Microsoft Project 2019: Up to Speed | Roger Hyttinen | Skillshare

Microsoft Project 2019: Up to Speed

Roger Hyttinen

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99 Lessons (5h 13m)
    • 1. Intro

      4:28
    • 2. Before you begin

      1:08
    • 3. Understanding Project Management

      2:56
    • 4. Launching Project

      2:13
    • 5. The Project Environment

      4:48
    • 6. Creating a New Project

      1:46
    • 7. 0105 Entering Project Information

      3:23
    • 8. Creating a Project Calendar

      4:43
    • 9. Saving a Project File

      2:18
    • 10. Opening and Pinning an Existing Project File

      4:38
    • 11. Hiding the Ribbon

      1:04
    • 12. Setting Project Options

      1:18
    • 13. Using Tell Me to Obtain Help

      2:27
    • 14. Entering Tasks

      3:29
    • 15. Editing Tasks

      5:15
    • 16. Rearranging Tasks

      1:58
    • 17. Inserting and Deleting Tasks

      2:14
    • 18. Adding a Project Summary Task

      2:03
    • 19. Outlining Tasks

      3:57
    • 20. Adding a Recurring Task

      2:45
    • 21. Displaying WBS Codes

      2:14
    • 22. Customizing WBS Codes

      4:23
    • 23. Displaying the Task Summary Name

      2:12
    • 24. About Task Relationships

      3:31
    • 25. Linking Tasks

      4:51
    • 26. Adding Lead Time and Lag Time

      2:58
    • 27. Changing Task Dependency

      4:12
    • 28. Splitting Tasks

      2:29
    • 29. Setting Task Type

      3:40
    • 30. Setting Task Constraints

      2:58
    • 31. Setting Milestone Tasks

      2:09
    • 32. Setting Task Deadlines

      1:32
    • 33. Inspecting a Task

      1:46
    • 34. Working in Network Diagram View

      2:38
    • 35. Entering Resources

      4:02
    • 36. Creating a Resource Calendar

      3:14
    • 37. Assigning Resources to Tasks

      2:34
    • 38. Filtering Resources

      3:02
    • 39. Effort Driven Scheduling

      3:23
    • 40. Entering Resource Costs

      3:22
    • 41. Entering Fixed Costs

      1:27
    • 42. Using the Cost Table

      2:35
    • 43. Working in Calendar View

      2:52
    • 44. Formatting a Gantt Chart

      2:33
    • 45. Using More Views

      1:21
    • 46. Using Split Views

      2:09
    • 47. Using Task Usage & Resource Usage Views

      3:03
    • 48. Sorting Tasks and Resources

      2:53
    • 49. Using AutoFilters

      3:46
    • 50. Using Tables

      3:25
    • 51. Using Task Board View

      4:50
    • 52. Printing a View

      2:09
    • 53. Using Project's Agile Features

      4:50
    • 54. Using Team Planner View

      5:45
    • 55. Viewing the Critical Path

      2:39
    • 56. Identifying Slack in a Project

      2:05
    • 57. Saving a Baseline Plan

      3:39
    • 58. Saving an Interim Plan

      3:32
    • 59. Overallocated Resources

      4:06
    • 60. Leveling Overallocated Resources

      3:51
    • 61. Updating Task Progress

      4:05
    • 62. Updating Work Performed

      2:35
    • 63. Manually Updating Costs

      2:11
    • 64. Rescheduling Uncompleted Tasks

      2:21
    • 65. Filtering Tasks

      6:04
    • 66. Displaying Variances

      2:56
    • 67. Viewing Progress Lines

      3:39
    • 68. Copying and Pasting to Other Applications

      3:34
    • 69. Importing a Task List

      4:44
    • 70. Creating an Import Map

      6:07
    • 71. Exporting Project Data

      4:01
    • 72. Using the Copy Picture Command

      2:42
    • 73. Sharing a Project File

      2:40
    • 74. Printing a View as a Report

      2:38
    • 75. Viewing Standard Reports

      1:30
    • 76. Customizing a Report

      4:03
    • 77. Modifying Report Formatting

      2:58
    • 78. Modifying a Header and a Footer

      3:20
    • 79. Inserting a Graphic into a Report

      3:15
    • 80. Adjusting Report Margins

      1:47
    • 81. Printing a Report

      2:22
    • 82. Creating Visual Reports

      3:02
    • 83. Working with Visual Report Templates

      4:54
    • 84. Creating a Resource Pool

      1:51
    • 85. Linking Project to a Resource Pool

      3:06
    • 86. Updating Resource Pool Information

      2:49
    • 87. Consolidating Projects

      3:35
    • 88. Linking Tasks Between Projects

      4:55
    • 89. Sharing Elements between Projects

      2:48
    • 90. Creating a Project Plan Template

      6:25
    • 91. Creating a Resource Pool

      1:51
    • 92. Formatting Bar Styles

      3:41
    • 93. Changing Bar Styles

      1:23
    • 94. Formatting Timescales

      2:50
    • 95. Creating Custom Fields

      4:26
    • 96. Creating Custom Tables

      5:28
    • 97. Creating Custom Views

      3:10
    • 98. Creating Custom Groups

      2:47
    • 99. Thank you

      0:58

About This Class

Welcome to Microsoft Project 2019 -  Up To Speed:

 This course helps you to get up and running quickly with Microsoft’s powerful project management system. This handy step-by-step class starts from scratch, starting with basic topics and moving on to more advanced features of the application, designed to help you to become more productive more quickly.

 In no time at all you’ll be navigating Microsoft Project’s interface, create projects, entering tasks, creating project calendars, creating task dependencies, entering and managing resources and costs, splitting and postponing tasks, working with views, and working with Task Boards and Agile features.  You’ll also learn how to update and track the progress of your projects, how to generate relevant reports, import data from other applications into Project, export data from Project to other applications, and much more.

Who is this course for?

This course was created for people new to project management as well as well-seasoned project managers looking to learn a new and powerful project management application.  This course will also be helpful for those coming from a previous version of Microsoft Project or those looking to delve more deeply into the Project application. 

What does this course include?

  • Step-by-step instructional videos that are easy to follow
  • Downloadable lesson files allowing you to follow along with the instructor
  • Support for any questions you may have

What You’ll Learn:

  • The Basics. We’ll begin by creating a new Microsoft Project file and then take a look at the project environment. You’ll start by entering in information about your project and then set some project options.  You learn how to create a project from a template as well as obtaining help from within the application.

 

  • Working with Tasks. Next, we begin entering tasks into our project. You’ll learn how to edit tasks, rearrange tasks, insert and delete tasks as well as add a summary task.  Additionally, you’ll learn how to outline tasks, add recurring tasks and Work Breakdown Structure (WBS) codes. 
  • Linking and Scheduling Tasks: In this section, we’ll take a look and task relationships and task dependencies, and you’ll learn how to link dependent tasks to each other.  You work with adding lead time and lag time to your projects as well as how to set and modify task dependency.  Together, we’ll split tasks that need to be postponed, set task constraints, set milestone tasks and set task deadlines.  You’ll also learn how to work in Network Diagram View to get a different perspective on your project. 
  • Resources and Costs: We’ll go in-depth working with the resource area of Microsoft Project.  We’ll work with entering resources and creating a resource calendar.  You’ll learn how to assign resources to tasks, filter resources and enter in resource costs.  We’ll also look at how to enter in fixed costs and how to use the cost table. You’ll also learn about effort-driven scheduling. 

  • Working with Views: To help you manage your project effectively, you’ll learn how to work with a variety of different views.  You’ll work in calendar view, task usage and resource usage views and split views.  You’ll also learn how to format a Gantt Chart, print a view, use Project’s various Tables as well as how to apply an AutoFilter to a view.  We’ll also work with Project’s relatively new Agile features and its Team Planner view.

  • Finalizing the Plan: In this section, you’ll learn how to identify slack in your project as well as viewing your project’s critical path. You’ll create and save both a baseline plan as well as an interim plan. You’ll also learn how to determine which of your resources are overallocated and how to level those overallocations. 

  • Updating and Tracking Projects: At this stage, you’ll begin updating the progress of your tasks.  You’ll update work performed as well as manually updating the costs of your project.  You learn how to reschedule uncompleted tasks, filter tasks and display variances.  You’ll also learn how to view the Progress Lines of your project. 

  • Working with Data from Other Applications: Next, we’ll learn how to copy and paste data to other applications. You’ll learn how to import a task list, create an import map and export project data. You’ll also learn how to u se the Copy Picture command as well as sharing a Project file with others.

  • Working with Reports: In this section, you’ll begin working with Project’s various reports. You’ll learn how to print a view as a report as well as view Project’s standard reports.  You’ll customize report, modify report formatting, modify report headers and footers and add graphics into your reports.  You’ll also learn how to adjust report margins and send your reports to the printer.  We’ll also work a bit with visual reports and you learn how to work with and create visual report templates.

  • Manage Multiple Projects: In this lesson’s videos, we’ll learn how to create a resource pool which you use among multiple projects. You’ll learn how to link projects to a resource pool and update resource pool information.  You’ll also learn how to consolidate projects using master projects and subprojects, how to link tasks between projects and how to share elements between your different projects.  We’ll end by creating a project plan template.

  • Formatting a Project File: Lastly, you’ll learn how to format the various elements of your project file.  You’ll format and change bar styles, format timescales, create custom fields, tables and views, create custom groups and use Microsoft Project’s drawing tools.  You’ll also learn how to automate tasks with macros that you’ll create yourself.

 

By the end of this course, you’ll learn how to create, organize and manage an in-depth project, allowing you to effectively stay on top of hundreds of tasks and resources with ease.

Are you ready to begin your Microsoft Project journey?  Then, click the enroll icon and let’s get started!

