
Annexure-A Keyboard shortcuts
Annexure-B File formats supported by Project 2010
Annexure-C Troubleshooting: Why a task won’t Indent?
References
Kindly note that this is an interactive file. Click on index name to go to a particular topic. Click on
at the bottom of every page to go to INDEX page

1.0 What is Project Management?
As defined by PMI, one of the leading organisation in the world for project management providing "standards,
certifications, resources, tools, academic research, publications, professional development courses and
networking opportunities", Project Management is the application of knowledge, skills, tools, and techniques
to project activities to meet the project requirements.
Any Project management processes fall into following five groups:[1]

1. Initiating
2. Planning
3. Executing
4. Monitoring and Controlling
5. Closing
And any Project Manager while managing a project should keep following key areas in mind:
1. Integration
2. Scope
3. Time
4. Cost
5. Quality
6. Procurement
7. Human resources
8. Communications
9. Risk management
10. Stakeholder management
Project Management brings a unique focus shaped by the goals, resources and schedule of each project.
In simple words, Project Management is simply the process of managing all the elements of a project, whether
that project is large or small or is a picnic or erection and construction work.
2.0 Introduction to Microsoft Project
Microsoft Project is a project management software product, developed and sold by Microsoft. It is designed
to assist a project manager in developing a plan, assigning resources to tasks, tracking progress, managing the
budget, and analyzing workloads.[2]
The first commercial version of Project was released for DOS in 1984. Microsoft bought all rights to the
software in 1985 and released version 2. Version 3 for DOS was released in 1986. Version 4 for DOS was the
final DOS version, released in 1986. The first Windows version was released in 1990, and was labelled version
1 for Windows.
In 1991 a Macintosh version was released. Development continued until Microsoft Project 4.0 for Mac in 1993.
Microsoft Project 4 for the Mac included both 68k and PowerMac versions, Visual Basic for Applications and
integration with Microsoft office 4.2 for the Mac. In 1994, Microsoft stopped development of most of its Mac
applications and did not offer a new version of Office until 1998, after the creation of the new Microsoft
Macintosh Business Unit the year prior. The Mac Business Unit never released an updated version of Project,
and the last version does not run natively on Mac OS X.
Microsoft Project 4.0 was the first to use common Office menus, and the last to support Windows 3.1x,
Windows NT 3.1 and 3.5. It was the last 16-bit version.
Microsoft Project 95 was the first 32-bit version and it was designed for Windows 95, hence the name.
Microsoft Project 98 was the first to use Tahoma font in the menu bars and to contain Office Assistant, like all
Office 97 applications. It was the last version to run on Windows NT 3.51. Project 98 SR-1 was a major service
release addressing several issues in Project 98.[2]
Microsoft Project 2000 was the first to use personalized menus and to use Windows Installer-based setup
interface, like all Office 2000 applications. Project 2000 was also the last version to run on Windows 95.
Microsoft Project 2002 was the first to contain mandatory product activation, like Office XP and Windows XP.
It was also the last version to run on Windows NT 4.0, 98 (SE) and ME.
Microsoft Project 2003 was the first to contain Windows XP-style icons, like all Office 2003 applications, and
the last to run on Windows 2000.
Versions were released in 1992 (v3.0), 1993 (v4.0), 1995 (v4.1a), 1998 (v9.0), 2000 (v10.0), 2003 (v11.0), 2007
(v12.0), 2010 (v14.0) and 2013 (v15.0), 2016 (v 16.0). There was no Version 2 on the Windows platform; the
original design spec was augmented with the addition of macro capabilities and the extra work required to
support a macro language pushed the development schedule out to early 1992 (Version 3).
3.0 Basics of Microsoft Project 2010
3.1 Starting the Application
1. Click on ‘Start’ button at the bottom of the screen
2. The options page will open will appear as shown below.
3. Go to All Program -> Microsoft Office -> Microsoft Project 2010
4. Microsoft Project 2010 will open with default file name.

3.2 Navigating the Office 2010 user interface
The following figure illustrates elements of the Office 2010 UI.
3.3 Learn the Project 2010 Ribbon
In Microsoft Project 2010, menus and toolbars have been replaced with the Ribbon, which helps you quickly
find the commands that you need to complete a task. Commands are organized in logical groups that are
collected together under tabs.
The Task tab
The Task tab provides buttons for adding, formatting, and working with tasks. From the Schedule group, you
can mark the percentage complete, link tasks to one another, and inactivate a task. You can also convert
manually scheduled tasks into automatically scheduled tasks from the Tasks group.
The Resource tab
The buttons on the Resource tab help with the often-complex business of managing the resources who do the
work on the project. From this tab, one can add resources, assign them to tasks, and level resources that are
over allocated.
The Project tab
The Project tab is used to handle advanced project functions involving properties, scheduling, and reporting.
The View tab
The View tab is a one-stop shop for selecting the various views available in Project 2010 and for customizing
the same. A timeline can be added to the view from this tab.
The Format tab
The Format tab buttons helps in customizing the text, columns, colors, and other elements of each type of
view. The groups and buttons in the Format tab are completely different for each type of view. They change
automatically when a view is changed.
The following graphic shows the Format tab for a Gantt Chart view.
The following graphic shows the Format tab for a Task Usage view.
3.4 Customizing the ribbon
In Office 2010, the ribbon can be customized to include custom groups and custom tabs that contain the
commands that are used most often.
To add a new tab to the ribbon:

1. Click the File tab to display the Backstage view, and then click Options.
2. In the Application Options dialog box, click Customize Ribbon.
3. Under Customize the Ribbon, click New Tab.
4. In the Choose commands from list, click each command that you want to add to your new tab, and then
click Add.
5. Click OK to update the ribbon.
To add a new command group to the ribbon:

1. Click the File tab to display the Backstage view, and then click Options.
2. In the Application Options dialog box, click Customize Ribbon.
3. Under Customize the Ribbon, in the Main Tabs list, select one of the default tabs or a new tab that you
have added, and then click New Group.
4. In the Choose commands from list, click each command that you want to add to the new group, and then
click Add.
5. Click OK to update the ribbon.
Following actions from the Application Options dialog box can be performed:
 Click Rename to give the tab a customized name.

 Select your customized tab and use the upward and downward arrows to change its location on
the ribbon.
 Click Reset to reset the ribbon to its default state.
 Right-click anywhere on the ribbon, and then click Customize to add new tabs or command groups to the
ribbon.
3.5 Switching views and using the zoom control
In Office 2010, in the lower-right corner of the document window, quick-access controls for switching views
and zooming the page are located.
For the complete set of features that are related to views, click the View tab.
3.6 Opening a dialog box
Some of the tool sets—known as groups—on the ribbon have a small diagonal arrow in the lower-right corner.
Click on the arrow to open a dialog box of commands that are related to the tool set.
3.7 Minimizing the ribbon
Ribbon can be minimized to make more space available on the screen. To minimize the ribbon, double-click
the active tab.
To restore the ribbon temporarily to access a command, click a tab. To restore the ribbon permanently,
double-click a tab.
3.8 Understanding the Quick Access Toolbar
The Quick Access Toolbar is a customizable toolbar from which favorite commands can be accessed. It is a
permanent part of the ribbon. By default, the Quick Access Toolbar is located above the ribbon and includes
three commands: Save, Undo, and Redo.
Adding commands to the Quick Access Toolbar

Because the Quick Access Toolbar is always displayed, adding commands to it enables to quickly access tools
and commands that are used most often.
To add a command to the Quick Access Toolbar:
 Right-click any command on the ribbon, and then click Add to Quick Access Toolbar.
You can also follow this alternative procedure:
1. On the Quick Access Toolbar, click , and then click More Commands.
2. In the Choose commands from list, select a command set.
3. Click the command in the left pane, and then click Add.
4. Repeat this procedure until all the commands that are needed has been added on the Quick Access
Toolbar, and then click OK.
Moving the Quick Access Toolbar to below the ribbon

 On the Quick Access Toolbar, click , and then click Show Below the Ribbon.
3.9 Understanding the Backstage view
In Office 2010, the Backstage view replaces the File menu. It includes new printing, publishing, and sharing
features.
To display the Backstage view:
 Click the File tab in the upper-left corner of your document, next to the Home tab.
To exit the Backstage view:
 Click any tab at the top of the ribbon or click the image of your document in the upper-right corner.
4.0 Create a new project from another project
or template
4.1 Create a new project
To start fresh project from scratch, and to create a blank project file:
1. Click File > New > Blank Project.
2. On the Project tab, in the Properties group, click Project Information.
3. Schedule the project in the Project Information dialog box:

a. To schedule from the start date, click Project Start Date in the Schedule from box, and then
select the start date in the Start date box.
b. To schedule from the finish date, click Project Finish Date in the Schedule from box, and then
select the finish date in the Finish date box.
4.2 Start with an existing project
1. Open the project or template that is required as the basis for the new project.
2. Click File > Info.
3. Under Project Information, change the project’s start date and finish date.
4. Click Save As and pick a new name and a new home for the project.
4.3 Start with a template
1. Click File > New.

2. Search for templates in the box or click the template you want below.
3. In the preview dialog box, click Create.
5.0 Open a project
5.1 Open a project with Project Standard
1. Click the File tab, and then click Open.

2. In the left pane of the Open dialog box, click the drive or folder that contains the project.
3. In the right pane of the Open dialog box, open the folder that contains the project that you want.
4. Click the project and then click Open.
Open different types of projects
In the Open dialog box, do one of the following:
 To open a project as read-only or as a copy, click the arrow next to the Open button ,
and then click the corresponding option.
 To open a project in an ODBC-compliant database, click ODBC, select a data source name (DSN), and
then log on to its database.
 To open a project in a Microsoft Access database (.mdb or .accdb ), click Microsoft Access Database in
the Files of type list, and then click Open.
 To open a project in a Project database, click Project Database in the list to the right of the File name
box, and then click Open.
 To open a project created in another program, click the file format in the list to the right of the File
name box, and then double-click the file name in the folder list or else type the extension in the File
name box (for example, type *.mpt to find Project template files).
5.2 Open a project from Project Server
1. Click the File tab, and then click Open.

