Project 365 - Beginner | Intellezy Trainers | Skillshare
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38 Lessons (2h 34m)
    • 1. Introduction

    • 2. Overview of Microsoft Project

    • 3. The Microsoft Project Ribbon

    • 4. Working with Task Views

    • 5. Working with Resource Views

    • 6. Working with More Views

    • 7. Working with Tables

    • 8. Creating a New Project Plan

    • 9. Configuring the Project Information Window

    • 10. Using the Manual and Auto Schedule Task Tool

    • 11. Updating Project Plan Properties

    • 12. Creating a New Project Calendar

    • 13. Customizing a Project Calendar

    • 14. Applying a Custom Calendar to the Project

    • 15. Creating New Tasks

    • 16. Importing Tasks from Excel

    • 17. Syncing Tasks with SharePoint

    • 18. Importing Outlook Tasks

    • 19. Creating a Work Breakdown Structure

    • 20. Task Dependencies Overview

    • 21. Linking Tasks

    • 22. Using Lag and Lead Time

    • 23. Working with Task Constraints

    • 24. Working with Task Deadlines

    • 25. Creating Task Notes

    • 26. Adding Tasks to the Timeline

    • 27. Resource Overview

    • 28. Creating Resources

    • 29. Importing Resource Information

    • 30. Connecting to a Resource Pool

    • 31. Working with Resource Calendars

    • 32. Assigning Resources to Tasks

    • 33. Managing Resource Over Allocations

    • 34. Setting a Project Baseline

    • 35. Managing Gantt Chart Elements

    • 36. Formatting Gantt Chart Bars

    • 37. Sharing a Project Plan

    • 38. Course Recap


About This Class

This course covers the basic functions and features of Project 365. Students will learn how to create, and enter task information into Project plans. They will learn how to manage project resources and assign them to tasks. They will also create custom project elements such as calendars, tables and views that can be used to monitor and manage important project information.

This IAAP-certified counts for 2.5 recertification points for the CAP certification under the Technology and Information Distribution content area.

Email [email protected] with proof of completion of the course to obtain your certificate.