 - Roger

Transcripts

1. Intro: Well, hello. I'm welcome to the exciting world of Microsoft Project. My name is Roger Hitter and I will be your instructor for this course. No, I've been using projects since its early days and have been a soft trainer and course designer for the past 20 years, and I am so excited that you descended to take me along on your project journey. So what is? Microsoft? Project Project is a powerful project management tool that allows you to track the part lists of projects. It's an all one solution for your project management needs. Project can. Happy to control your time. Money on resource is as well a schedule and track every task related. Roger. Using my myself project, you'll learn how to plan, schedule, control and monitor the work activities of a project to ensure that things are progressing according to schedule on a budget. In this cash alert, all about the elements that make up the project. So using step by step tutorials and downloadable lesson files so you can work along, you're going to start out. But learning how to add a tasks rearranged task, insert delete tasks, we'll take a look at task relationships task dependencies, and you'll learn how totally dependant casts to each other. You'll work with adding lead time and leg 10 2 projects as 100 set and modify task dependency and together, well split tasks that need to be postponed. Set task constraints set milestone casts and said deadlines were necessary with number to take it in depth. Look at resource is and and we'll work with entering Resource is and even creating a resource calendar. He'll learn how to aside. Resource is two tasks. Filter resource is on entering resource costs. That is to say, those costs associated with each resource will also learn how to enter in fixed costs and how to use the cast table. Now to help you manager project effectively, you'll learn how to work with a variety of different views, such as Tal Interview task, you City view and resource views and even split views. He learned how to form it again. Chart printer view use projects, various tables as well as how to apply auto filters to review. We'll also work with Mike. Myself projects relatively new, agile features, and it's team plan review, which have become like popular recently. Now, once your product out is all entered. You'll then begin updating tracking your project. He'll update work performed as well as matter lee up getting the costs of your project but necessary. You'll learn how to reschedule. Uncompleted task Filter task on display variances. You learn how to view the progress lines of your project. Identify slack in the project mis bolas view of your projects. Critical path You also work with based on the interim plans to help you monitor your projects. Project surgery. Make sure that you're on track. We also work with importing and exporting data to and from Microsoft Project. You'll generated. Modify reports as well. A sharing your project data with others. You learn her marriage multiple projects and share the same resource pool above your various projects. Then we'll work with consolidating projects using master projects in sub projects on. You'll even learn how to link task in two different projects. To all of issue, learn how to be a productive on effective project manager. Now, if you're using an older version of Microsoft Project, that's fine. Is a lot of the features haven't changed all that much, though you may find your few futures missing from your version of the application on. If that's the case, you could just skip over those parts until you're ready toe upgrade to the latest version of Microsoft Project. So with all that being said, let's get started. 2. Before you begin: Now, if you would like to work along with me as I progressed to the course, you'll need to download the course lesson files. So in the your project tap of this class, this will very depending on where you're watching this course and included a link to the lesson files as well as instructions in the hardest set, the So the lesson files is one file is compressed zip format and with most modern computers , are you need to do is double click the ZIP file to expand its contents. The top folder is named Lesson Fouls You want to copy this and everything underneath that to your computer's desktop. Also include the You are out to the lesson files in this video, Up on top secret is copy down that short, do you or L and paste it into your browser's address pond. If you so choose and then you could dealt with doesn't files directly to your computer. So if you have any questions at all about the lesson files, please don't hesitate to let me know. And now let's dive into the class 3. Understanding Project Management: Welcome to the Microsoft Project 2019. So Microsoft Project is a powerful project management tool that allows you to track the progress of your projects. Microsoft Project can help you to control your time, Money and resource is as well a schedule and track every task related toe. A project project management involves planning, scheduling, controlling on monitoring the work activities of a project to ensure that things are progressing according to schedule. It might first be helpful to determine exactly what a project is. Ah, project. Can we define is a one time organized undertaking with a definite beginning and end toward the attainment of a specific goal. Ah, project might involve a single person or teams of hundreds or even thousands of people. The end of a project is attained with the project's objectives have been reached. AH project is generally divided into phases to provide better management control. So taken together, these phases air known as the Project of Life cycle on there are typically four phrases that make up this life cycle. The first is the initiation phase, and this is when you define the project and determine the beginning of the project. The second is the planning phase. This is the scheduling of resource is and tasks budgeting, creating a work breakdown structure, determining sequence of project events on tasks and identifying resource requirements. The third is the implementation slash controlling phase. This involves monitoring project progress, progress reporting taking necessary corrective measures to ensure that the project terminates on time on budget. On the last phase of this life cycle is the close out phase on. With this phase, we have reporting outcomes on formalising the termination off the project. So the key to a successful project is careful planning and monitoring of the project By keeping track off our project tasks costs resource is on project schedules. Careful monitoring allows you to identify any possible obstacles and modify any project components if necessary. With Microsoft Project, you can had a large or small projects effectively so will begin in the next video by opening the project application 4. Launching Project: the matter in which you launched project depends on which version of windows you're using and what has happened since installation. They were using the latest version of Windows. You can click the start button over here, the lower left corner or simply click in the search box and type in project. And as you begin to type, project will appear in the best match area here. Project will also be listed in the list of applications here in the window and to be right under project. And it's right here. If you've use Project recently will also be listed under the most used area you want added to quick access. You just drink it over here to the right pain so you can access it quickly. They were using Windows XP, a Windows Vista or Windows seven. You could launch product from the start menu, and there would be reflect the start menu, choose all programs and then scrolled down until you find Microsoft Project. But in our case, we're running the latest version of Windows 10 so I'm just going to click here in the search box and type in P R O. Until project appears in the matching area than have a click project to open the application. So here we see backstage view of Microsoft Project the left area and list any files that have recently opened and the documents they have penned using PIN documents, you can quickly access files that you, uh, use often so there will be always pinned right on the top of the list. Here we'll look without a little bit later. And here's a list of Mike is not project templates you can use, which, of course, will also discuss no later lesson. But we're going to start with a blank project, So I'm gonna click on Blame Project and make yourself project opens to a blink new project . So in the next video, we'll look at the Microsoft Project environment here. 5. The Project Environment: when you create a new blank document from the welcome screen, as we did in the last video project, provides it. Their generic name of Project one Gant chart is the default view of Project 2019 and you can tell my view you're in by the against chart indicator over here on the left side of your screen. Here. It tells us that we are in Gant Chart of You for coming to projects 2019 from an older version of Project. You will immediately notice that the user interface has completely been redesigned. The menu and toolbar system have now been replaced by the ribbon, which is over here on top of the window. The ribbon is designed to help you find the command you need in order to complete a task. So on the ribbon, the menu bar has been replaced by commanded tabs that relate to the tasks that you want to accomplish. The default Command tabs in Project Our File, which displays backstage view wintry. Click it and to get out of your just tap the escape key on your keyboard, Task resource Report, project view, help and format. Let's take back on task, which is a default view, so different command icons called command sets appear under each command tab. These are the words that you see right here. Clipboard fund schedule Task is etcetera. It's command set is grouped by its function. There also contextual commands, which only appear when a specific object is selected. And this helps in keeping the screen Uncluttered. No, I'm gonna file time, which we briefly looked out his backstage view. This view allows for quick access to permissions meta data on common document tasks such as opening, closing, saving and printing files. And, as I'm an drinking atop the escape key on your keyboard to exit a backstage view or collect the left pointing arrow up on top of the screen. Here, on the bottom of some of the command sets is a dialogue launcher. This is the little icon rate here, in the lower corner of the command said when you click the dialogue launcher Ah, dialogue box for that set of commands displays. I don't just take the X to close out of there. On the top left corner of the window up here is the quick access to a bar, this toolbar by default contains the save undo redo and mouse slash touch commands. In addition, clicking their drop down arrow on the right of the quick access to a bar allows you to customize the toolbar by adding in other tools that you use regularly so he could choose any of the tools from this list or click more commands Todd commands that are not in that list. So here we see a huge number of commands that you can add to the quick access toolbar. To do so, you would just click the command in the window here and then click the add button. But we're not going to do that now, so it is clear. Cancel out of here Now you're using Microsoft Project on a touch device such as a tablet or a smartphone. The handy touch display bowed makes viewing your data much more pleasant. That is that icon right up here to the left of the drop down arrow, located by default of the quick access toolbar. This view displace extra space between commands, making it easier to select via touch. So if I click touch here, we could see that there is now extra space between all the icons, making it easier to selective. You're using a touch pad and to return to normal mouse view would just click this again and then click mouse on. If you don't see this command, others see this icon here. Just click the drop down arrow and choose Touch Mouse from the list. So as we mentioned the default view, here is Gant Chart of You on the Left, we have the Gant Table, which shows specific information about tasks. Resource is an assignments, depending on the view. The default view displays the task entry tree table, which is what we have here. On the right side, we have the Ghent charge pain, which provides a graphical representation of tasks. This will all make much more sense. Once you begin adding tasks into her project, we'll be looking at all of the areas of the screen in much more detail in upcoming videos 6. Creating a New Project: So as we have seen, when he first create a blank mike herself Project document, the application opens up toe a new blank project file named Project One. You can also set projects to open the last file with which you worked from the Microsoft Project Options Area. To do so, pick the file tab on the ribbon thing. Think options in the bottom of the left pain here, then we're going to click. The Advanced have in the left pane of the options window on dhere is an option entitled Open last file on Start up. So when you check this the next time you launch make yourself project, it will open the last file that you were working on when you close the project application . But we're not going to do that, So I'm gonna uncheck that and then click Cancel Now, you can also create a new document from within. An existing project document on the new document Command is located under the file tab on the ribbon In backstage view, you can also use the keyboard shortcut command end to bypass backstage. You surf the working along. You want to click the file town here in the ribbon and I'm going to click New on the center , paying when a click on the Blink project Some nail here on project named this project project to But the previous project we're working on remained open and we could this click its icon over here, down here in the task part to switch to it. But let's switch back to the project to So in the next video, we're gonna begin entering task information. 7. 0105 Entering Project Information: when you create a project file Markhasev project will not automatically prompt you for information about your project. The Project Information Dialog allows you to enter vital information about your project, such as the project start to date end date on the calendar upon which the project is based . You can schedule your project from either the started eight of the project or the finish date of the project. To display the Project Information Dialogue, you click the project tab on the ribbon and then click the Project information icon on the properties group of the ribbon. So I'm going to do that. So most projects are scheduled from unknown start date. However, if it is necessary to schedule a project from the finish date, you want to select a project finished date from the drop down list her. But we wanted from our start today. So we'll leave that as this. If you're scheduling from the start today, do you want to select the start date of the project from the start date dropped on box here as to see when I clicked on the downward portico. We have a little mini calendar that displays you can navigate through a calendar by clicking the left pointing arrow to move backwards or the right pointing arrow to move forwards. So I think I want to set my project started eight to April 8th of 29 teens. So I'm going to go back until I see a pope than click eight in the calendar. You can also simply just type in for Aid 19 as well. Again, we want to make sure that Project Start date is shown in the schedule from drop down list. And I think that about does it for my project informations. We're gonna take okay. Now you can enter an additional project information such as the project name the author, the manager's name and your company deem from the product information window in backstage view to do something. Think the file tap anatomy ensure that were the inflow window year. So then click project information over here in the right pane, inventing advanced properties from the drop down list on who can enter in your dot additional information. So I'm not insure that the summary tab is the active tab here on for the title. I would just call this opening an antique store, then I'm gonna top the tab Key twice and the author of the project in the Typing, Rodney Larson. Then I'll pop the top Key again and typing Rodney Larson for the manager Press The Tab Key again for the name of her company will call our company Rodney's video. And that about does it did not take okay. Notice from over here could also modify the start and finish date of the project, as well as the schedule from on the current date, etcetera on to exit backstage video. Just click the little left point to get over here on the top of the left pane on. In the next video, we'll look at how to create ah project calendar. 8. Creating a Project Calendar: the project calendar designates the default work schedule for your company on for the Resource is assigned to a project. The project calendar specifies when project work can occur. Now by default, Project uses the standard based calendar. There are actually three different base calendars that you can use. The first is standard. This calendar reflects the traditional worst schedule of 8 a.m. to 5 p.m. With an hour lunch break from 12 to 1 o'clock. The next is the 24 hour calendar. This calendar reflects an around the clock schedule without any nonworking time. On the last is night shift. This calendar reflects a shift schedule off 11 p.m. To 8 a.m. With an hour for lunch. You can use any one of these base calendars, or you can create your own based calendar that might better serve your needs. For instance, you may want your calendar to effect the specific nonworking hours of your company as well as non working times or our special days off for holidays. So if your phone alone you want to ensure that the project ribbon is the active ribbon, we're going to click the change working time icon here on the properties group of the ribbon on What we want to do is create a new calendar. So I'm gonna click the Create new calendar button here. I'm Amanda's calendar. Rodney's Antiques. This specifies the name for a calendar. So you want to ensure that this radio button here make a copy of is selected and that standard is displayed in the drop down list and then look think OK, so you so using the scroll bar here or the arrow in the calendar, we want to scroll until July 2019 is selected so that Jews judge like 2019. I'm gonna take the number four in the calendar here. Then I want to click. The exceptions town on the exceptions tab is where you into, in any exceptions cheered normal working time. So I'm gonna click in the first Blake grow here, and I wanna type in Fourth of July holiday, which is the national independence holiday for for the United States. Then I want to click in the Finnish column on a type in 75 2019 and then tap enter Key to confirm the entry. Now that's taking that role again, and then I'm gonna take the details budget, and I want to ensure that nonworking does. That radio button is selected. This ensures that july 4th and fifth are set as non working days. So I'm gonna click. OK, so I'm gonna click the work weeks tab here. This allows us to modify our default working times and days. So I'm gonna click in the first roll, and then I'm gonna click details to display our details. Dialogue going to click on Monday to select the first day. Hold on my shift key and then click Friday. This selects the working days Monday through Friday. Now I'm gonna click the set of days to these specific working times. Radio button here, through her from box control. A tow highlighted the existing text in the box. And I'm gonna set my start time. I start my working start Time to 10 o'clock AM so tight. 10 o'clock. Am I looked like in the to box and I'll type in 11 o'clock PM That'll be the beginning. And Andy working times for my company. If there's any other information these boxes here, you want to delete them. So there's only this first row of data. So that is what is it for this? So I'm gonna click. OK, I'm electric. OK, so now we've created our company calendar. So now what I want to do is click the project information. I can hear the properties group of the ribbon they remember. This is where we set the start and finish date for a project. But this is also we specify the calendar you're going to use for the project. So what I want to do is click the calendar dubbed a list here. And here's the counter that we just created called Rodney's Antiques. So I want to choose this and this chooses the Rodney's Antiques as Arkham Project calendar , and then I'm gonna take okay to close out of there. 9. Saving a Project File: you can save your project files to one drive account to, ah, hard disk toe a network drive or two removable. This such as a USB flash drive the first time you save a document, the safe as dialogue. Pain in backstage view appears prompted you for the name of the document on the location where you wish to save it. There's Onley displays the first time you save a new project file. So to save the file, we click the file tab of the ribbon here and then click save or it can use the keyboard shortcut. Control s can also click the save button on the quick access toolbar here. Now, if you want to save an existing project with a differ name, you would click the file tab of the ribbon instead of savior. Choose save as from the left ping. Then you choose the location where you want to see the document on. Then provide a new name for it in the file name box. I want you rename a project file. The original document will be closed on the document with the new name becomes the active project file. So once you save a document it remains open, so you can continue to work on it. African save any subsequent changes to the document by taking these save. I can hear that quick axes, toolbar and previous experience has shown that it's a good idea to save your documents often. So I'm gonna click the save about two deer in the Craig Oxes toolbar because we have not yet saved this project file Backstage View opens up prompting us for a name and location. So I'm gonna click the browse button here in the center pain, and I'm gonna navigate to the lesson files folder on my desktop. So from the quick access area next desktop and I'm gonna double click the lesson files folder here and now in the file Name box, type my project and then click the save button. And now we can see here the title Bar of the window, the new name for a project. My underscore project 10. Opening and Pinning an Existing Project File: in Project 2019 file. Imagine mint commands are located under the file tab on the ribbon on this view is referred to as a backstage view and from backstage view before many foul commands such as opening, closing, saving and printing files. Toe open an existing file. You click the file tab on the ribbon and then click open in the left pane. This displays the open pain in the center. From there, you navigate to the folder that contains the existing project file that you want to open Now. If you've recently opened a document, it may be listed in the right pane under the recent projects or folders area. So friends as we see that I've recently opened a file named less than five, if it wanted to quickly open at all I need to do is click it. If you access specific files or folders, often you can pin them to the top off the projects or Fuller's area in the recent pain. So to pen a project file, you move your cursor over the file until you see the little pin. I can't appear in the right, and then you click the pin icon on the file is now penned on top checked area. So any time we open project in the future, this file will still be Let's still display in the P injera here, but I want to underpin that sin goes for Fuller's. So click the folders tab here in the right pane. Under the recent area, move my cursor of the folder that I wonder Pin on that I would click the pin icon, but I'm not gonna do that now. With Microsoft Project 2019 you can save view and open files from your one drive account. In fact, when opening and saving a document, your one drive account is typically the first option on the list. Saving your items in your one drive cloud account ensures that you can access them for multiple devices as well as for multiple computers. Now, because students in this task may not have set up their own one drive account will only be worrying with files stored locally. However, you might wish to explore one driver bit on your own. Its nominee escape Teoh back on there now, as you will quickly discover there are several ways to accomplish the same thing in Microsoft Project. Many commands into the file options menu have an equivalent keyboard commanded will accomplish the same thing. For instance, to open an existing document, it makes project you can hold on the control. Oh, keystroke combination on that space, the open pain in backstage view. Another way to quickly jumped a backstage view is to tap the old F keystroke combination that brings you to the info area in backstage view. But I'm gonna stop the escape key to back out of there. So now I want to open up an existing project file. So if you're following along, you click the file tab in the ribbon, then click open in the left pane. So then we'll think browse here in the center of the open pain on I want to open a file that's located in the lesson files folder on my desktop. So I'm gonna click the desktop folder here. That'll double click the lesson files former on the file that I want to open is entitled Lesson once or click that and then click open. Now I'm gonna tap the control. Oh, keystroke combination. Teoh. Despite the open painting backstage of you, I want to show that I'm recently selected here. So what I want to do is pinned my lesson files folder to the pin area. So I'm gonna click the folders tab here, the rights, pain. And when I move my mouse pressure over the lesson files folder until that pin icon appears and that I look like the pin icon as we can see the lesson files Fuller's now pinned to the pinned area. So any time I display back to Stage View Megastar Project and click on Recent here, I can quickly access that lesson files folder from this pinned location. So, yeah, the PIN feature came turn out to be quite handy. So that is it for opening an existing file in Microsoft Project. 11. Hiding the Ribbon: While the ribbon contains many essential commands, the may be times when you wish to engage in more distraction, free working, including hiding any unnecessary screen elements. Hiding the ribbon couldn't be easier. Simply right, click on any time of the ribbon. So if I were to right, click on the project top here and I just choose Collapse the ribbon and how the ribbon is now hidden. But you can temporarily display the ribbon for any of the tabs but is clicking in the name of the tab, and this temporarily displays the ribbon. If I click into here, the ribbon is hidden to restore the ribbon just right, click on any of the tabs and click collapse the ribbon again to toggle it off. Can also use the keyboard shortcut Control F one to show and hide the ribbon so control F one hides the ribbon control of one again. We displays the ribbon, so that's it for short and hiding. The ribbon and project 12. Setting Project Options: an older versions of project you could set preferences for a specific program. Settings from the options dialog. The options command has been moved to backstage of you, which displays when you click the file tab. We've already worked with that event in previous videos. So from the Project Options Dialog, which you displayed by choosing file and then options, you can specify such options as said in the file offer specifying the beginning of the fiscal year studying the default view Second default file save location. I'm saying this color scheme and much more so you might want to spend some time browsing through the various project options here, setting any preferences that might help you work with less effort. So I mean, like, General, here in the left pane on Under the Personalize your copy of Microsoft Office Area here that's triple click in the user name box to select all the text there, and then he would type in your own name, start typing so getting clicking various tabs and said any options which are relevant to your particular workflow 13. Using Tell Me to Obtain Help: tell me, is a relatively new future and Microsoft Office designed to provide assistance to get you up and running as quickly as possible. So on the ribbon is a text box, which contains the words. Tell me what you want to do here. You can enter in key words and phrases related to the tasks you want to accomplish on display the actions necessary to complete those tasks. So let's say I wanted to learn how to enter an task information so I would tick in the box , and I could just simply type in information. Notice that, as I type, each letter project immediately begins to suggest relevant commands here in the list. This comes in especially handy if you know that there's a command for what you want to do but aren't quite sure where it's located or what it's called. Oh, I don't worry if you don't know the exact wording for Commander Action. Microsoft Project uses natural language for this search, similar to what you might use for a big a Google search, for example. Now, if you need additional help, there's the help link on the bottom of the tell me window on If you click. It reveals additional information about that topic, and then you can click on any of the information to display the familiar help pain. You can also top the F one kid any time to display the help pain. So that's a one attend to in project information, but not sure, but I'm not sure exactly were that's located. I'm going to click in the tummy box like in type in information again, and this time I'll click project information and that displays the project information dialogue. Reckon entering information about my project again, I could do task information task. I am take task information when it comes up, and that displays the task information. Dialogue. Yes, so that is using the tell me feature, by the way, could also use the keyboard shortcut alta que immediately place your cursor that tell me box, and then you can just simply type in your search term. So that is using the Tell me feature in Microsoft Project 14. Entering Tasks: So the next few videos we're gonna be working with tasks. Tasks represent an individual item of work that is necessary to accomplish the goals of a project. Task information includes a description of the task on the estimated amount of time you expect it will take to complete the task, and this is called the tasks duration. When entering a duration into a project filed, Microsoft Project will automatically calculate the start date. Unfinished date of the task Now when enduring tasks, you can use the following abbreviations for task durations minute. You use em. Our use Age Day Use D week Use w and month use M o N s. So let's enter in sub task. But what we're gonna do is create a brand new project file. So if you're falling along, hold on the control and keystroke combination and this creates a new project file. So that's clicking the first Blake roll under the task name column here, and I'm gonna type purchase software. This enters the name of the first task. Now I'm gonna tap the tab key to move to the duration column on a type in one D. This sets a duration off one day for this task. So let's enter. In another test, we're gonna click in these seconds blank row under the task name column, and I'm gonna type create lists of subject matter experts on again. I'll press the tab key to move to the duration field. And this time I'm gonna Internet duration of one weeks there will type in one w So let's add some are so I'm gonna click in the third blank grow under the task Need column and type in interview subject matter Experts tap the tab key on type one w for one week for a next task. I'm gonna call it higher writer to type. That should only take a day. So I'm gonna tap the tab key and type in one d. So now let's click of the next blank Rome into the task name column, and I might add four more tasks, each with a duration of one day. The first will be created. Outline one day, discuss outline with employees one damn make revisions. One de on right contents, Wendy. So that about does it for tasks Now Notice that a couple of the tests are cut off here because they're too long for a year with of the column. So what I'm going to do is double click the line between the task name and the duration column. What this will do is automatically resize the field to accommodate the largest cell of data . So let's do that, says Double. Take that line. We can see that the column has automatically expanded to fit the longest cell of data. So in the next video, we're gonna look at editing tasks. 15. Editing Tasks: As you work with magazine project, you will inevitably need to modify task that you've entered, perhaps altering the task description or changing the task duration. You can change existing tasks directly from the gang chart here to change a description, clicking the cell you want to modify and type of the new text. The existing text will be replaced by watch type. Another way to modify task information is from the Task Information Dialog box from where you could enter, review or change detail information about a task to do so. You take the information icon on the Properties Group of the Task Ribbon Task name and task duration Information. Ah, located under the general tab of the dialogue box. You see, we have additional tabs here. Predecessors Resource is advance notes and custom feels so let's close out of there. Another way to display the task Information Dialog. It's a double click on a task. So if I wanted Teoh edit the right content task here, I could just double click on it. And that displays the task information dialogue for that particular task. So let's add it some tasks, so I'm gonna click in the task name feel for the purchase software task. And now I'm gonna click the information icon here of the ribbon. So I want to change this to read Purchase Excel Software. So I'm gonna click right before the s the word software type in excel, then tap the space bar. So this changes the task name to purchase Excel software. Next, I'm going to set the start date. So I'm gonna click in the start field here, and I'm gonna type in age 22. 19. And that about does it for this task for about a click. OK, notice the project automatically entered in the finish date. That is based on this duration column here, which we have a one day set. So now I'm an adult, like anywhere in the row off the create outlined task, and again we see the double clicking a task is another way of displaying the task information window. So I think it might change the duration of this task from one day to three days. So how did Louisville you of one day here? I'll type in three D next. I want to change the start date, so I'm gonna click in the start box here. Handle type age 22. 19. So I'm done with this task or look like Okay. Now, you could also modify tasks directly from the gang chart table here, So I'm gonna click in that duration Feel for the make Any revisions task. I'm gonna type in to day, and then I'll tap the tab key. Next. Let's type in age 22 19 for the store date, then atop the down arrow key on my keyboard. That moves to task eight, but also fills in the finish date here. And I'm gonna type in age 22. 19 for the great content. Finished eight on top the enter key on my keyboard. So instead of updating tasks individually, we can change information from multiple tasks at once from the task information dialogue. So start by clicking in the task name Row for Tasks Tool, which is a Cree list of subject matter experts here. Now I'm gonna press and hold down the control keen on select tasks to which is already selected 34 and six. So once the tasks has selected, I'm gonna click the information I can here in the ribbon notice the title of the dialogue now reads multiple task information. And this lets us know there were now editing information from multiple tasks. So in the start date, I'm gonna enter in 8 22 19 which enters the task start date from multiple fields at once those fields that we have selected. So that about does it. So I'll take okay. And notice of the start date for all these tasks is now set to a 20 to 19. So now let's savor a project file. Starving. Attacked a save button here on the quick access to a bar. I click this PC this underpin I'm gonna click lesson files, which is that folder that we pinned in another video. So I'm gonna say this to the lesson files folder on my desktop. I think it will call this Excel Manuals type in Excel Manual. That was good. So click the save button that seems a project in the lesson files folder. So lastly, I want to set the start date for the project itself. So let's click on the project tab of the ribbon, which is up here. And then I'm expecting the project information icon on the Properties group of the ribbon. So in the start date box type of 81 2019 and then click. OK, Must have done that. I'll take the I kind of get of the quick access toolbar to save our changes. 