Microsoft Project Tips and FAQs

Viewing the Critical Path with MS Project (all versions)

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

I suggest three ways to view the Critical Path of your project, the three that make the most sense to me.

First, use the “Critical Path” filter: on the menu select Project --> Filtered For --> Critical Path. Or you could have used the filter menu located in the Formatting Toolbar.

Second, use the Gantt Chart Wizard to format the task bars RED if the task is critical, blue if the task is not critical: select the command for the Gantt Chart Wizard (the last tool on the right side of the Formatting Toolbar). Click the command for “Next” --> Select the “Critical Task” option --> Click the “Finish” command --> Click the “Format Command” --> Click the “Exit” command. All critical tasks now display a red bar on the Gantt Chart.

Third, since I use the entry table without the Gantt Chart much of the time (also called the Task Sheet view) I format the task name RED if it is critical: Select “Format” --> “Text Styles” --> Items to Change “Critical Path” --> Change the color from Automatic to Red --> select “OKAY” and all critical task names are now color coded to Red, non-critical tasks remain in black font.

Of course, there are other methods that you may prefer, and I wish you well with them.

Back to Top

Microsoft Office Project 2007—Standard vs. Professional

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

People frequently ask which version of Project 2007 to purchase, so let's look at the differences. First, there are two versions: Microsoft Office Project Standard and Microsoft Office Project Professional.

Microsoft Office Project Standard is ideal for the individual user. This version allows the user to:

• Create the project WBS
• Manage resources
• Set and modify baseline(s)
• Track actual experience
• Report pre- and post-baseline data, and
• Customize views, tables, reports, etc.

Microsoft Office Project Professional offers all of the features of the Standard version plus allows the user to work with Office Project Server 2007 and Office Project Web Access, which provides system-wide project management.

If you are a one-person operation, then Microsoft Office Project Standard should be adqueate for your needs. If you work in an organization where you'll potentially want share project management information, then the Professional version is the right one for you.

Back to Top

Building Your Resource List in MS Project

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

When developing a project plan, it's important to carefully define the available resources. In this tip, I outline the steps to define your roject's resources and describe the basic fields involved.

You can import names from your Outlook Contact Directory into your Project file Resource Sheet.

1. Open your Project file

2. Display the Resource Sheet

3. Select a Resource Name or row to indicate you want the name(s) inserted.

4. From the Menu, select: Insert --> New Resource From --> Adress Book

5. Select the names to be added into your Project.

6. Click the “Add” button.

7. Click the “Okay” button. The name(s) is/are added to your Resource Sheet.

This avoids typing names. You do need to complete the Resource Information, such as Initials, Max Units, etc.

Back to Top

Changing Deadline Dates in MS Project the Right Way

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

Many of my students have used Excel spreadsheets to track projects. Consequently, most feel right at home in the MS Project application, especially when they see familiar column headings such as Task Name, Duration, Start, and Finish. The impulse is strong to populate these columns in the same manner they would in their spreadsheets.

But, before you manually change the Start and Finish dates in the columns of an MS Project document, you need to understand how MS Project uses this data. Task Start and FInish dates are determined by the linkage (the dependencies) between tasks (FS, FF, SS, SF). Therefore, if the 'finish date' and 'projected end dates' on a given task are different from each other, then you need to adjust the dependencies between these tasks.

For example, let's assume I have several tasks that have due dates. I indicate this information on my plan by inserting a “deadline date” as follows:

1. Double-click on the Task Name.

2. Select the Advanted tab.

3. Enter the new date in the Deadline Window or select the date from the Drop-down Menu.

4. A green outlined arrow will appear on the Gantt Chart indicating a deadline for the specific fask. (In order to see this arrow, you must be in “Daily View” in the Gantt Chart.)

An advantage to using this method is that it will not cause problems if you choose to modify the task relationships.

Back to Top

Creating a Hammock Task

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

During class the other day, a student asked what would be the best way to create a task for her management activities. She wants to set up the task so that it starts on the first day of the project and finishes when the project is complete. She wants to ability to track time associated with the task so if the project runs late or finishes early, the end date can be adjusted accordingly. In other words, the duration will either increase or decrease as the total project duration increases or decreases.

I suggested setting up the project as a “hammock task.” You won't find “hammock” in the help menu, but here is how you build it:

1. Create a new task and leave the duration as 1d.
2. “Select” and “Copy” the start date cell of the first task (the “start driver”) in your project that will drive the start of your administrative task.
3. “Right-click” in the start date for your administrative task.
4. From the Menu, select “Paste Special” and paste a link. Your administrative task start date will now be driven by the start date of your first task (or the task you selected as the “driver.”
5. Select and copy the finish date cell of the project's final task.
6. “Right-click” in the finish date cell of your administration task.
7. Select “Paste-Special” and then click “Paste Link.”
8. You have created your Hammock Task.