1. Introduction: Hi. How you doing? I'm Ed McRae and I want to welcome you to Project 3 65 Beginner, We're gonna jump into Microsoft Project and get you started from the foundation and build you up so you can create your own project plan and be familiar with things that Microsoft Project. Let's take a look at some of the things specifically that we are going to be discussing in this course. We're gonna start with getting started with Microsoft Project. I need to talk to you about what project is we need to see and learn our way around the environment and begin to learn how to create our own project plan. Gonna learn how the work with tasks to create a work breakdown, structure, timeline and set up those settings there in We'll learn how to work with Project Resource is to assign, create them and assign them to our tasks. Finally, we'll learn how to prepare a project plan for finalisation, which is gonna be finalizing our project plan and preparing it to go live. All right, we're gonna learn a lot of great stuff here in this course. Let's go ahead and jump into our first lesson 2. Overview of Microsoft Project: our guys. Let's talk about what Microsoft Project is. I'm sure you've been hearing about it. A lot of people are using it, But what is it? What does it do exactly? Well, Microsoft Project is a project management software that allows you to input project information and monitor slash manage the project schedule. Resource is and costs, you might say. Well, led. Well, why don't need to use Microsoft Project to do that? I'm already doing that in Excel or maybe some other solutions you've created. And you know, those solutions may work, but the key word there is work. You are doing a lot more work using Excel or some other solution than you do with myself project. Because, let's say specifically, excel. If using excel, everything has to be created by you. So you're creating all of your views, all of your tables, all of your reports, most likely all their calculations, anything that is a part of your project plan you had to actually create because Microsoft Project is made specifically to help you with managing your project. All you have to do as we see here is inter in the key project, information being something a simple as the names of your tasks. The durations of those tasks. Starting finish dates Resource is resource assignments and possibly even cost information, such as how much each resource makes once you enter that core. Information in Microsoft Project has a ton of different views and tables and reports and calculations that are going to do a lot of the heavy lifting for you as far as allowing you to see your core project information in pretty much whatever way you want. So here's some things that project will do for you. It gives you, first of all, a centralized place to oversee your project instead of having to do some things and excel on some things inward and something's an outlook. Weaken. Do everything virtually in that one space. It allows you to pull in project information from various sources. Maybe you are someone who is using Excel right now. By the end of this course, you've become a project disciple and say, Well, you know, I want to use Microsoft Project now. Well, you can take the information that was in Excel, and you can import that into project. I'll teach you how to do that in another video. It allows you to build in scheduling constraints and deadlines and perform various project management related calculations. If you've ever taken a PMP certification class, you learned all these different types of calculations and things you need to do for things like forecasting are earned value or things of that nature. Microsoft Project Does those calculations for you there already built in? So save you some time with that. What makes our project does not do so. Sorry to tell you it does not manage the project for you. You're gonna be the project manager. That's why they pay you the big bucks, right? You still have to manage the project. But Microsoft Project is there to assist you in doing that by allowing you to see the information that you put in in a variety of ways. The best thing, in my opinion about Microsoft Project, is the ease of use. It's very easy to use, even if you've never used myself project before. You're going to see as we progress through this course, that Microsoft Project is a very easy program for you to use very easy for you to create your own stuff on it's not gonna be a steep learning curve for you to jump in and begin to use Microsoft Project to make your project management life a lot easier. 3. The Microsoft Project Ribbon: all right. I want to take a look at the Microsoft Project environment, and I want to walk through the ribbon and the different tabs there in we're gonna highlight some things will explain what certain things are. Some things will take a look at more of a high level and then dive deeper into it. A sweet get into other parts of the course. But let's begin at the beginning here, the place to start, and that's gonna be the task tab. And first thing we have in the task tap is a view area here, and that will take a deeper look at views later on. But here we can see just some different views that we can switch to. Views are really the most powerful component of Microsoft Project, which is why we'll take a whole section just to talk about some of the different views that they're available. All right, then. We have some things here with our clipboards. We can copy paste cut. One of the cool things here is next to copy. If you click the little dropped an hour there, you can actually do a screenshot or copy a picture. It kind of is a screenshot, but you're pretty much just grabbing whatever the view is your in and copies of the pictures that something to experiment with. We'll take a look at that another time. We have some formatting things here which you could use wouldn't use these too much. I don't think in this view, but in other places of reports and stuff, obviously, you would use that. But even in here you can do some of that who We have our schedule area here. So anything regarding our schedule marking tasks as complete outlining tasks, you'll notice that here we're looking at a very complete project plan. By the end of the course, you will understand what all these different arrows and symbols and all those things mean. But you can see some things are indented here. You can see some things are in relationship here. All that can be created right from this schedule tab. We also have the ability to make our links be respected. That works with manual scheduling, which we'll talk about later as well. So we see manual and auto scheduling here will define what those two things mean. We'll have separate videos to deal specifically with auto and manual scheduling. But the options up here represent what setting you have for each individual tasks. So for right now, just know that up here, this has to do with each individual task you can set some is manually scheduled. Others is also scheduled. From here we have some other task modes inspections and things weaken deal with. Here we see that we can insert some task. I think I just did one by mistakes. Let's undo that. We could just insert some tasks, summaries, milestones. We can import some things from Outlook will learn how to do that. Okay, we see all this stuff happening here, task information. So if I click on that will give me deeper information about my tasks. Alright. Ah, have a deliver verbal option here that I can utilise. We see here in 3 65 that now we can link things into Planner If you have not looked at the office 3 65 planner app definitely would recommend taking a look at that. So this is good because that now allows us to kind of bridge the gap between arm or a really in depth project plan. Here and make things available through Planner through 3 65 Right? So that's that's pretty cool. We see here options and this is important one. Why can scroll to a task right if I moved down into my project plan, Right. Executive training. I can't see that in my Gant chart right now, but if I were to click on Scroll to task, it will scroll over and allow me to see that in the gang chart. So that is a good thing. Let's go back to the beginning here. So all the things on the task have are all basic commands and she would use four creating and managing your schedule or your timeline. Then we have the resource tab will talk more in depth about resource is later on. The resource tab is going to be all about assigning resource is two tasks that you would have had to created. Those resource is first and we'll learn how to do that. But once we have them created, we can assign resource is two tasks. We can connect to a resource pool from here. We also will see the ability here to level resource is, which has to do with resource over allocations will do lessons specifically on the resource is later on on. We'll learn how to manage all of those things. We have a report tab here. Now, Project has a very cool, very easy use and streamlined reporting interface that we can use to generate existing reports or create new reports. And so all those things are sitting right here. We also have a visual reports option here which allows me to generate reports using either Excel or Visy. Oh, templates. Eso those could be cool as well. I will take a look at some of those in another video. We have the project tab and this is gonna be all about setting up and managing the project as a whole from a high level as we begin to learn how to creating new project plan will do a lot of things in the year. I can do things like set up general project information, Do project links, manage sprints. If you're doing agile project management, you have that there. We can change working time which will set up our calendar. We can set baselines, move our project spellcheck do sub projects. So anything dealing with the project in totality. We can use the project tab to help us out with the view tab is we'll just take a high level . Look at this. We're gonna do a whole separate video specifically on the different components of the view tap. But this is all about being able to switch between the different views in project and tables, which are very powerful, right? All that stuff is there. Of course, we have our help area here where I can get help on different areas feedback, show training, view new things that they're here in Project 3 65 Because I am in against sharp view. I also have get chart tools format over here on the right, and I could use this to just change the format, the look and feel of my get chart. However I see fit. And lastly, of course, we have a Tell me what you want to do area here or if I need to search for specific command , right? Like we learned base lining, for example, you don't remember where that is? Where I could type in baseline here gives me all of my baseline commands. So that is a very cool feature that, of course, we have in all of our office applications. All right, so those are the different tabs in the ribbon and a nice high level overview of what's there. We will go through and learn how to use these different commands and bring greater definition to some of the things that we looked over quickly in other videos. 4. Working with Task Views: All right, let's go over to the view tab in the ribbon here, and I want to begin to break down the different sections here of the view tab. Views are very, very powerful. This is one of the main reasons you want to use Microsoft Project is there are tons of views and settings that you can use to be able to analyze your project pretty much from any corner Any way you want to see it. You can use the view tab to see whatever aspect of your project you would like to. We're going to start by looking at task views here in this video. So I have a whole task view section and these air views, of course, that are going to allow me to see or manipulate different elements of tasks specifically. All right, we have a whole separate set of views for resource is that will take a look at in a different video. So my default view here is again chart view. And let me explain that you can have two types of views. You can have a single view. What we're looking at right now is a single view that includes one pain of data. Ryan. So one pain of data here, we could also have a combination of you, and that includes a split of some kind. The technical, I guess. Right now we're looking at a combination because we have the timeline turned on here. So let's turn that off for sex. So this is more of a single view at one pain. I could also have a combination of you. And the timeline could be considered a part of that. Or the details box here could be considered the part of that where I can put a different view at the bottom of my screen. That allows me to Seymour detailed information about whatever task I'm currently clicked on . Okay, so for right now, we'll just deal with e single view component of things. And as we learned the views, we'll see how we can begin to incorporate them in our split. So here we are. This is my default view. This is the Gant chart view. If you've never seen this before, welcome to Gant. Charts. Right. So this is a Gant chart right over here and also comes with the table will learn about the different tables later on underneath Gant chart also have a tracking gang. Now, this is a get chart, but it is mawr aimed around tracking the progress of your project. Okay, so you see some certain things like percentages. Baselines. We will learn towards the end of the course that you conform at your Gant chart to look however you want. So even if you're not using the tracking game, you can make it so that the percentage of the baseline or whatever you want is there in the gang chart. Okay, so that's cool. What else do we have here? We have task usage views and this if we scroll to our task here so that we can see it. And let me just put this into my quick access toolbar here so I can get to a very easily. All right. We can see a breakdown of how much time is being spent on each task per resource. Rather to take a look down here. We scrolled these right? We can see kind of a breakdown of what's going on per resource per day and all that kind of thing. Eso that is pretty cool. All the work that's being done there each day, so that's a nice of you to use. We also have a task board here, right? This is kind of similar, Teoh planner. In a way, if you're doing agile project management, this is going to kind of help you as well. We can kind of see an overview of what hasn't started. What's next up? What's in progress, what's done. We could add other columns in kind of breakdown or storyboard things a little bit. In this way, come, we have a network diagram that this is for my old school project Management foot. Right. This is old school Project view still has very good use because it allows me to see if I zoom out here for you. It will be able to see the different paths through. Our project is in progress here. You pretty much have a linear path here, But if we had a lot of things that were happening starting at the same time or finishing at the same time, we very easily be able to see the path through our project here. So that's a network diagram view still very useful. We have a calendar view. We all know what a calendar is, right? So I can see kind of from a date perspective where things were starting and concluding. And then we also haven't other views area here, which, from a task perspective, gives me things like the task form task sheet and the time line. This is a very good high level view where we can see like our overall phases and milestones . Now there also is a Mawr views area here We will take a look specifically at the things that are in the more views area in another video so we can see that just from a task perspective alone, the switch back to our regular gang chart just from a task perspective alone there, tons of different views going to take a look at some of the resource views in another video . 5. Working with Resource Views: all right. We've examined the task views that are available, and we see that they are quite comprehensive. We'll see how even Mawr comprehensive they are as we learn about tables. But before we do that, let's learn about resource views. Resource views. All right, so I have some views here specific to dealing with. Resource is all right. Let's just go in order as they are listed here first. When we have is the team planner, let's take a look at that. So this is going to give me a breakdown and kind of show me per resource. What tasks they are going to be working on. On what days we can see how things spread across or throughout the life of my project. Right. We could see all this wonderful stuff happening here. Course. All this is based on resource assignments. I see resource usage, which is going to give me more of a lawless expand. This we can see the task names here. This is going to show me the resource usage for each particular tasks. So top here I see tasks that no resource is are assigned to then down below. I see each resource and the specific task their assigned to and how much work they are doing on those tasks each day. All right, so that is good to know. We then have a resource sheet, and this is where our resource stuff begins. This is where we create the resource is that we are ultimately going to assign. We will learn all the different fields and things that they're here for each resource in another video, here's where costs information begins. I can enter in rates and all that kind of thing. Then we have other views where I will have a resource form and this is going to really be a delineation of the task form where can kind of see here looks just like it, But I can see resource information instead of task. Information could see the task their assigned to. I can see their standard rates you can kind of manage. Resource is from here. See their calendar and all that. Then we also have a resource graph, and this is going to give me a graphical view of the allocation of each resource per day. That's going to be a very good place for me to see over allocations, As you can see by, are a legend here. And I could go to each individual resource on I couldn't kind of squirrel around and see where they're assigned. See if I have space to utilize a resource mawr or if I need to use a resource less. All that stuff can be done right there. OK, so these are our resource views. They show a specific resource information we're going to see in another video that we can go and use our tables to see even the mawr information for each resource or each task if we want to. 6. Working with More Views: all right. There are a bunch of other views that in the background of project that we can access other than the ones that we've looked right here on the river. Eso If you go to your view tab and you goto either task views or resource views, both of them haven't other views area, and they'll start off with some built in just task or resource views. But then at the bottom is amore views areas. Both of these would take you to the same place. So if I got more views, it gives me a bunch of other views. Let's look at some of the views that are here for all of my the agile project management people here. I have, like, a backlog board up here that I can see right shows me backlog stuff. All right, we have our counter view. Springboard spring sheet. Descriptive network diagram was a little more in depth and traditional, the regular network diagram did all right. What else do we have in here? We have a detailed Gant. Our gives me a little bit more detail here. What else do we have here? We have get with timeline leveling Gan milestone roll up that shows me milestones and things. You have all these different views here that you can utilize his relationship diagram. I could go in and see what's going on there with relationships with other projects and such . All right, what else do we have in here? We have a bunch of resource views here. Resource name, form. Right. So you're going to explore this area, and you're going to find all the views that are useful to you team plan. And we look that right off the tracking game we looked at How about, um, the task entry view gives me different things. So all these are different arrangements of views, and more importantly, you can create or edit these views. So you haven't area hated creating new single or combination of you edit an existing view copy of you, or use the organizer to move of you from one project plan to another. We're not going to do those things in this course, but in the part two, you will learn of the advanced course. You will learn how you can go in and do some of those things. All right, so this more views areas very powerful gives you some pre made views and the ability to create or edit to get your own views. 