16. Rearranging Tasks: after entering tasks into the task. A list you may discover that you wish to change the order of the tests in the list by removing a task from its original occasion on moving it to a new location. Here. In the task list, you can use the cut and paste method of doing this. When you cut a task, it is placed in the clipboard, which is a temporary holding area in memory. For your data, you could then insert the task in another row by using the paste command. Those who commands are located on the task ribbon we have cut and paste. Another handy used for the Contin pace method is that you can use this to create a duplicate of a task. Now, another way to rearrange task is by using the Drake and drop method. To do so. You click the I D Feel, which is the great numbered box to the far left of the row on, Then click and then drag into the row is in. The desire location knows that would have a row selected. My cursor changes into a four way era. This lets us know that we are in drag mode. So then I could just click Andre to reposition the task. So if you're working along, that's clicking the role selector for Task six here, which is discuss outlined with employees. So now let's move our most Pranger over the I d feel until it transforms into that four way arrow that we saw from a click and drag upwards. Now, as I'd rather you can see this thing, Great arrow. This lets us know with a new position of the task will be if we release the most button. So I just want to read it to roll five years so that the line appears which in Row four and five once it's not position we release my mouse button on. The task has now been moved to Position five, and now there's done. I'll just click the save icon to save our changes. 17. Inserting and Deleting Tasks: when creating a task list, it's very likely you'll forget to enter essential task the first time you go through it. You can add additional task, the task list at any time by selecting the role above which you want to insert a task and then clicking the task. But you know the insert group on the task ribbon here, You can also press the insert key on your keyboard to add a new Blake task. Grow or right click. Then choose is her task for the contextual menu. So if you follow, go on, let's click on Task to Here, which is create list of subject matter experts. What this does it selects the role above which I want to insert a new task room. So now you want ensure that the task tab is the active tab on? I'm gonna click the task icon on the insert group of the ribbon as we can see this credit, a new blank task grow above that above that task that we had selected. So just think of the task name sell here. I'm gonna call this draw up brighter contract next to press the tab key and this publisher last two days type of two D, then press the top key. Now we're in the start. Feels horrible. Type of 8 22 19 for the start date on the top. Enter the start and finish Dates for the task have now been updated. Now, if you want to delete a task, that is to say, to permanently remove a task from a task list, you select the role for the task that you want to delete, right click and choose. Deal each task for the contextual menu, or you can select the task and then tap the delete key on your keyboard. So I think I want to delete Task six, which is discussed out early with employees. So I'm gonna click on the number six to select the task grow and then I want to tap the delete key on my keyboard on Va, LA. The task is now gone, so let's save our changes by clicking this save icon on the quick access to a bar 18. Adding a Project Summary Task: ah, project summary task is the top level task in your task list usually represents the goal or desired outcome of your project. Now, when displayed, it appears as the first task in a project plan with an i. D. Of zero, as it is the goal of the project and not the task itself. By default, the project summary test is not displayed, so you'll have to manually choose to display it from the advanced section of the options dialog. When the project summary task is displayed, all the other tasks in the test list are represented. A sub tasks. So let's cut the file tab on the ribbon here and then choose options to display the Project Options Dialog. Now I'm gonna take advanced in the left pane here to switch to advanced options. So we have a scroll down a bit here and under the display options for this project area. You want to click the show project summary Taz check box. So let's do that. This that's the option to display the project Summary task on top of our task list. So now I'll take Okay, we can see there's a new task here. Task zero which is entitled Excel Manual, which waas the name of our project file box changes the name of this. So that's double clicking cell manual here. And I think I want to change this to create an Excel manuals. So with the text selected in the name box type in, create an Excel manual. That's all the information I want to do for this one. So looks like Okay, so we have a new project summary task, which is entitled Create an Excel Emanuel And, as always, object the save I can't hear to update our project file. 19. Outlining Tasks: it's often helpful to organise your task into a hierarchical structure. To establish this, you indented or outed enter tasks which organizes your task lists into summary tasks and sub tests. When a task is indented, it becomes a sub task. The task that precedes the indented task becomes a summary task. Out denting moves a task up one level in the hierarchy. You can indenture out and task using the indenture Odin icons on the schedule group here of the task ribbon. This is the out ident icon on the ended daikon. So let's play around with this little bit. So let's click on Task one, which is purchasing sell software. And this selects the task above which I want to insert a new task Saddam in a right click and choose insert task. There's now a new Blake Task row above the Purchase Excel Software task with the task names Cell selected. I'm gonna type in preparation phase, then with top enter. This enters the name for their new task and then was a most of the next row. Okay, so now we're gonna click the purchasing sell software task. I click and drag don word until tax two through six are selected. These are the task they'll want Teoh indent under the preparation phase Task. So I'm gonna click the in debt icon here on the schedule group of the ribbon. As you can see this in dense the selected tasks by one level turning them into sub tasks the preparation phase then becomes a summary task. So let's pick. Instead, ask seven the Create Online task Adam. Expect the task icon here, the insert group of the ribbon to insert a new blame task. And I'm gonna name this one outlined phase. So I will take that I am and it will tap Enter notice that this task automatically became a sub test under that preparation phase task For now, I'm gonna click the outer dead button two out of that to the outline phase task. So now let's select tasks eight through 10 and then click the indent button. This, of course, Indians task eight through 10 and turns the outline phase task into a summary task making collapse a summary task that's hiding its sub test but taking on a downward right pointing arrow that appears to the left of the task name. So if I wanted to hide all the preparation phase. Sub tasks. I'm a click of the arrow. You can see that they're gone. Same for the outline task to re display them. I click the right pointing white arrow to the left of the task name, and then we'll do the same for this 10 here's a quick little tip you could also in Dent, are out a dent, a task by using your mouth. So you point to the first letter of the task name in the name field. When the most pointer changes into a double headed arrow like so click and drag to the right to end it. The task. Now you can see that was indented even further. I need a drink to the left toe, out dead the task. So let's do that. The task is the way it was originally. So that is outlining tasks in Microsoft Project 20. Adding a Recurring Task: recurring tasks are tasked that occur at regular intervals such as a project status meeting , for instance, or in the distribution of status reports not to help you marriage. Such tasks. You Andrew them as recurring tasks in your task list. The task will appear as a summary task, with each instance listed underneath it as a sub task. You can specify a set number of occurrences of the re occurring task or a specific date with the task, though. Terminate and you'll see the recurring test symbol next to a task that denotes it as a recurring task. Now to enter recurring task, click the arrow on the task icon. So not the task. I come but the arrow, the task icon and then choose recurring task from the menu. This displays the recurring task information dialogue, so I'm gonna cancel their like She wanted to create a new task that I want to set as a recurring task. So I'm gonna click on Row 11 here the first blank row in organised chart table. I'm gonna click the Drop Guerrero here on the task icon, then choose Rickard and task from the menu. Someone had to create a recurring task for a weekly staff meeting Weekly a project update meeting somewhere. Type in weekly staff meeting in the test name box on the duration. I'm gonna change this to one hour. So each occurrence of the task will last for a Knauer. Now, in the recurrence pattern area, I want to ensure that the weekly radio button is checked to designate that this is going to occur every week. And I think we'll have our weekly staff meeting every Tuesday, so I'll check the Tuesday check box. Now, I want to make sure that the end by radio, but it is selected and I'm gonna type in 10 31 2019. This specifies the date when the task is great to terminate. You also said it to end after a set number of occurrences, but we're going to stick with an end date here, and then I'm gonna click. OK, so now we can see our new weekly recurring task, each occurring weekly on Tuesday and lasting for an hour. Onda years of recruiting tasks symbol on that that lets us know that there's a task is a recurring task. So I'm going to click the downward right poor Tierro to collapse this task. So now all the sub tasks were hidden on that is creating a recurring Taschen project. 21. Displaying WBS Codes: this video. We're gonna look at how to display WB s codes in your project. Now, W B s or work breakdown structure is the hierarchical structure used to display the task in your project. Each task in your task list has its own unique A W. B s code that defines its position in the task higher. Keep the project Summary Task has a WBS code of zero. The first summary task is assigned the number one in our Excel Manual example. The Preparation Phase Task is assigned a W. B s code of one as the Purchase Excel software and draw operator contract entries Our sub tests of the preparation phase. They are assigned a WBS code off 1.1 and 1.2, respectively. By default, The WB s coat column is hidden from view. True view WBS cold You to spray the column definition dialogue. Okay, so if you're falling along, you want to start by clicking the column header for the Task name column, which selects the entire column. The reason for this is that were selected in the column to the left, of which we want to insert a new column. So now I want to Right click and shoes. Insert column from the contextual menu. This inserts a new column and displays a list of all available feels so now with a cursor in the field. Name box. When a type in W This jumps two entries in the list, beginning with the letter W. The one I'm looking for is WBS, So once we see it, click of WBS. This inserts to WB as codes column in the sheets pain. So again, you can hide the sub task here. Display of the summary tasks or click the air to expand it on the WBS codes display as well . So the next video we'll look at how toe customize these WBS codes to fit your own particular workflow. 22. Customizing WBS Codes: WBS codes are completely customizable. They could include numbers, letters or combination of the two. You can modify the format or the mask of WBS codes for the W. B s code definition dialogue for where you can create, review or revised the mask of your WBS codes. This is especially helpful if your company uses a specific aligning system for project management. So let's see how this works. So I'm gonna click the project tab in the ribbon here. 12 Next, click the WBS bunching on the ribbon, which is here on the Properties group. So I'm gonna click it, then choose defined code. This displays the WB s code definition dialogue. Also, from this window, you can specify a prefix code specific to the current project. You can define the sequence or character tape of the code mask for each level. So from here you could choose from numbers ordered uppercase letters, ordered lower case letters, ordered or characters a Nordic. You could define the length of the WBS code Freed's level on You could do behind a separator, which is the character which separates for WBS code levels. And if you click, the separate dropped on error, we can see a list of separators that are available to us. So what you do is you enter in a new row for each WBS level that you're defining. Now, if you're Tasked will have several nested levels, that is to say, sub tasks within subtexts. You want to add a row for each task level in your task list, so each level in the W B is cold sequence builds upon the previous level to create a comprehensive WBS code mask. So let's see this in action. So when I click first in the project code prefix box on the typing E X and then at a dash, this designates a project code, they will proceed the WBS code, and I chose E X to designate Excel as our project is creating an Excel manual. So next I want to click in the sequence box down here, and I'm gonna select numbers ordered from the drop down list on this. Select the sequence for the first level. Now I want to click in the length feel animal. Select one from the list. This sets the length of the level one code toe one on Deacon. You have the option of selling it. Tony number between one and 10. So next that's clicking the separator box and selected dash from the list. So they take the drop down arrow. I'm a selected gash here. This sets the dash as a separator. Okay, so now it's time to move on to a second level. So many clicking the sequence box here. A no Acela's. I'm doing this. It provides an example a preview off the WBS code of the preview box here so you can see what it's gonna look like in action. So I'm gonna click the secrets job dough narrow. And this time I'm gonna select a lower case letters ordered from the list for the length on a tick of the legs feel. And again, I'm gonna select one from the list this time that I'm gonna use a period as a separatist click the separate dropped the list and choose the period. So now we move on to the third level, so I'm gonna click of the Secrets box in the third Blake grow and I'm gonna select numbers ordered for this sequence list. Next, let's kick the length box. I'm gonna keep this one has any. So if you're falling along your code preview should match. Mine has seen the window here, and I'm gonna leave the separator as a default. And that about does it. So I'm gonna click, OK? And now we can see our updated WBS code list, which makes a lot more sense with our task of sub tasks. So that is customizing WBS codes. 23. Displaying the Task Summary Name: Project 2019 introduces a new task related field called the Task summary Name Field. So this feel come in especially handy if your list of tasks is lengthy and you're finding it somewhat difficult to determine what test summary a specific tab is indented under the task summary Name Feel is a read on Lee Field that displays the name of every tasks summary task and can help you to more easily see the larger context of your task assignments. I have found this especially helpful for when you have task but his same name under different summary tasks. So if you're falling along first, we need to add a note column toe our table, and I'm going to add it to the left of the duration column. So I want to click on the duration column hitting here. I'm going to right click and choose Insert column from the contextual menu. Now I want to jump to entries in the list, beginning with the letter T. So since my cursor is already in the new column, just gonna type the letter t on the call that I want is the task summary name. So we just click that and this inserts the test summary name column into our sheep pain as we can see here. So if I widen that column, we can see the test summary name for each task. So, for instance, this one is yellow line phase. So all these task here just play outline phase as the attest somewhere name. Likewise, these awful under the preparation face summary task, which displays here. So that's really all there is toe outing, a task, some refueling tore a table. So I think I'm done with this particular project file, so I'll click the save button on. I'm gonna close it's all click file and then slipped clothes from the menu, and I think I'll close this project file as well. 24. About Task Relationships: when creating a project plan, it is essential for you to determine the sequins for doing tasks in your project. Even though you may have entered all of your tasks into a task list, you will still need to know how long the project will take. In order to do this, you must determine task relationships, which is accomplished by linking tasks. Licking tasks allows you to specify the relationship between tasks, thus establishing task dependencies between tasks. That is to say, the sequence in which tasks are to be performed in the project. Without linking task. All your tasks would be scheduled to begin on the project start date. In the real world, however, we know that certain task must begin or finish before another task can begin or finish. For instance, we could not very well proof read a course for manual without it having been rich in first before learning how to link task, it is helpful to understand task relationships. Dependencies are what drives the project schedule. Once you link tasks, every change you make to the predecessor affects the successor, which affects the next one and so on. In project a task that must start or finish before another test can begin is called a predecessor task. A test that cannot begin or end until another test starts or completes is called a successor. Task who never the start or finish date of a task depends. Another task. Ah, precedence relationship exists between those two tasks. Tasks can have one of four types of relationships. The first is finished to start dependency. In the example here, task to cannot begin until Task one is completed. In the example of creating Excel Manual, you must first install the software before course we're writing can begin. This is the most common type of task dependency on is the default relationship. When you link to tasks, the second is the start to start dependency. In this example, task to begins when Task one starts. So using our Excel manual example, you could begin creating a lesson files the same time he began right in the class. Contact. The third type of relationship is the finish to finish dependency. This example task to cannot finish until task one finishes. For instance, if we hire a writer for, say, a five week contract that any task relating to writing course content must finish before his or her contract is up. The last time of relationship is the start to finish dependency and this example task to cannot finish until task one starts. For example, prove reading a software manual cannot finish until all of the content has been reaching. So in Magnuson Project, it could easily review and adjust task dependencies to ensure that your project is scheduled the way you want on to ensure that you will meet any project deadlines in the next video, we'll actually begin to link some tasks. 25. Linking Tasks: when making tasked the default relationship is a finish to start task relationship, that is to say, one task must finish before another task begins. You link tasks by selecting the task you wish to link on, then clicking the Link Icon, which is this icon raid here on the schedule group of the task ribbon. You can also link tasks by using the control and F to keystroke combination. When tasks are linked, a blue link line is displayed in the charge pain. To select a series of a Jason tasks, you select the first task hold of the shift key and then select the last task in the Siri's . To select a non adjacent task, you select the first task, hold on your control key and then select any additional tasks that you want to link together. So if you're following along, you want to open the lesson three. File from the lesson files folder on your desktop. To do that, you would choose file open, click, browse on the navigate to the lesson files folder on your desktop and then choose the Lesson three file. So once the fall is Oh, but you want to click the task tab of the ribbon to make sure that that is the active ribbon and I'm gonna select multiple tasks at once. So the task name field here, Let's select tasks four through seven. On If we observe the start date of the task, they all begin in the same day, March 25th 2019. So I'm just gonna drag select task for a few seven and to link them, I clicked the link icon here. The schedule group of the ribbon. The tasks are now linked. Noticed the new started eight because the tasks are now scheduled by the duration and have a finish to start a relationship. I can see the link lines over here in the chart pain. So let's link Samore. So I'm gonna select task seven. I'm the hold on the control key and then drag select Task nine through 12 will do 14 through 18 25 26 28 29 Aunt 31 through 34. And once they're selected all again, click the link icon on the ribbon to link the selected tests. Now, if you want to go on link task, you select the task you wished Owen link. So if I wanted honoring these, for example, and then he would click the unlinked icon in the ribbon, which is the icon rate. Here, you can see could also use the control shift and F to keystroke combination. Now, every subscribe to project online. You can now choose specific task toe link by using the drop down box in the predecessors or Successors COLUMN Notes that only the Predecessors column is a shown by default to display the successor column. You'd go to the last column choose add new column from the column heading and then choose. A successor is calling from the list. So if you're falling out like you want to drink the school bar here in the bottom of the left, pain all the way to the right until the predecessor column is visible. And in the Predecessors column, I want to click the drop down list for Task 14 which is right. Coursework content. If I click the dubbed a list here, we have a list off all of our tasks. Desert. As you can see, Task 12 is the only one that's checked, and that is a predecessor task for task 14. So let's top the escape key on a keyboard to back out of there. Now, let's click on the task name for Task 15 and that is created lesson files here. And then I'm gonna click the scroll to task. I come in its way over here in the editing group of the ribbon. I will click that when this does, it displays the task bar in the chart pain for the selected task, which is right here. If you want to increase the view and you're either the chart table are the charge pain ear is click the Great Divider bar and then dragged to the left or right to display more of either either pain. So that about does it. So I'm gonna finish up by clicking the save icon here this quick axis toolbar to update our project file 26. Adding Lead Time and Lag Time: you may have certain task that could begin before the completion of the predecessor. For instance, if you're painting a house, you can begin moving some of the furniture back in before all of the rumors air painted. In this case, you would set a 30% of lead time, which would mean that you could begin moving furniture back in where the task is 70% completed. This is called lead time, that is to say, the amount of time that the two tasks can overlap. Alternatively, some tasks require a delay before other tasks can begin. For instance, you may have to wait a couple of days for the paint to dry the walls before hanging the pictures back up. This is called leg time, that is to say, the amount of time that must pass after the completion of one task. Before the next task can begin, Soto add lead time word leg time. You double click the Blue Relationship line link between the two tasks in the chart area. On this display, the task dependency box to enter elite time type in a negative value, either a percentage or a time interval such as ah one day, one week, etcetera into the leg box under a positive value to establish a leg time. So let's do that. So I'm in a council of here and I want to click in the task name feel for Task 26 which is worth two exercises to check for Akkus Tree. Then I'm gonna click the school to Task Icon here of the editing group of the ribbon. So if you're working along, you want to double click on the task relationship the blue relationship line between Task 25 26. So let's do that and this displace the task dependency box. Now, if you're unsure what task the relationship line here corresponds to, you can hover your mouse over the line to display an informational message box. So let's click of the leg time box. You're gonna select the existing that text in there. I'm a type in minus 30%. This specifies that we can begin working through the exercises to check for accuracy. Once proof reading is 70% complete, that'll do it, so I will click. OK, so once I clicked Okay, we can see that all of the tasks have shifted to the left, thus shortening the duration of the project by one day. Note that you could also enter ah, leg and lead times into the task information dialogue. To do so, you just double click the task that you want to change. Click the predecessor of tab on the ribbon and then enter the desired value in the leg box . So I'm just gonna cancel that there. And in the next video, we'll look at how to change task dependency. 27. Changing Task Dependency: in this video, we're gonna work with changing task dependency. They can change a task dependency its predecessors a leg time or lead time from the processes tab of the task information dialogue. So, for instance, if I would double click and task 14 year to display the task information dialogue, I would then take on the predecessors tab on. You can change the type of task dependency by clicking in the type field here. Chris dropped on our then choosing the new dependency type. You could also modify the predecessor or even create a new relationship by clicking in the test name field. Click the drop down L and then choosing the new predecessor. So let's close on a here, so the first thing we need to do here is a link. Tasks two through four. We're going to do it a little bit differently this time, rather than using the link icon on the ribbon worker to use the predecessors field. So if you take the school but the bottom of the screen here and drag to the right past the finish column, you see the predecessors feel here you can see the information is already added for those tasks that we linked in the last video so I wouldn't click in. The predecessors feel for Task three and Test three is gather list of Excel experts. So they taking apprentices in the field, click the drop down list and I want to click the check box next to gather Reference Materials, which is tasked to this links. Task to and task three. Now just take anywhere outside of the window here to close the window. So next I want to click in. The predecessors feel for task for, and that one is. I interview writer candidates. I'll take the predecessor to drop down arrow again. I'm gonna click the check box next to gather list of Excel experts. Then I'll click outside of the window, and this links tasks three and four. No again. You could also just selected tasks two through four. Then click the Link Icon on the toolbar. But I wanted to show you how that works with the predecessors. Tabas. Well, now I want to display my fantastic so we're not want to Do is right click and has three and click information from the drop down list. And this is just another way of showing that task information dialogue. It could also have just double clicked on test three. So now we want to make sure that the Predecessors tab is active, so we'll click the princess's tab on top of the window. What I'm now going to do is click in the drop down arrow in the type field here. So we click in the type feel, and when the air appears, we click it. We're gonna change this task dependency to start to start. I would choose that from the list. So we've just changed the relationship to start to start. So once we begin gathering reference materials, we could also begin putting together a list of Excel experts. So when something that I'm gonna click OK to close the task information dialogue. So let's change another one. So let's modify the relationship for Tax 15 here as because he, the predecessor for Task 15 is 14. So I'm gonna double click that through the process of tab on top of the window. I'm gonna click the typed up don't list just like we did last time. I'm gonna change this one to start to start a swell. So here Once we convert in the course content, we could also begin creating our lesson files. So that about does it for this form to take okay to close the task information dialogue and apply our changes. So I wanted to make sure that the A task ribbon is displayed. So we'll click task of the ribbon and then when it clicks closed to task, this displays the task bar for task 15 on the updated preferences so we can see this start to start relationship here. Tasks 14 or 15 on That is how you change task dependency in project. 28. Splitting Tasks: Unfortunately, not everything always goes as planned, and you might find that you need to interrupt work on a particular task on resume it at a later date. So perhaps whatever resource is is unavailable for a specific amount of time, or the resource needs to be devoted temporarily toe a higher priority task. We all know that without works, so biker self project allows you to split a task into one herb. More part, that is to say, stop work on a task on a particular date and resume work on that task on a later date. A task can be split multiple times and could be easily rescheduled by Dragon, the Taus segment to the desired date on the Gant chart. So let's see how this works. So I'm gonna click on Task 14 right coursework content, and I'm going to click on the school to Task Coming Here, which displays began to bar for Task 14. So now we click the split task icon in the ribbon on. That's this icon rate here, which looks like a piece of paper being ripped in half. So I click on the split task. So now I want to display the date where we wish the splits to occur. So I'm gonna move my mouse pointer over again. Chart for task 14 until the date for 18. 19 selected. This is where I want to spit toe occur. So just click there on the gap on Viola. We've asserted a split on for 18. 19. So now I need to specify the date on which the work on the task is to resume. So it is. Click and drag. The second segment here to the right until 4 25 is displayed north as I drag the date A just in a little window here. Once they hit for 25 release the mouse button on the spec duration changes and the task end date will update toe reflect the interruption in the work. All right, so that about does it for splitting tasks. So I'm gonna click the save I come here and the quick access to a bar to update my file. 01 last thing about intention to change the duration of ah spits task. You can click and drink the segments on the ghan charges any time until the desired new date is displaying. So in the next video, we'll look at setting task type 29. Setting Task Type: Mike is a project schedules the Task senior project based upon the type of task. The duration of tasks entered into project is determined by the formula. Duration equals work divided by resource units. For example, if you were to add extra resource is to a task, you would have to either decrease the duration if the work stays constant or increase the work on the task if the duration stays constant. So if we had to people or resource units working for 36 hours, which is the work portion of the formula, the duration of the task would be 18 hours. Work defines a schedule effort for a task and is measured in in person hours for each person assigned to a task. So, for instance, if it takes 16 hours for one person to proof, read a course where man role, then 16 hours is scheduled for this task. The formula for work is duration. Times units equals work units refers to the time of resource spends on a task in our previous sample here. If it took two people eight hours to paint the house that the work necessary to complete the task would be 16 hours studying the task type allow you to control how Michael's cell project scheduled your tasks by making one of the variables duration worker units unchangeable. There are three task types and project fixed duration. The duration will not change even if you add resource is to or remove. Resource is from a task fixed work. The total work that is to be accomplished does not change. So if the duration of the task is changed or the number of resource is is changed, the total work remains the same. I think more resource is will shorten the duration, but not to work and fixed units, which is the default. The quantity of units necessary to perform the task does not change. Adding additional resource is will reduce the duration of the task. So I'm gonna write, think and test seven here, which is still software on writers computer, and I want to display the task information dialogues from toxic information. So we're gonna change this task to a fixed duration task. So to do so, we need to click the advanced top here on top of the window. Next we click the task type drop down list and here we see a three types fixed duration fixed units, fixed work, but I want to do is select fixed duration here, so I'm happy with that. So optical cape on the task type has now been changed to a fixed duration. That is to say, the duration will not change even if you add Resource is to or remove. Resource is from that task. So let's check to save. I cant update our changes. Oh, there's one last thing I want to mention toe at a column to you Gant table that displays the task type. For each task you can scroll over to the right click. Add new column that will type in a type and then interpret this as in the type column on here. We can see the task type for each of the tasks in our gang table for the next video ago to look at setting task constraints 30. Setting Task Constraints: constrains our limitations or restrictions placed on a task. For instance, you can specify that a task must start in a particular date or finish no later than a particular date. So perhaps you've rented a piece of machinery that must be returned on a specific day or have a remodeling job that must be completed by your reopening date. Constraints control the start and finish dates of a task on defect in the overall flexibility of a project. If your project is scheduled from the started eight that all tasks are scheduled with the as soon as possible constraint by default if your project is scheduled from the and a date that all tasks air scheduled with the as late as possible constraint. So to display a modify constrained, just double click a task to this part of the task information Dialogue on the constraint type is right down here. So you so if applicable, you entering the constraint to date on, then he would select this constraint type from the list. Now, as constraints affect the overall flexibility of a project, they should only be used when necessary whenever possible, rely on task relationships rather than constrains as they allow for greater project flexibility because tasks are scheduled relative to each other. Not ah, fixed date. Click here. We could see ah, list of all of the constraints available. So the as soon as possible and as late as possible. Those are the most of flexible of the constraints that both inflexible the constraints are the must start on and must finish up. So let's constraints, um, tax. So I'm going to cancel out of here. So let's observe the finish date to the project. We see that the project finishes on 5 20 So I'm gonna write chicken test nine and shoes information. And again, you can also double click of the task to display the task information box. So we're going to set a starch no earlier than constraint on this task. So I'm gonna click the advance tab, which is where the constraint options are. So now I'm gonna click the constraint type of dropping Tony Heroin Select Start to no earlier than so we're going to assume that our writer cannot begin work until 4 27 of 19 from the Constraints Date box will typing for 27 19. And that about does it so that I will click OK and notice that the finish date of the project has updated to reflect or constraint. So let's click the save icon to savor changes. So as for constraints, you want to avoid entering, start or finish dates for tasks as this applies inflexible constraints such as a start no earlier than or finish no later than to the task. So in the next video, with a look at sitting milestone tasks. 