2. In the Open dialog box, click Enterprise Projects and then do one of the following:
 To open a project from your local cache, double-click the project's name.
 To open a project from the server, double-click Retrieve the list of all projects from Project Serverand
then double-click the project's name.
3. To open a read-only version of the project (for example, if it is already checked out), select Read Only in
the Mode section.
4. To open a copy of the published version of the project, select Published in the Store section.
6.0 Working with tasks and milestones
6.1 Add a task to a task list
1. On the View tab, in the Task Views group, click Gantt Chart.
2. In an empty Task Name field, type a task name and then press ENTER.
6.2 Insert a task between existing tasks
1. Select the row below where a new task has to appear.

2. On the Task tab, in the Insert group, click the top part of the Task button.
3. Type the task name in the inserted row. The task IDs are automatically renumbered after the new task is
inserted.
6.3 Add a task in the Network Diagram view
1. To switch to the Network Diagram view, on the View tab, in the Task Views group, click Network
Diagram.
2. On the Task tab, in the Insert group, click the top part of the Task button.
3. Type the task name in the new task box.
One can use an outline to organize your schedule as you enter tasks, or can wait until all of project tasks
have been entered. On outlining a schedule for a project, project organization is simplified so that the
project is easier to create, manage, and maintain.
6.4 Create multiple tasks
If adding several tasks with resource assignments and task dependencies at one time, one may find it helpful
to enter this information into the project by using the Task Form view.
2. On the View tab, in the Split View group, select Details.
The window is split to display the Gantt Chart view on the top and Task Form view on the bottom.
TimeLine cannot be viewed while viewing this split view.
3. In the Gantt Chart view (top), click the first empty row at the end of the task list.
4. In the Task Form view (bottom), type information about the new task:
 In the Name box, type the new task's name.

 In the Duration box, type the task duration.
 To fix the task duration regardless of resource assignments, select the Effort driven check box.
 In the form columns, type detailed information about the task (such as the assigned resources and
predecessor tasks).
5. Click OK to save the new task, and then click Next to move to the next row in the Gantt Chart view.
Note: Task Form view cannot be used to enter subtasks into the project. To create subtasks, indent and
outdent tasks in the Gantt Chart view.
6.5 Create a recurring task
If a task repeats at set intervals, enter it as a recurring task. If it does not repeat at set intervals, enter it as a
regular task every time that it occurs.
2. Select the row below where the recurring task has to appear.
3. On the Task tab, in the Insert group, click the bottom part of the Task button and then click Recurring
Task.
4. In the Task Name box, type the task name.

5. In the Duration box, type the duration of a single occurrence of the task.
6. In the Recurrence pattern section, click Daily, Weekly, Monthly, or Yearly.
7. Select the check box next to each day of the week that the task should occur.
8. In the Start box, enter a start date and do one of the following:
 Select End after, and then type the number of occurrences for the task.
 Select End by, and then enter the date you want the recurring task to end.
Note: If a date is not entered in the Start box, Project uses the project start date.
9. In the Calendar for scheduling this task section, select a resource calendar from the Calendar list to
apply to the task. If no calendar is required, select None.
Note: If one wants to apply a calendar, but not tie that calendar to scheduling for the task, select
the Scheduling ignores resource calendars check box.
When a recurring task is inserted, the task IDs are automatically renumbered and a recurring task indicator
appears in the Indicators column.
If resources are assigned to a recurring summary task by typing resource names in the Resource Names field,
the resource will be assigned to the total work on the recurring task and not to the individual recurring tasks
as they occur.
To define the tasks most effectively, consider the following guidelines:

 Break down tasks to the level of detail that you want to track. You should break them down in more detail
for riskier areas.
 Make sure that tasks have clear criteria for completion.
 Define the tasks that are short compared with the overall project duration. Shorter tasks allow you to
more easily estimate time and resources.
 Avoid defining such things as vacation or training as tasks. Instead, you can set resource calendars to
account for nonworking (administrative) time.
6.6 Create a milestone with zero duration
The quickest way to create a milestone is to add a task with no duration to your project plan.
1. Click View, and then in the Task Views group, click Gantt Chart.
2. Type the milestone name in the first empty row or pick a task you want to turn into a milestone.
3. Type 0 in the Duration field, and then press Enter.
The milestone symbol is now part of your Gantt Chart.
6.7 Add a milestone with a duration
Sometimes a milestone takes time. For example, the approval process at the end of a phase might take a
week, so that milestone would need to take place over time like a normal task.
1. Click View, and then in the Task Views group, click Gantt Chart.
2. Type the milestone name in the first empty row or pick a task you want to turn into a milestone.
3. Select the milestone, and then click Task. In the Properties group, click Task Information.
4. Click the Advanced tab, and then type the milestone duration in the Duration box.
5. Check Mark task as milestone, and then click OK.
On the Gantt Chart, the milestone symbol appears on the last day of the task. It doesn’t appear as a bar,
even though it has duration.
6.8 Add an external milestone
Sometimes a milestone might be needed to track a task that’s outside the scope of the project.
 If the milestone depends on a project that is beyond user’s control, such as software that is being
developed by another company, create a milestone using the steps in the previous section. The external
tasks need to be updated manually.
 If the milestone is part of a project in your organization, one can track it with a cross-project link.
6.9 Change a task duration
When user creates an automatically scheduled task, Project 2010 assigns it an estimated duration of one day
by default.
1. If necessary, add the task to the project plan.

2. In the Duration column for the task, type the duration in minutes (m), hours (h), days (d), weeks (w), or
months (mo).
Note: Project does not convert the units if you change them. For example, if the duration is 1 day and
you want to express it in hours, you must first calculate the number of working hours in a day and then
enter the new value in hours.
3. If the new duration is an estimate, type a question mark (?) after it.
4. Press ENTER.
Note: In Project 2010, one can change the duration of a summary task (also called a "hammock task")
without changing its subtasks. If the duration of the summary task becomes different than the total
duration of its subtasks, the difference appears as a red line on the chart portion of the view.
6.10 Change the default units
1. Click the File tab, and then click Options.

2. In the Project Options dialog box, click Schedule in the left pane.
3. In the Duration is entered in box, select a duration unit.
6.11 Allow estimated durations
Some projects might not use estimated durations for automatically scheduled tasks. If the project does not
use estimated durations and type a question mark in the Duration column for a task, the value is not
considered an estimate. To enable estimated durations in your project, do the following:

2. In the Project Options dialog box, click Schedule in the left pane.
3. Select the Show that scheduled tasks have estimated durations check box.
6.12 Link tasks in the Gantt Chart view
2. In the Task Name field, select two or more tasks to link.
 To select tasks that are next to one another, hold down SHIFT and click the first and last task to link.
 To select tasks that are not next to one another, hold down CTRL and click the tasks to link.
3. On the Task tab, in the Schedule group, click the Link Tasks button.
Project creates a finish-to-start task link by default.
6.13 Link tasks in the Network Diagram view
1. On the View tab, in the Task Views group, click Network Diagram.
2. Position the pointer in the center of the predecessor task box.
3. Drag the line to the successor task box.
6.14 Link tasks in the Calendar view
1. On the View tab, in the Task Views group, click Calendar.
2. Position the pointer on the calendar bar for the predecessor task.
3. Drag the line to the successor task's calendar bar.
6.15 Turn autolinking on or off
By default, autolinking is disabled. Follow these steps to turn autolinking on.

2. In the Project Options dialog box, click Schedule and scroll to the Scheduling options in this
projectsection.
3. To turn autolinking on, select the Autolink inserted or moved tasks check box. To turn autolinking off
again, clear the check box.
6.16 About linking tasks
When linking tasks in Project, the default link type is finish-to-start. However, a finish-to-start link does not
work in every situation. Project provides the following additional types of task links so that one can model the
project realistically:
Link Example Description

type
Finish- The dependent task (B) cannot begin until the task that it
to-start depends on (A) is complete.
(FS)
For example, if you have two tasks, "Dig foundation" and
"Pour concrete," the "Pour concrete" task cannot begin until
the "Dig foundation" task is completed.
Start-to- The dependent task (B) cannot begin until the task that it
start (SS) depends on (A) begins.
The dependent task can start at any time after the task that it
depends on begins. The SS link type does not require that
both tasks begin at the same time.
For example, if you have two tasks, "Pour concrete" and

"Level concrete," the "Level concrete" task cannot begin until
the "Pour concrete" task begins.
Finish- The dependent task (B) cannot be completed until the task
to-finish that it depends on (A) is completed.
(FF)
The dependent task can be completed at any time after the
task that it depends on is completed. The FF link type does
not require that both tasks be completed at the same time.
For example, if you have two tasks, "Add wiring" and "Inspect
electrical," the "Inspect electrical" task cannot be completed
until the "Add wiring" task is completed.
Start-to- The dependent task (B) cannot be completed until the task
finish that it depends on (A) begins.
(SF)
The dependent task can be completed at any time after the
task that it depends on begins. The SF link type does not
require that the dependent task be completed concurrent
with the beginning of the task on which it depends.
For example, the roof trusses for your construction project

are built off-site. Two of the tasks in your project are "Truss
delivery" and "Assemble roof." The "Assemble roof" task
cannot be completed until the "Truss delivery" task begins.
6.17 About linking manually scheduled tasks
To configure Project 2010 so that a manually scheduled task does not move when it is linked to another task:

2. In the Project Options dialog box, click Schedule and scroll to the Scheduling options in this project
section.
3. Clear the Update manually scheduled tasks when editing links check box.
6.18 Inactivate a task
2. In the table portion of the view, select the number of the task to be inactivated.
3. On the Task tab, in the Schedule group, click Inactivate.
The inactive task stays in the task list, but the text is dimmed and has a line through it.
To reactivate a task, select the inactive task and then click Inactivate.
6.19 Export or import data to another file format
User can export information from Microsoft Project to another format using a wizard. The following is a list of
formats to export to or import from.
 Microsoft Excel (as a workbook or PivotTable report)

 text-only (tab delimited)
 comma-separated values (CSV)
 Extensible Markup Language (XML)
By defining or editing the export or import maps of these wizards, user can easily transfer data to and from
the task, resource, or assignment fields that is wanted.
Export project information
1. Click the File tab, and then click Save As.