7. Working with Tables: all right, so we've seen the different views that they're available, but we haven't talked about the tables that are a part of these views. So most of the views, as you've seen, come with a table of information. Some views, like your calendar, do not have that. Your network diagram is just a graphic, all right, but most of the views have actual table based information. What you are going to see now is that you can switch what table you are looking at and be able to look up from a data perspective at different aspects of your project. So let's take our basic Gant chart view that we're in right now. All right, this is our basic Gant chart. The default table that you have whenever there's a table in a view is the entry table and the entry tables going to just be a basic table for entering In information. Eso if I go to tables though on the view tab, I'll see that there's other table choices available to me first. What cost? Same get chart. But now I'm looking at the cost for each of my tasks. Right. Um, how about the tracking table? who? Same table or same view. Rather. But now I'm looking at tracking or actual information. Right? Variance. Right work. Now I'm looking specifically at work hours and actuals concerning that hyperlink could look and see any links that are available with individual tasks, which I don't think we have any in here. Usage could see that. So each table is a different conglomeration. That's a good word to use of fields that show you whatever you want. Now I can also go down to the bottom and yep, you guessed it. There is a Mawr tables option, and this gives me a bunch of other tables, including some tables that will have lots of really cool project management calculations, right, such as these earned value tables. Right. Look at that. Look at all these wonderful calculations. Please don't run screaming from the room. All right, so this is all right. It's doing the math for you. So this is cool and all of the PMP certification people rejoice. I think he's doing all that for you. You also have Let's look at some of these other guys that they're in here, earned value schedule indicators, writes all that stuff is there for you and a host of other tables that air in here that just are all gonna be different groupings of fields and calculations and such. You also have the ability to create your own tables. And this is one of the ways you could do that from in here. Could use the organizer you can edit. Same is what we saw in our Mawr views area, Right? The more tables area gives you those same creative options. I can also the top switch between task and resource views. And now I have a bunch of resource tables, rather as well that I can look at concerning costs and earned value. Let's see how much each resource is costing us or earned value. Or what have you now is not letting me apply right here, because I'm in a task of you but the fire to switch to a resource of you and then go back in here. Now I can see that information right, so I could see the cost for each resource or whatever I want. All right. So between views and tables and your ability to create your own of each of those things, you can really look at your project in whatever way you want to 8. Creating a New Project Plan: All right, my friends, the moment that you have been waiting for with bated breath has finally arrived. We're gonna create a new project plan. Of course you're excited about it. So I'm going to go to the new area here so that if you just opened up Microsoft Project, it's gonna bring you right here. If we were already in a project plan, you would go to file and then you'd click on new. That would bring you here. So where is here? We're here. Well, here is the new templates area. Let's take a quick look at some of the things that are available here. Now, of course, we could do a blank project, which is what we're gonna end up doing here in the moment. But I see a bunch of other things here. I see again for my agile folks. They've included ah, lot of agile terminology for this. For those of you who are unfamiliar, familiar with agile, if you start to see words like sprints and you know, boards and things like that, that is a by product that comes from agile project management. Read up on that Google that, and you'll get a better understanding of what that is. But for those of you who are using that style of project management, you can use project to do some of those things now. So we see some templates here that will help us out With that stuff. We see that we can create a new project plan from an existing projects. So if you have an existing project template you want to use, we can use that. From here. We can import things from an Excel workbook or Korea, I should say, creating New Project Plan based on things from an Excel workbook. We're gonna learn later on how we can import existing task into an existing project. Plan will do that a little bit later, but here I could create a new one or from a SharePoint task list, will do an example of that as well. And then there are a bunch of other templates that are built in. Let's just take a look at one of them. Why not Dixie Agile Project Management? You could see wedding planning, right? You can see all kinds of stuff. Let's do a justice Simple. Let's do a commercial construction. I'm just gonna go ahead and double click on that. And let's see what pops up. All right, so here we go. This is a general project plan. We see it already comes in here with resource, is there. We see it already comes in with, you know, just general tasks and everything. Durations and all that kind stuff. All right, Your timeline is already in place, so if you are new to a specific style of or specific type of project and you want to see kind of have a template or a historical view of maybe what you should base your project plan on these templates will help you to do that, right? So you don't have to start blind. It kind of gives you some help here, and then you can customize it for what you are doing. Now, if you already know what you want to do, then that's gonna be more work for you than good, because you're gonna have to do a mawr deleting than creating. And so if you're starting from scratch and you know what you want, you're just gonna go right here and click blank Project Blank project. And there you go. You have a completely break blank project plant that we're gonna have to set up. And over the next few videos, we're gonna go through some of the different tools and things that you're gonna want to configure to set up your project. Plan to be able to receive new tasks. 9. Configuring the Project Information Window: all right, We have a blank project plan here is absolutely nothing in it. And we're going to begin to configure something's There are several things that you're gonna want to put in place before you start entering in or importing tasks, in my opinion, because it's just gonna make life a little easier for you. Now, these things are not in any particular order of importance. But I do think these are all things you should do before you start entering in tasks. So the first thing that we're gonna do is take a look at the overall Project information area and look at some of the things that you can configure about your project right from the start. All right, so here we go to get to the project information window, we're gonna go to the project tab in the ribbon. We're going to click on project information, and these are all the things that are in front of us. So now the first thing that we're going to want to configure in this area is whether we're scheduling our project from the start date or the finish date. You can see I can do one or the other. I cannot do both. If start date is shows and finished, it will be great. Out finish date has chosen. Start date will be great out. What does this mean? Scheduling from the start date. First of all, means that I'm setting the start date of the project. And then every new task I enter in as I entering the durations, it'll project to the right towards a finish date, right, Some starting here and it's going to show me as I Inter Tass and when my projects going to finish scheduled from the project finishes the opposite of that, I set the finish date. And then every new task I entering is gonna project to the extend to the left towards a start date. All right. Eso will kind of give me an estimation of when I need to start. Now, In my opinion, I think I prefer to schedule from the project start date. Even if you have a hard finished it. Because we read from left to right. So I want to see things extending from left to right in that right to left. Even if you have a hard finish date, I'll show you later on that you can create a task and put a constraint on it so that it does not move. You can make the finish date concrete, even though you're scheduling from the start date. So that's what we're going to do. We're gonna schedule from the Project start date here, and we are going to be creating a project that is going to create a cloud storage solution for our company here. Right, because that's where we're going. Office 3 65 Everything's in the cloud, right? So we are going to create a custom cloud storage solution for Company X, and that project is going to start in the middle of August. It's going to start on August 19th. Some in the schedule from Project Start set the start date to be August 19. Hey, that's cool. 8 1919 0 no, if that means anything, but that's interesting. Any Well, what are some of the other things that we have in this window? We have the current date. Now you want to leave that alone that is going to automatically set itself based on your system clock. So I want to leave that there so you can accurately measure status or if you start doing status reports, you want to be able to see that they're speaking of status. Here, we can set a status date. This will allow me to view report to review a status line to show me the status of my project as off my status date. Here I see the current project calendar. The default counter is the standard calendar. We're going to define what that means. Later on, we will also learn how to create our own calendars on then in the lower Left, I have a statistics button. When I click on that, this will show me overall statistics for my project. I can also see baseline actual and variants values here as well. For start dates, finish states, durations, work hours, cost and all of that. I can also see an overall percentage of completion down below. Now you can get to that same statistics area by going to file info and you'll see project information over here. Not only is the statistics information going to be there, but pretty much all the other stuff that we just saw will be here is well, so calendar schedule from start to finish, start date, status date, current date. The Fargo to project information. Here. I see project statistics again. OK, so different ways to get their same things in both places. We want to configure those things before we start to inter in tasks. Now, what we'll do here is let's just go ahead and save our project plan real quick, going to do a save ass, and I'll just go ahead and put this all my desktop. If you're working along with me, you could just save this. Where of it is that you want to save it, and I'm going to call this cloud Collaborative would be nice if I spell that right. Right. Storage solution. See? All right. So there we go. We've said our project start date noticed that the Gant chart automatically jumps right over to that date. I can see August 19th right over here. Notice if you look very closely, there is a dotted line happening. Ryan in here That allows me to see when the start date is. As we begin to enter an task, all those tasks will start on that start date until we start to do relationships 10. Using the Manual and Auto Schedule Task Tool: If you think back to the intro video that we did for the ribbon in the task tab, we talked about a tool called Auto scheduling and Manual Scheduling, and now we need to talk about what those tools are and what they're going to do for you. So let's define them. And then I'll show you the different places where we can set that stuff up inside of our project plan. So first of all, let's talk about auto scheduling. So auto scheduling in Microsoft Project is going to do these things. First of all, new tax are automatically given a start date. So if although scheduling is turned on and I enter a new task it sets to start date for that task automatically, it automatically gives new task a tentative duration of one day. And by the way, that start date would be equivalent to the start date of the project. Okay, it gives each new task a tentative duration of one day, so it's gonna have a representation on the Gant chart immediately. Most importantly, when changes are made to a task, duration or scheduling project will automatically adjust the start finish dates of any it connected tasks that follow it, So any successor tasks are affected by change it. So if I have five task link together, finished to start 12345 and I changed the duration, let's say of task number three, Make it longer or shorter. Task four and five will automatically move Ford or move backwards or what have you based on what I've done. So auto scheduling here shows you the consequences of your actions. So that's a great setting to use. When task dependencies or task precedence is in place, right? It shows the consequences of our actions. This is a great setting to use when we're still in planning mode as well. I want to be able to see, as I make changes, how things are affected down the road in my project plan. All right now, manual scheduling is not gonna do any of those things with manual scheduling. New tasks are given nothing, right? No automatic duration. No start date is just the task name, and you have to enter everything else in changes made to the task. Durations of scheduling will not affect other tasks, so fives tasks one through five and then make a change to task Number three. Task four and five were going to stay exactly where they were. They're not going to move. It leaves all scheduling adjustments up to you, the project manager, and it's a great setting to use when there are no task dependencies. It also. If I don't have relationships in place, nothing's gonna automatically move anyway. So might as well, even on manual or when task dependencies don't need to be strictly enforced, which is something called a discretionary dependency. We'll talk about that further when we get into tax relationships later on. But basically, if I want to have full control over how and when things move, I would leave things on manual scheduling. Or let's say I'm more so now looking at my project in the executing phase of the project plan, and I don't want things to move as changes are made. Or maybe I'm going to go in and just make make massive changes or massive updates to my project plan all at once. Maybe manual scheduling might work for you. So which one is the right one to use? Neither of them. It doesn't matter. It's completely up to you whatever works for you, manual schedule may work for you. Although scheduling may work, it's completely fine. You may also discover that certain tasks you want to be, although scheduled while other tasks in the project plan you want to be manually scheduled . Which leads me to showing you the different areas where we can configure manual and auto scheduling on the task tab and you'll see it great out right now because we don't have any tasks. Internet, auto and manual scheduling here is for each individual task in the project plan. So if I want, you know, let's have got a bunch of task here. I want these tasks to be manually scheduled. I could do that. I want these tax to be also scheduled. I could do that. All right, so you can go in and set up whatever you want. Now what we want to configure right now as we're creating a new project plan, is this guy down here on the bottom? New tasks. It says new task manually scheduled by the fault. Change that. Although schedule. Why? Because I want to all my new taxing here to be also scheduled, all right, and It's a good idea to decide that early on so that you don't run into having to do more work later. If I had left, things is manually scheduled, my interred in a bunch of tasks, durations and such. And then later I say, You know what? I wanna have it. Auto scheduled. I can switch it, but it will put constraints for each task that I would then have to remove, All right, in order for things to truly be able to move around. If you say man, you know what this auto scheduling thing is really cool. I want that to be the default for all of Microsoft Project. You can configure that by going to file options schedule. And right here we're looking at scheduling options just for this project. But I can use my drop down to say all new projects. We can see that new projects are set to be manually scheduled. If I wanted to, I could switch that to auto scheduling. All right, so if you want to do that as a default for all of project, you conducive 11. Updating Project Plan Properties: When you create in your project plan, you may want to put different project properties in place. And what these were going to do is these are going to appear in certain reports or if you're printing things out and headers and footers. And also, if you're looking at your general file information just in a Windows environment, if you right click on the filing of the properties, there might be certain properties that you want to see. We could configure those properties in the backstage view of our project plan. So I'm gonna go ahead and go to file and I'm gonna look over to the right and I see project information here. Click on that and I see an option for advanced properties. So I want to go to advance properties. Yeah, All right. So I see the title of my project plan this year. The reason that stairs, because we saved it already, there's some other things that we can put in place s so we can put in a subject. Let's say are subject going to be cloud based storage. We can put in who the offer is, so go ahead. If you're doing this, put yourself is the author and the manager and our company is going to be Arum are Aramark court. We could do other things we can for the category in here. I will say I t we can put keywords in their comments. These are things that will help us out with searching right for searching for our file different metadata. We can put in place hyperlink base. We can save a preview picture. So when we're looking at it and, ah, Windows environment, we can see that this is good. Now we have some other things that will pop up. We could see general properties, right? We can see statistics, contents, shows us some project management properties. And then we have a customer area here where we can choose different fields and begin to add them into like, Let's I'm gonna assign the department here. The text value here and Valium, when put here, is one. Say, i t we're gonna add that field in other fields. I want any other field here I can add in there if I want to click, OK. And like I said, those properties are now available where they are going to appear in different reports, different places where we have headers and footers. And when we look at our Windows Properties informations, let's go ahead and save this boom and now all that stuff is in place. 