31. Setting Milestone Tasks: ah, milestone task is a task of zero duration that is used to identify a significant event in the life cycle of a project. Often, milestones are used to mark the completion of a particular phase of a project such as the completion of the preparation face. For instance, as a mile store normally does not represent any work but rather is used as an indicator. It is represented with zero duration on creating a milestone task couldn't be easier. Simply set the task duration 20 once you do, a milestone marker, which is a diamond along with the milestone date, is displayed in the Ghent chart. So let's do that. So let's select Task eight here, which is yellow waiting phase. I'm atop the insert key on my keyboard to insert a new task above Task eight on the test A Bucks and McCall This preparation phase completed. This is the name of our new task from a tap the tab key to move to duration field on the type in zero D for the task duration of an old tap enter. This sets the new task as a milestone, so let's take a look at it so I'm gonna click in the Tess named Feel for Task eight, then click the school to Task Icon in the Ribbon and Norris the Milestone Marker, which is a little black diamond here on the day on. This designates that task as a milestone task. Now you don't have to create a brand new task to set a milestone. You can create a milestone from an existing task. To do so. You display the task information. Shouldn't dialogue for that particular task. Click the advanced tab on you. Want to check this check box down here? Mark task as milestone. And that allowed the A data milestone marker to that task. So in the next video, take a look at adding task deadlines. 32. Setting Task Deadlines: a deadline is a date by which you want a specific task to be completed. Unlike constrained, a deadline normally does not affect the project. Schedule that is at issue are scheduling from the finish date of the project and have set and as late as possible constraint entered. A deadline date will cause project to display an indicator notifying you of the deadline date once it has passed. This is ideal. If you want to just identify test deadlines but not actually affect the project schedule. A deadline is indicated in the gang charge pain with a downward pointing symbol you enter in deadlines from the advanced tab of the task information dialogue. So let's do that. So I'm gonna double click on Task 25 which is the editing phase task. Next, we'll switch to advanced options. So I think the advanced tab on top of the window here on of the deadline box I'm gonna type in 59 2019. This enters a dead life, this selected task So that about does it. So I will click OK to close the task information dialog box. So now if we scroll to task for gas 25 we see this little green downward pointing arrow. This is the deadline indicator. So let's click the save icon of the quick access Toolbar to update our project file. 33. Inspecting a Task: the Inspect task feature, which was formally called Task Drivers, allows you to see which factors are affecting the started eight of a task. So such factors can include predecessors leveling delays, constraints or exceptions on your project calendar. To use the future selected task in the Again charge table, then click the Inspector. I can't in the task group of the ribbon and then to close inspector, click the X. So the test I want to inspect is tasked 10 here. So I'm gonna click the task name feel for that task, and then I'm gonna click the Inspect budget on the task group of the ribbon. So for this particular task, we see that there is a start no earlier than constraint off for 27 19 which is affecting the starting date of the task. So now let's click the task name column for Tass, 16 North of the Inspector automatically adjusts to reflect the new task that's selected. So for this task, we can see that a start to start Predecessor Task, which is tasked 15 course where content is affecting the start date of task 60. So if a click on the Task 50 link here in the inspector paid. This brings us immediately to task. 15. You can see all of the items that are affected the start date of this particular task. So I think I'm done with the inspectors. So I'm gonna take the little X here on the upper right corner to close that pain. And that is how to inspect a task. 34. Working in Network Diagram View: network diagram view displays a complete a graphical representation of your tasks and task . Ling's in flow chart format task information is displayed in individual boxes called nodes with lines. Connected. The notes to represent relationships between tasks. Each no displays the tasks. Name task started. Eight. The end date. The task duration on the Task i d. Summary tasks are represented as a parallelogram, and sub tests are represented by rectangles. This view is ideal for focusing on relationships between tasks as well as modifying task dependencies. So let's take a look at network diagram view. So to start, we want to click the view top of the ribbon here on this space, The view ribbon and we want to select Tass 16. So a click in the task name feel for that task. This is the task that I want to view. So next we click the network diagram icon rate here of the task views Group of the Ribbon, which switches us to network diagram view on highlights the selected task. You see that the other tests are represented in orange. Where is this? What is highlighted and his black. If you want to change the zoom percentage of this view, right? Click anywhere in the network Tiger View window and choose a zoom from the contextual menu and then just select the desire zoom percentage. I believe this is is now for fun. Let's double click the link line between task 16 and 17. So I'm gonna drag my scrubber the bottom here, over until both Tass 16 and 17 are present. So we'll double check this link line here. And as we can see, this displays the task of dependency dialog box. So I'm gonna click the typed upto list here. I'm gonna select starts to start from the list and then I'll click. OK, so this, of course, changes the task dependency to start to start. Okay, so let's click the Gant chart. I come on the task of use group of the ribbon and that says I can read here on that returns us back to our standard get chart view. So, as usual, with the click the Save, I cut in the quick access toolbar to save our changes and actually unfinished for this project file. So I think I'm going to close it. So we'll click the file tab of the ribbon on, then click close from the menu 35. Entering Resources: So in the next several videos we're gonna be working with resource is the resource is are the equipment people facilities on materials necessary to complete tasks When setting up a project, it's important to determine resource availability on resource costs. Availability refers to whether resource is available to perform the task, and cost refers to the money necessary to pay for the resource you can assign. Resource is directly to a task, but it is recommended to first enter them into a resource sheet. In Microsoft. Project Resource has entered into a resource sheet, then become part of the resource pool. Resource is from a resource pool can then be shared with other projects as well. But before we start entry in resource is is important to bench that there are three types of resource is in MCAS el projects work resource is material resource is on cost. Resource is work. Re sources include the people equipment to facilities that I use to complete a task. Material resource is referred to consumable items that are necessary to perform a task. Paint and wood would be examples of material. Resource is cost. Resource is do not depend on the amount of work done in a task or on the duration of a task . For example, if you create a cost resource to track lodging, expenses or airfare costs incurred as part of the project, Okay, enough babbling. So that center in some resource is. So first off, you have to open a new project file and in the next few videos will be working with the Lesson four file. So if you're working along, you want to click file open, click the browse. I can't hear the center pain of the Navigate the lesson files folder on your desktop, and we're going to choose the less than four file here and then click open. So next we want to click the View tab on the ribbon to a display. The view Women and I want to display my resource sheet so affect the resource sheet icon on the resource views group of the ribbon here, I'm gonna click in the first blank row. The resource name field. I'm a type of lower Webster, you know, Top tab to move to the next column, notice that product automatically assigns a work as the resource type and assigns the first letter of the name as the initial. So now I'm gonna tap the tab key three times until I knew the group field. So Laura is a consultant from the type that in Ah. Now that about does it for that resource. So let's enter it another. So I'm gonna click in the next blink cell under the resource name field and retyped in Fred LaBarre. Now I'm gonna tap the tab key four times and tell him in the group field, I'm the type and trainer. So continuing on with another new restores having a click of the next blank cell. And for this one, I'm gonna type in, software them atop the tab. Keep on this time for the type of upto, lest we want to choose material as software is a material resource, tap the tab key again on other type each in the material able field. This is the unit of measurement here. So let's entered another person's. I'm gonna click in the first place cell in the resource name field type and Sheila Welker. Now let's tap the tab key four times until we're in the group field and retyping manager. And then I'll tap return or enter to confirm the entry. And then about Dad, that's all. Click the save I kind of the quick access toolbar to update our project file. 36. Creating a Resource Calendar: when adding resource is to the resource pool, project automatically creates a resource calendar, which matches the projects based calendar. However, if the working times or non working times of the project do not coincide with those of the resource, you can create a resource calendar to reflect the working and not working times specific to that resource. For instance, you may have a consultant that Onley works on Saturdays or may wish to reflect the nonworking time to edification of one of your resource is you can create resource calendars by clicking the change worry time icon under the general tab of the Resource Information Dialogue. So let's create a resource calendar for a buddy friend, LaBarre, who just entered into a resource pool in the last video. So we'll start by clicking the resource tab on the ribbon here to switch to the resource ribbon. This is where we find all of our resource commands and tools. So in our resource name field here, we want to select Fred LaBarre, and this is a resource for whom we want to create a resource calendar. So now we click the information icon on the Properties group of the ribbon on this displays the resource information, dialogue, the resource that we have selected. So let's change friends working time. So I'm gonna click the change working time. But in here, that's under the general tab of the resource information Windows will think that. So now we want to click the exceptions to have and that's the first tab here, the lower portion of the window. This is where we're gonna enter in days that Fred cannot work. So let's give front of day off. So I'm gonna click in the first blank feel here under the lead column and type in day off. This enters in the name for a calendar exception, and you want to type anything in here that makes sense. So next we'll click of the start field, and I'm typing for 26 1910 to the beginning date of the exception. Now we need to enter in the ending date of the exception. So I'm thinking the finish field in the first row and tied for 28 19. So now let's click the details button to this further details. Dialogue on, I thought is great out. You just need to click in anywhere in the first row here of the exception and then the details, but should should become active, so looks like the details. But in here notice they can also enter a change the beginning and ending dates from here. He also said any re occurrence patterns if applicable But here you want to ensure that the not working read a button is selected. This ensures that the date ranges set as a nonworking time. So that about does it for this are gonna click ok to close the details wind up and I think , OK to close the change Working time dialogue analitico Okay, once again to close the resource information dialog box and then we'll click the save icon in the quick access toolbar to update our changes on that's how to create a resource calendar. 37. Assigning Resources to Tasks: Once you've entered in your tasks and have created a resource pool, you're now ready to begin. Assigning resource is to task. A sighting resource is to a task enables you to quickly identify who was responsible for what task and facilitates the smooth scheduling of your project. So let's assign some Resource is. So let's click the gag chart of you. I come the lower right corner of the screen to switch to Gant chart for you, and that's his first icon radios who look like that. So now I want to take the resource tab on the ribbon to display resource commands and tools . So let's click in the task name Feel for Task 10 which is create outline. This is the task to which I want to assign a resource. So now we'll click. The Assigned resource is icon, and that's on the assignments Group of the ribbon here. This displays The assigned resource is dialogue, so I want to assign Laura Webster to this task. So click Laura Webster in the resource name list and then, ah, click a sign. Since I'm down, I'll just click close to a close. The assigned Resources dialogue on a plier changes. So let's add another. So I'm gonna right click in the task name Field for a task six, which is a purchase software. So when we right click that I'm gonna select Assign Resource is from the pop up menu, this is just another way of displaying the assigned resource is dialogue. So for this, I'm gonna sign Softwares the research from, like, six software and then click A sign on this assigns the software resource to task six. Some Democrats will protect that close, but in here, So next I want to click on that task name for Task 33 which is teach several class with proof. So what I'm gonna do now is tap the tab key five times blind 2345 And this sets the insertion point in the resource names field. Saddam detector dropped down arrow on a check the check box next to friendly bar, then tap enter and there's a signs for Lebar two. Task 33. So this is yet another way of adding resource is two tasks on the resource days. Feel here. We can see the other resource is that we just added so that about does it. So let's take the save icon to save our changes on. And that is how to assign resource is two tasks. 38. Filtering Resources: So in this video, we're gonna look at filtering Resource is using The assigned resource is dialogue filtering resource is allows you to display on Lee. Those resource is in the assign resource is dialog box that meet specific criteria. For instance, you may wish to display resource is that cost over a specific dollar amount are scheduled between a particular date range or are over allocated, which means that a resource is assigned to more tasks and Shiri can accomplish in the working time available. The filtering option could be a real time saver when the need arises to locate a specific set of resource is so lets take the S side. Resource is I can hear the assignments group of the resource ribbon and this disc, Razia said. Resource is dialogue, So if the filtering options aren't available, what you would do is click the plus symbol here next to resource list options. I'll do that on in the filter by area. I want to click the check box text toe. All resource is, and this activists air filter by box, allowing us to choose how we wish to filter. So next I want to click the filter drop down Arrow and Selective Group from the list. And as we can see this a space, the group of dialogue allowing us to specify by which group we wish to filter. So I want to display only Resource is assigned to the consultant group. So I'm going to type in consultant in the group name field here. Then a minute. Click OK, on. As we can see on Lee to Resource is appear Fred LaBarre and Lower Webster, who are both assigned to the consultant group. So next I'm going to click the filtered up down arrow again. And this time I'm gonna choose date range from the list here. So this displays the date range dialogue allowing us to filter by Resource is assigned to test during a specific date range. So that's type in 47 2019 and that enters in the beginning dates. Then I take okay and then we're prompted for the ending date. Type in 4 30 2019 and then I'll click. OK, so only those resource is assigned to task that are scheduled to start or finish during that day. Trades that we just entered I display. Okay, so let's remove the filters. So I'm gonna uncheck the filter by box. Here, this removes the felter on re displays. All of the resource. Is that a resource pool? So yeah, filtering resource is can really be a time saver and allow you to quickly find Onley. Those resource is that are relevant to what you want to accomplish. So let me close out of here and then I take the same. I counted the quick access to a bar to update our changes and that is how to filter Resource is 39. Effort Driven Scheduling: by default. Effort driven scheduling is automatically set for every task that you create in Project tries to say when you assigned Resource is to or remove. Resource is from a task project lengthens or shortens the duration of the task, but it does not change the total work for the task. For example, if it takes a person two days to complete a task, a sighting, another person to the task will decrease the duration of the test to one day. The amount of work 16 hours remains the same. It is now only divided up between two different resource is so two people can paint a room twice is fast conceivably than one person. So effort we've been scheduling on Lee effects, a task when resource is air added to or removed from a task. So to change, effort, driving, scheduling. You want to make sure that you're in gets charge of you here, pick the task tab on the ribbon. Select the task whose information you want to modify. Click the information. I kind of the properties group of the ribbon. Then we want to go into the advanced tab, and then you would uncheck the effort driven check box, but by default project, he has that check to cancel out here. So that's how well in good. But not all tasks are effort driven. For instance, if you have scheduled a two hour class, assigning additional resource is to team teach, the class does not a decrease the duration off the class. So in this case, you would want to turn off the effort to driven scheduling for this task. So there are few things to keep in mind when working with ever driven scheduling. If the task type is fixed units or fixed toe work, ah, signing additional resource is to the task shortens the task duration. If the task type is fixed duration, a sighting additional resource is decreases the individual resource unit values on. Finally, the effort to driven setting cannot be changed for tasks whose task type is fixed work. So let's top the whole key on a keyboard. You want to make sure of the task Name column is visible here. So then I'm gonna click the resource tab on the ribbon to display the resource ribbon and here want to click in the task name Field for Task 10 which is create outline, so notice of the task duration here is three days, so let's click. The assign resource is icon here to despair. A son resources dialogue when we see a check box next to Laura Webster here, this lets us know that Laura Webster is already assigned to this task. So that's a sign, an additional resource. The task. 10. So I want to click Sheila Welker here in the resource list and then click the assigned button. And then let's could close to close the dialog, so notice that the task duration has now been changed to 1.5 days. So because this is an effort driven task, a sighting additional resource is to it shortens into duration. So that about does it. So let me click thes save Icon to update the project file. 40. Entering Resource Costs: When managing a project, you will often have a project budget that you need to follow. To accomplish this, you will need to assign costs to each resource and a signer resource to each task that will encourage cost, and you do all that from resource sheet view. So let's get the view top of the ribbon here for your follow along, and then click the resource sheet icon here on the resource. Our views. Group of the ribbon We're now in resource sheet view now Project will calculate totals for you, but there are three verbal cost feels they could populate in the resource sheet. Their standard rate, which is right here on this, is the rate of the resource is paid for regular non overtime work performed on a task. There's overtime rate. This is the rays of the resource is paid for overtime work. Then there's cost slash use, and this is the cost incurred Each time the resource is used. On example would be rental fees for a piece of equipment or cost for material such as wood or paint on the accrue at column, which is this column here, and that's just pick the line here and Drake to expand its for the entire are heading is displayed. This column does it makes when project calculates the cost of the resource for the task. So the default here is pro rated. That is to say, the cost is calculated based on the percentage off the completion of the task. You can also select a start in this instance that cost will be calculated of the beginning with the project or end. You guessed it. The cost is calculated at the end of the project. So let's enter some cost here in the standard rate field from Laura Webster and I'm your type in $75 per hour. So this type of 75 slash h So now I'm gonna tab over to the overtime rate field and I'll type in 112.50 which is time and 1/2. So let's take it this downward rate feel for Fred LaBarre on Fred makes $35 per hour swill type of 35 slash h. Next, we'll tap tap to move to the overtime rate field my type of 52.50 again time and 1/2 so this will be friends. Overtime rate. So now let's update she'll, Welker. So I'm gonna click at the standard rate feel for Sheila. I'm not type in $950 per week, given that she is not in. Our early employees were going to leave the overtime rate blank. So let's entered a new resource. Well, we're here, so I'm gonna type in classroom. And now I'm gonna tap the tab Key eight times. 123456 Date to move to the cause. Produce field. Andi, I think I'll type it on $150 for classroom youth that will tap the enter key. So what this does is entered in a cost of $150 for each time that the classroom resource is used. So that about does it for this time to click the save icon to update our project file 41. Entering Fixed Costs: So in this video, we're gonna learn how to enter in fixed costs. The fixed costs are costs that remain the same regardless of the duration of the task or of the amount of work performed by a resource. You can specify fixed costs for individual tasks or for an entire project on you enter in fixed costs into the cost table So ever fallen along as click the View tab in the ribbon on notice that were in resource sheet view. And I want to be in Gant chart view. So we click began chart button in the lower right corner of our window. So now I want to click the tables I can hear in the data group of the ribbon. And as I mentioned you, enter in fixed costs into the cost table so we'll click cost to display the cost table. So we will assume that we are hiring a firm to put together a list of Excel experts for us on the whole charges a flat fee of $800 to do so. So we're gonna click in the fixed cost field for tasks free, which which is gather list of Excel experts. I will type in $800. Little tap enter Took it from the entry. That's all there is to entering fixed costs just for the cost table and then enter in the fixed costs for that particular task. And, as usual, took the sea. My contact did a project file. 42. Using the Cost Table: the last video introduced you to the cost table, which we have displayed here, and the cost table displays cost information about your project. Tasks such as cost of tasks planned, cost actual cost variants, which is the difference between plant cost and actual cost on remaining cost. So if you take a look, a task 33 year, which is teach several class with proof we see the project has calculated a total cost of $280 for this particular task. Fred LaBarre, who is assigned a standard resource cost of $35 per hour. We'll spend eight hours on this task. Now. The total cost of the project is displayed. The total cost field right up here off the project summary task. So any changes made to tasks such as resource is duration, etcetera, or to resource costs will automatically be reflected here. The cost table. So they only looked a task 33. Here we see that the total cost is $280. So that's like the resource sheet icon in the ribbon here this which is us to resource sheet view. So I took the tables I can hear and then choose costs from the list. What this does is displays the cost table on Lee for resource is so we can see the cost for all of a resource is here. So now let's switch to the entry table for resource is so I took the tables, I can't again and this time I'll choose entry. So now I'm going to click in the standard rate feel for friendly bar Instead of $35 an hour , we're going to give our body friend a raise to $45. Progress will type of 45 slash h and then temperature. So now you cook the gang turned icon in the ribbon. We switched to gang chart, view and despair. The cost table, which is the last table that we viewed in gang charge view on the So now, if we observe the total cost field for Task 33 we see that the total cost is now $360 reflected the change will be made to fiddler bars, hourly rate. So now let's take the save iconic Quick access toolbar to update the project file. I'm actually done with this particular project file, so I'm gonna take the file tab of the ribbon and then click close that is working with the cost table 43. Working in Calendar View: So the next several videos we're gonna workbook closely with Microsoft Project views on in this particular video, we need to look at calendar view. A counter view allows you to display your tasks in calendar format. Calendar view is ideal for providing a quick overview of your project, as well as handing out hard copies of tests for a specific date. Range Calendar view tasks are displayed as bars spine, the days during which the tasks are scheduled. So let's open up a new project file here. So you want to take file from the menu. I don't think open and then click the browse. I kind of the Centre Pain and the Navigate to the Lesson Files folder and our desktop on the Father we want is a lesson five files. So we'll pick on that and then click open. So let's think of the View tab in the ribbon on the calendar. Icon is located on the Task views group of the ribbon here, so let's click it to switch to calendar view. So now we want to click the previous or next buttons until April 2019 is the current month on the left pointing arrow is the previous month's icon on the right. Pointing arrow is the next month I can we want April 2019. Really? So now let's take the four match tab in the ribbon. So from the format group here, you can change the format of the time scale grid lines, bar style as well as the text tell of your calendar. For instance, you can change the patterns and colors of your bars, as well as the font size font color on a type of the calendar text. You can also choose how the days of the week or months are to be displayed by default. Tasks are represented with blue lines on non working days are shaded in gray. So let's take the bar steles. I come here in the format group of the ribbon on. I think I want to modify the formatting of my summary tasks. So I'm gonna click summary in the task type box here now, in the bar type of drop down list. I want to set the bar type as bar from 60 dropped O'Harrow here and choose bar. Next, I'm gonna click the pattern drop down list here and I figured, want the fourth pattern from the bottom. So that's 1234 So taking this pattern that changed the pattern and now want to change the color of the box. So I think the color drop down list here and I'll take red from the standard colors area of the pellet, and we can see a preview of what our bars are gonna look like here in the sample box. So that about does it. So it looks like, Okay, so we can now see our summary tasks with the new for our format that we just set up. 44. Formatting a Gantt Chart: and older versions of Project you used the GATT chart wizard to for with the bars of your gang chart so that they met you Meet your needs with the introduction of the ribbon. However, the wizard is no longer necessary, as there are numerous formatting options on the format top here that you can use to customize your gas chart. So from the format, AL, you can change chart layout. Apply a pre defined against chart style format. Bar styles show hide project summary tasks. Insert columns into you again. Chart tables format The text of your gang charts on much, much more, so let's do that. So if you're falling along, you want to click the view tab of the ribbon here. Did you want to click the gas chart icon to ensure that you're in gang chart view? So next I'm gonna click the format tab in the ribbon here, so let's click the Layout Bunten and that's located on the format group of the ribbon. So once I click, the layout button just displays a layout. Dialog for American modify link styles date format bar right on more So let's take the bar high to drop down list and I'm gonna choose 14. And as we can see, this increases the height of again to charge bars. So I think I'm done with this box from the click OK, that closes the Elio dialogue. So now I want to click the more button on the chart style gallery. So here is again Chart Style gallery, which displays some of the commonly used styles. But if you click this more, but in here on the lower right corner of the gallery Project displays the entire gallery from the government, choose the last style under the Scheduling Styles area, which is this tell here, so I will click that to select it. You can play around with some of these charts styles until you find one that you like. Now, if you want to just format an individual bar in the gang chart, just a double. Take the bar to display the format by dialogue, and then you can change the shape, styles and colors and patterns from here. But we're not gonna do that, counselor there, and that is it for formatting against chart in project. It was a lot of different options available to you, so play around with some of them on the form out group of the rivet until your chart is the way you like. 45. Using More Views: So we've already worked with seven of the views available here in the view tab of the ribbon. But there are additional views that are not listed of the view menu, and to see them use the more views command located on the other views. Bunch in here on the views tab of the ribbon, the more views command displays the more Views Dialog box, which lists all of Microsoft projects available pre defined views. You can also edit an existing default of you or create a new view, which can then be added to the more views menu not to be able to access any time. So if you're working along, you want to click the view tab on the ribbon. Now I want to take a more views from the menu, so I'll take that on that displays the more views dialogue. Now, as we can see, we have several options Here we can create a new view and at an existing view copy or I use the organizer. We're gonna look of the organizer in a later video, so but I want to change to a different view, and I want to see the descriptive network diagram view something like that, and to apply the view we click, the apply button down here that closes the dialogue on applies to view. So the next video get a lucky using split views. 46. Using Split Views: split views, which are also called combination views, allow you to view different portions of your project screen but combining two views. For instance, you can view the gap chart in the top pain to video tasks on do the resource form on the bottom pain. The bottom pain corresponds to whatever task or resource is selected in the top pain. So to switch to dual pane of you, you click the view tab on the ribbon and then take the check box next to timeline or details, depending on the type of you you want to display. So let's do that. So I'm gonna take the guy chart button here under ribbon to a switch to gang chart view. And now I'm gonna select Task 33 which has teach several classes with proof. Now, this is the task that I want to see in split to view. So now you want to make sure that you that the View tab is the active Todd and I'm gonna click the check box next to details to display the window and splitsville on. As you can see, the task form view is automatically displayed in the lower pain for the selected task. So let's take anywhere in the lower pain to activate it. So now let's click the drop the list to the right of the details check box here, and I'm gonna click a resource sheet here. This changes the lower pain view to resource sheet view. As you can see, the resource that corresponds to task 33 or should I say, is assigned to Task 33 is displayed, which in this case, is from LaBarre Sinama Click Task 10 in the upper pain The guy in can short view year on this displays the resource is that are assigned to task 10 in the lower pain. Here you can see we have a lower Webster and Sheila Welker assigned. But now I want to switch back to single pain view. So to do so, I just uncheck the check box ticks the details on Viola. We're back in single pain view 47. Using Task Usage & Resource Usage Views: usage views are quick way to see where you stand. In a project on there are two types of usage of you is available it back yourself project resource usage and task usage Resource usage view groups. The task to which each resource is assigned on display is the allocation of resource is two different tasks in your project. Task usage view to space. All resource is assigned to a task and the amount of work done on a task. So let's take the task usage i Konya. And that is on the task views Group of the view ribbons from a click Task usage. This switches us to task you such views. Now the drop down box is on the data group of the ribbon allow you to highlight tasks group tasks on filter tasks. For instance, you can display all tasked with the same duration or same constraint type together. Or you can choose to Onley display task that fall within a specific date, range or display only task that are later over budget. So let's take the group by combo box. Here comes out a group of the ribbon and I'm gonna select a duration from the list. So click that this groups the tasks by the duration. So next I'm gonna click the filter combo box on from here. I'm gonna choose tasks with estimated durations. This displays Onley tasks with estimate of durations, That is to say, tasks for which we have not entered a duration. So now remove that filter. So to do so, I clicked a filter drop down list and then select no filter from the list, and that removes the filter. But North and I still have this group by duration here. So to remove that grouping, I just click the group. I dropped a list and select clear group from the list. So now I'm gonna click the resource usage icon here, and that's on the resource views of the ribbons. I will click that this which is us to resource usage view on. If you're screwed down, we could see that tasks are grouped by resource. I'm gonna finish by taking the tables I can hear in the down a group of the ribbon on day I want to view the entry tables so I will click the entry table here, built in tables on this once again displays the main entry table. So one last thing of what I mentioned regarding filters and groups is that you can create your own custom groups or filter by clicking the drop down list, then choosing new group. By then, you can specify the feels a sort order and group intervals or filter data, so I just want to show you that that's available. So if the pre defined filters or groups don't meet your needs, could always go in and create your own. But I'm just gonna cancel their, and in the next video, we'll take a look at sorting tasks under resource is. 48. Sorting Tasks and Resources: in this video, we're gonna look at how to sort. Task on resource is so starting refers to changing the order in which tasks are resource is air displayed. For instance, you could display tasks by task name start date finished eight or actual cost order to change the sort order of taxes. Resource is you click the sort icon on the data group of the View ribbon and then choose one of the listed feels by which to sort, just sort feels that are not on this sword menu. Here you click the icon and then click sort by in the bottom of the menu. This displays of sore to dialogue in which you can sort by up to three different feels if you click on the drop down list here, could see have access toe all of the available fields, and I'm gonna cancel out of there for now. So one thing you want to notice that I d numbers are not modified when sorting tasks resource is thus to return the task of resource to its original order Are you need to do is simply sort by i d number. So let's start by clicking the task usage icon on the ribbon here That brings us to task usage of you. So now I'm gonna click the sort I cut the doubt. A group of the ribbon I think I want to sort by costs cost. And this sorts the task using sheet in ascending order by cost. So next is take the gadget chart icon in the ribbon This which is, of course, a gadget view from where we're going to sort our task list. So let's do that. So I think the sort icon on the data group of the ribbon and I think about a sort by finish date, so I will click that. So as we can see, summary tasks are sorted and ascending order by finished eight, with the sub tasks sorted under each summary task. So let's restore on this to its original orders. So to do so, when you take the sort icon in the ribbon on, they will sort by I d. One thing I do want to mention is that you could permanently re number the I d feel of the sore list to reflect a new sword order, but it's playing the sort dialog choosing the orders by which you want to sort and then you click the permanently re number task check box here. Note that once you do this, the idea number will be permanently changed for every view in the project. But of course, we don't want to do that. Someone get counselor there on that is sorting tasks on resource is in back yourself project. 