Project Knowledge

Selecting Reports from a Library within Microsoft Project

As a text-based alternative to the printed graphical view such as the Gantt chart view, many pre-defined and user-defined reports are available within Microsoft Project.

• Microsoft Project 2003/2007
• Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to select from the reports library:

1. From the View menu, select Reports. (versions prior to Microsoft Project 2007).

2. From the Report menu, select Reports. (Microsoft Project version 2007 and later).

3. Click on a report category, then  (or Double-Click).

4. Click on a specific report to enter print preview.

 

If you are using Microsoft Project 2010, to select from the reports library:

1. On the Project tab, in the Reports group, click Reports.

2. Click on a report category, then click the Select button (or Double-Click).

3. Click on a specific report, then click the Select button to enter print preview.

TIP: For the full reports library, choose:

 

 

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Using the Task Form

Once a workspace (window) has been divided a host of information is available within the lower pane. When a task form is displayed in a lower pane it exhibits certain characteristics:

• The lower pane shows detail about the selected object above (within the upper pane).
• The current ‘live’ pane has a dark left border.
• Many tab buttons are greyed out when the lower pane is active.

A Task Form view can be used to view and change very detailed information about the currently-selected task. This detail can include:

• The schedule of resource work for the task.
• Values for total work, actual work and remaining work on an assignment-by-assignment basis.
• A list of predecessor tasks and successor tasks.
• Basic resource information and a predecessor list.
• Basic resource information and a successor list.
• Cost values for the task’s assignments.
• Notes against the task.
• Objects linked to the task.

If you are using Microsoft Project 2003/2007, to modify what is displayed in the lower pane:

1. Click in the lower pane (to make it the active window).

2. Select Details from the Format menu, choosing as appropriate.

TIP: A Right-Click in the form view will bring up a shortcut menu:

If you are using Microsoft Project 2010, to modify what is displayed in the lower pane:

• Selecting detail options can be done using buttons in the Details group of the Format tab.

 

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Viewing Task Links within Microsoft Project

Have you ever wanted to remove or modify the display of the task dependency links within your Gantt Chart view and reports? Dependency links can be modified or hidden on the Gantt chart view by using the ‘Layout’ command.

• Microsoft Project 2003/2007
• Microsoft Project 2010

If you are using Microsoft Project 2003/2007, to change or hide existing project task dependency links within the Gantt Chart view:

1. Select Layout from the Format menu.

2. Make your necessary modifications within the dialog box.

3. Select OK to confirm.

TIP: A Right-Click in the Gantt chart provides a shortcut menu:

 

If you are using Microsoft Project 2010, to change or hide existing project task dependency links within the Gantt Chart view:

1. On the Format tab, in the Format group, click Layout.

2. Make your necessary modifications within the dialog box.

3. Select OK to confirm.

TIP: A Right-Click in the Gantt chart provides a shortcut menu:

 

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Using Properties with Microsoft Project

As well as establishing general information about the new project such as the Project Start Date, information about the project document (file) itself can be set. This information can be used in views and reports and can also be used to aid document retrieval.

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

 

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

1. From the File menu, select Properties.

2. Set the following additional project and personal information on the ‘Summary’ tab within the Project Properties dialog box:

3. Confirm with OK. 

If you are using Microsoft Project 2010, to establish this information:

1. On the File tab, click the Info tab.

2. In the Backstage view, choose Advanced Properties from the Project Information drop down:

3. Set the following additional project and personal information on the ‘Summary’ tab within the Project Properties dialog box:

4. Confirm with OK.

TIP:  Use the TAB key to move between fields.

 

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Using Inactivate Tasks within a Project Plan

Microsoft Project Professional 2010 enables you to effectively ‘cancel’ a task or group of tasks, however keep an original record of the task(s) within the project plan. 

This is called ‘Inactivating’ the task(s). An individual task or group of tasks remains within the project plan however does not affect resource availability, the project schedule, or how other tasks within the project plan are scheduled.

Why would you want to inactivate a task or group of tasks?

To illustrate, it can help you model the effects of schedule or resource constraints on the overall project without deleting tasks permanently. Additionally, inactive tasks remain within the project plan, providing a record of cancelled tasks and enabling you to reactivate them if circumstances do change on the project.