2. In the Save As type box, select the file format that you want to export data to.
3. In the File name box, type a name for the exported file.
4. Click Save.
5. Follow the instructions in the Export Wizard to export the data that is rquired into the proper fields of
the destination file.
6. When the wizard prompts to create a new map or use an existing one, do one of the following:
 Click New map to create a new export map from scratch.

 Click Use existing map to use a default map or a map that you previously defined and saved.
7. On the Task Mapping, Resource Mapping, or Assignment Mapping page of the Export Wizard, verify or
edit the mapping assumptions of Project, or create a new map:
 To export specific project information, type or select the field that you want in the From column, and
then press ENTER.
 To add all task, resource, or assignment fields in your project to the export map, click Add All.
 To add all task or resource fields of a specific table to the export map, click Base on Table. Click the
table to use, and then click OK.
 To remove all task, resource, or assignment fields from an export map, click Clear All.
 To insert a new field above another field, click a field in the From column, and then click Insert Row.
 To delete a field, click it in the From column, and then click Delete Row. To change the name of the
field in the destination file, click the field in the To column, and then type a new name.
8. To export certain tasks or resources only, click the filter that is required in the Export filter box.
9. To change the order of the fields in the destination file, click a field in the To column, and then click
the Move buttons to move the field to the position that you want.
10. On the last page of the Export Wizard, click Finish to export the data.
Note:
 You can export only an entire project to XML format. Project maps the data automatically,
without the Export Wizard. Also, to minimize the file size, fields that contain null values are not
included in the exported XML file.
 On the Task Mapping, Resource Mapping, or Assignment Mapping page of the Export Wizard,
under Preview, user can review the layout of the export map.
 User can save a new or edited export map to use it again later. On the last page of the Export
Wizard, click Save Map, and then type a name in the Map name box. The new map will be added
to the list of predefined maps.
 User can use an existing export map from another project if the map is available in the global file.
By using the Organizer, copy an export map from a project file to the global file.
 On creating an export map to save data to either CSV file format or TXT file format and user set
the text delimiter, the delimiter, not the file extension, controls the file type. For example,to save
to a file named Myproject.csv but user specified a tab delimiter in the map, the CSV file will have
tabs instead of commas, even though the file extension indicates commas.
Import project information
1. Click the File tab, and then click Browse.

2. In the Files of type box, click the file type to import data from.
3. Navigate to the folder that contains the file to import, and then select the file in the file list.
4. Click Open.
5. Follow the instructions in the Import Wizard to import the data into the proper Project fields.
6. On the Task Mapping, Resource Mapping, or Assignment Mapping page of the Import Wizard, verify or
edit the mapping assumptions of Project:
 To import the data from a field in the source file to a different Project field, click the field in the To
column, select a new field, and then press ENTER.
 To change the name of a field in the destination file, click the field in the To column, and then type a
new name.
 To delete a field, click it in the From column, and then click Delete Row.
 To remove all task, resource, or assignment fields from an import map, click Clear All.
 To add all task, resource, or assignment fields of the destination file to the import map, click Add All.
Note: On the Task Mapping, Resource Mapping, or Assignment Mapping page of the Import Wizard,
under Preview, user can preview the layout of the import map.
7. To change the order of the fields in the destination file, click a field in the To column, and then click
the Move buttons to move the field to the position that you want.
8. On the last page of the Import Wizard, click Finish to import your data.
Note: On the last page of the Import Wizard, click Save Map, and then type a name in the Map
name box to save map to use again.
You can use an existing import map from another project if the map is available in the global file. By
using the Organizer, you can copy an import map from a project file to the global file.
 When you create an import map to incorporate data from either CSV file format or TXT file format
and you set the text delimiter, the delimiter, not the file extension, controls the file type. For
example, if you import a file named Myproject.csv but you specified a tab delimiter in the map, the
CSV file will have tabs instead of commas, even though the file extension indicates commas.
 Although you can enter values in some calculated fields, Project may recalculate these values,
either automatically or when you specify.
 Project can import only XML data that can be validated against its data interchange schema.
 If you are using Microsoft Project Professional, and you want to import information from another
file format into an enterprise project that requires you to enter specific information for tasks, you
won't be able to save the project until you enter all required information.
 If you are using Microsoft Project Professional, remember that resource cost fields cannot be
updated in an enterprise project. You can import resource cost information only in nonenterprise
projects or for non-enterprise resources in a project.
6.20 Create and work with subtasks and summary tasks
In Project, an indented task becomes a subtask of the task above it, which becomes a summary task. A
summary task is made up of subtasks, and it shows their combined information.
To create a subtask or a summary task, indent a task below another one. In the Gantt Chart view, select the
task you want to turn into a subtask, then click Task > Indent.
The task you selected is now a subtask, and the task above it, that isn’t indented, is now a summary task.
Note: Click Outdent to move the task back to the level of the task above it.
6.21 Show or hide subtasks
To show or hide all subtasks for all summary tasks, in the View tab, click Outline in the Data section, and then
click All Subtasks to show all the subtasks or click one of the Level options below it to show all the subtasks up
to that level.
To show and hide all subtasks for a single summary task, simple click the expand or collapse button to the left
of the summary task name to show them or hide them respectively.
Tips for organizing and working with outlined tasks
 When organizing the tasks for a project, you should plan the outline for the project in one of two ways;
the top-down method or the bottom-up method.
o With the top-down method, you identify the major phases first and then break the phases
down into individual tasks. The top-down method gives you a version of the plan as soon as you
decide on the major phases.
o With the bottom-up method, you list all the possible tasks first, and then you group them into
phases.
Note: Subtasks and summary tasks create structure, but they don’t create task dependencies.
 When you move or delete a summary task, Project moves or deletes all of its subtasks. Before you
delete a summary task, outdent the subtasks you want to keep.
 Be careful — changing the duration of the summary task does not necessarily change the durations of
the subtasks.
 Avoid assigning resources to summary tasks. Assign them to the subtasks instead, or you might not be
able to resolve over allocations.
 Summary tasks don’t always add up. Some summary task values (cost and work) are the total of the
subtask values, others (duration and baseline) aren’t.
6.22 Link projects to create a master project
1. Create separate Project files for each subproject, then open or create the master project.
2. In the master project, click View > Gantt Chart.
3. In the Task Name field, click the row below to insert the subproject.
4. Click Project > Subproject.
5. In the Insert Project box, select the subproject to insert.
 To insert multiple subprojects, hold down Ctrl and click the subprojects in the order to insert them.
 In most cases, user will want to leave the Link to project box checked, so that changes in the
subproject are reflected in the master project, and vice-versa. But to copy the subproject into the
master project without the files being dynamically linked, uncheck the box.
6. Click Insert, or to insert a project in read-only format, click the arrow on the Insert button, and then
click Insert Read-Only. Inserting a project read-only creates a link between the two projects, but
prevents you from updating the subproject from within the master project. If you update the subproject
file directly, however, its changes are reflected in the master project. The Insert Read-Only option is only
available when the Link to project box is checked.
Avoiding duplicate resource names in linked projects
While linking if 2 or more projects share resource name that will result in confusion. To avoid this, uncheck
the Link to project box in the Insert Project dialog box. Doing this will ensure that the resource information in
the master project (such as pay rates, resource calendars) will be honored over the subproject resource
information.
7.0 Set the general working days and times for
a project
On creating a project, it uses a default base calendar to schedule work. This may be a typical Monday through
Friday, 8AM to 5PM work week, or it may be something else that better matches your organization's work.
If the project has working times that fall outside of the default hours, user can:
 Adjust the working times for the project calendar to meet the needs.
OR
 Change to a different base calendar (24 Hours or Night Shift, for example).
7.1 Adjust the working times for your project
1. Click Project > Properties > Change Working Time.
Note: Using Project 2007? Click Tools > Change Working Time.
2. With the calendar marked as (project calendar) selected from the For calendar list, click the Work
Weeks tab, and then click Details.
3. Select the day(s) to change the working times for, and then choose them to be working or nonworking
time.
4. If selecting Set day(s) to these specific working times, use the From and To columns to set the working
times for the selected days.
5. Click OK to return to the Change Working Time dialog box, and then click OK again.
Tip: Got a change in working days or times mid-project? Before clicking Details, give each timeframe a
name on the Work Weeks tab, and add Start and Finish dates. Select the first timeframe to set Details,
and then repeat the process for the next timeframe.
7.2 Use a different base calendar for project scheduling
1. Click Project > Properties > Project Information.
2. In the Calendar list, choose the calendar you'd like to use to schedule work, and then click OK.
Tasks and resources can use their own calendars, in addition to this project calendar.
7.3 Create a new base calendar
Project includes a few different base calendars, by default:
 Standard: 8AM to 5PM, with a one-hour lunch break at 12PM.

 24 Hours: 12AM to 12AM, every day.
 Night Shift: 11PM to 8AM, with a one-hour break at 3AM.
2. Click Create New Calendar.
3. Give the new calendar a Name, select Create new base calendar, and then click OK.
4. Click the Work Weeks tab, and then click Details.