49. Using AutoFilters: In the previous video, we saw that we can filter our task and resource views by using filters to limit the information that is displayed. You can also apply what's called an auto filter to a view when the auto filter feature is enabled. Drop down arrows appear on each column heading, which we see right here on the lower right corner of each column heading. And these allow you to filter by more than one field. Clicking on the filter arrow displays a list of feels by which you consort. In addition to the pre defined fields that are available, you can also create your own custom fields for sorting. For instance, you can specify that only tasks that fall between a specific date rage are displayed. Now, if there isn't a downward pointing arrow on the next to each column heading in the gand table, click the filtered up. Don't know on the data group of the ribbon on. Do you want to click the display? Otto Filter. I come from the list, but we won't do that because that future is already turned on. So I think I want to sort the duration column, so I'm gonna click the duration dropped down error here. This displays all of the available filter options for the duration column. So I'm gonna click these select all check box, but that does is de selects everything in the list. And then I think I'm to select the check box next to one day. I will check that and then click. OK, This will only display tasks that have a duration of one day for No. It's a little filter icon in the lower right corner of the task heading for duration. This lets us know that a filter is applied to that column. So let's remove the filter. So I'm gonna click the filter I can hear, and then I'll just click the select all check box on that we displays all of the fields and then click. OK, so let's add another filter. So I'm gonna click the started drop dough. Now, here on this time, I'm gonna create a custom filters on a point of filters, then choose between from the list on between his way down here. So I'm gonna take it this start drop down this quick start dropped on arrow here, and I'm going to choose is greater than from the list. This selects the first part of the criteria. So I'll tap the tab Key MMA type in a 3 15 2019 on that enters the first date in our data rage. I'm gonna take the bank box for the second row Click The drop down arrow on I'm gonna choose is less than from the drop down list. So let's tap the tab Key and typing 47 2019. So we only want to display items whose start date is greater than 3 50 19 on is less than for seven of 19. So, in other words, between those two dates, So the number down it's all click OK here to close the customer filled The dialogue on our custom filter is now apply on. Now we only see tasks whose start date is scheduled between those two dates that we entered . So I'm gonna remove the filter. So I'm gonna click the filter icon on the start heading, and then I'm a click clear filter from start on. That removes the filter. So let's take the save. I count up Data project file on that is using auto filters in products. So a very quick way of sorting and filtering your data 50. Using Tables: this video, we're gonna look at how to view various table data. Now a table is a sheet view that contains several columns which display specific information about tasks. Resource is on resource assignments. We've already worked a little bit with Cost Table. In a previous video. There are several other pre defined tables that allow you to display on in the fields that you wish to view now on Project. There are two types of tables. Task tables, which you could apply to task views on resource tables, which you can apply to resource views. Microsoft Project list The most common tables a new the Tables Button menu here Budget can view all available tables by clicking of the view the tables icon here and then choosing mawr tables from the menu. This displays all available tables, task or resource so it's cancelled out there. So if you're not in the view ribbon, you want to take the view tab of the ribbon and I don't think the table I kind of the data group of the women and I want to display the work table. So I'm gonna click work from the list and those that are table view has changed to the work table. So let's take the tables icon again. On this time of inner, choose more tables. Well, this does it displays the more tables dialogue, which is all of the available pre defined tables in project. So I want to see the constraint ID dates table some to click on constraints, dates here and then click. Apply on this to space. All the constraint dates in our project. Now, if a table does not contain all the information that you want to view, you can always add a column to the table that contains the information whose data you want to see as well the views You can filter group and apply auto filters to table data. So I'm gonna add a new column here. So what I'm gonna do first is cleanse it could strange type column heading. So this elects to column to the left, of which I want to insert a new column. So now I'm going to right click the constraints type heading and then choose insert column for the contest tra menu here. So I want to insert the cost. Call him here, so I'm just gonna type in cost McCollum heading. You can also use the scroll barker to school through the table until you see the column that you want to add. So I look like cost on The cost column has now been added to our table. Now I think when I read his players standard entry table subjective the tables I come here and then shoes entry from the list. One thing I want to mention I do believe I've mentioned this in a previous video. I'm not sure, though, but if some of the data is cut off from your table or you get the railroad tracks here, which can Dio is automatically adjust the with of the column to accommodate so long as item off data in the calm To do a story, just double click on the border here through the two columns on the carnival automatically adjust Teoh 50 Longest line of data. So in the next video, we're gonna look at using task, bored of you 51. Using Task Board View: he's if you like to use Can Dan for scrum methodologies to manage your project, you'll be happy to know that project allows you to view and manage your waterfall projects Using Task board views A Can Bend board is a technique that allows you to visualize your work and show it moving from left to right. Each column of the Can Ban Board or Task Boarded magazine project represents a stage in the project. Process on example of a project stage might be waiting next up, work in progress or completed to fill your project. In the task board, you take the task board icon Arrow on the task, but in here and then click Task Board from the list. You can then drake the tests to the various columns here on your task board. You can also add new columns. Two. Your task board by clicking. Add new column on the Operate Court of the Tests window here, Tesco Window here and then providing a name for your new column. Two. Renaming existing column. Just right. Click the column name and then she was renamed in a type of the name that you want. So if you're folded along here, You want to click there on the task or and I kind of the click task board. So we're now in task. Bored of you. So now that's Click and Drink the gather reference materials task to the in Progress column here, so just drink that right over next. I wanna move the interview Writer candidates also to the in Progress column So we'll click that one and drag it over. Release my mouse button. So now let's drink a create outline column, and we'll drink that to the done. Colin, we've finished that one. A noticed that a check mark is automatically placed in the upper right quarter off the box . I just know that that task has been completed. Now. You can also enter in new task directly from within task Port view by clicking the new task icon on top of the not started column and then typing in the name for your new task. You can then drink the new task to any of your desire Toe Task Board columns. If you want to modify information for any task just right, click the task and then she was information from the contextual menu. But I'm gonna escape out of there. So what I'm gonna do now is at a new task. So I'm gonna take new task over here in the left pane, and I think I'll call this secure more funding. Then I will click the add button. So when I move this task to the next up column so I will click Andre the task until that's ah highlighted over here the next up column and release my mouse button. Somebody fall. All task will display in task board view. However, you can remove a task from your task board by setting the value of the show on board field for a task to know. So to do so you switched to again charge of you and at the show on board column. So if I were to take their, I would show on board. I see. By your fault, they're all set to Yes, But you just said any task to know to, uh, not have a display in task board view, So let's switch back to task. Bored of you here where we were Another thing you do is a sign resource is toe a task by right clicking on any of the tasks on choosing a son. Resource is from the contents True menu. This displays the familiar assigned resource is window, where you can just choose a task and then click assigned to assign a resource to that task . Now one thing you need to decide is whether moving tasks between columns as we s here. Whether doing so, we'll update the percent complete field for each task. So to do so, you you want to click the sets percent complete icon here and then enter the percentage to be a signed under each Collinelli. So by default, none of these values are set except for the Done column, which has been assigned a value of 100%. So if you want each of these columns who represent a percent completed regarding that task , then just click that in type of civilian that you want from 25 50 and 100 for instance, you could do so that is, using the A task board. One thing I do want to mention is that at the time of this video, the task board future is Onley available to Microsoft Project. Online subscribers 52. Printing a View: At some point, you're most likely need to print out information from your project plan. Printing of you allows you to send the information that is displayed on your screen to the printer. Any sorting, grouping or filtering that you applying toe of you will be printed as well. An exception to printing view is they cannot print from former view or from relationship diagram view. So let's click the gag chart icon on the ribbon here to switch to get charged view and to display the print area of backstage. Really click the file tab in the ribbon and then click print. So now, under the Settings area here for the date range, I'm gonna type in 41 2019 in the beginning date box. Then I'm gonna top the tab key and type in for 15 2019 in the end date box on. This specifies that dead I only between those two dates will be printed. So now let's take the page set up link in the bottom of the centre pain. This displays a page set up dialogue. From here, you can see if the orientation the paper size ah, scaling margins, header footer, etcetera but I don't want to really print anything right now. I just wanted to show you where those options out. You can click the various tabs here to change the margins, cleaning the market. You want to change your entering the new value, you can add a header and a footer here. I didn't legend, and it's more options here, but I don't want to do any of that sermon to cancel out of here and again to back out of a backstage view. You could either tap the escape key on a keyboard or click the leftward Portuguese hair on the top of the left pain. So I think I'm done with this project file and X rated. We're gonna look at projects, agile features, and for that we're going to create a new project file. So I'm gonna close out of here. So first I'll click the Save icon. Dentures file clothes from the menu 53. Using Project's Agile Features: If you're using Microsoft projects online Desktop client you're able to create and manage agile projects. To get started. You create a new blank project using the sprints Project template, then from under the nose. SPRINT column you add in your tasks just like any other project, you can click the information I could on the ribbon tohave the project start date and any other desired information about the project. And just like we saw the task boards, you could move a task to a specific sprint such as aspirin, DWAN storage twos. Bring three etcetera by clicking the task on drinking it to desired Sprint Column So you want to be in the new area a backstage view. So to get there, click the file tab of the ribbon and then click New and that displays all of the available back itself. Project templates. So we want to click in the Sprints Project Template, which creates a new sprint project. So now I want to add a new task to the projects or click the new task much of the year a little time, gather reference materials and then I looked the God. So now, with the task kind I could just simply top night the enter key on my keyboard to add a new task. So let's keep the new task. I can't again, and I will type interview writer candidates and then I will top enter. I know top intra Gandhi out another task, and I call this one gather list of Excel experts that'll tap enter to add the task. So now I'm gonna drink the gather reference materials Task to the Sprint one column here released Last Better on I'm also going to drink the interview Writer Candidates to the Sprint One column now You can also add in new task from sheet planning view to do so. You took the sprints tab on the ribbon. Click the arrow on the planning icon. Choose Sprint planning sheet. So this displace the project in table format, much like we've been working with so far. When a Gant chart few, many people find it a lot quicker toe Adan task here, rather than in Sprint Planning Board View from here, could also assigned task to a specific Sprint sign. Resource is aside, work and more from the board status column Here, you can specify which tasks appear on the Sprint Planning Board, which is similar to the task board that we work with earlier. So let's add in some tasks something taking the first blank feel under the name column and type higher. Of course, we're writer and then on top, the enter key on my keyboard. So now I want to think in the Sprint field for higher courseware, writer and shoes sprints to from the list. This assigns task floor to sprint to. So now let's take the marriage. I can hear the screens group of the ribbon. This displays the manage sprints dialogue. Now for your scrub projects, you can define the length of your sprints and there started finish dates from the Manage Springs Dialogue here from here could also added new sprints or delete existing springs. So let's click in the length field for Sprint one, which is right here on will type in www and then tap enter. So what this does is it changes the length of sprint 123 weeks. Okay, senala click OK to close the amount of screens dialogue so far up Sprint icon here you could display your project in sprints Planning board view this view. A similar to task would view that we worked with earlier, in which we see different steps in the workflow on, not started next up in progress and completed nothing. When you drink it, I am to the completed column. The task will no longer appear in the sprints planning sheet because the sheet on Lee displaced tasks that are not yet completed. Project also has several reports that allow you to visually displayed the progress of your agile task to do something that report tab in the ribbon and then take the task boards icon here and then you can see the various agile reports that are available to us. But I think I were down here, someone atop the escape key, and we'll just click the file type of ribbon and then could close on. I really don't want to save this project file, so I'm gonna click No, 54. Using Team Planner View: If you're using Microsoft Project Professional, you're able to Manager Resource is using team planner. Team Planner provides a quick way for you to view and manage resource assignments for small teams to launch t plan that you click the team planter icon on the resource views of the View ribbon. So let's open the lesson five fell from the lesson files folder. So if you're not in backstage view, you think file open browsing the center pain that we want to navigate to the A lesson files Fuller on our desktop on. Then we'll choose Lesson five from the list of then click Open. So I think the View tab in the ribbon and that I want to click The team planner Icon, which is his icon, rates here on the resource group of the ribbon, and when I click the icon, it switches us to tea and planter view. Our team founder view is split into two sections. The top section contains your resource is with each resource in its own roe. All of the task to which a resource has been assigned display on the same road to the right . The lower section displays tacit have not yet been assigned to anyone. And he quickly assign any task in the window by right clicking on the task, pointing to reassigned to and then taking the resource to which you want to re assign the task. So in the lower paid here, I want to drink the scroll bar until April, 28th of 19 is displayed, and here we go. Now, I want to drink the vertical scroll bar in the lower pain until the right course were task is displayed. So we want to do now is right. Click on the right course. Were task point to reassigned to on. I'm gonna choose for LaBarre from the context menu. This assigns the right course were task two from LaBarre knows that is it is no longer listed in the unassigned task area but has now moved up to the Assigned Tasks area. So now I'm gonna write chicken. The creative lesson files task a point to be assigned to on. I'm gonna sign this to Sheila Welker. And again that task has been moved to the upper pain. So it's nice about team planner. Is that rescheduling or reassigning? Task is as simple as drinking and dropping, you can move a task to a different resource and or to a different date on. This comes in especially handy if any of your resource is our over allocated, allow you to quickly assigned tasks toe a different resource that's click on the create lesson files task here, and I'm gonna drink this to Wednesday, May 8th. Now once, um, they released the mouth button. This reschedules that task for May 8th. Now, if you need to change task information such as deadline dates constrained to task types, you can double click any task to display the task information dialogue. You can also change the border color and fill color of the team planner bars here from the contextual team planner Tools Tab in the ribbon That's way up right up here. To do so, you click the icon from the category of task you want to modify, such as a manually schedule actual work Auto scheduled etcetera on Make your selections from the button menu. Here you can see we have border color displays, the color palette where you can set the border color. Same goes for Phil color, so if you're falling on you want to click team planner tools the contextual tab here in the ribbon. So I'm gonna bod if I the late tasks bar. So I'm gonna click late tasks here a point to fill color and that's changed that to blue. So I'm gonna click the Blue color square under the theme colors Here. This changes the bar for any overdue tasks to blue. So we're not case. As you can see, all of our tasks change to blue. Now, if you've changed the formatting of team planner considerably, you can save your views. You could apply it later on. So to do so, you need to take the view tab on the ribbon. Click the arrow on the team planner. I can then choose save you from the contextual menu. You can then apply a same review by clicking the arrow on the team planner icon on clicking more views from the icon menu. This will display any views that you've created insane. Then you just simply selective you. You want to apply, then click the apply button. So let's do that. So if you're falling along, you want to take the view tab on the ribbon. Click the error on the team planner icon. And they were gonna choose save you from the menu, Mr Space to save you dialogue so that I'm gonna type in cell manual. You then click. Ok, so now let's take the air on the team counter icon and click. More views to display the more views dialogue nothing or Excel manual view has now been added to the list of use. So I'm gonna cancel it here. So cancel to close the move, use dialogue, and I'm done with this project files. So I'm gonna take the file tab on the ribbon and then click close Looks like yes to save any of our changes. 55. Viewing the Critical Path: If your project must finish by particular date, you'll need to be aware of the critical path. The critical path refers to a series of tasks that must be completed on schedule if the project is to finish hung time. Any task that makes up the critical path is called AH critical task, and it changes to a critical task will directly impact the finish date of the project. For instance, if the duration of a critical task is increased, the completion of the project will thus be delayed. You can also switch to detail, get charter view to display the critical path in the context of all tasks when viewing the critical path in detail. Gant chart view. Standard tasks are typically represented by blue bars, whereas critical tasks are represented by red bars to display only the critical path. You could choose critical from the filters job tongue list on the ribbon. So let's work a little bit with the critical path, so we'll start by opening the Lesson six Project file for my lesson files. Fuller. So I'm gonna take open other projects here in backstage view. I've been a browse to the lesson of files folder on her desktop. I don't choose the Lesson six Project fund here, so let's check the gas chart Aero here and then choose more views from the bottom of the list. So what I want to select her is detailed Gant, So a click detailed guide to the list on Then Click apply to Switch to the View. So let's click on Task three Year, which is gather list of Excel experts. And then I'm gonna click the school to Task Icon here in the ribbon. So notice here that the critical tasks are represented by Red buzz as a manager, the critical task of those tasked that need to be completed on time in order for the project to finish on schedule. So now I'm gonna take the view tab on the ribbon on. I only want to display critical tasks, so I'm gonna click the filter dubbed doest here and then choose critical from the menu. So now project is Onley displaying those critical tasks to remove the filter. I just click the filtered up down arrow again and then choose no filter, so that's about it. Some of 50 save icon here. That is how to view the critical path in about yourself. Project 56. Identifying Slack in a Project: in this video, we'll look at how toe identify slack in the project. The slack. We first the amount of time that you could delay tasks before other tasks or the project finish date are affected. Identify slag is helpful if we need a short on a project duration. For instance. Once you've identified slack of your project, you can then reschedule or rearrange tasks to obtain the desired effect on your schedule. Identifying slack can help you shorten the project duration. You can view a slog your schedule by displaying the schedule table schedule. Table displays two types of slack free slack, which is the amount of time that can pass before a task delays. Another task on total slack, which is the amount of time that can pass before the task delays the finish date of the project. In the gaps charge, Pain snack is represented by Sinn bars located to the right off tasks with slack values displayed adjacent to the bars. So let's take the tables. I can hear the data group of the ribbon and I want to choose schedule from the list Here. This displays es schedule table. I'm gonna click the gray bar here and then directed the right to expand that so we can see the slack columns. So let's click on the field for task five, which is higher course were writer and then clicked us. Go to task icon here on the ribbon so you can see our slack is represented by these thin green bars here. With this lock time adjacent to the boss, you can see of the slot time for this particular task is six days. So as we scroll here, we can see the green bars for all these different tasks. This is broken in two hours. This one in today's this lack time is displayed adjacent to all of the green bars. So there is how to identify slack in a project. 57. Saving a Baseline Plan: In order to evaluate the progress of your plan, you may wish to save your original project information. This original project plan is called a Baseline Plan on Contains a stab shut of your original project data, such as plants started, finished dates, projected resource costs on task costs. Saving a baseline plan allows you to monitor the performance on progress of your projects and could help you stay on track and create a baseline plan by clicking the set baseline. I count here and then choosing, said Baseline. Once you've saved your baseline, you can then compare it to your current schedule any time to see how close to your following your original plan. The baseline plan is the last stage of project planning and should be saved before the start date of the project. Now, after you've saved your baseline plan by clicking OK, here, you can view the original plan in task sheet view. If you wish to clear a baseline for whatever reason, I think the set based, like I can hear again on the schedule group of the project Ribbon on, then choose clear baseline from the list. Then you select the baseline that you want to clear. So let's set a baseline plants or if you're falling along, you want to click the project having the ribbon and then click the set Baseline icon on aim Choose set, baseline. So this displays a cent Baseline Dalek from where we could be either said a basin for the entire project or just for the selected tasks. But we want to create a basin for our entire project. If you want to make sure that entire project is selected as well as the s set baseline radio button, once we've done that will take okay to set our baseline. So now let's take the project information I can hear in the Properties group of the ribbon from here. We want to click the statistics button on the bottom of the window. What this does is display statistics for the project, including baseline add current project duration, cost work and date values. Genius three. We can see a baseline here. Current baseline current baseline. Of course, such a project hasn't begun yet. The current values and the baseline values are the same. So now we'll click close to close the statistics window. So now I want to click the View topping the ribbon here and now let's take the task you city budget now, which is right over here on the left side of the ribbon. I want to select more views from the list. So I'm gonna select the task sheet, which is where you don't hear and then I'll take apply to switch to Tash View. So now I want to display the variance table, which shows the current and baseline start and finish dates. We click the tables icon in the ribbon, then choose various from the list. And here we see the baseline start, baseline finish, start variance and finished periods. So that is setting a baseline. No, no, that you can say it upto 11 baseline plans in the each project file. The 1st 1 is called Baseline. The rest are named Baseline one baseline to etcetera to baseline 10. This is helpful for lengthy projects where you want to compare different baseline values over a period of time that is setting a baseline 58. Saving an Interim Plan: You can also save Stark and finish take information during key points of your project. When that is called an interim plan, saving an interim plan allows you to monitor the progress or slippage of a project that comparing an interim plan to the baseline plan or to the actual plan. I like the baseline plan. An interim plan on Lee saves the start and finish dates of tasks you can copy. It occurred to start and finish dates or the start finish dates from one of your saved baselines to the interim plan started finished days. So injuring plans are ideal for checking project progress and periodic time intervals, and you can save up to 10 interim plans now. In order to view interim plan data, you'll need to insert of the desired columns in your tables when you're in task sheet view . For instance, if you wish to through the fourth interim plan, you would insert the start for and finish four feels into your sheet. Now you do that by adding new columns, and we're going to do just that so we'll begin back taking the project tab here on the ribbon. Next, we want to click the set baseline icon just like we did in the last movie and then choose such baseline. So this time we're not going to set a base that we're gonna set on interim plan to want to click the set Interational button. Now you want to ensure that scheduled start slash finish is displayed in the copy box? This specifies of the current start and finish dates will be copied to the interim plan dates. So now let's take the into drop down list here because see, the different interim feels that we could copy the data to a man. Now there are a ton of them available to us, so we're gonna copy it to the start. One Finnish one feels so this specifies up the schedule. Start finish dates will be copied to our interim start one and finish one days so that I might never gonna click. OK, to close the scent baseline, Die along. So now we need to insert our interim plan columns. So I'm going to click thes start of our column here to select it. And this likes to call them to the left of where I want to insert by interim plan columns, Saddam and right Click and choose Insert column and that sort of blame column to the left. So I'm gonna type in start one and then tap the enter key on my keyboard. You could also scroll on the list toe select start one from the A list of all available table fields, and I'm gonna click and drink this a little bit so that the all the data is displayed. Sanoma, take the start of our again right click and choose insert column for this when I want to finish one columns from a type in finish run and then tap the enter key on my keyboard and then we'll double quick, very line here. So at a comedy is the largest field of data, and again you can add in start to finish to start free, finished three etcetera, depending on harmony. Intruding plans that you have saved on that is saving an interim plan in Project 59. Overallocated Resources: when scheduling a project, you might find that conflicts exist, but should resource is on the tasks assigned to them, Resource is are considered over allocated when they're scheduled to do more work than can be accomplished in the specified time. For instance, they might be a sigh into two separate tasks lasting one day in duration on both schedule of the same day. In this case, a 100% of scheduled resource would be scheduled for 16 hours on that day. Resource is Are marked is over allocated when there's some of units assigned to task is greater than the number of units specified in the max units field in the resource sheet. Now you can display resource allocation information in a resource usage resource sheet resource graph on resource allocation. View over allocated resources are displayed in red with an exclamation point in the INDICATORS column. Resource allocation view, which displays the resource, is their work. Hours on the test associated with the work hours allow you to quickly identify and make changes toe over allocated resource is so once you've identified over allocated resource is you could matter really solve the problem by assigning a resource who is not over allocated to the task. Ah, side additional resource is to the task or modify the max units off. The resource is so let's take a look at this in more detail. So we're gonna click the view top of the ribbon here. Now I want to take the resource sheet icon, which displays resource sheet veal. So notice that both Laura Webster and Sheila Welker are highlighted in red. This lets us know that they are both over allocated. So now want to display resource usage of you, which also displays tasks at work hours. So I'm gonna click the resource usage icon on the resource views group of the ribbon here, as we could see, we have our resource is along with all the tasks assigned to them. So I'm gonna click Sheila Welker here in the resource name field. And this is the resource that I want to modify. So I want to take the other views I can't hear. And I'm gonna choose more viewers from the menu. On what? On the view that I want is the resource allocation view. So I'm gonna select that and then click Apply. This displays resource allocation view was Sheila Welker as the active resource. So now let's take the task tab on the ribbon and then click the scroll to Task Icon. I notice that 16 hours air displayed for Monday, March 25th. So let's fix that. We're gonna do so for the levelling Gant here, and I'm gonna need Teoh expand this a little bit so we can see what's going on. So I'm gonna click in the start date for Test three and type in 3 26 19 and then tap the enter key on my keyboard. So let's move back up to the top pain. So that over allocation issue for March 25th has now been fixed. But she the Welker is still displayed in red, which means that she's still over allocated. So let's see where she's all over Ellicott's that's moved to the right here. Uh, you see that on April 26 to 2019 she is over allocated on that date, So those who will fix that as well so get in the levelling Gandhi, the lower pain you want to kick in the start to dig for task 30 ongoing type in for 26 19 and then top injure. And that did it noticed that Sheila Welker is no longer over allocated. So let's click the save icon here on the quick access toolbar to update our project file. 60. Leveling Overallocated Resources: resource leveling is another way of resolving resource allocation. With resource leveling, Microsoft Project manually resolves over allocation by either delaying a task until the resource is available or by splitting the task. It is important to note that when lovely resource is the finish date of the project may be delayed from the levelling resource is dialogue. You can enter parameter specifying how you want. Project to solve Resource allocation project will not change resource assignments or add additional resource is to a task. It will only delay or split tasks. Now when leveling resource is project will determine how to delay or spit tasks by looking at the task i d. Scheduling dates amount of available slack the priority of the task on task dependencies and constraints If you are flexible with the project or task pun dates that using leveling may very well work for you. Now before we begin, let me say that before levelling resources. It is a good idea to first back up your data file in case you're not happy with the levelling results. So if you're following along, you want to take the view tab of the ribbon and now I'm gonna click anywhere in the top pain and I'm going to click the resource sheet icon in the ribbon, so notice that the spit still remains here from when we were in a resource allocation view . So to remove the split only to Dio is uncheck the box next to details in the split view group of the river. If I uncheck that of the lower paying disappearance, So if you observe a resource sheet here, we can see that Laurel Webster is over allocated. No, Instead of Manderley adjusting the tasks like we did in the last video, would we change the start date of a couple of task? We're going to use Microsoft projects built in leveling feature. So let's kick the GATT chart icon in the ribbon. It was, if you look at Tasca 15. 