Back to Top

MS-Project FAQs

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

Q. Is it worth seeking advanced Microsoft Certification in managing projects using MS Project 2007, even if your company (or its clients) doesn't currently use Project Server?
A. Microsoft offers two certificate programs for MS Project: (1) #70-632:TS—Microsoft Office Project 2007, Managing Projects and (2) #70-633:TS—Microsoft Office Project Server 2007, Managing Projects. Receiving certification in both demonstrates your ability to effectively manipulate the software (client and server) and reflects your project management style and decision-making ability. You should seek both levels of certification if you intend to remain active in project management. First, you will prove to yourself that you know how to employ the software to your advantage in planning, developing, tracking, and reporting. And second, it will give you a needed edge for career advancement.

Q. The Duration field contains mixed value, e.g. some tasks in hours, days, and weeks. How can I easily convert them to one value, such as days?
A. All versions of MS Project contain a macro to change all duration values to a constant of your choice. Access this macro through the Menu Bar, navigate to Tools > Macros > Macros... > Format_Duration > Run. Select your preferred duration unit from the drop-down menu provided (Minutes, Hours, Days, Weeks, Months).

Q. How can I change the date format in the Start and Finish fields?
A. Using the Menu Bar, navigate to Tools > Options > View > Date Format.

Q. I am not connected to Project Server. Using the client version on my computer, can I share project information with my Outlook calendar?
A. Not directly, but you can export task and schedule information into Excel and then import the data into your version of Outlook. Using the Menu Bar, select “Save As.” Save as an Excel file in your desired location and with your desired name. Create a new map selecting task name as the data for exporting. Open Outlook and import your newly created Excel file into your calendar. Project task names will appear on your calendar.

Q. How do I know what time of day a resource is scheduled to work on a task

A. Using the Menu bar, navigate to “Tools | Options| View” and select a date format displaying date and time.

Q. How can I display only incomplete tasks on Gantt chart?
A. Utilize the “Incomplete Tasks” filter. From the Menu bar select “Project | Filtered For | Incomplete Tasks.”

Q. Is there a way I can compare versions of the same project without printing and visually inspecting them?

A. Insert the “Compare Project Versions” toolbar. Click on the left-most command button of the newly inserted toolbar and following the instructions on the opened dialogue box.

Q. Is there a way to convert entered durations into a common value, e.g. hours, days, weeks, etc?

A. Run an existing macro. Using the Menu bar, navigate to “Tools | Macro | Macros” and select your preferred value in the prompt.

Back to Top

Using Excel Formulas or Functions

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

MS Project users can utilize any Excel formula or function in MS Project tables. For example, you can employ the “IF Statement” to identify/indicate task duration variance between base-lined duration and actual duration.

To utilize an Excel formula or function you must utilize a “Number” field (there are 20 in versions 2003 & 2007).After inserting the field, right-click on it and select “Customize Fields.”  Select the “rename” command and give the field a permanent name. Then select the “formula” command and build your function/formula. If functions and formulas are not easy for you, Project Help is helpful in determining the proper syntax. Depress the F1 key and search for “Project functions for custom fields.”

Back to Top

Using the Task Driver

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

New to Project 2007 is the “Task Driver” tool. When activated, the Task Driver displays all tasks and constraints driving the beginning of any task you select. This is very useful in large projects when you need a quick review of tasks/constraints impacting the scheduled start date of a task.

To activate the Task Driver:

1. Select the task about which you want this information
2. Click (select) the Task Driver tool on the Standard Toolbar.The icon represents a blue task bar with a dependency arrow and question mark (?) above it.

Selecting that command icon inserts a column to the left of the task sheet and displays all factors impacting the selected task.

Back to Top

Working With Tasks in MS Project

by Jim Clayton, Microsoft Certified for Office Suite and MS Project

Have you ever had this problem:
Say you create two tasks – Task 1.2 with a Start Date of January 17, and its duration is 2 days. Task 1.3 is linked to Task 1.2 as “finish-to-start” and has a duration of 1 day. Even though they are linked (FS), Task 1.3 has an incorrect start date of January 17. It should have a start date of January 19. Why doesn’t the (FS) dependency automatically move the second task so it begins on January 19?

Solution:
The quick way to solve this problem is to press the (F9) key. This automatically recalculates the project duration. The problem arises because calculations are set to “manual,” and they should be set the “automatic.” Navigate to Tools | Options | Calculation and set the calculation mode to “automatic”.

Back to Top