12. Creating a New Project Calendar: one of the things that we want to configure before we start interim. Tassan is the project calendar. The project calendar is going to determine when things were scheduled. When you're off, days are all those different kinds of things now. First, let me say, If you have an existing calendar, you do have the ability to import that into your project plants. You don't always have to start from scratch. If let's say you're PMO or you know your company just in general has a project counter that someone created. That's for the company for that year. You could pull that in if they make it available to you. But let's make believe that you don't have that. You have to create your own. The first Let me say that there are three different base calendars we can start with. You know what? They'll probably easy for you to see it. That me. Just tell it to you, although I'm sure you love looking at my face while I'm talking to you. But let's take a look at the actual calendars here. So we're gonna go to the Project tab and you're gonna click change working time rights. Don't look for something called calendar change. Working time. All right, so here we have our three based calendar, So the default one is the standard calendar, all right? And we see that right here as the project calendar. This is going to give me a Monday through Friday, work week, as you can see. And, um, two shifts 8 12 and 1 to 5 on those days. We also have a night shift calendar of It's going to give me night hours. We could see that happening here. We also have a 24 hour calendar here, right? Which is just gonna give me everything right? And someone saying That's more like how I worked it all the time. Eso all that's there. Those are based calendars now. It's my recommendation that you leave those based calendars the way they are. You might want to come back to them. Let's just leave those their starting points and you can create a new calendar based on one of those, which is another reason to leave those blank because they could be a starting point for our new calendars that we might want to create. So I'd like to create a new calendar here for this project and eso I'm gonna go ahead to the upper right hand corner and I'm gonna click, Create new calendar. We're gonna make a copy of the standard calendar, and I am going to call this our Maher work Calendar se working calendar click. OK, and there we go. We're in our new calendar, So now I have my base calendars here, and my harem are working Calendar there. So now it's set up for me to be able to go in and make changes to the calendar. And in the next video, we'll learn how we can do exception and work week changes and then ultimately will learn how we can take this counter and apply it throughout our project. 13. Customizing a Project Calendar: all right, we have our counter created. We need to now put some updates, make some changes to our calendar and there are two areas. Weaken. Do that. So let's take a look. The first half here is the exceptions area. Now the exceptions area is built for exceptions to the norm. So let's say we normally work Monday through Friday. But let's say, you know, on August the 25th we don't work. Let's say I don't know what that is. I think that's a Monday, But so let's say we don't work that Monday where we can put that's an exception. It's not something that constantly happens. It's just that date or maybe throughout the project. Let's say every other Friday we only work half a day. It's not like the norm is an exception. We can put that in. Then we have the work weeks tab, and this is where we could make changes to the default schedule. Let's say we do work on Saturdays. We could do that there, or we could put in a range of non default work time. Let's say we have a summer schedule with this different than our regular schedule. Weaken do that there, so we're gonna do examples of each. Let's start with some exceptions are project is starting in August, and it's running through the end of the year, so we're gonna run into some holidays and some nonworking time. The default setting for an exception is nonworking time. You can change that where it's not non working with. It's a different working time. So let's start with Labor Day. So September 2nd here. When you click on that date, go ahead and type in Labor Day. We'll click away from that and when I click away from that date off, See, based on my legend, here is giving me a nonworking exception day where I see the blue and the grid over it. Good. If I wanted to change this to something different, I could click on it, go to details over here on the right and change it instead of a nonworking day to just different working times. Yeah, all right, let's go down here and, ah, let's do a different one. We'll do this one a different way. Let's go ahead and throw Thanksgiving in here thinking about Turkey already, and let's go ahead and set that up. I'm gonna choose the dates here. I think it's this week. Set that up and boom, there we go. All right, so that pops up right there. That can also do a recurring one. All right, so let's say that every No, it's a every other Wednesday. We have a different working hours, Let's say extended workday and let's set this up to start. Go ahead and start this off in August on the 21st and I'm gonna go ahead and do a recurrence for this. I'm gonna go to details. And first of all, I'm gonna change the working hours to 7 p.m. Come with the recurrence here. Let's have this happen every other week on Wednesday, all right? And we'll have it go through instead of ending after one occurrence will have to go through the projects. Let's just have it run through the end of the year for right now. All right, click. OK, and now that will pop up. So if I scroll through, you can see that pop up every other Wednesday, all right, in my calendar here. All right, so notice that it's not a nonworking exception Days Justin Exception day. It's a working exception day. All right, so those are exceptions. Let's make some work week changes now. So I'm gonna go work weeks, and first thing we'll do is we're gonna open up Saturday. We're gonna do a Saturday shift, someone to click on default when you click on my details. But in here and I'm gonna say Saturday set days to these specific working times. Let's do an 8 to 12 shift 8 a.m. 2 12 PM Click OK, and I see that opens up throughout my entire calendar here four Saturday. All right, this is awesome. Let's do a summer hours. All right, so this is going to be the different default for a period of time. So the difference again between this and exceptions is the period of time I want to do a non default scheduled the same for a different length of time. I would do a different work week. So then do a summer. Our situation here from July 1st. We'll run that through August. The 31st actually fits very neatly here, and let's set some details here. So let's say during the summer we're not gonna work Friday and Saturday nonworking time. And then, let's say Monday through Thursday, we're gonna do our extended hours till seven PM Click OK, and there we go during those time periods. Notice it's a non default work week. I'm not working Friday, Saturday, Monday, through Wednesday or Monday through Thursday, I should say I am working later hours. Then we see we get back to September, we go back to our default schedule. God. So I've created my calendar. I have put exceptions and work with changes in I'm going to click. OK, Boom. Let's go ahead and save this so we don't lose our hard work. We still have some work to do here. We need to set this as our project calendar. I'm gonna show you how to do that. In another video 14. Applying a Custom Calendar to the Project: our calendar has been created. And now we need to apply this throughout our project. Now, there are two places we're gonna need to go to set this calendar up as the default counter in Project. First thing we'll do is set this as the default counter for project as a whole. Which means this will be the default counter for both task and resource scheduling. To do that, we're going to go to the project Tab in the ribbon, our good friend project information. And right here we have the drop down four calendar. We see the standard calendar set by default. Click might drop down here and change this to the Arum are working Calendar click. OK, this is now the default counter for the project. Okay, We can also do that by going to file info consent my calendar right here as well. Now, with the only area that does not effect is your Gant chart. Notice that our Gant chart is still the same. We're in the summer here. We should not be working Friday and Saturday. And then in September, we should be We can see that this is clearly still using the standard calendar to show nonworking time. So very important to know just setting the counters. The project counter does not affect the Gant chart. We need to go into the get chart settings and change the calendar that's being used to display nonworking. Time to do that, I'm gonna right click on my Gant chart, and I'm gonna choose non working time when I choose nonworking time. I see a few things happening for me here. First of all, let's change our calendar. We can see clearly. This is still the standard calendar. Switch it to Arum are working Calendar, which I can see is now being displayed as the project calendar. Awesome. There we go. We see that in place now, I can also configure the formatting for nonworking time. All right, so let's put a different color in here. You can put a pattern on it. Beautiful. Now, the other thing that I'm gonna want to do is display Change my how my bars being displayed behind or in front of tasks. Now I'm gonna show you what behind would look like and then talk about why you might want to do in front of. So when I click OK, first of all, I see my calendar change here. All right, I'm gonna put a task here. Sample task I'm gonna give the duration of Let's just do something simple. It's to four days, a little bit longer. Let's do six days. All right, Here's why. I think I think we should change your nonworking bars to be displayed in front. If you look at my bar here, I see that this is only a six day task. But if you look because it extends over three non working days, it extends the bar out those extra three days. If someone is not reading here, which people tend to not do sometimes and just looking, they might look in this at this and say, Hey, this is like a nine day task. 123456789 It's like a 98 90 task when it's really not all right. So I think that it's better to when we're in our nonworking settings to tell it. Hey, display the nonworking bars in front of the task bars. Let's look at the difference that makes now I can clearly see that this is a period of non working time, right? So it almost looks like it's splitting the task up. But project extends over the non working days right to get to the completion of the task. So displaying the nonworking time in front of the bar makes life a little bit easier and allows me to really see what it is that I need to see, like so So that is how it's delete that task. That is how we can apply our project calendar to our project, right? We could do it for the project as a whole, and we can set it as the default counter for the non working time gain chart. 15. Creating New Tasks: All right. We have the foundation of our project in place. Now, we're ready to start entering tasks in show you a couple of ways to do this. Now, the quickest way to enter task and is using the entry table. So here I am. I'm in my get chart. I'm in my entry table squirreled all the way to the top. So the first task that's gonna be a part of our cloud storage solution creation here is a feasibility study. Let's spell feasibility correctly. Enter. Boom. There we go. Now we have auto scheduling turned on here, so it automatically gives us our tentative one day duration, and it gives us our starting finished based on the start of the project. All right, now I can start entering in durations. Let's I put in seven days here, all right? This is going to be seven work days. So the default unit is days, work days. Let's I do one week, it's gonna do a work week, so stops is finishes on the 22nd. That's not a week, folks. That is a work week. If I wanted to switch it from Work Day's work weeks, two calendar days, or weeks, right? I would say that's two days first. So here we had all of switching back to days. Seven days, right? It's spilling over here. All right, I'm gonna change that to seven e days. Notice it switches. Now, the finish date is finishing on the 26th as opposed to it doing work days. So it's spilling over into these other days. Here. How about a week? Right? Someone to do instead of one week. All right, let's some doing a Actually, I wanted to do an actual calendar week. I could say one e week notice that my Finnish state changes. You can't see it cause it's being covered up here by the nonworking time. But my finished eight changes here to the 26 instead of the 22nd I believe it was before. I'm actually gonna leave this as a one work week situation, but I don't want to do with work weeks, but I want you to see duration is based on the work weeks, days, months and not calendar. If you want to do calendar, you have to put that e in front of it, right? And then it'll change. Two calendar days, weeks, months, years. Yeah, All right, let's enter in what we would call a milestone. Now a milestone is a task that has a zero day duration. There's really no work involved. It's more of a checkpoint or a deadline or kind of an area for of delineation. Usually that indicates to start of something or a transition from one face to the next. So we're gonna do a milestone here for project approval. Change this to zero days, and there we go. Right now, this is a diamond. You can't see the full diamond because it's being the, you know, the nonworking time is covering half of it up, but that is a milestone. I could also intern a milestone by going to the task happy. And I see task here, summary milestones gonna do milestone and interest in a new milestone. And I'm going to say Project start, let's get rid of the rest of this stuff, All right? That's why I think it's easier. Just type it in, cause you not to delete things and all that project start. There we go. All right. Very good. Now I want to do a recurring task, and I want to enter that task in above project approval here. Right. So I'm gonna go ahead and click. Let's just say in general, I want to insert a new task above something I can click where I want to insert it. And I could hit the insert key on the keyboard. Gives me a blank line, allows me to insert that task. So I wanna go to my task drop down, and I'm gonna choose to do a recurring task. Wanna do recurring task here. I can give my task a name, and I'm gonna call this task project status meeting. Give it the duration of two hours and I'm gonna have this happen throughout my project every Monday, every Monday. We're gonna do this right so weakly every Monday when they have it in throughout the life of my project. Now, because we have not put a bunch of tasks in where the project has really a life yet it's just doing it based on whatever my last task was. So I'm gonna have to go in here and put something in. So let's go ahead and just do it through the end of the year and we'll schedule this using our project calendar Click. OK, now, any time there's a task, all right, and this is most likely our Labor Day. It's not going to let us do this on a Monday. I could choose to reschedule this or not create that one task. I'm going to say yes to reschedule it. You can see yes, that Labor Day right there. It's moving that to the Tuesday Come and there is my recurring task, so very easy to begin to Inter Tass in whether they be regular tasks, milestones or recurrences will learn about summary tasks and things later on, we're gonna also learn that weaken import tasks into project. 