16 on Task 29 we see that all three of these tasks occur in the city is in the same date range. So I'm gonna take the resource tab on the ribbon here. So once I'm here, I want to take in the levelling options I can hear in the level group of the ribbon. This displays the resource leveling dialogue so here, we want to ensure that the manual radio bunted here is selected. That's under the levelling Calculations area. This ensures that project does not level. Resource is constantly but rather on Lee. When you tell it to do so, we also want to ensure that the level entire project radio button is also selected. This specifies a project is telling level over allocated re sources for the entire project date range. Now we also want to make sure in this instance, that's the level only within available slot check box is unchecked. Clearing this box allows project to extend the finish date to resolve the resource allocations. So it's time to take the magic button. So if you're following along, you click the level all bunch in, and this levels the resource is and solves the resource allocation. So if you look at that test 16 17 Task 29 we can see that the dates of the task have been adjusted to resolve the conflict. So let's take our save Eye Contact Data Project file, and we're actually finished with this file. So let's cause it. So I think the follow tab of the ribbon, then click close on that is leveling over. Allocated resource is in project 61. Updating Task Progress: when creating a project plan, you'll no doubt spend time making educated guesses about how much you want to spend, how much time your task will take at who did what work this is referred to as forecasting the one she project begins. So does the tracking phase of your project, that is to say, recording the actual details. The project cost time spent on tasks and who did watch work. This information is called actuals on is considered by some to be the phase where true project management begins of this phase. It's important to continuously update your project file. So what? Start by opening the Lesson seven file from our Lesson files folder. So I'm gonna take open here, click the Browse Icon and you want to navigate to the lesson. Falls folder to Death Stop So you click desktop in the double click desktop of the left. Pain doesnt files in the right pane and there we want to choose the less seven Project file so you can track the progress of a test by specifying the percentage of the test that is complete. So let's click the task tab on the ribbon here. So on a schedule group here, you can specify the percentage of task completion for a selected task when specifying a task percentage. Here we can see you have 0 25 50 75 100 product will automatically object the actual duration on remaining duration off the task. You can also set a reminder to remind you at a specified interval of the beginning or completion of a task. You will, however, have to manually add the century minor option to the quick access toolbar because it is not in the ribbon by default. Now, if you want to enter it a custom percentage to indicate task progress, cliff the information I could on the ribbon, then enter the desired value in the percent complete box. Rachel on the general tab. I don't wanna do that right now, but when they cancel out of there, So let's take the view tab in the ribbon to display the view ribbon and I'm gonna click the Gallup chart. But a narrow. And I'm gonna choose a tracking gant from the button menu. This switches to truck again to view, and I'm going to expend the divided barley liberated. Drink it to the right so that we could see more of our fields. So now let's take the task tab of the ribbon on will select task to which has gather reference materials. This is the task whose percentage we wish toe update. So since we've completed this task will take the 100% icon on the schedule group of the ribbon and that is his icon buried here. So we'll click it. That marks the task has completed a no Oresteia check box that appeared. Once we mark, the test is completed. And we saw that when we move our most pointer over the check box, it tells us the date that that task was completed. So next we're gonna select Task three, which is, can the list of excel experts. This time I'm going to click the 25% icon in the ribbon. So looks like that this marks the task as 25% completed. So if we click this quote to task, I come up here in the ribbon, we can see that task three as marked as 25% completed. So now let's take the save icon of the quick access toolbar to update a project file one last thing I want to mention to mark tasks as on schedule. Select the task that you want to include. You can select more than one task by clicking and dragging. Then click the mark on truck icon on the schedule group of the task women. So in the next video, we're gonna look at updating work performed. 62. Updating Work Performed: the actual work performed on a task affects the duration of that task. For this reason, in orderto have a clear picture of where the project stands in regards to his deadline, you want to ensure that the actual work performed on our task is updated in project. As it occurs, actual word refers to the amount of work in units such as hours or days that has been performed on a task when entering the actual work performed project then calculates the remaining work of the task using the formula work minus actual work equals remaining work. Actual work perform is entered into the task usage pain. If the actual work row is invisible, you want to right click the cell and choose actual work from the pop up menu to display that field. So you want to ensure that the view top is the active tabs will take the view tab of the ribbon on I'm a task views group. We want to click the task usage icon to display our task in task usage view. So now let's kick the task tab of the ribbon. I'm gonna kick the divide of our to expand this a bit so you can seal over tasks. So let's select task for which is interview writer candidates. This is the task whose work we wish to update. So now let's click the school to task. I count in the editing group of the ribbon. This displays the work hours for task for in the task usage create here. So, as you can see, we only have the work row here. We don't have actual worth. What you want to do is right. Click it any feel here in the task usage pain and choose actual work for the contextual menu. And this displays the actual work in addition to the work pain so into the right candidates was called to task on for Wednesday in the actual work role. We want to type in 16 hours, and then we'll tap the enter key this entry in the actual amount of work for that task. I knew you would do the same thing for any other tasks that have actual work done on them. So we're done with deaths were gonna click the gun chart, but a narrow here. I'm gonna choose track again from the contextual menu. Notice that the interview writer Canada's task has now been marked completed 63. Manually Updating Costs: Microsoft Project automatically updates the actual costs in your project as tasks progress . This is based upon the accrual method that you set. That is to say, the cost for a resource has incurred either at the start of the project the end of a project or is prorated during the tasks. However, to get the most accurate updates possible, you can manually update the costs. The tracking table when you're in task usage view. So let's do that. So that's click and test to hear gather reference materials. This is the tasks whose actual cost we want to update. So next you want to take the view tab on the ribbon and then you click the task usage. I can hear the task views group of the ribbon. So now I want to do is take the tables icon, then click tracking from the list. This changes the active table in the view to the tracking table for where we can enter in actual costs. So if task to still selected, you're gonna top the right out key until the actual cost field is displayed. There we go before you want to click of the actual cost field on we're gonna type in $425 then topped the enter key on a keyboard. This updates the actual cost for task 2 to $425 lastly will take the same I kind of the quick access to a bar to save our changes. 01 last thing I want to mention to update the fixed cost actuals, which want to do is switch to task sheet view. So we go to other views more views with which to attache to view here. Do you want to display the cost table? So you click on tables of them. Just pay the cost table. Then you could make your changes in the fixed field here. And here's where you can also change the accrual method that you used to. If you click the drop down arrow in the fixed cost, feel here can choose a start probated or end, So that is a matter. Lee updating costs in Project 64. Rescheduling Uncompleted Tasks: Unfortunately, things don't always go as planned during the course of a project and work in a specific task, or even for the entire project, may be interrupted when this occurs. You can have Microsoft Project reschedule the remaining work to restart after a specific date, which is called the reschedule date. Tasks with no work performed on them will be rescheduled to begin after the rescheduled a date task that already have work performed before the scheduled date will be split on. The remaining work will be scheduled after the rescheduled date. So to start out, we want to click the GATT chart icon here to ensure that were again charged view. Now I want to select tasks 25 through 35 in the task name field. These are the tasks whose uncompleted work we want to reschedule for a later date. So that's we took the project tab on the ribbon, and now we want to click the update Project Icona that's over here and the status group of the ribbon. So you want to make sure that the reschedule uncompleted work to start after radio button is selected. This activates the date box and, as always, has to reschedule uncompleted work. So the date knocks him to type in 10 1 2019 This reschedules the task to start after October 1st of 2019. Now, we hope we don't want to reschedule the task for the entire project on Lee for those tasks that we have selected here in the gang chart. So I'm gonna take these selected tasks Radio button and when we're finished with thick okay on. Now, if we observe the start and finish date of the selected task, we can see that all of the work off those tests has been rescheduled to begin after October 1st of 2019. Now it's important to mention the tasks which have a constraint to date apply to them will not be rescheduled. If you want these task to be reschedule, you'll need to set the constraints type two as soon as possible. And that is how to reschedule uncompleted tasks 65. Filtering Tasks: in this video, we're gonna work some more with filtering tasks. Now, filtering tasks allows you to display only those tasks that meet a specific criteria. For instance, you may wish to view only critical tasks or incomplete tasks. The filter drop down list on the data group of the view we've been here allows you to specify selection criteria to apply to your task view and to remove any air filter that you've applied. Just click no filter under the ability in area if you also choose clear filter as well. So let's send some filters. So we want to first ensure that the view tab on the ribbon is the active tab. And once we're here, we'll take the filter drop down list over here, and I want to select completed tasks from the list. I notice that this this place on Lee those tasks that we've completed. So let's remove the filters. So I'm going to click the filter, dropped a list again, and I'm gonna choose no filter from the list. This restores our gang chart the way it waas. So let's click the filter arrow again. And instead of choosing one the built in prettified filters here, we're going to click more filters. This displays the more filters dialogue from where you can choose additional filters. And now, as we have the option of choosing other task or resource filters, But I want to apply a task filters I want ensure that radio button is selected. I'm gonna take the cost greater than filter. And this will display Onley tasks whose cost is greater than a specified amount. So now we click. The apply button. On display is the cost of greater than dialogue, and this is where we a entering our cost criteria. So I'm gonna type in 700 here and then right click. OK, so only those tasks within associated cost greater than $700 are now displayed. So let's cut the filter arrow again. We're gonna choose no filter to our remove that filter. They could also filter data quickly by using an out of filter. And we've already spoken a little bit about water filters in a previous video with the auto filter feature is enable those dropped down arrows appear in each column heading, allow you to filter by more than one field, clicking on an outer filter arrow displays a list of feels by which it can filter. So in addition to those pre defined fields, you can also create your own custom fields for sorting. For instance, you could specify that Onley tasks which fall between a specific date range are displayed. So if you don't see this little drop down arrows here you will. You'll need to turn on out of filter and to do that, click the filter drop down out of the data group of the ribbon I click display out of filter from the list knows that as I clicked at this time, it toggle goes off. So I want to turn the outer filter back on so quick display out of filter. So let's start by taking the duration drop down list here. I don't want to click the box next to select all to de select everything. What this does is de select all of the criteria for the filter. I only want to display tasked with the duration of one hour. So I'm gonna kick the check box next to one hour, and then it looked like, Okay, nurses. A column heading for duration now contains the filter icon this. That's a snow. That of filter is applied to that column. And of course, now we only see tasks whose duration is that of one hour. So now I'm gonna take the filter economy, Call him heading. I click clear filter from duration. And that removes the auto filter from that column. Okay, so let's click the drop down arrow next to the start field point of filters on this select custom. This, of course, displays a custom honor filter die along, allowing us to create our own custom criteria. So when I took the start to drop down list, I'm rest. Select is greater than from the list. This selects the first part of the criteria. Someone tap the tab key on my keyboard and type in 3 15 2019 So I want to click the first Blake box in the second row on this enters the ad portion of our criteria. If you wanted to change this to are you think the or radio, But but I'm gonna leave it as is now. We went to entering the ending date of our date rape something it thinks it dropped. Aware of the second box and I would choose is less than from the list. So then will top the tab keep and I'm gonna type of 47 2019. So that about does it. So let's take okay to close the custom auto filter dialog box on As we can see, only tasks who start date is between March 15th on April 7th of 2019 are displayed. So I think I'm done with filters here. So I want to remove the filter and turn off the our filter future as well. So to do so. But I think the filter drop down list and then I'm gonna click display outer filter from the list and that turns off the outer filter. Future on removes any existing out of filters that we've applied on. As always, we want to take to save icon here in the quick access to a bar to save our changes. 66. Displaying Variances: after the onset of your actual project, you will at some point wish to compare the difference between your baseline data on the actual data to obtain a more complete picture of the progress of your project. To do so, display the variance table. I mean this table. You could view your baseline, start and finish dates and compare them with the actual start and finish dates. The variance feels in this table are calculated as follows variants equal actual minus baseline. If the value is negative, the task finished earlier than scheduled is the value is positive. The tasks started or finished later and scheduled. We're referring to task information. Variants is usually the difference between the baseline start eight on the actual stars. Date variances can also be displayed for resource on task costs by displaying the cost table. So first, let's set up base tight here. So I'm gonna click the project top in the ribbon from Europe applique, the set based like icon on the Schedule group of the ribbon, and then I'm going to choose set baseline from the list. So in order to compare actual values with planned values, you'll first need to set a baseline. That's what we're doing here. We want to ensure here that the set of baseline radio button is selected and then under the four area. You also want to ensure that entire project is selected, and then when we're finished, we'll just take Okay, So now let's take the view. Temper the ribbon. You want to click the tables icon here in the data group of the Ribbon Abbey. Want to display the variance table, which is right down here now, if the star too far and finish bar, which var starting for variance? If those columns aren't visible, you'll want to click the divided by here and drag to the right until they're both visible. So as we have not yet made any changes since setting our baseline thes values here, the two columns remain as zero. So that's click in the Finnish feel for Task five, which is higher courseware writer and I want a type in 4 15 19 That'll top the enter key on my keyboard, so this change is the finish date of Task five. We want to chase finish dates as the occur for our project to represent the actual data toe help us get a clearer overall picture of our project. So now if we observe the start variance and finish very self feels, we can see that these variants values have updated to reflect the updated finished date off task five. So, yes, so that is how to display variances in project. 67. Viewing Progress Lines: progress lines are visual representation of your project that are displayed it Gant Chart of YOU in the Chart Pain Microsoft Project displays progress lines that connect the in progress tasks. These progress lines will peak either to the left, indicating that task is behind schedule or to the right, indicating that a task is ahead of schedule. The progress lines are based upon the percentage of completion off the task. Progress lines can either use the current date or the status date, which is set by you. You can also change the style of the progress lines from the line styles tab off the progress lines dialogue. So let's work a little bit with progress lines. So we're going to click the project top of the ribbon here. I never want to click the project information. I kind of the properties group of the ribbon I don't want to do is to set to the actual date, So we want to highlight the existing data in the current date box. I'm gonna type in 51 19. This sets the current dates to May 1st of 2019. So next we're top tab to move to the status date field, and then we're gonna type in here 51 19 as well. This again enters May 1st of 2019 on. You could change this at any time to see your project's progress as of a particular date. So I'm gonna take okay here to close the project information dialogue. And now we want to take the four match tabling a ribbon. Next, we'll take the grid lines. I could have the ribbon and then choose progress lines from the menu, which displays the progress lands dialogue. So I want to show progress lines in relation to the status date. So I'm gonna click the display check box here, and then I want to click at project Status date. So then you want to ensure that the actual plan radio button is selected? This sets the option to display progress lines in relation to the actual plan rather than the baseline plan. So that about does it. So I'm gonna take okay. And now observe the Gadge charge pain here. Now we see the progress lines have been added. So I took the view tab of the ribbon and from here I want to take the network a diagram icon and we've worked with us before. It had previous videos notice that task that are completed. Having X marked through them. We could see that this task here gather list of X l Esperance has a partial life. Who is letting us know that it's partially completed? And as we've seen in the past, network diagram view is another way of viewing the progress of a project. Lastly, that's like this save I count of the quick access toolbar to save our changes. Let's go back to again chart view on this scroll over to take a look at the various progress lines for a project so that it doesn't I think of dead with this project file. So I'm gonna choose file clothes from the menu and again it will save any changes that we've made. 68. Copying and Pasting to Other Applications: In the next several videos, we're gonna begin working with data from other applications on If you follow going in this video, you'll need Teoh. Have a version of Microsoft Excel installed in your computer. So we're gonna look at copying and pasting toe other applications, and you can copy and paste data to and from project, using the copy and paste commands on the task group of the ribbon. So let's get started by opening the Lesson eight file from your lesson files folder. So again we'll take open browse, which is our desktop of the left pain. The lesson files fuller and and we want to lessen. Eight. If you think the task group of the river and we see the cut copy on paste icons here, so copying and pasting data tuned from project is especially helpful if you wish to provide others who do not have by yourself project with a copy of your task resource or assignment data. With the Copy Command, you can copy data from any project table and paste it into a destination program such as excel or word. You can also paste text from other applications into project when doing so you want to make sure that the order of the information in the source program matches the order of the project table into which your pace in the data. So this might take some additional formatting and rearranging before pasting. So if you're falling along, you want to ensure that we're on the task group of the ribbon on that get charged view is the active you? Now I want to do here is how it all six columns of tasks one through nine here. And if you don't see how six columns, you need to, uh, drink the divider bar to expand the pain. So let's high tasks. One food I'm I'm gonna include the summary test there as well. So from the task top of the river, you want to click the copy, but in here and this copies the selection to the clipboard. You can also press the control seek keystroke combination to copy the contents to the Clippers as well. So now that the data is on her clipboard, we're gonna open the Microsoft Excel application. So I'm gonna top the windows key on my keyboard type, excel and then tap enter. When the Excel application is highlighted. We want to open Excel to a blank workbooks with a click blank workbook here. So here we have Ah, new Blake Excel worksheet. Somebody take and sell a one here. This sets the insertion point in the first row First column of the spreadsheet and now let's take the paste But it on the Excel ribbon. This inserts the data that we competent MCAS El Project into excel. It could also press the control V keystroke combination to paste in the data. Enough that you'll need to resize the Excel columns in order to display all the data as their eyes were kind of cut off here. So we're pretty much finished here. So I'm gonna close the Excel application by clicking the X in the upper right hand quarter of the window and I'm a tick. Don't save when prompted, which closes excel without saving this spreadsheet file. And that's how to copy and paste data from Project Toe. Another application 69. Importing a Task List: project can open a variety of different file formats, such as Excel or text files, allowing you to import data directly into a project file. This could be handy for situations were basic tasks, lists or resource assignments are stored in excel or in a database. When choosing a file to import projects. Import Wizard automatically launches, which will step used to the import process. The import wizard utilizes an import map to tell project exactly what type of data is to be imported as well as the order of the data is to be imported. Project contains several pre defined import maps, which allow you to import task list or project plans will work with creating a custom import map in the next video. Now we're working with the data from other applications. You will need to modify projects security settings to allow the importing and exporting of non default file formats. And you do that from the trust center settings area of the options dialog box. So let's do that. So you choose file for the menu and then choose options and then you want to click Trust center here on the bottom of the left lane and next we click trust center settings. So now we want to click on legacy formats in the left pane. And in order for project to allow us to import from and exports to non default file format , you need to click the allow loading files with legacy or non default file formats. Radio butter And I already have this selected because I recently imported some data from another application. So this might be a set to here. Are two here for you? So you do want to click these for adoption, allow loading files and that doesn't for this window. So I'm gonna click, OK, and then we'll take okay again to apply our changes. So now I'm gonna close this lesson eight file. So if you're working, allow you want to click file closed for the menu, I don't think knowledge has to see if any changes. So now we're actually going to open an excel file tapping escape key, and this brings us to, ah, basic project window. So now let's click file. You want to choose open in the left paid gonna take the broads budget in the center paid once again, we're gonna navigate to the Blessed Files folder on her desktop. But this time I'm looking for an excel file. If you look down here, we see projects, mp PP, which means that windows here is displaying Onley Microsoft Project founds. So I'm gonna take the drop down list and choose Excel workbook from the list here we see to excel files resource table and task list and task list is the one that I launched Orbit A Select it in Mexico Open. This automatically launches the import wizard for us. So first off we see the welcome screen, so I'm gonna click next, So I want to use an existing map. So I'm gonna click the use existing map radio button. We're gonna import a project plan using a pre defined project map. So now I think next to move to the next step of the important wizard. So here I want to click default task information this passive eyes that we are importing a list with a default task information. So I'm gonna take next to move to the next step of the wizard, and we want to ensure that as a new project radio button is selected dyslexia option to create a brand new project plan file based on the imported data, so I'll click next. So here we want to ensure that only the tasks check boxes selected because we are importing Onley tasks, so once that's done will take next. So now I'm going to click the source worksheet name and choose the sheet in the Excel file that we want to use. In this case, the name of the sheet is task table, and here we see a list of all the other sheets in that cell file. But I want to ask tables who looks like that and that about does it. And if you scroll down, we could see that all of our feels match up. Excel on the Project field, so already to do is now click finish on Go up. Here's a new project file. 70. Creating an Import Map: customer import maps allow you to choose which data is to be imported from a file and into which feels in the project table there to be stored. Customer import maps are especially helpful with the source. Fell is not in a format that can be easily imported or contains data that you do not wish to include in your project file. Many times, the field names in the source file may not match the field names in the project file Custom import maps. Solve this by allowing you to choose the feel in the project filed that should be mapped to the field in the source file. It was nice. Little custom import maps is that they could be saved for future use. So let's create one. So we're gonna start by opening an Excel file from which we want to create our import map. So we'll click the file tab of the ribbon. Thank think open. I mean, what a browse to the lesson files folder on our desktop and again on the lower right corner of the window. We wanted shoes Excel workbook, because you want to open an Excel file and the foul that we want is the resource table file . So select that. Then click open and like last time project launches the import wizard. So we'll click next to move away from the welcome screen. So this time you want to ensure that the new map radio, but it is selected. So do that. Then click next. So here I want to click the Upended Dated to the active project. But this does is since the option to import the data into the current project that we have open so they don't think next. Now, the type of data that I want to import is actually resource data. So I'm gonna click. Resource is here on don't click next. And now we need to choose the source worksheet from the drop down list him. There's only one she did this Excel. Follow that his resource table. And that's the one we have selected. So once we choose that the fields in both the source file, which is Excel file on the destination file the project file here are displayed. So in the Microsoft Project column here I want to click in the field for resource and resource is exact is actually the names so I'm gonna click the drop Donell and then tap the M key on my keyboard to jump to entries beginning with N On the name is highlights. Or which is that so the resource is mapped to the name. This is because the resource field does not exist in a Microsoft Project. Tampa but rather is closed name instead. So we needed to manually map. Those two feels so I don't want the last name field to be imported because we already have the name fueling the resource. So I think the last name field here and then click the deletes robot in here. Same goes for first name is I'm gonna kick in the first name field and then click Tilly Row . So as you can see, email is another feel that has no match in Microsoft Project. So click in the two Microsoft Project field for email to drop down list. I'm atop the E key on my keyboard. Here was here we haven't every for email address, so click that this matches the Excel email field to the Microsoft Project email address field. So now that's press the down air until normal rate is like, didn't we see that this is another instance where there's no matching Microsoft Project Field for the normal rate and actually make self project normal rate is called standard rate. From the click to drop down Arrow Top C. S McKee, Bardhan An click standard rate from the list. So now we need to match the overtime field, which is the overtime rate field in project now automatically matched it to overtime work field, which is not the correct feel. So we need to change that. So I'm gonna take the drop down list for overtime work Tapatio key on my keyboard and scroll down until overtime rate is selected. And then I will tap the enter key on my keyboard. So if you scroll down, we can see that now all of the fields have been correctly wrapped. So Senator finished help fix the next button to move to the last stage of the Wizard. And from here we can save our map for future use if we so choose. And I think I want to do that. So I'm gonna click, save map. I miss gonna name this Rogers Excel. Resource is this provides a name for a custom map click save and lastly will think finish to complete the import process. Now, of course, we don't see anything here because this is the task of you we actually imported. Resource is for Magnus Elphick cell. So let's take the view tab of the ribbon and then take the resource sheet icon. This displays a resource information that we've imported. It looks like a importance Hama Extra Blake Roses up is going to select those and tap the delete key on my keyboard. So now let's save our project fall. So we need to click the file tab of the ribbon they're gonna choose save as from the left pain. I want to use a different name than the one that Excel assigned for It makes browsing the center pain here, navigate to the lesson files on your desktop on. I'm gonna name this my import, top my eye on them and to underscore import, and I'll top the enter key on my keyboard. And we've successfully renamed our project file to my import 71. Exporting Project Data: project also allows you to export information from Project Toe, another application format, such as an Excel spreadsheet or a text file. Once again, the export wizard will help me to transfer data from project to another file format and allow you to place the export of data in the appropriate feels of the destination file So they export today. They used the safe as command in backstage view and then follow the prompts of the export wizard to specify which fields there to appear in the destination file. You can create a custom map, just as we did in the last video. It's important to note that Microsoft Project no longer support saving your project data Toe a Web page, which was the savers webpage command. Instead, Savior Data to the more flexible XML file format. So let's take the file tab of the ribbon here when it's select Save as from the Left Pain something like this. PC, the center pain and I want to click lesson files in the recent area. So I want to say this in excel format. So I want to click this savers type dropped a list. I'm gonna choose Excel Workbook so this selects the destination for much of the file, which in this case, will be an excel file. So now I want to take in the file name, and I'm gonna call this my tasks, which provides a name for a destination Excel file. So lastly will click save, And this time we're presented with the welcome screen off the export wizard so look like next to display the first step of the wizard. So I want to click the selected Data radio button and then click next. Now we're gonna specify which data to export. We're gonna use a pre defined export map. So we want to click the use existing map radio button, which specifies that we will use a pre defined map or one that we ourselves have created. So I don't think next this displays a map selection window where you choose the map that you want to use. So I want the top level task lists map, and that is a rage here in the bottom. So select that and then click next. So we only want to export our tasks and nothing else. So we need to ensure that only the tasks check boxes selected on dead None of the other ones. They actually want to click the check box next to include Assignment Rosen output. This includes the resource is assigned to each task. So then I'm gonna click next to move to the next step of the Wizard. You see the message box telling us that we won't be able to import this file into project again? Looks like OK or yes, in this case, Lisbie scroll down. We can see that all our fields were mapped so we don't have to do any manual mapping and then we'll click finish to complete the export. So now let's launch the cell application to view are exported File Tap the windows tear key barred I'm gonna type, excel and quickly cellular pops up open in the left pane the brows But the center paid that we want to navigate to the lesson falls forward on a desktop On the file that we exported is my tasks from a click buy tasks and then click open. And if we expand column dear, we can see the name off our tasks on, as usual with moving back and forth in Excel, a project he'll need Teoh right in the columns to accommodate accommodate all the data probably would change the format of these to our date format. So I think of them with this. So I'm gonna close the Excel application here. Click Don't saved. And this brings us back to back yourself, Project. 