5. Select the day(s) to change the working times for, and then choose them to be working or nonworking
time.
6. If selecting Set day(s) to these specific working times, use the From and To columns to set the working
times for the selected days.
7.4 Create a calendar for a task within Project
Tasks can have their own calendars. By default, tasks are scheduled based upon the project calendar. To
define unique or specific exceptions, such as for machinery that runs during nonworking time, or an office
move that can occur only on a weekend, create a task calendar for individual tasks. A task calendar that is
associated with a task overrides the project calendar.
1. Click the Project tab, and in the Properties group, click Change Working Time.
2. Click Create New Calendar.
3. In the Create New Base Calendar dialog box, type of name for the new calendar and then choose
whether to create a new base calendar or make a calendar that is based on a copy of an existing
calendar.
4. Click OK to return to the Change Working Time dialog box.
5. To change the work week for the task calendar, click the Work Weeks tab.
6. Click the row in the table that indicates the default schedule for the task calendar, and then click Details.
7. In the Details for dialog box, select the days of the week to change throughout the scheduling of the
task, and then select one of the following:
 Use Project default working times for these days Choose the days that should use the default
working times, which are 8:00 A.M. to 12:00 P.M. and 1:00 P.M. to 5:00 P.M., Monday through
Friday, and nonworking time on weekends.
 Set days to nonworking time Choose the days on which no work can be scheduled. The change
that you make will be reflected in all the months in the calendar.
 Set day(s) to these specific working times To set the working times for the selected days
throughout the schedule, type the times that you want work to start in the From boxes and the
times you want work to end in the To boxes.
Note:
 After you create a base calendar, you need to assign that calendar to a task. Select the task, right-
click the task, and then click Information, click the Advanced tab, and then select the calendar from
the Calendar list.
 To delete a calendar, use the Organizer. Click the File tab. Click Info, and then click Global
Organizer. Click the Calendars tab. On the right, select the task calendar you want to delete, and
then click Delete.
7.5 Delete a calendar
1. Click File > Info > Organizer.
2. Click the Calendars tab.
3. Choose the calendar you want to delete, and then Click Delete.
7.6 Add a holiday to the project calendar
Project doesn’t include preset holidays, but user can add them to any calendar to make sure work is not
scheduled on days when your organization isn't working.
2. Select a calendar from the For calendar list, and then click the holiday on the calendar.
3. On the Exceptions tab, type a Name for the holiday, and then press Enter.
The Start and Finish dates are populated with what user had selected on the calendar, and the day is
marked as nonworking.
4. If this holiday will happen again during the project (especially if the project goes longer than a year),
select the holiday and click Details.
5. Under Recurrence pattern, set how often the holiday will repeat.
Tip: You can also set a Range of recurrence if the holiday happens repeatedly and then stops.
Any tasks that resources are assigned to will now be scheduled around the holiday by, typically, lengthening
the number of days it will take to complete the task.
7.7 How do all of these calendars work together?
There are four types of calendars in Project: base calendars, project calendars, task calendars, and resource
calendars.
Base calendars are used almost like a template for project, task, and resource calendars. They define
the standard working and non-working times for all projects in your organization. They specify the work hours
for each day, the work days for each week, and any exceptions, like company holidays. Three default base
calendars are already set up in Project: Standard, 24 Hours, and Night Shift.
Project, resource, and task calendars use a base calendar as a template, and then are modified to
reflect the unique working days and hours for individual projects, resources, or tasks. These unique calendars
are particularly helpful when accounting for things like a leave of absence, shift work, or tasks that are
completed by equipment that runs throughout nights and weekends.
These calendars all stack together to frame how work is scheduled on a project.
An example...
Let's say your organization is located in Seattle, and has a typical work week of 8-hour work days, Monday
through Friday. The base calendar reflects these working days and hours, as well as company holidays, like July
4 for Independence Day, and December 25 for Christmas.
A project manager starts a new project that runs from July 1 to July 15, and requires a Tuesday-Saturday work
week.
The base calendar shows the Monday through Friday work week, with July 4 identified as a non-working
holiday.
The project calendar uses the base calendar as a starting point, but adds that Saturdays are now working days,
and Mondays are now non-working days.
One task in the project takes place in another country, so the July 4 holiday won't apply. The task calendar
adds that July 4 is a working day.
Finally, the resource that will be working on the task has a different working schedule than the rest of your
organization. The resource calendar adds that Tuesday is a non-working day, and Wednesday through
Saturday are 10-hour days.
When Project schedules the task, it accounts for the assigned resource's calendar, the task calendar, the
project calendar, and the base calendar.
The resulting availability contributes to how Project calculates the start and finish dates for the task and the
project.
8.0 How scheduling works in Project
In past versions of Project, users have sometimes been bewildered by how Project automatically performs
scheduling calculations. This article demystifies the complexities of the Project scheduling engine.
8.1 How is a project scheduled?
Project 2010 introduces a new mode that gives users complete control over how tasks are scheduled —
manual scheduling.
Project can schedule tasks using two methods: manual scheduling and automatic scheduling. With manual
scheduling, changes to factors such as task dependencies, constraints, and project calendars do not
automatically adjust task dates.
Note: Tasks are manually scheduled by default. Project managers who are accustomed to automatic
scheduling with past versions of Project can turn the manual scheduling feature off for specific tasks or
for the entire project. Some projects, especially complicated ones, may require Project's powerful
scheduling engine to take care of scheduling for you.
1. Two manually scheduled tasks. The Duration is a text value, not a number. Since the duration is a text value,
a start date hasn't been set automatically by Project.
2. Two automatically scheduled tasks. The Duration is a number value. Since the duration is a number value, a
start date has been automatically set by Project, and a bar is displayed.
Manually scheduled tasks
To place a manually scheduled task placed anywhere in the schedule, and Project won't move it. This new
feature gives greater flexibility and control over planning and managing their schedule.
At times project schedules are often very informal. They begin as simple lists of dates from e-mails, meeting
with stakeholders, or a hallway conversation. Project managers very often do not have complete information
on work items. Also, they may know how long a task will take, but they do not know it can be started until
they have approval from the resource manager.
Here are some things to keep in mind with manually scheduled tasks.
 Manually scheduled tasks have their own indicators and task bars to help you distinguish them from the
"classic" automatically scheduled tasks.
 When a task is in manually scheduled mode, the Start, Finish, and Duration columns can be blank or
include text values in addition to recognizable dates.
 User can change a task back and forth from manually scheduled to automatically scheduled. Be careful,
though. When a task is changed from manually scheduled to automatically scheduled, Project is going to
have to make some decisions. If a task's duration was "A fortnight", Project will by default use an
estimated duration of "1 day?" if the task is set to automatically scheduled. After all, you can expect
project to know that a fortnight is two weeks long.
 If a manually scheduled task has to be delayed due to a slippage, its successor tasks will not be
automatically pushed out. Project managers can decide to keep the original dates if their resources are
able to proceed as planned, or delay the successor tasks if there are hard dependencies.
 Manually scheduled tasks cannot be set to effort-driven. The duration of a manually scheduled task will
not change as resources are assigned to it
The following table shows how Project attributes are defined and used for scheduling manually and
automatically scheduled tasks.
item Manually Scheduled Automatically Scheduled

Duration Can be number, date, or text Only numbers representing time
information, such as "14d" or length and units can be used, such
"fortnight". Not used by Project to as "14d" or "2 months".
Help schedule the project.
Work Only numbers representing time Only numbers representing time
length and units can be used, such length and units can be used, such
as "14d" or "2 months". as "14d" or "2 months".
Resources Can be assigned to tasks. Not used Can be assigned to tasks. Used by
by Project to help schedule the Project to Help determine best
project. schedule. Will change the duration
of tasks if tasks are set to effort-
driven, unlike manually scheduled
tasks.
Start date Can be a number, date or text Only date information can be used.
information, such as "Jan 30" or
"Sometime soon." Not used by
Project to Help schedule the
project.
Finish date Can be a date or text information, Only date information can be used.
such as "Jan 30" or "Sometime
soon." Not used by Project to Help
schedule the project.
Constraints Ignored by Project. Used by Project to Help determine
best schedule.
Dependencies Can be used, but won't change the Can be used, but won't change
(links) scheduling of the task. scheduling of the task.
Project and Ignored by Project. Used by Project to Help determine
resource best schedule.
calendars
Automatically scheduled tasks
Automatically scheduled tasks are the classic way Project schedules your tasks. Automatic scheduling provides
a highly structured, systematic means of managing project schedules. Based on users’ input, such as task
duration, planned work, number of resources, and constraint dates, Project calculates the earliest and latest
dates for tasks for the optimal schedule.
Project schedules a project from the information entered about the following:
 The overall project.