16. Importing Tasks from Excel: all right. We know now that you can go into project and you could just begin to Inter Tass in. Okay, so that's great. If you're starting something from scratch, you just want to go on into things and you can. But what if you already had tasks and other places? Maybe you are going to be transitioning after this class toe working with project, because this thing's course has just been so impactful in your life that you just wanted for everything away and go into project. You want to pull those tasks in here, you can do that. So let's start by looking at bringing things over from Excel. So I already have a task list set up in Excel. I want to bring it over into project. Now, let me start by just showing you an excel file and talking about kind of how to set that up . So here I am, in Excel. Now, of course, you would have whatever field you have that you want to pull in. The first thing that I would recommend you doing is cleaning your data up. So if you have things in excel that's in the midst of a bunch of other data or other stuff you might want to copy and paste it onto a brand new worksheet or something like that. Make sure you have a continuous range of cells before you do the import. Now you don't have to worry about changing field names or anything like that. When you were creating yours, you probably did not use the same field names that Microsoft Project would expect. But thats OK because it's a part of the import process. We can tell it where to put each field of data that you have. You have to worry too much about matching field names up. But if you did want to do that, it would make it go a little bit quicker because you wouldn't have to do any mapping in the import process. So here's my list. I've got some tasks here, and these are the actual working working tasks that are gonna come once the project starts . Also have all these phases and things, of course, we'll learn how to relate them in outline them in other videos in project. All right, so I am ready now to import my information in two projects. So here's what I'm gonna do, I'm going to say file open, and I'm gonna go ahead and browse. Now, I'm going to go to my folder where my information is. What I'm gonna need to do is change my filter down in the lower right here, cause initially, it's just gonna look at Microsoft Project files, which you excel is not, so I can switch this to an Excel workbook A C S V file are Could just say all files and then I could see everything right here. All right. Eso here. I have, um, some task here. Early phases, and we open this up and right away it starts my wizard. Okay, so let's walk through this import wizard. Very simple. I'm gonna click next now, Like I stated before, When we do an import, we can choose to map where the fields inside of the file that were importing should go within our program here. What should create that map? You can save it. So here it's asking us, Are we going to be doing this import based on the brand new map that we're gonna configure through the wizard or we're going to use an existing map that we've saved previously, which is great, because if you continue to or if you're going to need to do multiple imports and the map is the same, you don't have to keep redoing it. Just save it and use it here. We're gonna do a new map. Someone say new map next. All right, Now, I have three options here as to how we want to do my import. I could import my data as a brand new project to from 1 to 2. First of all, I could upend this data or add this data to the end of an active project, which is what we're gonna want to do here. Or I could merge the data into in the active project, which would have it merges. Let's say we already had task in place and we were merging in new information about those same task or resource is our. Then we would say merge. Also, in this case, we're gonna add this to the end. Someone upend this data to my active project next. Now this point is gonna ask us. What data are we importing? Which basically what it's asking us is Hey, where do you want me to put this data eyes. This task information which would go into the task entry table is this resource information that would go into the resource sheet. Is this resource assignment information. What is this? So we already know by looking at the data that we're dealing with task information now, we could do all three if we wanted to. What we choose here is going to determine what fields and things that gives us in the mapping area. If we did all three, it would ask us to tell it what to put in the task fields. What to put in the resource fields, what to put for assignments. So here we're just gonna do tasks. We're going to say that our import includes the headers here as well. So has those field names in place. All right. Next are now, at this point, we can choose the worksheet that we want to import from, so this is gonna be on sheet one. So this means again if he had a multi sheet workbook where task information was on one sheet, maybe resource is on the never sheet. Something else is on a different one. You could do that. You, at each point in the import, tell it which sheet you are importing into. All right, so here we go. Now, I see here that I have three fields. I see that I have, Ah, my name. Field my duration field and apparently have something in cell F three. It looks like that's not map. That's fine. I don't want to import that. So if it's not map, that means you're not gonna import it. Now, I use the same names, not created that Excel file as the things that project are looking for. So these are already mapped up. If they weren't, I would click on the drop down for the Project field and tell it what field I want to import my different fields into. Now it gives me a preview area at the bottom so you can look at that and see whether or not this is the correct information that you're pulling in. In this case, it is I'm good someone to go ahead and click next. At this point, it allows me to save my map. So if I know I'm going to be importing more information later on using the same mapping. Good idea to save it, right? Save yourself a little time, especially if you have a lot of fields and finish, all right, and we go ahead and do our import and voila! All of those tasks that we chose are now right in here inside of, and I don't worry about this. There's a sink going, something else. We'll learn about that later. But all the stuff that we brought in is right here inside of our project plan. That is awesome. So if you have a bunch of existing tasks, no need to recreate them. You can import them, pull them right into project and choose to either create a new project to the end of your existing project or merge it with your existing information later on. When we get into dealing with, resource is, we'll see how we can import the Knicks, sell file and move things into the resource area of your project plan. 17. Syncing Tasks with SharePoint: All right, Let me hear all of my SharePoint users. Make some noise out there. That's right. SharePoint. Alright, if you're not using SharePoint, shame on you. It's 2019 year to get with the program, All right, But SharePoint is a very cool, collaborative, cloud based platform, right? And so it would be really nice if we could take our project information and put some of it and make it available in SharePoint. Let's say, for example, you have, you know, every all the users who are in your environment do not have Microsoft project. Maybe they don't. They don't all need it. But you want them to be able to all see the tasks. Maybe some of your workers are some of your team members. You want them to be able to update the progress of tasks. Even what we can do is we can sink our project, plan up with our SharePoint site task list, and that way, people will be able to see and make edits and things to tasks and have everything sync up when we save. So I have a SharePoint site created for a whole cloud collaboration thing here and absolutely called Project cloud here. It's Ah ah site using a project template. So we have all that there. And what I'd like to do is sink our project plan up with the task list here inside of Project Cloud. And so that's what we are going to do s Oh, here we go. To do this, I'm going to go to file in project. Want to go to save as and at the bottom of save as the very last thing I see here is sync with SharePoint. Someone to go ahead and choose that. Now I could choose to sink with a brand new SharePoint site that I'm creating. I'm gonna be sinking within existing SharePoint site. I'm gonna go ahead. I've already copied the U. R L so I'm just gonna pace that you are all in there. I'm gonna click this button to verify the site. Also, it verifies the connection to it and allows me to choose between my task list. Now, I only have one task list here. If I had multiple ones created within the site, I could choose which one I want. I'm gonna go ahead and choose that like so and I'm going to hit Save. It's gonna go ahead and do a sink now is a two way sink. So if there were already tasks in existence in my SharePoint site, I could sink them down into project as well and kind of have both things happening there. And as you can see here, it's saying it's updating both SharePoint and Project. So this is not a one way situation. This is a two way sink that we can have here on once this is done sinking. When we look on our SharePoint site, we will see all of the tasks that were in place inside of Microsoft Project in existence inside of our SharePoint side. Like I said, if we already had things in SharePoint, we would see those things come down to project as well. All right, so it's doing our sink now. Depending on the number of tasks that you have, we have quite a few tasks that is going to determine how long your sink actually takes. When I'm going to do is just go back over here to SharePoint and let's do a little refresh and see if anything came through just yet. We have a large number of. There we go. We have a bunch of stuff already here. Not sure if this is everything, but you can see it happening already. So a bunch of the tax are here. This is definitely not everything. Someone to refresh again. Last one is consult subject matter experts. Let's refresh that again. See if anything else came through. You can see our staff meeting is here a status meeting. And there we go. Right, So it's continuing to bring everything. And I think that is everything. Probably not because it's still sinking, but you can see that all the stuff that was there inside of our project plan is now right over here inside of SharePoint. I think it's done. Now it's yelling at me. Still is contact and server to make sure that everything is correct in here. All right. And there we go. That is our sink. Now we have not at this point done any relationships or any indented or anything of that nature. Yet that information, once we do that will also convey over into SharePoint so that we can see predecessors and all those different kind of things. But here we have all of our tests. Let's go into one of them. Let's go into assess specific departmental needs. Let's see what the details are inside of that. We can see the start date and the due date is there. Let's go ahead and hit. Edit here. Let's see if our duration shows up. I do believe that is one of the fields. Let's see. Show more, um, that. So I don't think duration is one of the things that's here, but that's that's fine. We could always do that again. You can see the predecessor situation sitting down there as we begin to do relationships. That stuff will come over as well. But the moral of the story is we were able to take everything that was here in project sync it up to SharePoint. And now people, you know, users could come into view the tasks that are there in SharePoint. Maybe you need to use SharePoint to do task assignments and things like that. You can do all those SharePoint things on then, as edits are made as progresses may weaken, sync up As we sink. We'll see those things flow through to Microsoft Project here as well 18. Importing Outlook Tasks: Another application that deals with tasks is outlook, and you may be using outlook for tasks right now, especially if you're interested in doing task assignments. Right. Outlook allows us to do that. Well, we can import outlook tasks in to project as well. The process starts off a little bit differently. So we're not gonna do file open, obviously not opening a file in outlook. Now, of course, you could also take that task list. That's an outlook and export it to a C S V file and then import. But you don't have to do that. We couldn't just import directly from our outlook task list into Microsoft Project. You do want to make sure that the tasks that you're gonna be importing are in their own separate task list. So that might mean creating a separate folder and moving tasks into that folder for the purpose of importing them into project. Okay, But once I've done that, I'm gonna go here to the task tab and over towards the right. I'm gonna click the drop down arrow underneath task and I'm going to choose import outlook tasks, import outlook, tasks. All right, so here we go. It's gonna allow me to important. Now what it's doing here is connecting into my outlook, and it's going to show me my tasks. That air there are so I can see all the existing tasks. I can see the specific folders of tasks. Right. So here we are. I can choose what I want to bring in, So I'm gonna go ahead and choose to import all these tasks here. Oh, the folder rather than I want someone to go ahead and choose this folder. So brings all those tasks in and I'm gonna click, OK? And there we go with imports, though tasks and puts them right at the end of my task list that I was currently in. All right, All that stuff is right. Then what I'm gonna do is I'm gonna add a what's going to eventually become a summary task to this area. So what I'm gonna do is just click right here and I'm gonna go ahead and insert a new blank task and I'm gonna call this training and support fees, right. Beautiful. Now we'll notice that, of course, durations and things actually already had that right down there. Ah didn't see that there. Let's get rid of that. Actually, move this up here. So I'm gonna just click on this task and then click again and drag it up in place. All right. So I was ahead of myself. I didn't even realize that. Now the one thing we will have to put in it some durations. Of course, we can do that later on. But the important thing is, if I have tasks, are things in existence and outlook? I can do an import, right. Go to the task tap click to drop down underneath task, choose import outlook tasks, and then I can pull them right into my project plans. 19. Creating a Work Breakdown Structure: So we have all of our tasks in place at this point, right? We have everything in place from beginning to end of our project. All right? And that is awesome. Now we need to begin to further build our timeline here, and the first thing we're gonna address is we need to create a work breakdown structure. Now, work breakdown structure is just that. It's a breakdown of the actual work that's being done. So you are going to have certain tasks that are high level tasks, for example, research and plan less expensive span this a little bit so we can see everything, right? So first of all, research and planning all right, that is a very high level thing that could involve a lot of different things and actually was gonna involve Is these tasks here, right? Building the project team, assessing, researching, consulting where all these things are a part of researching and planning. So research and planning is a high level task. And those tasks I just mentioned are sub tasks underneath, all right? And we can represent that in our project plan by outlining so everything isn't flat. We can see what entails what So let's start by turning research and planning into a summary task. Now, few things are gonna happen when we do that first thing. Research and planning and everything associated with it is gonna be become bold, right, Because it is now a summary task. The duration is going to possibly change as well. Actually, it's definitely gonna change right now. There's just been a just a general duration entered in. But once we link this underneath, we can see we have stuff that's a week, a couple of days and all that kind of thing. And those are going to affect the duration because a summary task duration is pulled from the tasks that are beneath it. All right, eso initially it's gonna be one thing. And then, as we create, relationships will see that change again as well. Also, we will see the symbol change that's here in the gang chart itself to reflect a summary task. Alright, s Oh, here we go. Let's go ahead and highlight these tasks underneath the research and planning. Like so and then what I'm gonna do is go ahead and hit my Indian two buttons. So taking a look at the schedule section here in the ribbon. I'm on the task tab. By the way, when I click my right hour for in debt and there we go, it changes this in all the ways that just mentioned. Now, initially, this is going to show up us five days because the week is the longest thing underneath. When we create relationships, depending on how the relationships are set up, that is most likely going to change. Let's go ahead and do that for the rest of our project here. All right, so, development phase, let's go ahead and do that. And then let's go ahead and grab our testing phase. And what we'll actually do is we're gonna do to levels of indentation here. So first of all, all of this stuff is going to be a part of the testing phase overall here. But then we have two levels of testing. We have Alfa Testings. All this stuff is going to be a part of al for testing, and then all of this stuff is going to be a part of beta testing. It s actually move that back some. This should actually be over here, and they will include all this stuff underneath. Beta testing. Okay, so we have several levels there. All right. Ah, that was come down here, mate. For adjustments are present stakeholders. Those are kind of by themselves, and then we have a rollout phase like so and then we have our training and support fees. All right, so this is good. All right? Now, we can also create an overall project summary task for the whole project. We could do that by going to Gant chart, tools, format and all the way over here on the right. I see a check box for project summary task. I could turn that on, and that gives me an overall summary task at the top here that represents the entirety of the project. I also have an option for outline numbers, and this is going to allow me to see how each task falls in the work breakdown structure. So if I hit outlined number, it's gonna go ahead and give me outlined numbers for everything. So, for example, testing will let's start appear research and planning his task. Five. So these tasks, they have ideas next to them, but they're also represented this way. This is 5.15 point 25.3 You can see when we get into testing phase. Right. So these guys right here testing phase overall, this task seven Alfa testing a 71 So we have 711712713 Right, So this is good for us now. Project is never going to refer to these tasks by those numbers. It's always going to refer to them by the project Task I d numbers over on the far left, but these are good for us, especially when we're printing things out so that we can refer back and easily see how things are grouped and related together. Now notice that each summary task can be collapsed. So I have a little triangle where can collapse things, but also from the View tab. I have an outline option here. Why couldn't rule everything up? Let's roll everything up to level one. So here I'm just looking at my main tasks Go down to level two. It's going to be my first level of indentation. Knows that it keeps the Alfa and beta testing still rolled up. Go down to level three. Now I can see everything, right? So it gives you up to nine levels of indentation here. Anything more than that is ridiculous, right? That's probably ah, sub project or two that you got on your hands. This You want to try to avoid that? Okay, but here we are. I can easily again say, Let's hide all the sub tasks in a certain area. Let's roll up to just love one, or let's expand this whole thing to show everything. We can do all of that right from there. All right, So very easy to take our flat project plan here and create a work breakdown structure using our indentation and are outlined numbers. 