72. Using the Copy Picture Command: a nice feature bags a project is the ability to take a snapshot of a project view and then save it in a GIF image format. But this does allow you to send someone a graphical image off again, chart our resource list or any view of which you wish to take a picture. You take a snapshot over data by using the Copy Picture Command, and that's located in the copy budget menu of a task ribbon. And we want to be a gun charge view. So they take the arrow, the copy icon and choose copy picture. Taking a snapshot. You have the following options here for screen. What this does is paces on the clipboard. Send it to a printer or save it to an external GIF image file. You can also copy all of the rows of the screen that are visible or copy the rose, which are selected. The second option allows you to copy rose that may not be visible. You can also specify a date range to copy from the from boxes here are copy only the date range so shown on screen. So let's do that together so you want to click the task tab in the ribbon. Then you want to click the gaps chart. I come to ensure that your gang chart view. So again, chart view here. I want to show that all 23 rows of displayed these in the rose, which we want to copy Toe a picture file. So next double click the Aero on the copy icon and choose copy picture for the drop down menu. Now, from the copy picture dialogue here and I want to share left the four screen and the Rosen screen radio buttons are selected, and that will take okay to close the copy picture dialogue. Now, a copy of the screen has just been placed on the clipboard, a temporary storage area of memory. So Nagano launched the Microsoft Word application on display a new Blake document. So I'm gonna top the windows key on my key Lord type of word. Tap enter to launch the word application. So here I want a blank documents or mythic playing document. Lots were in a blank document a word. I'm gonna tap the control V keystroke combination, and we see that our stab shot has been inserted into the word document. but I don't want to say this organically file close that will choose. Don't save what prompted. And that is how to use the copy picture command in project. So I'll just close word here to return back to make itself project. 73. Sharing a Project File: In addition to exporting project information, you can also share your project with others via email from the share menu in backstage view . And if you click the file menu on the shore, option is in the left pane here. So let me hear you click. Share the left pane e mail in the center paid, and then you would take the centers attachment icon in the right pane. Your default email application will then launch with the project file automatically added as an attachment. Then you just form the recipient information at any desired message, text and then send off message. Now if you and your team members are on SharePoint, you can also sink your file with SharePoint. And how this works is of the tasks in your project file will sink toe a sharp point tasks list, which your team members can then access, and the updates they may can be sicked to your original project file. So let's do that together serving. Tap the escape key to back out of here. So if you're falling on you want to click file tab of the ribbon to this play backstage view and then click share in the left pane. This displays the sharp pain in the centre pain, so we want to click e mail in the share pain. Then we would click the sudden his attachment icon in the right pane. So if I check my email, I could hear on the task bar. You might have to do this. If it doesn't switch automatically, we can see the product created. A blank email message on the project filed. My import was automatically added as an attachment. So many done during the recipients address. I will type in Eric's treasures, not come on. The subject box should call this it automatically out of the name of the project Found was a subject, but I could just on it and change it to something else. Touch as my exciting project. And then you can enter customized text of the message area such as that. But I'm not gonna really said this. It just wanted you to see how this works. Something close the email application here by taking the X up here and then choose Don't save when prompted. So I'm actually done with this project file. So once we're back in Michael's our project, we could click the file tab of the ribbon and then choose clothes from the left pane. I not think yes were prompted to save my changes. 74. Printing a View as a Report: So the next step of videos we're gonna be working with reports on in this video, we're gonna look at how to print a report. Microsoft Project allows you to print views as a report. Printing views allows you to include exactly the information you want, including custom tables and filters, and allows you to group your resource is assignments and tasks. In a matter that best Beecher needs from backstage view, you could make changes to report, such as adding a company logo, scaling the information to fit in a single page. Choosing which columns to print specifying a date range or modifying the font size of your data. So to get started will open the Lesson nine file from the lesson files. Folders take open other projects. Here, do a browse, go to my desktop, doesn't Files folder, and then Lesson nine, and then the thick open. I never fall along. You want to click the gang chart icon in the ribbon to ensure that gang charges the active . You know, I'm gonna click the file top of the ribbon and then click Print. This displays the print area of backstage view, so one of the settings area let's click in the beginning date box here and type 3 24 19 They don't help the tab key to move to the ending date at all times 51 19. So on Lee tasks which fall between this date range will be printed. So let's make similar changes. So now I'm gonna click the page set up, but in here on the bottom, right corner of the center paid. And here we had all sorts of page set up options, page margins, header footer, Legend and View. So I'm gonna double kick of the adjust to box here, remember, type in 90 this adjust the report to 90% of its normal size. So now I want to adjust the margins. So I'm gonna take the margins tap on top of the window on the top box. I want to enter a margin off one on. I think that'll do are totally of the rest of the margins as is. So I'll take okay to apply the settings and close the page. Set up dialogue, But I don't want to actually print this report, so I'm gonna click the left pointing arrow on top of the left pane to return to get charged view without printing the report. So let's kick the task Help in the river to return us back to the task ribbon. 75. Viewing Standard Reports: Microsoft Project provides several pre defined task resource and cross tab reports to help you organize imprint your project data pretty reports are an accident Way to communicate the progress of your project to those involved in the project. Microsoft Project includes a nice selection of pre defined reports from which you can choose until really reports, click the report tab on the ribbon and then took the icon for the report category. You wish to print and choose the desired report, So if you're falling along again, you want to take the report tab on the ribbon to display the reports ribbon here. So I want to display a list of all reports in the in progress category. So I click the in progress icon in the ribbon here. So let's take a look see at the critical task reports are gonna click that here, and this creates the report so much like the file tab of the ribbon. And then I'm gonna click print to view a preview of the report. But we're not gonna actually print this report, so I'm gonna click the Left Party, are appear to return us back to the main project window and there was that might yourself project. We turned us to the design ribbon, which is a contextual ribbon under report tools. The options in this ribbon provide tools to help us customizer reports. But I just want to return back to gang charred viewed. So I'm gonna click the gang chart icon here on the ribbon. 76. Customizing a Report: If a charter report doesn't display the information you're looking for, you can customize it. For instance, you can change the time scale, filter the data group. The data specify the sort order, choose which details to include on much, much more. So to customize the report. First display the report that you want to modify, then click in the area you want to make a change to. A task pane will appear the right side of the screen and from their maker desired selections. So let's start by taking the report tab on the ribbon on I Want to Click the Costs Icon. This displays all the available cost reports that we have on Let's click the resource cost over the report. And as you can see, there are several different sections to this. We have a graph a chart on the table, so I wouldn't think of the Charter of Report here when I dio this displays the field list pain on the right side of our screen. So in the field is pain. Let's click the select category Drop down Arrow. I'm gonna choose initials from the list. This changes the bottom access off our chart here to display initials rather than name. So let's took the select category list again on will choose name from the list. This changes the bottom access display back today. So now we're gonna click the filter. Drop down. We, Esther, down here in the right pane. I'm gonna choose date range. So this changes the filter to a date range on that displays the beginning data dialogue. So we're gonna type in here 3 24 19 and then I'm gonna click, okay? And then I'm gonna type in for one 19 and then what? Click? OK, so only doubted that falls between those two dates is now displayed in our graph here. So now I'm gonna take the filter, drop the list again, and this time I'm gonna choose All resource is this changes the filter to display all of our available resource is so next let's click the group. I dropped own list. I'm gonna choose resource type from the list. And as you can see, this chases the display to show cost by resource type. We have two types of resource is work on material. So I'm gonna click the group by dropped a list again. This time ominous Choose Resource Group. This changes the display to show cost by resource group Here it in Syria. Consultant, equipment manager and trainer. These are groups that we ourselves created a project in about earlier video. So now let's click the cost distribution pie chart here on this displays the field list paid for that picture. So on top of the feel is pain. Let's click the tasks tabby er on. This changes the pie chart to display costs broken down by task. Now what I want to do is right. Click any of the data label values here on I Want to Choose format data labels from the drop down list. What this does is displaced the format down A labels pain from where we can customize the appearance of our chart, specifically the data labels of our chart. So in the former daughter labels paid here, let's take the check box. Next to percentage of this displays the option to display the percentage values as well. So we're actually showed the value at the percentage here the dental labels, but I only want to show percentage, so I'm gonna uncheck the check box next to value so as we can see, actual values are now hidden. Okay, so I think I'm done with this. So I'm going to click the close button for my data labels as well as the close button, and the feel is paid. So as you can see, you have a lot of options available to you and customizing a report. 77. Modifying Report Formatting: when you're working with the report, you can modify. It's designed and formatting from the contextual tabs in the ribbon. Architectural tabs change depending on what area of a report you have selected. For instance, when you select a chart in the report, the contextual design on format tabs appear under chart tools in the ribbon and chart tools is right up here. If you select a text box, the contextual design and format tubs appear. The design top appears under report tools and format under drawing tools. So let's collect the resource cost overview textbooks here. This to space a contextual design and format tubs in the ribbon. So some things that you can do from the contextual formative design tabs you can apply it office theme to report. Not if I report colors, fonts and effects. Insert images, shapes, additional text boxes, tables and charts. Change margin dimensions, page orientation, paper size and page breaks. You can modify shapes and text, apply formatting. The charts apply quick styles and quick layouts, the charts and even change the chart type. So when I modify this report a little bit, so I'm gonna click and send a text box here I don't type to control a keystroke combination and this select all of the text and send the text box. So now let's take the format tab under drawing tools here. So here I'm gonna click the more icon under the word Art Styles Gallery on. That's this icon rate here on when clicked will display the entire word art gallery. So I'm gonna use the word aren't style in the first row Second column. So I'll click it 12 planets style to the selected text. Next, I want to click the cost of status chart in the report. So that is this rate here, this despised architectural design and format tabs. So I want to take the design tab under chart tools here, and this displays chart design options. So here I'm going to click the six charts style from the left. So that's this one. Wait here, and this applies that style to the chart. So now let's take the design tab under report tools, and that's over here. So now when I click on a white era report so nothing is selected and then I'm gonna click the Themes icon in the Themes group of the Ribbon ANA wants to apply a theme toe our entire report on I Think I want apply the celestial themes click on that that applies that theme, toured report and lastly and perhaps most importantly, looked like the save icon in the ribbon. 78. Modifying a Header and a Footer: Ah header is texted appears of the top off every printed page of your report. It typically includes such information as the name of your project, the name of your company and is the current date. Likewise, Ah, Fort ER is text that appears at the bottom of every printed page. Footers typically include such information as the date ah, page number or total number of pages you can add and remove header and footer information from the page set up dialogue. So lets tear out with this a bit. So I'm gonna click the file tab in the ribbon and then we're click print on. As we can see, this displays a preview of the report in backstage view. But here I want to take the page set up link on the bottom, right corner of the center, paid to the spray, that page sub dialogue and the header and footer tabs. Ah, located on top of the window here. So let's take the header tab on this to space. All of the available report header options. So I want to click the center a light been tab, which is raised here. Other options include left and rife. We went center for the moment and this specifies the location where we wish to place our header information. I could also choose left for the left air of the header or right for the right area. So now let's tickets had the white box out of the center tab here. This that's the insertion point in the center alignment area. So now we just need to type are text. So we're gonna type business meeting Chicago business meeting and they will add a dash space Chicago. So this as the information that's going to be in our custom header. So now let's click the footer tab, which again is on top of the window here. I don't want Teoh. Place this information in the center of the page from the clique FIA center Alignment town again. So here are crickets had the box out of the center, tad. And this that's the insertion point in the center alignment area, which is where we went to at our custom footer. So first off of the attack, the word page then topped this case barge out of space after the word. So next we're gonna take the general drop down list. Is this displays all of the fields that we can add or a footer on the one we want is page number, someone a quick page number, and then click add. And this adds the page number feel after the custom text that we typed. Okay, so next I'm gonna type the word off and then topped the space bar. So next I'm gonna click the general drop down list again and this time a lunch total page count. And then once I click the add button, it adds the total page count feels to our custom footer. So that about does it. So I'm gonna click OK to close the page, set up dialogue on a plier changes. So as we can see our custom header business meeting Chicago on a custom footer, Page one of one. She also actually click on the headers and footers to a zoo men as well as any other area of the report. And that's how to add a header or footer to your Microsoft Project, reports 79. Inserting a Graphic into a Report: you can insert external graphical images into the headers and footers of custom reports from a computer driver. A network drive thes can be images that you've created. Another program, such as adobe photo shop images that you've uploaded from a digital camera or images that have been purchased. Project supports a wide variety of graphical formats such as Jay Peg. If on P and G. I think images can really provide an extra touch cheer reports. For instance, you may wish to consider inserting your company logo into reports to add an extra professional look to them. To add a picture to a view or to accustom report you inserted in the header of Footer area . You can also insert images into the main body of the reports. To do so, you need to click the contextual design tab on the report tools. Click the images icon on the insert group of the ribbon and then navigate to the folder with the images story. But we want to insert an image into our header. So what we're going to do is you want to make sure you're in backstage views, so again you click the file tab of the ribbon and then click print. So now we want to click the pig set up link here just like we did when we created a header and footer. So we're gonna take the header tab here to display report header options. We already have a custom header in the center area. We want to insert our image in the left area of the header. So I'm going to click the left alignment tab here and again. This specifies the area of the report where we wish to insert our graphic. So we want to click the insert picture icon on the very tidy here. But this is the insert picture I can, which is the right most icon on the role of icons. I'm gonna click that on this Displace the insert picture dialogue for where we navigate to the folder that contains the image that we want to insert. So we're gonna navigate to the lesson files folder on our desktops from my desktop in the left double click. The lesson files fuller. And so the father want is logo. We know that products has filled with the foul display to include Onley image types and we can see Allah, various types of images that project supports. So I will just click the logo J pic file and then click insert. As we could see, the image has been inserted into the left alignment area of the report. Well, here's a little tip. You can also resize a graphic after it's been added to the header or footer section. So to do so, you select the graphic and then click on one of the sizing handles and then his drag to resize it until it's the way you want. Yeah, just click and drag the sizing handles or any of the little white squares that you see about the border of the image. So I will take okay. And that inserts are little image of the left hand quarter of a report. So that about does it for this sort of click the right pointing arrow on the, uh top of the left pane to exit backstage view 80. Adjusting Report Margins: margins referred to the amount of white space between the text of the report and the left right top and bottom edges of the page. Margins can also be thought of as boundaries of the page. Once the text reaches the page boundary and wraps to the next line or to the next page, you may wish the change report margins if printing and specialty papers such a specially formatted company letterhead, or if you want to squeeze more data onto a page, you can modify margins from the margins. I kind of the design group located report tools or from the margins tab of the page, set up dialogue. So let's check the report tab in the ribbon on. We're going to click the in Progress icon here to display all of the available reports in that category on, I want to display the Critical Tasks report. So now we needed to spray the print area black stage, feel suicide file on the imprint from the left plane. So now we click the page, set up link here in the bottom of the centre pain, and here we need to click to the margins tab. So we click on the word margins to switch to that tab. So I'm gonna change my top margin. So I'm gonna trouble click in the top box that selects any existing text in the box. I'm a type of 1.5, and I think I'm gonna leave the rest of the margins as is. So I'm gonna click. OK? No. Is that adjusts a preview to reflect her new margin Selling and those of the top margin is now set to 1.5 inches. So now atop the escape key on my keyboard to exit backstage view. 81. Printing a Report: before you finally ready to print your apart, you may 1st want to set some printer options. For instance, you may need to specify which printer to use the number of copies to be printed or even designated project to print on Lee. A specific page, range or date range of your report. Printer options. You consent well, very depending on the type of printer you're using. If you wish to set print options, you will first need to display the print pain of backstage view. So let's select a different report to print. So I'm going to click the report tab on the ribbon here, and this time I want to kick the costs icon on. I'm going to choose the resource cost over the report. So now let's take the file tab of the ribbon and then click print, and this displays a fever of the report on. We've already worked with this over the last few videos, but here is a section you were interested in the centre pain, and this is where we see all of the available print options, and here you can take the drop down arrow and choose a different printer. These air all of the printers that you have available to again. You can choose the date range to print from this drop. Donuts for here could choose to print the entire project from start to finish print on Lee specific dates or only specific pages. And if we're printing Onley between ah specific date here than you would enter in the dates in the beginning, on ending boxes, as we did in an earlier video, then you can choose which pages to print. Report house like 25 pages. Choose only to print a specific page. Rains such as page once you 15 off course we don't have. You only have one peso. When we lost to type in 15 all you can pretty specific page. So if you wanted to print page 15 would choose page 15 to 15 for here can choose the orientation Landscaper portrait on then the paper size You have all of the different on paper sizes available to you. Okay, so the print this report, I will just click the print icon here that sends a document to the printer so you can hear my printer firing up in the background. So I think I'm done here, So I'm just gonna tap the escape key on my keyboard to exit backstage for you. 82. Creating Visual Reports: visual reports allowed to view the data from your project fell in a pivot table in Microsoft Excel or Microsoft Video Project includes six categories of visual reports that you could create. So let's create a visual reports. So I'm gonna take the report tab on the ribbon, and here we want to take the visual reports icon on the export group of the ribbon. So there are six categories of visual reports that you could create. Task usage resource usage, a silence usage test Summary Resource Summary on Assignment Summary If you want to view a detail explanation of each category of report, you can use projects, help system and do a search for creative visual Report. Now, when generating a visual reports, you can choose which feels toe. Add, including any custom fields. If you've created on, then easily modify the reports display from Within. Visual or Excel Project provides several pre defied report templates to get you started, so to create a visual part as we've seen you think the visual reports icon on the export of the report ribbon, Then choose the report template that you want and then you take the check box next to either Microsoft Excel are back to visual, then click View and the report will then display in the selected application. So here, for my visual reports dialogue, I want to ensure that the Microsoft Excel check boxes checked, but not the video. So I'm gonna unchecked the MCAS visual option here. So under the all tab, which includes all of the report types available, we're gonna take the resource work seven report they're selects the report that we want to use so that I'm gonna take the view button on when we dio product will display a chart of the data in Microsoft Excel Onda automatically opened itself for us here. So we click of the chart tab of the ribbon. This is a chart of that Mark is a project created for us on in the resource usage tab displays the paper chart for the reports. So from here, you can modify and rearrange the report feels if you wish. Of course, it will help if you're a little bit familiar with Microsoft Excel's pivot chart features, but I don't want to do that right now, so I'm just gonna close the Excel application from to click the X on top of the Excel window. I'm gonna choose. Don't save when prompted. So that is it for visual? Poor three. But I want to do a little bit experimentation. You could view the reports by specific category. Click all to view all the reports. Then choose the application. You want to, ah, export the visual report to so Yeah, they're kind of cool. So that about deficits are gonna close the visual reports window. 83. Working with Visual Report Templates: so it wants to conclude this section on Microsoft Project reports by talking about visual report templates. We worked with visual reports in the previous video, So project allows you to modify existing visual report templates before generating Yuri pork. So from the vision reports, we know you have a couple options. Here you create a new tumbling or edited existing template. So if you're adding an existing template from the field picker dialogue here, you can remove feels as well as at any custom feels that you've created by modifying the visual report templates, he could choose the fields that you want to work with, as well as the type of data that you want to display in your report, I mean, is canceled here for the moment. So let's play along with this a little bit. So we want to make sure that they're Microsoft Excel check boxes checked and that the mike was a video check box is unchecked, so we only want to display Excel visual reports. So now we need to choose our report. So under the all tab here, I'm gonna take the resource work availability report. This is the template that we want to work with. Now, if none of the existing templates meet, your needs should always create a new template. So to do that, you would fix the new tempered bunten. Choose the type of data that you want to report on. Whether that be task usage research. You said you're a slimer. Juice it, then select the fields that you want to add to your report. So once you create a new temp of you want to make sure that you don't forget to save it from either the Excel or visual application so that it will be available to you in the future. If you want the new report to be available in the visual reports create report window, which is this window here. I'm gonna make sure that you save the report the default templates folder. But we're not going to create new tempered in this video. We're just gonna modify an existing tempered So again, one a highlight resource work availability report. I'm not gonna take the edit template button, which displays the visual reports feel picker. So from the available feels when we want to scroll down until the is active, Dimension field is displayed and that is this field right here. So I select their field and then click the add but in to add it to a report. So let's choose another feel. So in the available feels pain, we're going to scroll down until is over. Allocated dimension is displayed, and that's his field. Here and again, we click the add button to add it to a report template. So now let's take the edit template button. What this will do is opens the template in Excel. So here we want to click. The resource usage tab on the bottom of the Excel window displays the paper chart. Again. We don't see the pivot chart pain. That's because the values in the spreadsheet is selected so particular blame self. For instance, the pivot table paid disappears. You just want to take one of the values to display. The pivot table feels so in the paper table feels of the right side of her screaming to scroll down until the is over allocated field is displayed. This is what another custom feels that we added. So if I click the check box next to is elder allocated, it adds that field toe are pivot table or to a report. Let's also click. The resource is feels able to click that to add that to our paper table as well. So let's say this armatures filed save as from the menu here, I'm gonna take the brawls. But it and as we could see Excel automatically saves it as a template on it. Say's it to the default templates folder. So let's provide our name for a report. So I'm gonna call this my resource summary depart, then click Save. Now here we see that Excel displays a message asking us if we wish to having cell to the actual data from our template. So taking yes, because of data to be refreshed each time the report is generated This is actually what we want. So we'll click. Yes, that will continue of the compatibility checker box Appears So we're still in excel here, so I'm gonna top the control w keystroke combination to close Excel document and Excel application. And now I'm gonna click the close button here on division reports window. Andi, I think we don't with this project files somebody file clothes from the menu on will save our changes 84. Creating a Resource Pool: in the next several videos, we're gonna look at how to manage multiple projects. We're going to start out by creating a resource pool. Now a resource pool allows you to share. Resource is among several projects while enabling you to identify any assignment. Scheduling conflicts as well as track a resource is time across multiple projects. Critical resource pulls especially helpful if your team members work on more than one project at a time. Now, a resource pool is really nothing more than a blank Microsoft Project file that contains only resource information, such as our names as standard rate over time. Radek. Several all projects sure of the resource pool are then linked to that pool. So we have an existing resource pool file open. So let's just take open here in backstage. You were gonna brought us to the lesson files folder on our desktop on. We're gonna open the resource pool fall here. Some of them, I think, open notice that there is no task information in the file. As you mentioned, the Resource pool file contains Onley resource information. So let's take the view tab in the ribbon, and then we re clicked the resource sheet icon on the resource views group of the ribbon. So here we have a pool of resource is that can be shared across multiple project files on. We're gonna look at how to do that in upcoming videos. But for now, let's close out of here. So I'm gonna take the file tab of the ribbon and then click close in the left pane on. We didn't make any change to this, So we're gonna click? No. So the next video, we'll look at how to link project to a resource pool. 85. Linking Project to a Resource Pool: Once you've set up your resource pool file, you can van link project files to the resource pool. Project plans and a link to a resource pool are called shower files or Scherer plans a sheriff. I'll is an actual project plan file, whereas a resource pool usually contains Onley resource information, just like we saw in the last video. Now, before linking your sharer filed toe a resource pool, you need to decide which file takes precedence if there are scheduling or resource information conflicts. This pertains on Lee. If the sheriff I'll possibly contains the same resource is as the resource pool. By default, the resource pool takes precedence over the sheriff. I'll, for example, if you change the name of the resource that exists in the resource file from Jim T to James T. In the Sheriff, I'll it will only be changed for that session. The next time you open the sheriff, I'll it will be changed back to Jim T. This prevents the accidental changing of records in the resource pool. So first off, let's open up a resource pool file. So I'm gonna click open here and then bro's to the lesson files folder on my desktop. So death topless and files fuller. I'm gonna open the resource pool file. So now we'll open our sheriff. I'll So let's take the file tab and then click hoping. And again we're gonna navigate to the lesson files folder on her desktop in a follow we want is less intense. You're going to select that and then click open. So now let's click the resource tab on the ribbon. And here we want to click the resource pool. Icona my silence group of the ribbon and then choose share resource is from the drop down list. So from the shore resource is Dow long here we want to click. The use resource is radio button. This specifies that we're not going to use the resource is in this file, but in another file. So next we want to take the from drop down list and we want to ensure that resource pool is selected. So then we're gonna click OK to close the show. Resource is dialogue. So let's click the view tab in the ribbon here on. We're gonna take the resource sheet icon. The resource is that are displayed here are not in this file, but rather are in our resource pool file. So now these researchers are linked to this project. So let's close both of these files. So I'm gonna choose file clothes from the menu and we'll save any changes and then file closed again to close a resource pool file, and then we'll save our changes. So that is how to link a resource pool file to a project file. 86. Updating Resource Pool Information: one nice thing about a resource pool is that it provides a central location from where you can enter an opted resource Information. This is especially helpful if you have many. Resource is that are involved in several projects. To update the resource pool, simply open the resource pool file on to make your desire changes. If multiple projects share a resource pool, you can update decide mint information in the resource pool file while the sheriff file is open. Okay, so let's open up a resource pool file. So I'm gonna click open here in the left pane on under the recent area. I'm gonna click the resource pool file here. I don't open. This has read rice. We could make changes to the resource information, so I'm gonna think OK, so I'm gonna take the view tab of the ribbon and then click resource sheet and say that somebody made a typo in typing The resource is name instead of Mark. The person's name is Mark. So it is double click in that field and that displays the resource information dialogue, and I'm gonna change the resource name to Mark and then look like okay, and then I will pick the save icon on the quick access to a bar to update our changes so that I'll choose file clothes from the menu. Now, we're gonna open up the project file that we had open in the previous video. So I'm gonna take open again here in the left pane and in the reason files area. I want to choose the lesson 10 file. So here, project displays a daylong box asking us if you wish toe open the resource pool as well. And we do so we want to ensure that the radio button next to open resource pool to A C assignments across all share files is selected. So not take Okay. Notice that the change that we made toe a resource pool file is now reflected in the project file. Now let's take the resource tab on the ribbon. Now, if you want to ensure that we are working with the latest version of the resource pool, that is to say, to ensure that nobody else has made any changes to it or what to do is take the resource pool icon on the assignments group with ribbon on Choose we fresh resource pool. If you've made any changes to the resource pool, you would choose resource pool on update Resource pool. So now it's closer to file server. Choose file clothes from the Manu. I will save any changes on file clothes from the menu to save our resource pool file, and that is updating resource pool information in project. 