 The individual work items (called tasks) required to complete the project.
 If necessary, the resources needed to complete those tasks.
If anything about the project changes after creating the schedule, user can update the tasks or resources and
Project adjusts the schedulee.
For each task, one or all of the following may be entered:
 Durations
 Task dependencies
 Constraints
Using this information, Project calculates the start date and finish date for each task.
User can enter resources in the project and then assign them to tasks to indicate which resource is responsible
for completing each assignment. Not only does this help plan project staffing, it can also help to calculate the
number of machines needed or the quantity of material to be consumed if entered resources, task schedules
are further refined according to the following resource information:
 Work
 Units
 Working times entered in calendars
Other elements, such as lead time and lag time, task types, resource availability, and the driving resource, can
affect scheduling, so understanding the effects of these elements can help to maintain and adjust the
schedule as needed.
8.2 How does the project start date affect the schedule?
If user enter a start date for the project, by default, Project schedules tasks to begin on the project's start date
and calculates the project's finish date based on the last task to finish.
For automatically scheduled tasks, as user enter more information about tasks, such as task dependencies,
durations, and constraints, Project adjusts the schedule to reflect more accurate dates for tasks.
Note: Manually scheduled tasks will not be moved if the project start date changes.
When user create a new project, first enter the project's start date. When scheduling a project from the start
date, all tasks start at the project start date unless specified otherwise.
For both manually scheduled tasks and automatically scheduled tasks, with no task dependencies or
constraints applied, the project's duration is the same as the duration of the longest task. In other words, the
project finish date is the same as the longest task's finish date.
Task dependencies, such as the finish-to-start dependency between the first and second tasks can change the
project's finish date. Nearly all projects should be scheduled from a known start date. Even if user know the
date that a project must be completed, scheduling from a start date gives you maximum flexibility.
However, one might want to schedule from a finish date when:
 You need to determine when a project must start so that it finishes on a specific required date.
 You are not sure when your project will begin (for example, you are receiving work from another source
that could be delayed).
 Your project management methodology requires you to schedule from a finish date.
As working with the project that is scheduled from a finish date, be aware of differences in the way that
Project handles some actions:
 When you enter an automatically scheduled task, Project automatically assigns the As Late As Possible
(ALAP) constraint to the finish date of the task. You should set other constraints only when necessary.
 If you drag a Gantt bar to change the finish date of a task, Project automatically assigns a Finish No Later
Than (FNLT) constraint for an automatically scheduled task.
 If you change your project to schedule from a finish date and it was previously scheduled from a start date,
you will remove all leveling delays and leveling splits from tasks and assignments that have been
automatically scheduled. Tasks that are manually scheduled are not affected.
 If you use automatic leveling to reduce resource overallocations in your project, Project will add a leveling
delay after a task rather than before a task.
8.3 How do constraints on automatically scheduled tasks affect the schedule?
When user need to control the start or finish date of an automatically schedule task, user can change the
constraint on the task. Flexible constraints work with task dependencies to make a task occur as soon or as
late as the task dependency will allow. For example, a task with an As Soon As Possible (ASAP) constraint and a
finish-to-start dependency will be scheduled as soon as the predecessor task finishes. By default, all tasks in a
project that is scheduled from the start date have the ASAP constraint applied. Likewise, by default, all tasks in
a project that is scheduled from the finish date have the As Late As Possible (ALAP) constraint applied.
Note: Manually scheduled tasks are not affected by task constraints. If a task scheduling mode is
changed from manually scheduled to automatically scheduled, the task constraint will be set to As Late
as Possible (ALAP).
Constraints with moderate scheduling flexibility will restrict a task from starting or finishing before or after a
date you choose. For example, a task with a Start No Earlier Than (SNET) constraint for June 15 and a finish-to-
start dependency to another task can begin June 15 if its predecessor is finished by June 15 (or later if its
predecessor finishes after June 15), but it can't be scheduled before June 15.
With the default finish-to-start task relationship and an ASAP constraint applied to these tasks, the successor
task (the second one) is scheduled to begin as soon as the predecessor task (the first one) is scheduled to
finish.
With a SNET constraint applied, the successor task cannot begin before the constraint date, even if (as shown
here) the predecessor task is completed before the constraint date.
Inflexible constraints override any task dependencies by default and restrict a task to a date you choose. For
example, a task with a Must Start On (MSO) constraint for September 30 and a finish-to-start dependency to
another task will always be scheduled for September 30 no matter whether its predecessor finishes early or
late.
If a task that is constrained to a date has a predecessor that finishes too late for the successor to begin on the
date specified in the constraint, negative slack can occur.
To review or change the constraint on a task, right-click on the task, click Task Information , and then click
the Advanced tab. Constraint information is in the Constraint type and Constraint date boxes.
8.4 How do deadline dates affect the schedule?
Deadline dates don't usually affect task scheduling. They are used to indicate a target date one don't want to
miss, without requiring to set a task constraint that could affect scheduling if predecessor tasks change. A task
with a deadline is scheduled just like any other task, but when a task finishes after its deadline, Project
displays a task indicator notifying you that the task missed its deadline.
Deadline dates can affect the total slack on tasks. If entering a deadline date before the end of the task's total
slack, total slack will be recalculated by using the deadline date rather than the task's late finish date. The task
becomes critical if the total slack reaches zero.
User can set deadlines for summary tasks as well as individual tasks. If the summary task's deadline conflicts
with any of the subtasks, the deadline indicator signifies a missed deadline among the subtasks.
But deadline dates can affect how tasks are scheduled if you set a deadline date on a task with an As Late As
Possible (ALAP) constraint. The task is scheduled to finish on the deadline date, though the task could still
finish after its deadline if its predecessors slipped.
To review or change a task deadline, right-click on the task, click Task Information, and then click
the Advanced tab. Use the Deadline box.
8.5 How do calendars affect the schedule?
Calendars determine the standard working time and nonworking time, such as weekends and holidays, for the
project.
Note: Manually scheduled tasks are not affected by project or resource calendars.
Project calendars are used to determine the resource availability, how resources that are assigned to tasks are
scheduled, and how the tasks themselves are scheduled. Project and task calendars are used in scheduling the
tasks, and if resources are assigned to tasks, resource calendars are used as well.
The calendars referred to in Project are:
 Base calendars
 Project calendars
 Resource calendars
 Task calendars
To work with calendars, click the Project tab, and then click Change Working Time.
8.6 How do resource assignments drive the schedule?
If resources are not assigned to tasks in the project, Project calculates the schedule using durations, task
dependencies, constraints, and project and task calendar information. If resources are assigned, the tasks are
also scheduled according to resources' calendars and assignment units, providing for more accurate
scheduling.
Note: Manually scheduled tasks are not affected by resource calendars. When a resource is assigned to
a manually scheduled task, the scheduling of the task will not change.
An assignment is the association of a specific task with a specific resource that is responsible for completing
the task. More than one resource can be assigned to a task. Work resources, material resources, and cost
resources can be assigned to tasks. Unlike work resources, assigning material resources or cost resources to a
task does not affect task scheduling.
In addition to scheduling according to task information, after assigning resources to the tasks in the project,
Project has additional resource and assignment information to use in calculating schedule information,
including:
 The amount of work or overtime work the resource is assigned to do, and how that work is distributed
over time. Work distribution over time can also be affected by work contours.
 The number of assignment units for the resource, that is, part-time, full-time, or multiple, on the task.
 The task type, which affects how a schedule changes if you revise the existing assignment. The three task
types are fixed unit, fixed duration, and fixed work.
 Whether the task is effort-driven. If a task is effort-driven, as resources are added or removed on the
assignment, the work remains constant for the task and is redistributed among the resources. For fixed-
unit tasks, for example, one result is that if more resources are assigned, a shorter duration is required to
complete the task.
Note: Manually scheduled tasks cannot be set to effort-driven. The duration of a manually scheduled task will
not change as resources are assigned to it.
 Resource calendars. Project schedules the assigned resources based on the working and nonworking times
indicated on their resource calendars.
 To assign resources to tasks, click the Resource tab, and then click Assign Resources .
9.0 Save a project
The process for saving a project is different for Project Standard 2010 users and Project Professional 2010
users who are connected to Project Server.
9.1 Save a project with Project Standard 2010
1. Click the File tab, and then click Save.

2. If this is the first time that you are saving the project, type a name for it in the File name box, and then
click Save.
If saving a file with multiple projects, user may be prompted for a project name.
To save the project to a different file format.
1. Click the File tab.

2. Click Save & Send.
3. Under File Types, click Save Project as File.
4. On the right, under Project File Types or Other File Types, select the type of file to save to.
There are two methods for saving the project file to another format.
 Double-click the type of file to save to.
 Single-click the type of file to save to, and then click Save As.
5. Type a file name for the file.

6. Click Save.
User can save a project in the following file formats:
 Project 2007
 Project 2000 - 2003
 Portable Document Format (PDF)
 XML Paper Specification (XPS)
 Excel workbook
 Tab delimited text
 Comma delimited (CSV)
 XML
9.2 Save a project with Project Professional 2010
With Project Professional 2010, user have the following options for saving your project:
Save the project to Project Server
Saving a project differs from checking in or publishing a project. When saving the project to Project Server, it is
still checked out and cannot be edited by anyone else. Close the project to check it in to Project Server. To
make the project available to the team members, publish the project.
1. Click the File tab, and then click Save.

2. If this is the first time saving the project, in the Save to Project Server dialog box, type a name for the
project in the Name box.
3. To set any enterprise custom fields in the project, click the Value field for a custom field and then select
the value. User must enter data for required custom fields, indicated by an asterisk (*) after the field
name.
4. Click Save.
5. If necessary, verify whether the project is checked in or checked out of Project Server. Click the File tab,
and then click Open. Review the status of the project in the Open dialog box.
6. To check the project in to Project Server, click the File tab, and then click Close.
If you close the project window or try to exit Project without saving th last change, the Close dialog box
appears.
1. In the Save Changes section, do one of the following:
 Click Save to save the changes made to the project.

 Click Discard Changes to close the project without saving the changes.
2. In the Check in section, do one of the following:
 Click Check in to check the project back in to Project Server.

 Click Keep project checked out to leave the project checked out to the current user, which prevents
other people from making changes.
Save your project locally
1. Click the File tab, and then click Save As.

2. In the Save to Project Server dialog box, click Save as File.
3. In the Save As File dialog box, do one of the following:
 To save all items from the enterprise global template except for the custom fields, click All
enterprise custom fields and global items.
 To save only those items from the enterprise global template that are used in this project, click Only
currently loaded enterprise custom fields and enterprise global items.
4. Select a location to save the file, and then click Save.
To save your project to a different file format.
1. Click the File tab.