20. Task Dependencies Overview: we have our work breakdown structure in place. But all of our tasks are completely independent. Nothing is connected to anything. And in the real world, that's probably never gonna happen, right, because the project is going to involve some interlinking or dependencies of task where one thing affects another. This has to be done before that can be done. Now there are two ways to look at this or two things we need to talk about here. The first is theoretical in nature. On the second is practical as to how you do it in project. All right, the part of this that is theoretical in nature is dependencies, dependencies. There are three types of dependencies, and there's no way to really show dependency in project. We show precedence and project. But dependency is a project management principle or ideal that is going to affect how we set up our presidency's once we learned them. So let's talk a little bit about task dependency. There are three different types of dependencies between tasks and project management. The first is mandatory dependencies. Mandatory dependencies are tasked that have to happen in a certain order where this has to happen before this. This is connected to that. This has to happen before this happens over here s so, for example, a mandatory dependency would be I can't put the drywall up. Let's say construction, right? I can't put the dryer all up until the plumbing and the electrical is done. That's a mandatory dependency. What else? I can't I can't bind the books. I'm doing a book project. I can't buying the books until I print them. Right. I can't prove free the book until the book is written until development is done. These are examples of mandatory dependencies. This requires this over here in order for this to happen. And something being mandatory in that way is going to affect the way we said the presidency in Microsoft Project. But then we have discretionary dependencies. Discretionary dependencies are where tasks don't have to go in a certain order. But we just at our discretion, choose to do so. For example, if you're writing a book, maybe you know you have the actual text component of the book and then you also have the graphical component. Maybe some of your stakeholders are very big on the image. They're very concerned about the image and the graphic nature of the book. And so you might decide to move the graphical nature or the graphic creation up, maybe even before or along with the creation of the text, right? Just because, you know your stakeholders want to see that doesn't have to happen that way. They're not really connected. But you're choosing the Connect them that way at your own discretion. And then we have external dependencies and these are tasked of dependent on things outside of your control. So I can't print my books until the payment of the shipment of paper arrives. And I have no control over when that's going to happen, because that's the paper companies job to deliver my shipment that I ordered on time. Okay, so that is an external dependency. So these dependencies here, the type of dependency that you have is going to affect task presidents and task precedence is the logical nature order in which our tasks are connected. There are four different types of task presidency that we're gonna learn how to do. The 1st 1 is finished to start and that says that task A has to finish before task be, can start. So this is the default type of presidents and project. This has to happen than this. Then this. Then this kind of a serial nature of task being completed. But then we have two presidencies that arm or parallel in nature. The first is start to start, which is saying that once task a starts test beacon, go ahead and start, and then they can go together. And then we have finished the finish, which would say Task A and B both need to finish before the next set of tasks can start or once task a finishes Task B is okay to go ahead and finish, but we're linking their finishes together. You could also have a start to finish, which is kind of like a shift change where Task A cannot finish until task be starts. OK, so these are the different types of presidents, and again your dependency might determine the flexibility of precedence you can have. If something is a mandatory dependency, it's most likely going to be a finish to start. Whereas if it's a discretionary dependency, we might have some flexibility to have some parallel things happening where things are starting or finishing together. We're gonna learn how to set up task precedence in project in our next video 21. Linking Tasks: Now that we understand what dependencies and precedents are, let's take a look at how we can visualize that in project. I want to start by linking my entire project together in a finish to start relationship. Remember, that's the default relationship type. So all we have to do is basically say relationship, right? And it'll do it well, you just saying it won't make happy. You have to click something on the mountain. But you guys get what I'm talking about. So I'm gonna do that for all of these here. Now, the first thing I'm gonna do is I want to get this project status meeting out of the way. Um, just put that right up at the top so that could link all these other things together. So I'm gonna start highlighting stuff now. You're gonna know this is I begin to highlight that I'm going to skip over my summary tasks . Someone a whole control, skip over the summary task. You want to do that? You want to just involve the work packages which are the actual tasks. Will work is being done in the relationship. It could just get very confusing and very messy. If you start doing this summary tasks as well. The summary tasks are more of an indicator. They will move as the actual work packages move. So we're going to skip over those. And I'm just gonna do this entire thing at once when the highlight. All of these guys will do all these at once. We're gonna end up changing some relationship types later. But for right now, let's just get the whole thing together. So everything is highlighted that I want to be in relationship. I'm going to go to the task tap, and I'm gonna hit my chain link, which is right here in the schedule group. Boom! And there we go. Everything changes. Look at that. Whenever you see blue, by the way, in your table, that means that that area or that ah field or that value just changed. That was affected by whatever you just did. All right, so there we go. So our project is well into February. Now, now that's going to change in a little bit because we're going to do some changes to our relationship types. All right. So noticed that by the fault things happen and they finish to start relationship. If I scroll over here a little bit, I'll just expand my table so you can see there's a predecessors column and the number of the preceding task is entered in to each task with his relationship. So this is important information because this lets us know that project creates or looks at relationships backwards. All right. It looks at the relationship between the task and its predecessor or the task that came before. It doesn't look forward for relationships. Looks backwards, Cavor. Important to understand that. So that means if we're gonna change your relationship type, we're gonna do it from a ladder task and whatever comes before it. So let's start by doing some things down here. Now, I'm gonna look at this testing stuff, and, um, I think that all these can happen at the same time. So what I'm gonna do is I'm gonna start down at the well, I'll start with Tacit, be all right. I'm gonna double click on task be. Let's scroll to that task in the project plan here in the gang chart. So when a double click on B and I'm gonna go to the predecessors Tab, I can see that task A or Alpha Test Group A is its predecessor. So the finish to start. I want to change this to a start to start. I want these guys to start at the same time, and there we go changes that relationship type. All right, now I'm going to do the same thing here, But I'm just gonna type s s this time for 40 and I see that changes so we can change or create relationships using the ribbon or just by typing things in. All right, let's do the same thing for the beta testing, right? I'm just gonna in the interest of time, just type these in here. That's s get this in finished to start here as well. Beautiful. All right, Fantastic. Let's look at what else we have here. Maybe there's some other room for us to make some adjustments. Here's where that discretionary dependency stuff comes in, where things are not mandatory. I could possibly do certain things at the same time. Okay, so we'll take a look here. Let's say that I I'm looking here, and I feel I have enough resource is I'm gonna do the executive team by themselves, but Let's say I figure I have enough resource is to roll out building the three buildings at the same time. Okay, just for the sake of, um, seeing some things differently. So I'm gonna go ahead and do that. Let's scroll to that so we can see that happening there. I want to do this as well in a start to start. All right, so we are able to create and manipulate our relationship settings. However, we need to do so. And I'm sure there are other places here throughout where we could find room to change things. Put things start to start finish to finish or whatever before we move onto the next thing, and this will help compress our schedule. So we see that we can create relationships by highlighting the work packages hitting our chain link weaken type the numbers and relationship type into the predecessors column as well 22. Using Lag and Lead Time: Once you have relationships in place, you have some space or some options here for playing with the space between the two tasks to finish of one and start of the other. We can put space in between there, or we can reduce space and move the start of a successor task into a proceeding task. Right now, the terminology for those two things is lag time and lead. Time lag time. First of all, is where we put space between the finish of task A and the start of task be in the finish to start relationship primarily. Lead time is where we move the start of task be up to before task is completely finished and they finished a start relationship so lags for adding space. Lead is for reducing space. Take a look at that in our project plan here. All right, so here we go. Uh, let's take a look at some lag time. First, let's find a good space to do that. All right, um, so here we go. Let's say that we have, um Let's actually do some lag time up here. So let's say after our rollout phase is complete, we wanna have kind of leave everybody on their own for, let's say, a week before we start doing formal training, right? Wanna leave everybody on their own for a week before we start doing formal training? Now what I'm gonna do is list actually remove this task here because support that's more of a business function. Not really a project task. So the preceding task here for building Let's let's rebuild this NASA's I deleted that task through that relationship in there. All right, so the proceeding task here for Building 100 training is rollout of remote users. Alright, someone to double click on Building 100 training and I see remote users. Here is my press proceeding task. I want to put one week of lag in here one week of lag and when I click OK, look what it does there it says 58 fs plus one week. So we're pushing out the start of our training program to a week after the remote users are rolled out. Eso we're giving everyone a week to live with the product first, and then we are going to go ahead and train them. All right, so that's what lag time does we push space or put space in between now? Very important. This is not free space here, guys. This is not slack, right? Free space is space. Where? Let's say this finishes late. This convey move up into that free space or this wants to start early. This could move back into that free space. All right, That is not that this is pre defined space. So if we are a week late rolling out of remote users, that means we're still gonna have to wait a week before we start training. Alright? Or if we finish early, we're still gonna wait a week before we start training. We're putting that pre defined space right in there. All right, this is good. Let's take a look at lead time because lead time is the opposite lead. Time is the opposite of things. So let's go down here to our development phase. Will do some lead time in there. Why? Because I want to eso we're developing our code and we're developing our branding and our security protocols. All those things don't necessarily have a lot do with each other. Let's say specifically code and branding. All right. And let's say I've decided. You know, once the code is halfway done, we'll go ahead and start developing the branding. That's gonna be lead time. So we can indicate lead time by putting negative values into that lag area. Right? But days, weeks, months, percentages, whatever you want. So I'm gonna go ahead and double click on developed branding. I think we'll do a 50% lags. Well, say, minus 50%. Wanna move it back to the 50% mark? Click OK, and look what happens there. Moves this back to about half way. So what's the code is halfway done. We can go ahead and start developing our branding. That is fine. This is another way to crunch our schedule back to that discretionary dependency thing again. Now, if the code had to be done, if that was mandatory, we couldn't do that right, because the cold would have to be done in order for us to do our branding. But since this is more of a discretionary type of dependency, we have a little flexibility to include lead time. Okay. So again, lag is where we push space in between the finish of a and start of be lead times. Will you move the start time of beat up to whatever point we want in the midst of task a. 23. Working with Task Constraints: in automatic scheduling. We're leaving it up to project what? We're not leaving it up the project. But we're allowing project flexibility to adjust tasks as we make changes, right, because we want to see the consequences of our actions. All right, however, we can initiate some measure of control. So that's kind that doesn't become self aware here. And you can do that using constraints so we can put constraints in place to say certain tasks cannot be moved past a certain point or can't start before a certain point or have to finish at a certain time, whatever it is that you want. All right, let's take a look at the constraint area and let's see some of the different types of constraints that there are, and we'll see how to use them. So let's say here are subject matter expert. Well, let's do a constraint later on what will do it right up here. Let's are are subject matter expert. Here we are not able to interview are subject matter experts. Let's say we found out they're not going to be available before September the ninth, so we need to put a constraint here to say that that task cannot take place before September 9th. I'm going to double click on that. We're gonna go to the advanced tab, and here we see a constraint area. So I see constraint type. The default constraint type is as soon as possible. Okay? And that's what allows the tasks. It's kind of freely move around. As soon as they're able to start, we're letting them start. I'm gonna click here, and I see other ones as latest possible soon as possible. Finish no earlier than finish no later than must finish on. Must start on start No earlier than start no later than so. This is how we could set off. We think about when we learned how to schedule our project from the project start date of the beginning here. This is how we could set a hard finish date. I could simply put a must finish on or finish no later than constraint on my finish date if I wanted to s. So I'm going to say start no earlier than and I'm gonna set my date up here. Start no earlier than September the ninth. And then when the click, OK, and look what happens there it pushes it back to that date. So we have some space in here now. But then also, when we take a look at the indicator section that puts this blue and white table icon there , and that is the symbol for constraints whenever you see that, that's an indication to you that there is a constraint on that or those tasks. If I hover over this, it lets me know that have a start, no earlier than constraint on this particular date. So that is what constraints do. Constraints affect our scheduling based on the type of constraint that you're putting in place that's going to determine the type of hold or control that you're putting on schedule at that point. So even in the midst of having auto scheduling weaken still kind of put some things in place, or at least with some loose some parameters around what it is we're going to do. And what will happen is if we start making changes to previous tasks that could affect our constraint. It'll give us a scheduling conflict error, and we could choose to ignore it, but it let us know that there's an issue with what we're trying to do 24. Working with Task Deadlines: constraints as we can see affect scheduling. Right? So it's going to control how win or if things move. Deadlines, on the other hand, do not affect scheduling. However, they're an indicator for us off when something is due and we could make project yellow This if we get past that date and the project door, the task has not yet been completed. All right, so I want to do a deadline here for establishing our domain. Let's say the deadline for establishing our domain is at the latest. We need to have that done by September the 13th. Alright, someone a double click on established domain and on the advance tab right above my constraints Here, I see a deadline option. Now there's no type of deadline. That's just a deadline. So the only thing it wants us to do here is choose the date for our deadline. So I'm gonna go ahead and hit my drop down arrow here and we said we want that to happen on September the 13th. Beautiful. Who? Friday. The 13th is the deadline. Watch out now. There's trouble. All right, I'm going to click OK and check out what happens here. It puts this little green arrow on the, um, justice green hour here on the Gant chart to let us know this is the deadline. I can see it right here. Now, I don't see anything initially in the indicator section. However, let's say my task moved past that deadline. Let's try to simulate that. All right, so now it's the finish of its past. The deadline is giving me is yelling at me. See, this little red exclamation point here was telling me this task ALS past its deadline. So that's what deadlines do. They allow us to put things in place not as a hold on the schedule, but more of an indicator and a reminder for us that something needs to be due by that date . Now, you may want to have some more explanation there. You might want to have some text or something that lets you know what the deadline is. Why, where, when you can do that using notes, we'll learn how to create notes. In another video 25. Creating Task Notes: we can create notes for our tasks so that you know, important information or details or just things that we want to show up relating to each task comments and what have you can be visible in the indicator section. Let's take a look at how to do that. We did a deadline for establishing our domain. I'd like to have a note pop up in the indicator section here to let me know the deadline and where it needs to be. Or, you know, whatever other information is associated with this task. Some of the double click on established domain. I'm going to go to the notes tab in the ribbon here, and I'm going to go ahead and put in a note. Let's say a domain must be created and owned by September 13th. All right, 19. I'm gonna click, OK? And there we go. It puts that it puts that note little post its symbol in the indicator section for hover my mouse On top of it, it is going to say exactly what I just typed it. All right, there we go. All right. So very easy to create a note. Like I said, this might be just for information sake comments, things that need to be done. Whatever you want, you can have display in the indicator section. 