87. Consolidating Projects: on individual project file can contain one ERM or sub project files. By consolidating projects, you can manage and view numerous projects simultaneously. Consolidated Project Fells are also called master projects on each individual. Inserted Project is called a sub project. Some project files do not actually reside inside of the master file, but rather they are linked. So in this way, and it changes you make to the sub project from within. The master file are automatically reflected in the individual project files. So let's consolidate some projects. So we're going to click open here, and we're gonna navigate the lesson files folder on her desktop semi double click The bro's Icon here, Double quick Guest top file and I want the Lesson files folder. The file we want is masters familiar. Highlight that, then click open. So now I want to click of the indicator column for Task one, which selects task one. We wish to insert a sub project file above this task, so I'm gonna take the project. Fall of the ribbon. I mean, when I click the sub project, I cut over here on the insert group of the ribbon, and that's the only icon in that group, and this opens the insert project to dialogue. So the lesson files Fuller desktop is already displaying in the panel, and the file that I want is named Sub Project one time to scroll down here. Selected sub Project one file and then click insert So we see a couple of things have changed. The icon in the Indicators column it is now displays a sub project icon. If you move on most part over it, it tells us the name with the file on the physical location of the file on your drive. There's also down right pointing arrow next to creating cell manual. So I'm gonna click on that this expanse, the sub project here listing all of the individual tasks in that sub project. So any changes you make here will also be made in the individual external file, so it's a double click on the sub project I cut over here. The indicators. Cobb Civil Double Click that, and that displays the inserted Project information dialogue. So we'll click on the advanced out here to display advanced options, and here again, we could see the physical location of the sub project file on north. Also, this link to project check box is checked. You can remove the link to the individual, follow any time by simply clearing the link to file check box. But we're not gonna do that. I just wanted to show you how to remove a sub project file from a master project. So I think we're done here. Something to click the OK button to close the dialog. That's collapses Sub project again. So I'm gonna click the downward pointing triangle next to created Cell Manual on That collapses that sub project. So now we want to click the save icon of the quick access tools are to save this file and ask us to want to savor changes to sub project one. I wouldn't actually make any changes to this some project, but I'm gonna yesto all that will save any sub projects as well as the master file. So the next video you look at how toe link tasks between projects 88. Linking Tasks Between Projects: often tasked in one project may depend on a test in another project, for example, that might be instances where one project cannot begin until a specific task in another project is completed. Microsoft Project allows you to create a dependency between tasks in different projects, telling projects, select the sub project tasks in the master folly, wish to link and then click the Link Tasks icon. You can modify the dependency type of the links, just as you would the tasks of another project by double clicking the link and then making your selections. So we already have a sub project already in this file. What want to do is add a second sub project, so we want to click in the indicator column for Task one. To select this task, you want to insert a sub project file below this task, so if you're following along, you want to click the Project tab in the ribbon and then click the sub project. I can hear the insert group of the ribbon on the name of the file we want to insert is named some project to on that's located in the lesson files folder in your desktop on we're already I displaying that folder here, so I just you just scroll down until the sub project to follow is visible. I will select out here and then it looked like Insert this inserts the project filed names some project to into the master file project above Task one. So now we have our master far. Wait here on in that master project are to sub projects. So not as took the right printing disclosure triangle to the left of Task one, which is the sub project to file the re decorate office. So we're gonna click that to expand that project. Now, let's take the right pointing disclosure triangle next to the creating cell manual project Which city which is tasked to here. So we'll do that. And that expends that's a project. Now I want to click the preparation phase Disclosure Triangle to expand that now, under the re decorate office sub task here, that's click on the indicator for Task eight. That is, have I t reconnect computer on this select the first test that we wish to link, and this task is physically located in the redecorated office project file. So now we want to hold on the control key. Now we want us click on Task five in the creating cell manual sub project and that's the task fibers rate here. So now we have both those tasks selected task eight in this sub project and has five in this project. So now we need to link them. So we're gonna take the task tab of the ribbon here. We want to click the Ligue Tasks icon on the schedule group of the river. And that's that icon rate here that looks like a little chain link saying we click the link icon to link the task. This creates a dependency between the two tasks. So before course, we're writer can be hired. The office must be mostly finished with computers reconnected. So I'm gonna click the save. I cut here on the quick access toolbar. A project displays a message asking you if you want to save changes to sub Project one because we've linked separate sub projects, my project will prompt us to save changes in each individual file. So I'm just going to click Yes to all here. I don't think the file tab in the ribbon and then click close from the menu that closed. It had a master project along with all the sub projects. So now we want to click open here in backstage. You were going abroad to the lesson files folder on our desktop on here we are in the lesson files folder. I want to click the sub project to file here and then click open. Notice that task nine year higher course where writer is grayed out because this task doesn't actually live in this file. It exists in another external file of a click Task nine here and then click the school to Task Icon. Here in the ribbon. We see that the bar for Task nine is great out as well. If I double click, the link line here is to space a task dependency dialogue on this tells us the original location of the task, which is in the sub project. One file something cancer, and I think we're done. So I'll just click the save icon on the quick access to a bar 89. Sharing Elements between Projects: if you've created custom elements such as customized reports, views, calendars, import export maps, your filters, you can share these elements with other projects by using the organizer. In addition to copying, deleting, renaming elements in the active project, you could copy elements between projects. If you wish certain elements to be available to all projects, you can copy customize elements to the Global Project Template, which is global dot m p t. Note that in order to copy elements for one project to another, both projects must be open. So let's see how this works. So we already have the sub project to follow here. So for falling along, you want to open that file, which is located in the lesson files folder on your desktop. So now let's open up another file. So I'm gonna take the file tab in the ribbon click open the left pan. Do you want to brought to the lesson files folder on her desktop and I want to open the file. Name some Project three. So select that and then click open. So to display the organizer, we click the file tab on the women. You want to ensure that info is selected. And then you think the organizer icon in the centre pain here and there's displays the organizer window. So what I want to do is copy a report from one project filed toe another. So we'll click the reports tab here. This elects the type of elements that we wish to copy. We conceive again. Awesome. Copy modules, tables, filters, calendars, maps, feels groups and views. So I want a copy of a report from some project to to sub project three. So the source file drop down list here. I want to choose some project to and that is the file from which I want to copy and item. No. The rights of the screen is the destination file. On that is the file into which we're copping an item. You want to ensure that sub project three year is selected. So there. We need to select the item that we want to copy. In this case, we want to copy the report named my custom report. So it will select that and then click the copy bunch in here in the center. This copies that my custom report to the sub Project three file. So now this exact same report exists in both files. Nothing can also delete items from this window as well. So I think that will do it. I'm gonna click the close button on the organizer. We're not too close that and then we'll tap the escape key to exit out of backstage view. 90. Creating a Project Plan Template: If you find yourself creating the same custom views, tables or reports over and over between project, you may wish to consider creating a project template. Ah, Project Template is a file that contains pre defined project elements. For instance, if your company creates numerous computer courses, as we did in the Create Excel Manual Project, you would want to perhaps create a temper that contains task and resource information relevant to that type of project. Temples can also contain common formatting elements such as margins handers on footers as VOA's company, information calendars and logo's. In order to create a news personal templates in Project 2019 you must specify a default personal tempted location, and you do that from the save tab of the Project Options Dialog. So if I click file and then options to display project options when I click the Save Top here on the default personal tempest location is located right down here under the safe templates area, we could see it is set to my Documents folder on the Temperance folder is named custom office templates. So if there isn't anything here, you'll have to browse and create a full of yourself. Designate that is your templates, Fuller. But make yourself project. Should have automatically created this custom office temples folder in your personal documents. Folders. So you want to check there first, So I'm gonna cancel out of here. So let's create a project template. So I'm gonna click the file tablet that I'm gonna click open here. I don't want to open the sub Project One file. So, what do you want to navigate to the lesson files folder on your desktop and you click the sub project one file and then click open. So now we have some project one, two and three. All open. So I want to kick the sub project to tab on the bottom of your screen. The task more here. This was Just choose the project to and I want to close this file, so I'm gonna select file clothes from the menu. I don't save my changes. I want to click the sub Project three tab here on the task bar, and I want to close this fellow's well from a select file close from the left pin. And then I'll save changes to this as well. So now we only have one magazine Project file Open, which is the sub project One file. So we're going to click in the resource names beginning and task to let me expend the divider by her so we can see that a little better. I want to suck. All of the resource is in this column. So starting with test to drag down until all of the resource is air selected that I'm gonna tap the delete key. This clears the day different. The resource names column. Because if I'm going to be using this follows a template, the resource is maybe different from project to project. So now I'm gonna take the file tab here in the room and they want to click options. Then we'll kick save the left paid. So if there isn't anything here under for following the law, you want to click, browse. And then now we get to your documents folder and then take the Customs Office Templates folder here. And if you don't see this folder, but you need to click new folder on, then created yourself, I'm gonna cancel out of the Earth. Since mine was already selected, we'll click. OK, so now let's say this is a project template. So to do that, we click the file tab in the ribbon. I'm a graduate. Choose save. As for the left pain. So now we click the browse button in the center, pain on from the savers typed up, dullest here, who on a choose project template and this chooses the type of family. Want to save in this case, Project Temple and knows the project automatically switched us to the customs office tempered sub folder under the documents folder here. So now we need to provide a name for our template. So I'm gonna call this creating a software course on the electric to save button. So now we get to choose the items that we want to save with our template. So as of now, everything is going to be saved, including all the actual values, the resource rates, a fixed costs which we don't want. We actually don't want any of our values to be saved those values specific to this project . So I'm gonna chuck every one of these boxes. This specifies that no actual values, rates or cost will be saved. So then I'm gonna click save, And that saves the template in our personal template folder. So now let's click. Phailin will choose clothes from the left pane here to close that file. So now we want to click the personal link here in the center plane of the right pain. This displays any personal templates that we've created. So let's click the creating a software course template here and then look like the create button. This creates a new project plan based on the information from the software course template . So if we click the save icon here and then click browse Project promises for a file name for a regular project file, because what we're doing is creating a brand new project file based on that template. We didn't actually open the template itself, but I don't want to create a new project. Someone escape out of there escape again. And I'm just gonna choose file clothes from the menu on did not save any changes, and that is how to create a project plan template 91. Creating a Resource Pool: in the next several videos, we're gonna look at how to manage multiple projects. We're going to start out by creating a resource pool. Now a resource pool allows you to share. Resource is among several projects while enabling you to identify any assignment. Scheduling conflicts as well as track a resource is time across multiple projects. Critical resource pulls especially helpful if your team members work on more than one project at a time. Now, a resource pool is really nothing more than a blank Microsoft Project file that contains only resource information, such as our names as standard rate over time. Radek. Several all projects sure of the resource pool are then linked to that pool. So we have an existing resource pool file open. So let's just take open here in backstage. You were gonna brought us to the lesson files folder on our desktop on. We're gonna open the resource pool fall here. Some of them, I think, open notice that there is no task information in the file. As you mentioned, the Resource pool file contains Onley resource information. So let's take the view tab in the ribbon, and then we re clicked the resource sheet icon on the resource views group of the ribbon. So here we have a pool of resource is that can be shared across multiple project files on. We're gonna look at how to do that in upcoming videos. But for now, let's close out of here. So I'm gonna take the file tab of the ribbon and then click close in the left pane on. We didn't make any change to this, So we're gonna click? No. So the next video, we'll look at how to link project to a resource pool. 92. Formatting Bar Styles: So the next few videos we're gonna look at how to form out. Ah, project file. And in this video, we're gonna look at forbidding bar styles. So to start out, let's open an existing project file. So I'm gonna take open other projects here. I'm gonna navigates the lesson files folder on my desktop, so click browse Desktop lesson files on the Father want is the lesson. 11 files from the highlighted that and then click open. So if you're following along, you want to slick Task three year, which is gather list of access experts, and then we take the formatting tab on the ribbon. Now we want to click the format icon here in the bar Styles group of the ribbon. I'm going to choose bar from the menu. This displays the format to bar dialogue. Add to ensure that were the bar shaped area you want to click on the bar shaped tab, which is the tab right up here. So from the format bar dialogue, you can customize the appearance of individual bars and Gant chart view. You could change the bar pattern or shape the type of bars as well as the color of the bars even format What text is displayed with the barb and specify the location off the text. So the format bar dialogue here is used to for mount individual bars. Now, if you wanted a former all bars in a specific category, such as all summary tasks or milestone tasks, you use the bar style dialogue to be canceled here for the moment that is located under the format icon here, and they would choose bar styles. And then, you hear, you would just select the type of style you want to modify and then make your selections. And you can customize the bar styles on the Ghan chart resource graph and calendar views. So let me cancel here. So a task three selected objects is the former Pontin and choose bar for the menu because we will be formatting individual bars and in this instance, the bar for task three. So I'm gonna start area. I'm gonna click the shape drop down list when I want is the right pointing arrow shape, and that's this one right here. So I'm gonna select that this Alexis shape that is to appear at the beginning of the bar out of the middle area. I want to click The color dropped a list on Choose Purple from his tender Colors area. This specifies that the color of the bar itself is to be purple, so now we'll take okay to close the dialog. So now if you click the tasks tab on the ribbon and click the school to Task Button, we can see that the bar color for Task three is now. Purple has now proceeded by a right, pointing our shape. So let's check the format tab in the ribbon again. So this time we're gonna format bars for a specific category. So I'm gonna click the format icon and choose bar styles. This time on, we want to select Summary under the name column. This selects the category a bar that we want to format. So now let's click the color drop down list in the middle area, and I'm gonna take the red color swatch here under standard colors. This selects red is the color for all summary task bars. So now looks like OK to close the bar style's dialog, and that is forbidding bar styles and make yourself project 93. Changing Bar Styles: from the format tab in the ribbon. You can apply a preset bar style from the Gant Charts style gallery, and that is right over here. To do so, simply click the style that you want to apply in the gallery. To display additional styles. He clicked the next robot in which is the Centre bunch in here that moves to the next rover styles or the previous role button, which is the top upward pointing arrow button. I prefer to show a window which displays all of the available styles to do so you click the more button on that is the third button in this that syriza buttons here and here we can see all of the available styles and then simply disc clicking the style that you want to use. So if you're falling along with me, you want to take the more button here and let's click the second to the last style in the scheduling styles area. That would be this still rate here, So if we click it, he supplies a new bar stele to all the spars, except noticed that Thea Custom Bar Stahler we created for Task three is still purple, so any custom bar settings that you are set override a style that you choose from the gallery. So the next video we'll look at formatting timescales. 94. Formatting Timescales: timescales refer to the time period headings from minutes two years on top of certain views such as Gant chart by default to tears of timescales air displayed although you confirm at it to show up to three tiers. Ah, top, middle and bottom tier by using the timescale command on the Zoom group with a view ribbon . Initially, you can modify the increments for each individual time skill as well as the label and alignment. So if we observe the time scale here in the gang chart few, which is right, which is above the chart area, we could see the project displays the time increments in two tiers representing weeks in the first here. So here we have the week of March, 17th week of March 24th etcetera up on days in the second tier. So let's take the view tab on the ribbon on. Then we want to take the time scale drop down list in the zoom area. So it's right here I want to do is click time scale from the menu. What this does is displaced a timescale dialogue where we can form out the appearance of our time scale. So I'm gonna click the middle tier tab here in the time scale. Down a log on this displays the middle tier settings, and currently the middle tier is set two weeks on. The bottom tier is set today's. So let's take the unit's job to a list we're gonna do is we're gonna choose months from the list. This changes that timescale increments for the middle tier. Two months now, we're gonna take the label job no less. I'm going to choose the second option here. Jan, Feb, etcetera. So in this case, we choose to abbreviate the month there is to see how the label is to be displayed, and we can see the preview area here in the bottom of the window when our time scale is going to look like. So now let's display the bottom tier settings from to take the bottom tier tab here, and I want to change the incumbent of the bottom tier. Two weeks. Some detector units drop down list here and select weeks from the list. So now let's have the label for the week scale. So I'm gonna click the label dropped a list, and I think I'll go with 25 comma, one comma, etcetera, which is the second option in the list. And again we can see the preview window changed to reflect our new options. So that about does its will click OK to close the time scale dialogue. And as we can see, our timescale increments are now in month and weak format on as usual of thickness safe. I kind of the quick access to a bar to update our project file. 95. Creating Custom Fields: Microsoft Project allows you to create a custom field that is part of a table or form. When you create a custom field, you are not actually creating a new field but are modifying an existing project field, which is a cell that contains the lowest level information about a task resource or assignment. Before creating your custom field, you'll need to decide the type of field with which you want to work. So we want to take the project. Have been the ribbon. I'm a click. The custom feels I can hear in the properties group. We can see the custom feels dialogue, so from the type area over here is where you choose the format of your field that is to say , the type of feel that you want. So the available options are cost, which contains currency data for tasks, and resource is and there are 10 feels cost once who cost 10 that you can customize of those date. This contains date fields for task to resource is on again. Date. One through 10 is available for you to customize. Then there's duration. This contains work or duration values for tasks and resource is and again you can customize duration one through 10 Finish Contains finished dates for tasks and resource is and again you can modify. Finish one through finished 10. Flay contains yes or no flakes for tasks in resource is and you have flaying one through 10 to modify number. Contains numeric values for tasks and resource is and you have 20 number fields that you can modify. So if you scroll all the way down as we see, we have number one through number 20 that you can format. Next we have start which contains start dates for tasks and resource is and you can modify . Start to one through starch. 10. Text contains text based information for your tasks and resource is on for text. You have 30 feels available tell you can customize on the last one is outlined code. This contains an Alfa numeric code that you defined to represent Ah, hierarchical structure off tasks and resource is And here you have 10 feels that you can customize, So if you don't have this window open, you want to take the project tab of the ribbon and then take the custom feels I can't hear . So now we want to take the resource radio budget. This selects resource as the type of feel we want to create. So now we want to take the type out. Don't list, and I want to choose text from the list. This specifies text is the data type for custom field. So what? I named the fields here to something more meaningful. Sermon this Select text one, and then click the remain button on the bottom of the top window. On this displays a rename field dialogue allowing us to designate a new name. Someone named this resource address. Think, think. OK, so let's keep going some of the sludge text to here and then click rename. And I'm gonna name this resource city. Looks like Okay, text three click rename. This one's going to be resource State resource Underscore state and then we click. OK, sledge text four click rename. This is going to be resource zip, Then click. Ok, text five is next, so well selected and then click rename. I don't recall this resource, foad. Okay. And lastly will select text sex click rename. This is going to be a s s number. This is gonna be the Social Security number and then I think, OK, so that about desert. So I will take okay to close the customized feels dialogue, and then I'm gonna click the save icon Quick access to about. So the next video, we're gonna create custom tables using these custom fields that we just created. 96. Creating Custom Tables: project contains numerous tables that can be applied in views. Now you're already familiar with some of these, such as the injury table on the cost table. You can customize any pre defined table to contain Onley, the data that you want to see or you could create an entirely new table to modify a table or create a new custom table. Click the tables. I cut on the view ribbon and then choose more tables from the menu. So let's do that. So we click the view tab in the ribbon. You know what I think? The tables I can't hear on that. I want to choose more tables, which is the last entry in the list. I know that when you save your project, your new or modified table is saved along with the project. Now, if you wish the table to be available to all of your projects, then you want to copy the customers element to the table section in the Global Projects template or that Global and PT using the organizer that we worked with in a previous video . Okay, so I have the board tables dialogue here. What we're going to do is create a new resource table on include the fields that we created in the last video. So I'm gonna take the resource radio button here and then when I click new to create a brand new table so first thing I want to do is provide a name for my table. So I'm gonna college resource info. So now we need to add feels to our tables that we do so from the field name list. So I'm gonna click the drop Don't our here and I'm gonna type in n A. This jumps to the name field, which is what I want to tap the enter key on my keyboard and type in the first couple letters of feel name is often a lot faster if tin scrolling through ah rather lengthy list . So now in the with box, I'm gonna click in here and type in 15. This sets the column with of the name field to 15 characters. So that's out another one. I'm gonna click in the second to blame. Grow under name, Click the downward pointing arrow, Um, on the type in our es And here you can see all those feels that we added in the last video . So I want the resource address field, and then we'll take in the with box again and type in 25. And again, this sets the column with off the field to 25 characters. Little tap enter. Now let's click in the title field type address. This enters address as the road heading for the resource address field. Otherwise, it will use the field name for the role heading. So let's add the rest of the remaining feels. So that's kicking the next think. Well, keep the drop down It on the tape are yes again. And this time I want Resource City and listen a weather this to 15 and for the title type is City, and that's not another. So a move to the next plane grow drop. Tonio are yes, and just I want the resource of state sort of takes out of the list for that one morning, going to allow two characters Farsi. Whoever is entering data to enter in the two letter state abbreviation. So type that in next, we're gonna have the zip feel, so we'll click in the blank grow again. Three EST This table choose resource zip 15 for the with column. I've got into the title for the last one. I figured the resource. Stay Gerry and click in state The Zip feel type zip next winter in the phone so we'll choose the blank column again. Topped a list are yes, we went there. Resource Phone. I will send 15 characters for this one and will type in phone and one more left is a source of security number. So think of the next blank field in the field. Name column dropped a narrow This temperament type. It s s on. We'll click essence number here, so feel be created for a source of security number. You want this to be 15 characters and in the title were to call this assess number. So now we want to ensure that the lock first column and the auto adjust header row hides boxes are checked. This ensures that the heather comes are frozen and that the role heights will automatically adjust to accommodate all of the data. So now let's create a new table. So pick OK. And as we can see, the table name is now displayed in the more tables dog. So I think I'm finished here with this deadlock. Sure. I'm gonna click close before I close. I want to mention one more thing. You could actually delete a table from the organizer, so I did it. Click the organizer budget here. Click tables. Select the table you want to remove and then click the delete button here. So if you create a custom table A to say that you don't need it. After all, if you come into the organizer daily it, you could also do lead other objects as well. Ah, filters, Au created calendars, reports, etcetera. But I don't want to do that now from the back out of here and then click close. Then I'll click the save icon to update our project file. 97. Creating Custom Views: in this video, we'll look at creating custom views of you is contained all of the elements that you work with in project tables, groups and filters. We've worked with a variety of views of this course already a resource sheet. View Gant Chart View Task, Usage View, etcetera. As we've seen, most of the commonly used views are accessible from the View River here. Here you see all of our available views. It projects views. Don't meet your needs, however, and you want to see the project information presented in a way that's not available in one of the pre defined views. You create your own view or modify an existing view. So let's create a custom view. So I want to check the other views budget here on the resource Views group of the ribbon, not for task foods group Anonima Click. More views from the Manu to display them will reviews dialogue. So now we're going to create a new views or protect the new button here. So this display citified new view Dalek from where you specify whether you want a single view or a combination of you and we want to single views, so will ensure that that is selected and then click. OK, so from the view definition dollar here, the first thing I want to do is provide a name for a view. So with the text of the name feel selected, I'm gonna type in resource in full view. So next we need to select a screen upon which the view will be based. So from the scream drop down list, you want to select resource sheet. So now we need to choose the table. I'm going to choose the resource info table to be creative. The last video. So this adds that custom table toe our view. So I'm not gonna add a group tour views. So I'm gonna take the group dropped on this and choose no group from the menu. And I don't want a filter to be applied to the view either from a click FIA drop down list here and choose all resource is the specifies that we do not wish a filter to be added. So now I want to ensure that the show in menu check boxes checked his specifies that are custom filter will be listed in the more views dialog box on the resource sheet views menu . So if you're falling along, your screen should look identical to this one. Here. Now look like okay on Let's Click applied to make her new custom view the active you. Now I can see all of the fields that we added in our custom table. So now that's pretty a row in the resource or sheet icon on As we can see, Resource Info View now appears on the resource sheet, but in menu as well as in the custom area of the more views dialogue. So let me kiss. Cancel, though there I will click the save icon on the quick access to a bar to save our changes. 98. Creating Custom Groups: So in this video, we're gonna look at how to create custom groups. No grouping allows you to organize task and resource information. In a view, according to criteria that you set, while similar to sorting grouping goes one step further in that it adds summary values at intervals. As you can customize. Grouping does not change the actual structure of your project. It's simply reorganizes. The display of your data project comes with several pre defined groups. But if these groups George Meacher needs, however, you can customize any of the pre defined groups or create your own new groups. So if you're falling along you want, expect the Gant chart icon in the ribbon to return us to gang chart view so they don't want to take the group by arrow. I'm gonna choose more groups in the bottom of the button menu. Here. This is facing more groups dialogue. So since when decreed a new group with a click the new button here, the first thing you want to do is provide a name for a group. So I'm gonna name this resource group by cost, so type that in. This is going to be the name for a new group. So now we're gonna click in the first row in the feeling column. In the group I roll here, I'm gonna click our drop down arrow and then I'm a type of dar es this gems to a list of feels that began with R E s. The one that I want is resource groups are going to choose that. Next I'm gonna click in the then by roll under the fuel name column dropped on Arab on the field. I want this costs will begin typing that in and then I will click cast from the list. So now we want to ensure that the show and menu check boxes checked Their specifies that are custom Group will now be displayed on the group by sub menu and in the group by a window so now look like saved to save our group. And that closes the group definition dialogue, and now we'll click apply to apply the group into the current view. And there is a new group. So let's take the save icon the quick access to a bar to save our changes. But you ever want to modify an existing group, apply the group that you want to modify in the current view. Then click the group by home, then choose more groups and then the model for the grouper. Just click the edit budget. Then you can modify the fields that you added to the group again. You can also pick the organizer button if you want to delete or rename group, so it's that kind of there, so that is creating custom groups in Project. 99. Thank you: Well, all right. You did it, man. To the end of Microsoft Project 2019 up to speed. Congratulations. This is the final video in the course, and I truly hope that you enjoy this class and found a use for you've learned to love these cars, and I hope there metro expectations. I also hope that you have a little bit of fun going through it as well. You now have an impressive set of skills to help you tackle and to stay on top of even the largest projects using one of the most powerful project management applications available today. Now, it would really help me out if you leave a review of this course wherever you're watching it, and it haps doing to discover the cloud. So again, thank you so much for taking this course with me. And I hope that we'll be seeing each other again in future cars.