2. Click Save & Send.
3. Under File Types, click Save Project as File.
4. On the right, under Project File Types or Other File Types, select the type of file to save to.
There are two methods for saving the project file to another format.
 Double-click the type of file to save to.
 Single-click the type of file to save to, and then click Save As.
5. Type a file name for the file.

6. Click Save.
User can save a project in the following file formats:
 Project 2007
 Project 2000 - 2003
 Portable Document Format (PDF)
 XML Paper Specification (XPS)
 Excel workbook
 Tab delimited text
 Comma delimited (CSV)
 XML
9.3 Save a project as a template
To reuse an existing project as the basis for a new project, user can save it as a template.
1. Click the File tab, and then click Save as.

2. Project Professional users: If the project to save as a template is saved in Project Server, do the following:
 In the Save to Project Server dialog box, click Save as File .

 In the Save As File dialog box, click Only currently loaded enterprise custom fields and enterprise global
items to save only those items from the enterprise global template that are used in this project.
3. Select the drive and folder to save the template.

4. In the File name box, type a name for the template.
5. In the Save as type box, click Template (*.mpt) or Microsoft Project 2007 Templates (*.mpt).
6. Click Save.
7. Select the check boxes for data that you want to remove from your project file, and then click Save.
User can remove baseline data, actuals, resource pay rates, fixed cost information, and task publishing status.
9.4 Save a project for sharing
1. Click the File tab, and then click Save & Send.
2. Click Save Project as File in the middle pane, and then click Save for Sharing on the right.
3. Click Save As.
Note: Click the Save As button on the bottom right. Do not click the Save As command on the far left.
1. Select the drive and folder to save the project, and then click Save.
2. Send the saved file to someone else to make changes directly in the project plan.
Note: While the project is being shared, you cannot open the file for editing from Project Server.
When all changes have been made to the shared file, save the changes back to Project Server.
1. Connect to Project Server on the computer where initially user saved the file for sharing.
2. Open the shared file.
Note: The shared file can only be saved back to Project Server from the computer where you initially
saved it for sharing.
3. Click the File tab, click Save As, and then click Save.
The version of the file saved on the server is updated and can be edited again.
Note:
 To make further changes to a shared project after it has been saved back to Project Server, you
must save the project for sharing again. The shared file can only be saved back to Project Server
one time.
 If the shared file is lost, or becomes unavailable for any reason, the server administrator can force a
check-in of the project on Project Server.
9.5 Save a local project to Project Server
Note: You need Project Professional 2010 in order to save a local project to Project Server.
If a project is saved locally, user can save that project to Project Server to make it available to other people in the
organization.
1. Open Project and connect to Project Server.

2. Open the project saved locally.
3. Click the File tab, and then click Save as.
4. On the Save to Project Server dialog box, type a name for the project in the Name box.
5. To include any enterprise custom fields in the project, click the Value field for a custom field, and then set the
value.
6. Click Save.
7. To check the project in to Project Server, click the File tab, and then click Close.
9.6 Publish the latest plan and team assignments
When user create an enterprise project and save it to Microsoft Project Server, it is not yet available for team members
to view and update. The project is available only to the user.
To make the project available to the team members, user must publish the project. Publishing a project also publishes its
assignments. As the project progresses, user may have to make changes to your tasks and assignments. These changes
must be published to make them available to the team members.
1. Start Project Professional 2010 and connect to Project Server.

2. Open the project, click the File tab, and then click Publish.
3. If you do not have a workspace site for this project, select Create a workspace for this project in the Publish
Project dialog box.
4. Click Publish.
Note: The collaboration commands and options are not available unless you are connected to Project Server.
9.7 Save a plan to PDF or XPS
1. Click the File tab, and then click Share.

2. Click Create PDF/XPS Document, and then on the right, click Create a PDF/XPS.
3. In the Browse dialog box, select a name and location for the document.
4. In the Save as type list, select either PDF files or XPS files, and then click OK.
10.0 Print a view or report
A printed view is more than simply a pleasant way to present project information. It can at times be the most
effective way.
10.1 Print a view
1. On the View tab, in the Task Views or Resource Views group, click the view to print.
2. Click the File tab, and then click Print.
3. To look over the view or to make adjustments before printing, view the right side of the page.
To see the actual size of the view as it will be printed, click anywhere in the print preview area.
4. Click Print to print the view.
If a predefined view does not meet the exact needs, different tables or filters can be applied, or change the
way tasks, resources, or assignments are grouped or sorted.
10.2 Optimize a view for printing
1. On the View tab, in the Task Views or Resource Views group, click the view to print.
Tip: To print a summary or high-level view of your project, filter your view first by showing summary
tasks or a specific outline level. You can also select the Timeline view for an attractive view to print
quickly and easily.
2. Click the File tab, and then click Print.

3. At the top of the page, specify the number of copies to print.
Tip: Specify additional settings for the printer by clicking Printer Properties. Typically, you can change
the paper type, color, and other common printer settings, but the type of settings will vary depending
upon the type of printer you are using.
4. Under Settings, specify how much of the project to print.
User can specify any level of detail, from specific dates to the whole project. User can also specify whether the
project should be printed with a landscape orientation (which is oriented horizontally) or portrait orientation
(which is oriented vertically).
5. Click Print.
10.3 Add a header, footer, or legend to a view
1. Click the File tab, click Print, and then click Page Setup.
2. On the Header, Footer, or Legend tab, click the Left, Center, or Right tab.
3. In the text box, type or paste the text, add the document or project information, or insert or paste a graphic.
 To add page numbers to the header, footer, or legend, click Insert Page Number , Insert Total Page
Count , or both.
 To add the current date or time to the header, footer, or legend, click Insert Current Date , Insert Current
Time , or both.
 To add the file name to the header, footer, or legend, click Insert File Name .
 To add a graphic to the header, footer, or legend, click Insert Picture .
 To format preset information, select the ampersand (&), or select the text that you want to format, click Format
Text Font , and then select the formatting options for the header, footer, or legend.
 To add project-specific information, click the information in the General and Project fields boxes, and then
click Add for each entry.
Notes:
 The header and footer that you set will appear on every page. You cannot specify that they appear
differently on the first page versus subsequent pages, appear differently on odd or even pages, or appear
differently on individual pages.
 You can resize a graphic after you add it to a header, footer, or legend by selecting the graphic and dragging
its border. To move the graphic, select it and drag it to another location. You cannot crop a graphic.
 You can customize the fields and bars that appear in the legend by using the Bar Styles dialog box. With the
Resource Graph or Gantt Chart view displayed, click Bar Styles on the Bar Styles group. In the Name column
of the Bar Styles dialog box, type an asterisk (*) before the name of the field that you do not want to appear
in the printed legend.
10.4 Print a basic report
1. Click the Project group.

2. In the Reports group, click Reports.
3. In the Reports dialog box, click a report, and then click Select.
4. In the next dialog box, select the type of report, and then click Select again. The report will appear
in Print Preview mode.
5. Click Print.
10.5 Add header or footer to a basic report
1. Click the Project group.

2. In the Reports group, click Reports.
3. In the Reports dialog box, click Custom, and then click Select.
4. In the Custom Reports dialog box, select a report in the Reports list, and then click Print.
The list of reports contains all reports that you can print.
5. Click Page Setup.

6. Click the Header or Footer tab.
7. Click the Left, Center, or Right tab.
8. In the text box, type or paste the text, add document or project information, or insert or paste a graphic.
 To add page numbers to the header, footer, or legend, click Insert Page Number , Insert Total Page
Count , or both.
 To add the current date or time to the header, footer, or legend, click Insert Current Date , Insert
Current Time , or both.
 To add the file name to the header, footer, or legend, click Insert File Name .
 To add a graphic to the header, footer, or legend, click Insert Picture .
 To format preset information, select the ampersand (&), or select the text that you want to format,
click Format Text Font , and then select the formatting options for the header, footer, or legend.
 To add project-specific information, click the information in the General and Project fields boxes,
and then click Add for each entry
Keyboard Shortcuts
1.0 Use the Help window
The Help window provides access to all Office Help content. The Help window displays topics and other Help
content.
To do this Press
Open the Help window. F1
Close the Help window. ALT+F4
Switch between the Help window and the active program. ALT+TAB
Go back to Program Name Home. ALT+HOME
Select the next item in the Help window. TAB
Select the previous item in the Help window. SHIFT+TAB
Perform the action for the selected item. ENTER
In the Browse Program Name Help section of the Help TAB or SHIFT+TAB
window, select the next or previous item, respectively.
In the Browse Program Name Help section of the Help ENTER
window, expand or collapse the selected item.
Select the next hidden text or hyperlink, including Show All or TAB
Hide All at the top of a topic.
Select the previous hidden text or hyperlink. SHIFT+TAB
Perform the action for the selected Show All, Hide All, hidden ENTER
text, or hyperlink.
Move back to the previous Help topic (Back button). ALT+LEFT ARROW or BACKSPACE
Move forward to the next Help topic (Forward button). ALT+RIGHT ARROW
Scroll small amounts up or down, respectively, within the UP ARROW or DOWN ARROW
currently displayed Help topic.
Scroll larger amounts up or down, respectively, within the PAGE UP or PAGE DOWN
currently displayed Help topic.
Change whether the Help window appears connected to ALT+U
(tiled) or separate from (untiled) the active program.
Display a menu of commands for the Help window. This SHIFT+F10
requires that the Help window have the active focus (click in
the Help window).
Stop the last action (Stop button). ESC
Update the window (Refresh button). F5
Print the current Help topic. CTRL+P
Note: If the cursor is not in the current Help topic, press F6