26. Adding Tasks to the Timeline: our Gant chart gives us a comprehensive view off all the task in the project plan, and that's great cause we need to see that. But sometimes you don't need to see all of that. Sometimes you need to see just a high level view of what's going on in your project, especially if you're presenting to stakeholders or others who don't need to know all the gritty Grammy details of when every single task is happening. What the timeline is going to help us to do that now There are two ways we could turn on the timeline. We could turn it on as a split view at the top of our task or whatever the table we're looking at or weaken do a full screen view. So we'll do a split view first, and then we'll switch to the full screen view and look at some other things that we can do . I'm gonna go to the View tab here in the ribbon and over to the right and in the Czech timeline. Then they expanded. Now your timeline is initially going to be empty, all right. Nothing is going to show up in the timeline unless you add it in to add a task onto the timeline, we will simply right click on it and shoes add to timeline. So I'll do some of my high level stuff. I'm going to start with my feasibility study matter. Fact. Let's see if we can grab all three of these at once. Right click. Add to timeline, puts all of them right up there. And I'm going to do all of my high level tasks. Let's just add all these guys into the timeline. All right? This is awesome. Let's add everything in here, all right? And, um, we'll go ahead and add these individual tasks and and time and ah, what's the word? I'm looking for milestones in there and there we go. So we have a nice high level overview of what's going on in the timeline. I can now use this to actually scroll through my tat my project. I can even use it to zoom in and out. So I want to zoom in on a certain area where I could do just that. I can see exactly where things are now. Need to scroll up and down down here, of course, but I can see exactly what's going on here in my project plan, so that is awesome. You can also see where free spaces where there's space, just kind of hanging out there where other things could possibly go on. Now let's switch to the full screen view of this. I'm going to go back to view here the turn, my timeline off and when I goto other views and when you choose timeline so this gives me a full screen view. Now I can click on each piece here, and you could do this even if you weren't in full screen. And I can do things like I'm gonna start color coding these things here. All right, so I'm gonna go ahead and let let's color code some of this stuff. So it's color code. These kind of a yellow, um, all this planning stuff, I will do all this kind of yellow and then all the developments stuff here. Well, let's say we want to do like a green that is a real deep green, there to a light lighter green. And then let's say all this testing stuff over here, we want to go ahead and do as something else you guys get the idea, you can come in here and you can really further develop or format. Yikes. Don't want to know that you can further develop or format of the different pieces of your timeline that you want to kind. So we can really get this looking the way that we would like for it to look all right, And then training training is very important. Training is the most important thing that you can at right. Eso We're gonna go ahead and just color that just a nice, nice, happy color. It's got a nice little orange over there, all right? And you guys get the idea. So now some other things that we have going on up with the top here in our timeline tools format area are we conform at our date state range bar labels, we can choose what we want to put their whether or not we want to allow overlapping, overlapping tasks. How many lines of text we're going to allow more. And so we want to stretch it out. Some we can write to give it a little bit more space. We see that we can insert things like call outs Michael. Insert tasks there. We could insert existing tasks. It gives us all these tasks here. So sound. Want to insert something else in here? I could do so if I wanted to. All right. Uh, and, um, I could remove things from my timeline. Copy them right here. Copy my whole timeline for email presentation or full size. So, like I said, this is a very nice of you to use in presentations. This is a very nice of you to use to see a high level of your project plan. And what you add tasks in you can view them full screen, like so. 27. Resource Overview: resource is are crucial to project management and projects being completed, because this is how you get stuff done. So what are resource is? Well, resource is are the people and things that are used to complete project work, including money. Right? So all the different materials, all the people, all the finances, everything you're using to complete your project is considered a resource. These are the three categories of resource is in project management, and in Microsoft Project you have work or some people will call them labor. Resource is these. Those are your people. You have material resource is which are your things, and then you have cost. Resource is which is your money, and it's important to know that all cost information in project is generated through resource assignments. So as we create, resource is, and as we assign value to those resource is it begins to do the math. So let's say you have a labor resource that makes $30 an hour. You assign them to 500 hours of work throughout the project, it's gonna do the math and figure out how much of that particular resource is costing you. And then, ultimately, how much. The task is costing you and ultimately, how much the entire project is going to cost you very important to understand that now we will see once we learn how to create resource is in the next video that depending on the type of resource you choose, that's going to determine the type of information that will allow you to fill in for a specific resource. All right, very important to know. So we can create all of these inside the project before you can assign. Resource is they have to be created or imported. We're gonna talk about how to do that. Another video. 28. Creating Resources: before re sources could be assigned to tasks. They have to be created in the project plan, and there's several ways we can get. Resource is in place here will learn how to actually create them manually. All right, so let's go ahead and take a look and we're just gonna do some generic examples of a few will import some actual resource is for this project plan in another video to create. Resource is we're gonna need to look at the resource sheet someone to go to the view tab when the click resource sheet. This is my resource sheet. All right, so let's go ahead and input a few. Resource is, we'll just do some generic ones here and we'll do examples off each type someone to do engineer one engineer, too. Do artists one. Artists, too. Why they're one and writer to let's do some equipment. Let's do cat five cables. Um, let's do a server I can't spell and let's do a couple of expenses. It's to a general expense close to a travel expense. Now you can see that initially, all of these are gonna be work. Resource is so work is the default resource type. I would have to come to my drop down and change these to be material or to be cost. Let's take a look at some of the fields of information that it allows us to fill in for each resource. So a worker resource is going to come with a maxi units. Units represents their availability, so 100% would equal whatever that daily availability is. According to your calendar. Based on our current calendar, that's eight hours. Okay, so 100% here equals eight hours in a day. This 100% of this value we're looking at right here represents their availability on the current date. Okay, so right now, as of right now, today, this resource has this availability. Today, this does not reflect things in other places of the project. OK, I can see a standard rate, will import some information that has that in their overtime rates or cost per use, so we can look at cost in those different ways. Then I can see my calendar here for a work resource. Now it's going to equal the project calendar at first. If I double click on the resource, you'll notice that we can set up their custom availability. So for particular, resource is only available within a certain frame of time or different frames of time. I can set that up here. I can also choose to adjust their calendar. So if they have their own exception days or what have you? I can set that up right here as well. Material resource is, as you can see, don't have all that information. They just have rates or cost per use and costs a resource. Have nothing, right? So once we assigned the resource toe a task, that is when we would tell it how much that is costing at that particular time. Okay, So very easy type in resource is just like we would type in task. We type them in and then fill in the appropriate information for each resource. 29. Importing Resource Information: in previous videos, we learn how to import information into the task area off our project plan. Now let's take a look at how we can import into the resource area. So I have a bunch of resource is already created. I want to import them into this project plan. So when start out the same way that we would normally do when the safe file open went to browse, let's switch our filter here. That all files and take a look at what's going on here. So we're gonna go inside of our folder and here have a project. Resource is file here. Go ahead and open that up and here we go. Let's take a look. Let's go through our import process with import Using a, um uh, actually, it's try using an existing map. I think there may be a map for Resource is already let's see here tasking a resource pivot table resource export table. Let's use the resource export table mat. Now, What I'm gonna do is I'm going to go ahead and the pinned or add this data into my active project. I'm gonna be doing resource is so because I chose that particular map. It's automatically filling in. This part of resource is now. I can choose the sheet that has the data that I want. Switch sheet one Here, check it out. I could look and see. All of my resource information is coming in. Beautiful. Gonna hit next and finish. And there we go. All of my resource information is now available right here inside of my project plan. Now, I can change this if I need to, right. If I want Teoh, adjust something or need to adjust something I can. Then there we go very easily able to import information into our project plan. 30. Connecting to a Resource Pool: often times in the corporate environment everybody uses the same resource is all right. In that instance, you may want to use what's called a resource pool, and a resource pool is simply a project plan that has been created to store. Resource is so you create a regular project plan. You put a bunch of resource is in that project plan, and then you can choose to connect other project plans to that one and use that projects. Resource is, let's do an example of that. So here we can see our resource. She this empty in our project, and I want to connect to another project and use its resource is so I'm gonna go to the resource tab in the ribbon and I'm gonna choose resource pool, go to resource pooling when the choose share resource is, uh, all right. Now, when I come here, I see that it doesn't give me any options to be able to choose anything else. So right now I'm using my own resource is, and that's because before we can do this, we have to actually open up our resource pool. So let's actually go ahead and do that, have a resource pool right here. Let's open that up and I'm just gonna go ahead and open up my resource pool read. Only right now I think, is connected to something else, so that's fine. So here's my resource pool. It's open. Read only. All right, let's go back over to our project plan here, go back to resource pool share resources, and now that it's open, you'll see that it gives me the ability to switch to one of these other project plans again . That's just a normal project plan. There's no special way of saving it. You can call it resource pool, but it's just a MPP file. You can see the extension right there. So I want to say use Resource is requires at least one open resource pool from this resource pool. If there's a conflict with the calendar or resource information, I'm going to say that the pool takes precedent, right. So we want availability, all that stuff to come from the pool. So when you click, OK, there we go pulls all of that information right here into my project plan. Now, this is cool, because now Max units based on today would show me their availability still, but I'd be able to see if someone else had them assigned to a task on today when you have a resource pool, very easy to connect to it. 31. Working with Resource Calendars: we spoke in another video about Max units. I want to go back and take a closer look at this and take a look at how we can create and manage individual resource calendars. So this 100% here, whenever we're dealing with a work resource thes 100% represent their of total availability on any given work day. Now. Work Day is defined, of course, by whatever your based calendar is. If we remember in our calendar, a work day pretty much equalled eight hours on Wednesdays, we have worked days equaling 10 hours, I believe, um, and so that's what's happening there. What we can do is if I double click on a double click on a resource. I could, even without double clicking, changed their calendar if I had a different calendar for a specific type of resource. But if I double click on the resource less a team member form when the double click on team member four, the first area that's going to give me his availability, let's say Team member four is Onley available starting in September, so I want to say they're available from September 1st. Let's make them available through the end of the year until December 31st and then let's say they'll be available again. They're not gonna be available in January. They'll be available again February through March so we can put areas of availability. There are also have a change working time area over here, someone to hit, change, working time. And this gives me their overall calendar so I could put exceptions in war. I could put work weeks in. And let's say that when they are available, they're only available to do the evening or afternoon shift someone to go into details here . And I'm going to say that on Monday through Friday. They are only available from 1 to 5. So that first shift they are not available. Let's also say Saturday's they're not available. God. So I've done a very specific calendar here for this team member. I'm gonna go ahead and click, OK, And then Okay. Again. Now you're gonna notice that there max units immediately turned to zero. Why? Because I said their first date of availability is September 1st or current date. Here. Let's see what the current date is here in our project. Current data September is July, the 22nd. So they're not available right now so that Max units changed to zero. Also, their calendar is going to affect their over allocation. So I said they could only work basically four hours a day. So this 100% you know, on days when they are available is gonna mean something different. It's not going to mean the same as others. And so that's going to affect scheduling in the way when it comes to allocations, which we'll talk about later on. So for each individual resource we can deal with their units. We can also deal with their availability and their general calendar as well. 32. Assigning Resources to Tasks: Once you have your resource is created or imported or you've connected to your resource pool. You are ready to assign. Resource is two tasks. So I want to show you a few ways that we can do that. Let's go back out to our gang chart and let's assign some resource is here. So first of all, I'll show you my favorite way to assign resource is I can assign. Resource is using the assigned resource is tool. All right, so I'm gonna go to the resource tab and you guessed it. I'm gonna click a sign. Resource is you didn't see that one coming. I tricked you. All right, so here we go. A sign resource is. And the reason I like this is because it leaves this little window open. And while this window is open, I can freely scroll around here in my project plan and just choose whatever tasks I want to assign. Resource is to just go ahead and sign them, All right? It also allows me to see cost information. All right, so let's look at our feasibility study here. We're going to go ahead, and we are going to assign the project manager to kind of take control of that. Someone say Project Manager a sign. And it does the math of figures out how much that is going to cost me. All right, build the project team. Let's assign the project manager that as well, so I could just go right through and do that assess specific departmental needs. Let's go ahead and sign our team members to the to that task. Write someone a highlight All of my team members here on day, I'm going to go ahead and assign them to that task. All right, eso We can highlight or assign multiple people to a task at a time, that way as well. Like so Okay, all right, this is good now, a few other ways I can assign Resource is two tasks. Let's scroll over a little bit here, and we are going to discover that there is a Resource column Resource Names column, and there's a drop down there Can click this drop down books in me to do that. Let's move this over a little bit and I could see my resource names and I can choose who I once Let's go ahead and a sign our resource is to work on this task as well. And then I'll come down here and let's do our subject matter expert and I will do that. They're also now I could also begin to assign. Resource is from my task information window. So if I double click on my task information window, I have a resource. Is tab right here? And then here I can choose again who? I want to assign eso to establish the domain. Let's go ahead and have our coders do that assigns them. I also can use my split view. If I go to the detailed view with my task form, I can assign. Resource is here as well come now. One of the things you're seeing the task form and you'll see it in the advanced tab. Here is this effort driven box and what effort driven means is that is