Please Note:

Inactivation is not a good way to archive completed tasks, because it could have unanticipated effects on the remaining schedule. Instead, it is more technically correct to mark the tasks as completed.

Within Microsoft Project 2010 Professional, to ‘Inactivate’ a task or group of tasks:

1. On the View tab, in the Task Views group, click Gantt Chart.

2. In the table portion of the view, select the number of task(s) such as a phase of work for example ‘Sales’ as shown below you wish to inactivate.

3. On the Task tab, in the Schedule group, click Inactivate.

The Inactive Task(s) stay present within the task list, but the text is dimmed and has a ‘strikethrough’ line present through across the task(s) information.

4. To reactivate an individual task or group of tasks, select the inactive task(s), and then click Inactivate.

TIP: The ability to ‘Inactivate’ a task is a feature ONLY available with Microsoft Project 2010 Professional.

 

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Creating a Recurring Task within Microsoft Project

Have you had the requirement to create a task that occurs repeatedly during the course of a project?

For example, you might define a regular one day ‘Weekly Status Meeting’ as a recurring task across your project plan.

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

 

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

1. Select Recurring Task from the Insert menu.

2. To create a one day regular ‘Weekly Review Meeting’ across the project duration, enter the following information within the Recurring Task dialog box, with your own specific settings:

3. Select OK to confirm.

 

If you are using Microsoft Project 2010, to create a Recurring Task:

1. Select Task Tab from the Ribbon, select Task Button, and then Recurring Task within Insert Group.

2. To create a one day regular ‘Weekly Review Meeting’ across the project duration, enter the following information within the Recurring Task dialog box, with your own specific settings:

3. Select OK to confirm.

TIP: Recurring Tasks create an appropriate number of sub-tasks indented under an overall Summary Task.

 

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Displaying Project Statistics within Microsoft Project

As an alternative to (and providing more information than) the ‘Project Summary Task’, statistics for the entire project can be seen at any time. You can gain an effective overall ‘health check’ for the project in one place within Microsoft Project.

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

 

If you are using Microsoft Project 2003/2007, to display the Project Statistics dialog box:

1. From the Project menu, select Project Information.

2. Click on button.

This dialog box provides a high level project health check in one place within Microsoft Project 2007/2003.

TIP: Use  button (from the tracking toolbar) as a shortcut to the Project Statistics dialog box.

 

If you are using Microsoft Project 2010, to display the Project Statistics dialog box:

1. On the File tab, click the Info tab.

2. In the Backstage view, choose Project Statistics from the Project Information drop down:

This dialog box provides a high level project health check in one place within Microsoft Project 2010.

TIP: Use  button (from the customised ribbon) as a shortcut to the Project Statistics dialog box.

 

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Displaying the Project Summary Task

Have you wanted to display clearly the top tier of your Project Work Breakdown Structure for reporting purposes? 

Within the project hierarchy, one table row can be used to summarise the entire project schedule.  This can be achieved quickly and easily within Microsoft Project.

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

If you are using Microsoft Project 2003/2007, to display the Project Summary Task:

1. Select Options from the Tools menu and then select the View tab.

2. Within the ‘Outline options’ section of the dialog, select the ‘Show project summary task’ check box, then confirm with OK.

3. This displays the project’s title as entered in the ‘File Properties’ dialog box, ‘Summary’ tab.

TIP:   The project summary task is identified by a grey bar style and it has an ID of 0.

If you are using Microsoft Project 2010, to display the Project Summary Task:

1. On the Format tab, in the Show/Hide group, click the Project Summary Task check box.

2. This displays the project’s title as entered in the Project Properties dialog box, Summary tab. (Info tab of Backstage view).

TIP:   The Project Summary Task totalises project information.

 

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Inserting a new task within an existing task list

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

Tasks can be added anywhere within the existing task list. 

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

 

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

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

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

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

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

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

 

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

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

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

3. Creating a new task at the insertion point:

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

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

 

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Editing a table’s definition within Microsoft Project

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

View instructions for users of 

• Microsoft Project 2003/2007
• Microsoft Project 2010

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

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

2. Select as above, and then click .

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

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

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

 

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

To add a column to the current table:

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

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

3. Select Text1 as below:

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

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

Columns can also be deleted from tables.  

1. Click on an unwanted column.

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

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

 

 

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