and then press CTRL+P.
Change the connection state. F6, DOWN ARROW
Type text in the Type words to search for box. F6, DOWN ARROW
Switch among areas in the Help window; for example, switch F6
between the toolbar, Type words to search for box, and
Search list.
In a Table of Contents in tree view, select the next or previous DOWN ARROW or UP ARROW
item, respectively.
In a Table of Contents in tree view, expand or collapse the LEFT ARROW or RIGHT ARROW
selected item, respectively.
2.0 Keyboard access to the Office Fluent Ribbon
1. Press ALT.
The KeyTips are displayed over each feature that is available in the current view.
2. Press the letter that appears in the KeyTip over the feature that you want to use.
3. Depending on which letter you press, additional KeyTips may appear. For example, if the Home tab is
active and you press W, the View tab is displayed, along with the KeyTips for the groups on that tab.
4. Continue pressing letters until you press the letter of the command or control that you want to use. In
some cases, you must first press the letter of the group that contains the command.
Note: To cancel the action that you are taking and hide the KeyTips, press ALT.
Tip: If the Watch Window does not get focus after you select it by using the KeyTips, press ALT, and
then press CTRL+TAB.
3.0 Display and use windows
To do this Press
Switch to the next window. ALT+TAB
Switch to the previous window. ALT+SHIFT+TAB
Close the active window. CTRL+W or CTRL+F4
Restore the size of the active window after you maximize it. CTRL+F5
Move to a task pane from another pane in the program F6
window (clockwise direction). You may need to press F6 more
than once.
Note: If pressing F6 doesn't display the task pane you want,

try pressing ALT to place focus on the menu bar or Ribbon,
which is a part of the Office Fluent Ribbon, and then pressing
CTRL+TAB to move to the task pane.
Move to a pane from another pane in the program window SHIFT+F6
(counterclockwise direction).
When more than one window is open, switch to the next CTRL+F6
window.
Switch to the previous window. CTRL+SHIFT+F6
When a document window is not maximized, perform the CTRL+F7
Move command (on the Control menu for the window). Press
the arrow keys to move the window. When you finish, press
ESC.
When a document window is not maximized, perform the Size CTRL+F8
command (on the Control menu for the window). Press the
arrow keys to resize the window. When you finish, press ESC.
Minimize a window to an icon (works for only some Microsoft CTRL+F9
Office programs).
Maximize or restore a selected window. CTRL+F10
Copy a picture of the screen to the Clipboard. PRINT SCREEN
Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN
4.0 Change or resize the font
To do this Press
Change the font. CTRL+SHIFT+F
Change the font size. CTRL+SHIFT+P
Increase the font size of the selected text. CTRL+SHIFT+>
Decrease the font size of the selected text. CTRL+SHIFT+<
5.0 Move around in text or cells
To do this Press
Move one character to the left. LEFT ARROW
Move one character to the right. RIGHT ARROW
Move one line up. UP ARROW
Move one line down. DOWN ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Move to the end of a line. END
Move to the beginning of a line. HOME
Move up one paragraph. CTRL+UP ARROW
Move down one paragraph. CTRL+DOWN ARROW
Move to the end of a text box. CTRL+END
Move to the beginning of a text box. CTRL+HOME
Repeat the last Find action. SHIFT+F4
6.0 Move around in and work in tables
To do this Press
Move to the next cell. TAB
Move to the preceding cell. SHIFT+TAB
Move to the next row. DOWN ARROW
Move to the preceding row. UP ARROW
Insert a tab in a cell. CTRL+TAB
Start a new paragraph. ENTER
Add a new row at the bottom of the table. TAB at the end of the last row
7.0 Access and use actions
To do this Press
Display the menu or message for an action. If more than one ALT+SHIFT+F10
action is present, switch to the next action and display its
menu or message.
Select the next item on the action menu. DOWN ARROW
Select the previous item on the action menu. UP ARROW
Perform the action for the selected item on the action menu. ENTER
Close the action menu or message. ESC
Tips
 You can ask to be notified by a sound whenever an action appears. To hear audio cues, you must have
a sound card. You must also have Microsoft Office Sounds installed on your computer.
 If you have access to the World Wide Web, you can download Microsoft Office Sounds from the
Microsoft Office.com Web site.
8.0 Use dialog boxes
To do this Press
Move to the next option or option group. TAB
Move to the previous option or option group. SHIFT+TAB
Switch to the next tab in a dialog box. CTRL+TAB
Switch to the previous tab in a dialog box. CTRL+SHIFT+TAB
Move between options in an open drop-down list, or between Arrow keys
options in a group of options.
Perform the action assigned to the selected button; select or SPACEBAR
clear the selected check box.
Open the list if it is closed and move to that option in the list. First letter of an option in a drop-down
list
Select an option; select or clear a check box. ALT+ the letter underlined in an option
Open a selected drop-down list. ALT+DOWN ARROW
Close a selected drop-down list; cancel a command and close ESC
a dialog box.
Perform the action assigned to a default button in a dialog ENTER
box.
9.0 Use edit boxes within dialog boxes
An edit box is a blank in which you type or paste an entry, such as your user name or the path to a folder.
To do this Press
Move to the beginning of the entry. HOME
Move to the end of the entry. END
Move one character to the left or right, respectively. LEFT ARROW or RIGHT ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Select or cancel selection one character to the left. SHIFT+LEFT ARROW
Select or cancel selection one character to the right. SHIFT+RIGHT ARROW
Select or cancel selection one word to the left. CTRL+SHIFT+LEFT ARROW
Select or cancel selection one word to the right. CTRL+SHIFT+RIGHT ARROW
Select from the insertion point to the beginning of the entry. SHIFT+HOME
Select from the insertion point to the end of the entry. SHIFT+END
10.0 Use the Open and Save As dialog boxes
To do this Press
Go to the previous folder. ALT+1
Open the folder one level above the open folder. ALT+2
Close the dialog box and open your Web search page. ALT+3
Delete the selected folder or file. ALT+3
Create a new folder. ALT+4
Switch among available folder views. ALT+5
Show the Tools menu. ALT+L
Display a shortcut menu for a selected item, such as a folder SHIFT+F10
or file.
Move between options or areas in the dialog box. TAB
Open the list. F4 or ALT+I
Update the file list. F5
11.0 Use the Network Diagram view
To do this Press
Move to a different Network Diagram box. Arrow keys
Add Network Diagram boxes to the selection. SHIFT+Arrow keys
Move a Network Diagram box. CTRL+Arrow keys
Note: Manual positioning must be set first. Select the box you
want to move. On the Format tab, click Layout in the Format
group. Click Allow manual box positioning.
Move to the top Network Diagram box in the view or project. CTRL+HOME or SHIFT+CTRL+HOME
Move to the lowest Network Diagram box in the project. CTRL+END or SHIFT+CTRL+END
Move to the leftmost Network Diagram box in the project. HOME or SHIFT+HOME
Move to the rightmost Network Diagram box in the project. END or SHIFT+END
Move up one window height. PAGE UP or SHIFT+PAGE UP
Move down one window height. PAGE DOWN or SHIFT+PAGE DOWN
Move left one window width. CTRL+PAGE UP or SHIFT+CTRL+PAGE UP
Move right one window width. CTRL+PAGE DOWN or SHIFT+CTRL+PAGE
DOWN
Select the next field in the Network Diagram box. ENTER or TAB
Select the previous field in the Network Diagram box. SHIFT+ENTER
11.0 Navigate views and windows
To do this Press
Activate the Control menu. ALT+SPACEBAR
Activate the entry bar to edit text in a field. F2
Activate the menu bar. F10 or ALT
Activate the project control menu. ALT+HYPHEN
Activate the split bar. SHIFT+F6
Close the program window. ALT+F4
Display all filtered tasks or all filtered resources. F3
Display the Field Settings dialog box. ALT+F3
Open a new window. SHIFT+F11
Reduce a selection to a single field. SHIFT+BACKSPACE
Reset sort order to ID order and turn off grouping. SHIFT+F3
Select a drawing object. F6
Display task information. SHIFT+F2
Display resource information. SHIFT+F2
Display assignment information. SHIFT+F2
Turn on or off the Add To Selection mode. SHIFT+F8
Turn on or off Auto Calculate. CTRL+F9
Turn on or off the Extend Selection mode. F8
Move left, right, up, or down to view different pages in the ALT+Arrow keys
Print Preview window.
12.0 Outline a project
To do this Press
Hide subtasks. ALT+SHIFT+HYPHEN or ALT+SHIFT+MINUS SIGN (minus sign on the
numeric keypad)
Indent the selected task. ALT+SHIFT+RIGHT ARROW
Show subtasks. ALT+SHIFT+ = or ALT+SHIFT+PLUS SIGN (plus sign on the numeric keypad)
Show all tasks. ALT+SHIFT+* (asterisk on the numeric keypad)
Outdent the selected task. ALT+SHIFT+LEFT ARROW
13.0 Select and edit in a dialog box
To do this Press
Move between fields at the bottom of a form. Arrow keys
Move into tables at the bottom of a form. ALT+1 (left) or ALT+2 (right)
Move to the next task or resource. ENTER
Move to the previous task or resource. SHIFT+ENTER
14.0 Select and edit in a sheet view
To do this Press
Cancel an entry. ESC
Clear or reset the selected field. CTRL+DELETE
Copy the selected data. CTRL+C
Cut the selected data. CTRL+X
Delete the selected data. DELETE
Delete row that has a selected cell. CTRL+MINUS SIGN (on the numeric
keypad)
Fill down. CTRL+D
Display the Find dialog box. CTRL+F or SHIFT+F5
In the Find dialog box, continue to the next instance of the SHIFT+F4
search results.
Use the Go To command (Edit menu). F5
Link tasks. CTRL+F2
Paste the copied or cut data. CTRL+V
Reduce the selection to one field. SHIFT+BACKSPACE
Undo the last action. CTRL+Z
Unlink tasks. CTRL+SHIFT+F2
Set the task to manually schedule CTRL+SHIFT+M
Set the task to auto schedule CTRL+SHIFT+A
15.0 Move in a view
To do this Press
Move to the beginning of a project (timescale). ALT+HOME
Move to the end of a project (timescale). ALT+END
Move the timescale left. ALT+LEFT ARROW
Move the timescale right. ALT+RIGHT ARROW
Move to the first field in a row. HOME or CTRL+LEFT ARROW
Move to the first row. CTRL+UP ARROW
Move to the first field of the first row. CTRL+HOME
Move to the last field in a row. END or CTRL+RIGHT ARROW
Move to the last field of the last row. CTRL+END
Move to the last row. CTRL+DOWN ARROW
16.0 Move in the side pane
To do this Press
Move focus between the side pane & the view on the right side. CTRL+TAB or CTRL+SHIFT+TAB
Select different controls in the side pane if focus is in the side pane. TAB
Select or clear check boxes and option buttons if focus is in the side SPACEBAR
pane.
17.0 Select in a view
To do this Press
Extend the selection down one page. SHIFT+PAGE DOWN
Extend the selection up one page. SHIFT+PAGE UP
Extend the selection down one row. SHIFT+DOWN ARROW
Extend the selection up one row. SHIFT+UP ARROW
Extend the selection to the first field in a row. SHIFT+HOME
Extend the selection to the last field in a row. SHIFT+END
Extend the selection to the start of the information. CTRL+SHIFT+HOME
Extend the selection to the end of the information. CTRL+SHIFT+END
Extend the selection to the first row. CTRL+SHIFT+UP ARROW
Extend the selection to the last row. CTRL+SHIFT+DOWN ARROW
Extend the selection to the first field of the first row. CTRL+SHIFT+HOME
Extend the selection to the last field of the last row. CTRL+SHIFT+END
Select all rows and columns. CTRL+SHIFT+SPACEBAR
Select a column. CTRL+SPACEBAR
Select a row. SHIFT+SPACEBAR
Move within a selection down one field. ENTER
Move within a selection up one field. SHIFT+ENTER
Move within a selection right one field. TAB
Move within a selection left one field. SHIFT+TAB
18.0 Select and edit in the entry bar
To do this Press
Accept an entry. ENTER
Cancel an entry. ESC
Delete one character to the left. BACKSPACE
Delete one character to the right. DELETE
Delete one word to the right. CTRL+DELETE
Extend the selection to the end of the text. SHIFT+END
Extend the selection to the start of the text. SHIFT+HOME
Turn on or off Overtype mode. INSERT
19.0 Use a timescale
To do this Press
Move the timescale left one page. ALT+PAGE UP
Move the timescale right one page. ALT+PAGE DOWN
Move the timescale to beginning of the project. ALT+HOME
Move the timescale to end of the project. ALT+END
Scroll the timescale left. ALT+LEFT ARROW
Scroll the timescale right. ALT+RIGHT ARROW
Show smaller time units. CTRL+ / (slash on the numeric keypad)
Show larger time units. CTRL+* (asterisk on the numeric keypad)
File formats supported by Project 2010
Microsoft Project 2010 can open and save files in the following file formats. Some formats allow you to save
all the information in your project, and some formats allow you to save only the data contained in Project
fields.
File Format Description

