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Microsoft Project professional 2016
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Microsoft projects is used to organize
tasks duties appointments and also
resources in the best and easiest way in
both private and business environments
in this video we will cover the very
basic features to start when you open
project a welcome screen appears showing
ready templates with different topics
you can start from furthermore on the
left you can directly open projects made
in the past in order to understand how
to use Microsoft Project let's start
from a blank document by clicking on
blank project at this point the general
workspace opens this is divided in two
main sides on the left you have a quick
table that will contain the full list of
the tasks to be done and on the right
you have the Gantt chart which is used
to check the job spread off the timeline
above indicating one day per column
first you have to define the tasks to be
completed on the left under task name
give a name to your tasks and define
when it starts under start and when it
should finish under finish once created
the new task appears on the Gantt chart
as a colored rectangle the link depicts
the entire duration of the task you can
customize its appearance by double
clicking on it
you
also use the bar in the bottom right
corner to modify the zoom on the Gantt
chart
in case you make a mistake and you want
to remove the task from the list just
right-click on it and go to delete task
you can extend or shorten the time
duration of the task directly on the
Gantt chart as well by clicking and
dragging from its edges or move the time
period by clicking and dragging it on
the left under duration you can see the
total number of working days D required
between the start and the finish date by
default the working days are counted
from Monday to Friday with no holidays
in between you can setup the working
days and the holidays by going to the
project tab on top and then to change
working time below under exceptions at
all holidays and non-working days you
need apply these changes by pressing the
ok button
inside the Gantt chart all non-working
days and holidays are indicated by dark
grey columns also if you right-click on
the taskbar and go to split tasks you
can split a task in multiple parts this
will have an impact on the start and the
finish states but not on the duration
time the bars will become independent
changing lengths according to the
working days under duration
if you hover on the far left side of the
bar you will be able to adjust the
percentage of completion of the task
indicated by a thin dark line on the bar
itself
notice that this follows the working
days only
besides the tasks list and the Gantt
chart you also have a time line at the
very top this does not list all the
tasks you have but just the ones you
prefer to show off to add tasks to the
time line just right-click on a task and
go to add to timeline
to remove it right-click on it from the
timeline and go to remove from timeline
you can check all the information
related to one task by double-clicking
on it
in the task information panel you can
adjust percentage priority
duration and dates under general you can
add custom comments under notes and you
can also specify the final deadline for
each task under advanced this should be
the date you must take into account and
this is indicated as a down green arrow
on the Gantt chart if you edit your
tasks and you go over the deadlines
Project will warn you under the
information column on the left
in case you have tasks that are
dependent for example when one can't
start if another one is not finished yet
you can use the links to create a link
you have to first select all the tasks
that are dependent just hold ctrl down
and select all the tasks in the correct
order
then just click on the link the selected
tasks in the Gantt chart all links are
indicated through arrows indicating the
type of dependence by default you create
finish to start links which means that
the following tasks must not start until
the preceding one or predecessor is
finished these links are quite useful
since projects will automatically
organize your tasks in order to respect
this dependence
the left the predecessors column
indicates the row number the task is
dependent on if it is 3 that task is
dependent on the third row tasks in the
list
if you go to predecessors on the task
information panel you can check all the
links related to the task under type you
can also change the kind of linked shoes
start to start to make it start when the
predecessor starts she's finished to
finish to make it finish when its
predecessor finishes or she's start to
finish to make the task finish when the
predecessor starts always check the
Gantt chart for a quick representation
consider that the start and finish dates
of the tasks may change depending on the
link chosen
you can still move and edit tasks as you
like but due respect the time dependence
given from the links in order not to get
any errors in case you make any bad or
conflicting entries tasks bars may have
dashed contours inside project you have
two kinds of tasks so far we have seen
the manually scheduled tasks indicated
by a pin symbol under the task mode
column you can also choose an auto
scheduled task indicated by a blue
rectangular symbol separate from the
other tasks the auto scheduled tasks may
be fully edited and organized by project
according to the several fixed
constraints such as workload deadlines
and holidays indeed the way to edit them
is identical to the manually scheduled
tasks in the task information panel of
the auto scheduled tasks under advanced
you can set the same option as seen plus
other new details such as constraint
type date and task type that are
specific for the auto scheduled tasks in
case you have tests that are not yet
defined you can simply add them in your
task list and leave them off by going to
inactivate above
in this way these won't interfere at all
with the management of the other tasks
besides tasks you can also add and use
summaries and milestones
you can find these under the tasks tab
in the insert section the summary is a
collection of several tasks grouped
together create a new summary
rename it
as said it manually or Auto under task
mode with the summary open at all the
tests that it must contain
or simply select existing ones from the
far left right click and use cut and
then paste to add these inside the
summary
close the summary to add new tasks
outside of it
in the Gantt chart the summary is a
simple container long enough to contain
the earliest start and the latest finish
date of all its tasks just in case the
summary is defined as manually scheduled
you are able to modify its duration
directly just include all the relevant
tasks in the time or it will show errors
indicated by a red colored bar the
milestones are used to fix a goal inside
the Gantt chart this is a single point
with the label indicating its day and
month to save your project document just
go to file and then to save as choose
browse to save inside your computer
project documents are saved with a dot
and PP file format you can also include
multiple projects inside one especially
if you want to take care of multiple
projects at the same time if you go to
the project tab and then - sub project
you can browse for your project file to
import into the current one this will
show up as an auto scheduled summary
this is a live link if the imported
projects are edited you will see all the
changes that are affected
project professional is also very useful
to organize tests inside a business team
composed by resources these are people
that are going to perform the different
tasks listed inside the plan in the
bottom right hand corner click on team
planner this workspace lets you add the
resources and assign the respective
tasks on top under the resource tab
click on add resources to add people you
can import from your own address book or
add manually by using work resource then
double click on the new road to define
the resource name email group telephone
number their availability under resource
availability and other options if you go
to change working time you can add
non-working days and holidays to the
specific resource click OK to apply all
additionally under unassigned tasks you
have all the tasks that must still be
assigned to your team you may drag and
drop a task to the current resource row
matching the current time placement by
observing the timeline above
in case you have a task split in several
parts you can assign it by moving the
last part and even assign different
parts to different resources when you
come back to the Gantt chart workspace
you will see the resource names assigned
to each task
while assigning tests project highlights
bad entries through a thin red contour
for example when a task starts on a
non-working time or when you assign too
many tasks to a single resource making
it over allocated in case a resources
over allocated you have to distribute
the daily working hours in the correct
way if you go to the task usage
workspace you can check day by day the
total working hours per resource for
each single task listed by default each
resource can work a maximum eight hours
per working day in total
if you assign more than this amount the
resource will be over allocated as the
red icon on the far left suggests in
this case you have to spread the working
hours through different resources or
tasks in order to reach the maximum 8
hours you can change the hours by
selecting the cell and typing inside for
complex projects the auto schedule tasks
are managed automatically depending on
the constraints inserted you can also
assign a single task to multiple
resources inside the task usage
workspace if your right click on a task
and go to assign resources you can add
other resources to work on a single task
just select the resource to add and then
go to assign this will make it easier to
distribute the working hours on each
task
you
inside project you have the possibility
to make quick reports on your project
plan if you go to the report tab you can
create a new sheet through the new
report button these reports are used to
see and quantify the distribution of
work to be done the load of each single
resource and additional information
through descriptions charts and tables
that you can add and edit through all
the design tools on top all these
reports are saved inside the report
workspace in the bottom right corner and
listed under the recent button on top
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