Project Plan (MPP) The standard file format for a project which uses the .mpp extension.
Microsoft Project Project 2010 supports opening from and saving to the file format used by
2007 file Project 2007.
Microsoft Project Project 2010 supports opening from and saving to the file format used by
2000-2003 file Project 2000-2002 and Project 2003.
Microsoft Project 98 Project 2010 cannot open or save to the Project 98 file format.
file
Microsoft Project This is a template file in which you can save boilerplate information. This
Template (MPT) format uses the .mpt extension. The global file (Global.mpt) is a master
template file that contains formatting information for all projects, but it
cannot store tasks, resources, or assignments.
Microsoft Project Project 2010 cannot open or save to the MPX file format.
Exchange (MPX)
Microsoft Excel (.xls, Formats used by the Microsoft Excel spreadsheet program. This format uses
.xlsx, .xlsb, and the .xls, .xlsx, and .xlsb extensions. Project 2010 cannot open or save to
.xlsm formats) Excel spreadsheets with the .xlsm extension. You can export field data to
these formats, but you cannot export an entire project.
Microsoft Project Project 2010 cannot open or save to the MPD format.
Database (MPD)
Microsoft Access Project 2010 cannot open or save projects stored in MDB files.
Database (MDB)
Open Database Project 2010 cannot open or save projects stored in ODBC files.
Connectivity (ODBC)
Text-only or ASCII Text-only or ASCII format is a generic text format used by word-processing
and other programs. This format uses the .txt extension and is tab
delimited. You can export field data from a single Project table to this
format, but you cannot open or export an entire project.
Comma-separated Comma-separated values (CSV) is a generic text format used with word-
values (CSV) processing and other programs. This format uses the .csv extension and is
comma delimited, where values are separated by the system list separator.
You can export field data from a single Project table to this format, but you
cannot open or export an entire project.
Extensible Markup Extensible Markup Language (XML) is a format used to deliver rich,
Language (XML) structured data in a standard, consistent way. This format uses the .xml
extension. You can export and import project data with this format. The
XML format can be used to interchange project data between Project and
other programs.
XML Paper XPS is an electronic file format that preserves document formatting and
Specification (XPS) enables file sharing.
Portable Document PDF is a fixed-layout electronic file format that preserves document
Format (PDF) formatting. Project 2010 can save to the PDF format, but it cannot open PDF
files.
Troubleshooting: Why a task won’t Indent?
If you are unable to indent or outdent your tasks:
 You may be trying to outdent a first-level task Tasks at the first outline level cannot be outdented.
Instead, indent those tasks that you want to include as subtasks to the first-level summary task.
 You may be trying to move a task within a consolidated project When working with consolidated
projects (multiple projects collected as subprojects within one master project), the tasks associated with
specific subprojects cannot outdent beyond the level of the subproject.
 You may be trying to indent or outdent assignments, not tasks The Resource Usage and Task Usage views
display task and resource assignments with indentations similar to those of subtasks. Although
assignments may be shown or hidden along with subtasks, they cannot be indented or outdented.
 You may be working in a view that doesn't use the outline buttons The Indent and Outdent buttons work
only when the Gantt Chart, Task Sheet, or Task Usage view is the active view. If you are using one of these
views and the outline buttons don't work, make sure that your summary tasks are displayed.
To display the summary tasks, follow the instructions
A project summary task displays your whole project on a single row with its own summary taskbar.
Note: When applying budget resources to a project, the project summary task must be shown.
In the Format tab, in the Show/Hide section, check or uncheck the box next to Project Summary Task.
 Tasks sorted without retaining their outline structure If your tasks are currently sorted without their
outline structure, the outline buttons aren't available.
To keep the outline structure when sorting the tasks, click Sort on the View tab, click Sort by, and then select
the Keep outline structure check box.
 Tasks grouped: If the Group By box in the View tab in the Data section is set to group your tasks, outlining
is not available. The Show Subtasks and Hide Subtasks buttons to the left of the task name collapse and
expand the grouped tasks, rather than the outline structure of the summary tasks and subtasks. To remove
grouping, choose Group by > No Group.
References
1. https://www.pmi.org/about/learn-about-pmi/what-is-project-management
2. https://en.wikipedia.org/wiki/Microsoft_Project
3. https://support.office.com/

MS Projects User Guide

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MS Projects User Guide

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MICROSOFT PROJECTS 2010

A Project Management solution

7.3 Create a new base calendar

8.5 How do calendars affect the schedule?

8.6 How do resource assignments drive the schedule?

at the bottom of every page to go to INDEX page

Any Project management processes fall into following five groups:[1]

1. Click on ‘Start’ button at the bottom of the screen

2. The options page will open will appear as shown below.

3. Go to All Program -> Microsoft Office -> Microsoft Project 2010

4. Microsoft Project 2010 will open with default file name.

The following figure illustrates elements of the Office 2010 UI.

3.3 Learn the Project 2010 Ribbon

The Task tab

The Project tab

The View tab

The Format tab

3.4 Customizing the ribbon

To add a new tab to the ribbon:

To add a new command group to the ribbon:

 Click Rename to give the tab a customized name.

3.5 Switching views and using the zoom control

3.6 Opening a dialog box

3.8 Understanding the Quick Access Toolbar

Adding commands to the Quick Access Toolbar

To add a command to the Quick Access Toolbar:

Moving the Quick Access Toolbar to below the ribbon

3.9 Understanding the Backstage view

To display the Backstage view:

1. Click File > New > Blank Project.

2. On the Project tab, in the Properties group, click Project Information.

3. Schedule the project in the Project Information dialog box:

4.2 Start with an existing project

4.3 Start with a template

1. Click File > New.

1. Click the File tab, and then click Open.

Open different types of projects

In the Open dialog box, do one of the following:

5.2 Open a project from Project Server

1. Click the File tab, and then click Open.

6.2 Insert a task between existing tasks

1. Select the row below where a new task has to appear.

6.3 Add a task in the Network Diagram view

6.4 Create multiple tasks

2. On the View tab, in the Split View group, select Details.

 In the Name box, type the new task's name.

6.5 Create a recurring task

4. In the Task Name box, type the task name.

To define the tasks most effectively, consider the following guidelines:

6.6 Create a milestone with zero duration

The milestone symbol is now part of your Gantt Chart.

6.7 Add a milestone with a duration

6.8 Add an external milestone

6.9 Change a task duration

1. If necessary, add the task to the project plan.

1. Click the File tab, and then click Options.

6.11 Allow estimated durations

1. Click the File tab, and then click Options.

6.12 Link tasks in the Gantt Chart view

2. In the Task Name field, select two or more tasks to link.

Project creates a finish-to-start task link by default.

6.13 Link tasks in the Network Diagram view

6.14 Link tasks in the Calendar view