where effort driven task. If I signed more people toe work on that task, theoretically the time will get smaller. Let's look at an example of that. So my feasibility study is one week I'm gonna turn this into an effort driven tassel in check, effort driven. I'm gonna click. OK, And then I'm gonna go ahead here and I'm going to assign someone else I'm gonna sign. Let's say engineer one to work on this task as well. I'm gonna click, OK, watch my duration. Cuts moderation in half, right? Because I've said this task is effort driven. Now it's doing the math. It's saying, Hey, if one person could do this in the week than two people should take half a week. Right now, we all know sometimes you add an extra person. It takes longer, all right. But Project's gonna look at it is gonna be very positive. It's not gonna be jaded and pessimistic like we are. It's gonna be very positive here and just do the math. So if I added 1/3 person to this thing's task, let's add trainer too right to this task. It's going to further reduce the time. Okay. By the same token, if I were to remove someone, let's go ahead and remove trainer one. It's going to elongate the task, right? Let's remove our engineer long. Get it back to a week. Okay, So effort driven are is a setting there that, like I said, we'll set a task up so that at the MAWR resource is we add to that task. The less time that task will take is always accurate. No, but it does make sense, right? So these air, different ways that we can assign resource is to our tasks could use our resource column. We can go to the resource tab into a sign. Resource is, and we can use our task information window or our task for 33. Managing Resource Over Allocations: Let's talk about resource over allocations. Resource over allocations happened when the resource is assigned to something on the date where they're not available or their assigned more work than they're supposed to be able to handle or their max units permit On any given day, I have several over allocations happening here. I can tell because I have these red icons popping up here in the indicator section. See that there also. If I go to my resource sheet, it will highlight and red for me re sources who are over allocated. If I go into my resource graph, I can see over allocations and I can go to the specific date where resource is over allocated. So look at what's happening here. I got a Monday and the Tuesday here where Project Manager has been given 200% units worth work. Where there max is 100%. Let's take a look at that and see what's going on. So the problem we have here is I have both the consult subject matter experts and research cloud storage technology at the project manager assigned to both of those, and they're happening at the same time project does not understand multitasking and says, Hey, wait a minute, that's 200% of work. Can't have them on both of those tasks there over allocated. So how do we deal with this now? Also, have a situation where team member four is assigned to these tasks and we already know Team Member four is not available until September. So the easy way to fix that is let's just go in here. And let's just take team Member four off of these tasks. Boom. That's that's going to take care of some of that for us. Okay, so that takes care of that. But how about our project manager issue? A few ways we could deal with that way. Number one is We could completely ignore it. We could say so. What s So you're telling me they're over allocated? I know they're not. I'm going to ignore the flashing lights in the red icons. Right. We could do that. The second way to approach it is we could simply increase. The resource is max units. If you're working in an area, let's say construction. Where most of the time when I teach this for people who are doing construction they are not dealing with specific names of people like they don't know. Hey, Bob is the one who's doing the install on the electrical on the third floor. They just know. Hey, we haven't. We have an electrician's on the third floor in this state. We have a plumber here on this day. So they have all these generic resource names that they're kind of plugging in where there's a need, and then it's up to, like the foreman or the general contractor. Whoever is in charge of the day to day to kind of plug in. Okay, you you're the plumber that they're talking about for this particular date. And in that sense, you're not going to necessarily have multiple plumbers. Plumber 1234 Just gonna have plumber. So one of the ways that they dio deal with that is in the resource sheet. They just come here and say, Hey, you know what? So the max units for this is gonna be 1000% and we now know no longer have over allocation or with project manager, too. I could just simply say, 200% anything over, you know, that is fine. Over that 100% because now this is allowing them to work on two tasks full time at any given day. And it's all good. So that's a way to deal with that as well. But let's say we're aren't working in that way and we're dealing with actual people, and the over allocation settings actually mean something to us. We can use a tool called the leveller. This is outside of, of course, just eyeballing your timeline yourself and moving things around the leveller, which sounds like a corny eighties action hero in the world. The leveller, it's what is going to do is gonna look for free space in between each task where it can shift things around so that the resource is air, not over allocated. What's gonna happen is if it can't find that space, it will push back the finish date of the project unless you tell it not to do that. So let's see what it does. I'm gonna go back to my Gant chart, and I'm gonna go to the resource tab in the ribbon and right over here on the right is my level area. Now, if I click on level options, I can tell it here. Toe Onley level within available slack. Which means don't move the finish date of the project. Just find free space or slack. And then I have other options, and things in here is Well, I'm gonna go ahead and say level also, our project right now is finishing on December 30th. All right, I'm gonna say level law, and it does have to push the finish back. It looks like just one day. So we see what it does here is it splits this task and it moves it up here like social things were happening in that way. Now that, in turn, causes us to miss a deadline here. So we could always go back and say clear leveling, say, and I don't really like that. Let's clear this leveling don't want to do it that way, and we could find another way to fix it. Maybe I'm gonna take Project manager off of this particular task and then that fixes that as well. So several different ways. We can deal with resource over allocation, ignore it, right, increase the max units, eyeball it and move stuff around or use the leveller 34. Setting a Project Baseline: all right. Once you get to the point where you have finished planning your project, meaning you know, you have your timeline set up, you have all your tasks. You have your relationships, you have your resource assignments. All of that stuff is good to go, and you're ready for your project to go live. There are a few things that we need to do because when our project goes live, we have a different set of needs than we have. When we're planning, we need to be able to track stuff. We need to be able to see what's going on, see what's late, see what's early view actuals and what's actually happened. See how far off of our plan we have actually are? In order to do that, we need to save our current values as a baseline. You see, current values are dynamic, all right, so we can't use current values as a point of reference because they can constantly change if I just a duration if I just to start or finish date on. We have automatic scheduling on that. Everything's gonna move. So current values are not good for monitoring or for tracking. Baseline allows me to take those current values and save them. So basically, what I'm able to do is save the current values for the project, Start, finish, date, work hours, tasked aeration and cost fields. And then, during the life of my project, I can compare my current values to my baseline to view status, or can compare my actual values to my baseline to view progress and see how we've actually done and how far off of the plan we happen to be. So base lining is the first thing you want to do before you go live with your project. You want to make sure in the series of things you're doing before your project goes live, you want to make sure that one of those things is you're setting a baseline, so let's see how to do that. So this is our plan, and our plan has been finalized, has been approved. Everyone who needs to sign off on it has signed off on it. All that stuff is good. So we are ready to go ahead and say this is our final plan. So we're gonna set this as a baseline to save a baseline. We're gonna go to the project Tab in the ribbon here. We're gonna go to set baseline, and I'm gonna choose set baseline. Nice and easy, right? So let's look at what we've got here. So I could say set baseline notes that it gives us 11 different baselines here. The reason why that happens is because throughout the life of your project, you might run into a situation where things change so much that the original plan is no longer viable. And so you say, Well, you know, I need to save a new baseline, but maybe you want to keep the old baseline there for historical purposes, to be able to kind of see what happens. Or maybe you only need a new baseline for the second half of the project, and you want to still have the same baseline you had for the first half or something like that. This allows us toe have multiple baseline fields. And when I say baseline fields for each of these baseline 1234 and what have you There's gonna be a baseline start, finished cost duration, and other baseline fields as well. I'll show you some of them in the moment right now, we're gonna just save to a regular baseline field. Now, we also see an option for an interim plan. The difference between a baseline and an interim plan is that the baseline includes everything. Right? So you duration, start, finish costs, all of those things. An interim plan on Lee includes start finish dates. So let's say that through the life of your project or in the midst of your project, something happens to the project. But only the schedule is impacted, right? The budget, the duration of things, all that stuff is going to be the same. The only thing that has impacted is your starting finish dates. In that case, instead of saving a whole new baseline, we could just save an interim plan which will just capture those start finish dates and leave everything else alone. Okay, so that's an option that's there for us to. We're gonna do a baseline. We're gonna do it for the entire project, and we're going to click. OK? All right. Our baseline has now been saved. Now, where can I view my baseline? One of the places I could be my baseline is in the project. Statistics area. So if I go to project information, there is a statistics. But in here, in the lower left hand corner, se statistics 10 times fast and here we see, Baseline writes, We see values are in place now. They're going to be identical to the values that are there for our current because nothing has changed. We just save this right? So everything is going to be exactly the same notice. We also have an actual area here and in variance area. Here. You'll learn about those in the advanced class. All right, But all that stuff shows up there now. Also, if I were to add in a field which you'll learn how to do in the advanced classes Well, if I were inserting a column, you know this, that I have all of these baseline fields here, right? So baseline Ah, budget costs, cost duration, estimate, Bubba. But all those things and they'll repeat for baseline one. Baseline. 10 2345 Right, So it's the same fields for all of the different baselines. We can also display our baseline in our Gant chart. You'll learn how to do that in the videos begin to format are Gant chart. What we have done is we have now taken this plan we've saved it is a baseline. So now, as we progress and start entering in progress for our task will be able to compare and see how far off of the plan we are. 35. Managing Gantt Chart Elements: you're Gant. Chart comes with different elements that we could choose to display. Now, Initially, none of them are displayed, but we can turn them on. So let's take a look. And let me kind of rearrange this a little bit focusing on the Gant chart. We was zoom out a little bit too. All right, so I'm gonna go to get chart tools format, and I have several things. Now the first thing we'll do is I will display my baseline. So we learned how to save a baseline. I could make that baseline show up in my Gant chart by clicking on the baseline option that is here. Now, I could see the last save date for my baseline, and so I can say last saved on whatever date I could choose that. And there we go. It puts my baseline bar so that See, that dark bar under there that is your baseline right, then The color bar, of course, is your task. So if things were to change, let's change this to one month. You can see that we are far off of the baseline, right? So we should have finished started this way back here We're all the way up here now. We haven't started. Okay, So that dark bars going to stay still Color bars going to move to allow us to see where we are. That's awesome. Some other things weaken, display, weaken, display, slip age. Based on our baselines, we can see if any tasks are slipping. We can choose to highlight the task path. All right, predecessors, driving predecessors and so forth successors where we could highlight all of that stuff. There, we can choose to display critical tasks by checking this box. Now, critical tasks are tasked ever gonna be on the critical path. The critical Path and project management are tasks that cannot be late without affecting. The finish date of the project is basically the path of longest duration through the project. So here, if we have anything on the critical path in this project, that probably wouldn't be until the very end of the project, which I don't think Let's go ahead. I think we have ah need to join this in relationship here. Actually, I see that, but it doesn't seem like we have anything that is there here, but it's a good idea to turn that on, because as you go through the life of your project, things may be added to the critical path or removed from the critical path. So it's good to see that there we can also display slack, which is free space and late tasks as well. So all of these are different elements that we can choose to display in our Gant chart. Now we can also format each Gant chart bar or type of object in the Gant chart and tell it what it is that we wanted to look like and what it is that we want it to say. We'll learn how to do that in another video. 36. Formatting Gantt Chart Bars: you conform at your Gant chart to show you whatever information or really graphically make it look kind of the way you want it to look. And we could do that by going to get chart tools format. And there is a format option right here. Now. If I click on that, it's going to give me two choices bar, which would allow me to format just an individual bar however I want and then bar styles, which will let me format. You know, any type of object that's in my gang chart like a milestone, a critical task, a regular task of summary task, all those things. So let's do bar styles here and here. It shows me each style of bar or object I could possibly have in my Gant charts. So task splits milestones, right? Deliver verbal starts and finished all these different objects. Okay, these are all things that could appear in my game chart, so let's format are regular tasks. So when the choose task and first of all, we can choose the look and feel of our the look and feel of our task bar so I could do a start shape if I want to. Let's say that I want my Yes, I want to put, like, a little line here. I could do an end shape. I'll do a line there as well. I could choose whether it's dashed. Framed, you know, colored. You know, whatever it is that I want through a color on there, I'll make the start here green and I make the end red. All right, now here in the middle. Right. That's for start and stop. Of course. Those who didn't get that they're in the middle here. I can set the shape for wanting to a different shape. I could set the pattern if I want to for a little pattern in there. Let's throw this pattern in here. Uh, leaves this one. I could throw a little color in there if I want rights. Was there, Do a little yellow, I already think look nicer. All right, so there we go. So all of my task bar is gonna look this way now, other things like milestones that they're not gonna take on that look and feel. I have to go to each one of those things and then do the same thing there for each of those changed, the shape changed, you know, whatever it is that I want to do, All right, so that's good. Now I can go over to the text tab down here, and this will allow me to control what information appears. So I think that on the left, I'd like to have the start date. Why not? I think on the right, I'd like to have the finish date. I think I'd like to put the name of the task on the top, and I think I will put the percentage of completion inside and that's it. That's it. There's other things we could put. I think that's all I want and let's click. OK, and there we go. All of my regular Tash bars. Let's zoom out a little bit or zoom in a little bit. I should say, Always mix those two up. All of my regular task bars have that information there could see percentage of completion name start finish date. Actually, my colors and all that is happening for me so we can use those format tools here to make our Gant chart. Look, whatever we want or however we want, we want to make sure that we put information in there That is gonna be pertinent to us as we're going through the life of the project. Don't clutter it up with a bunch of nonsense. Put things in there that you actually would want to see at a glance when you're looking at your different tasks there in your game chart. 37. Sharing a Project Plan: everybody does not have Microsoft project. I know what kind of world we live in, where everyone can't have Microsoft project. Someone needs to do something about that. But until they do, we're gonna need to share this information that's in our project plan with people who can't view it in project. And there are a few ways that we could do that. One of the ways we can do that is we can export our data to excel. We learned how to import. Now, let's go ahead and export some stuff. Someone export my entire project plan here, out into in excel format. So how do I do that? I'm gonna do a save. As so I'm gonna do file save as I'll save it right on my desktop. And I'm going to simply choose in Excel formats. Look what we have here. We could do a template. We could do a pdf right That's important to do. Different excel formats weaken. Do text files. See, SV files XML So we have different ways we can export here. I'm gonna do in Excel workbook, and I'm gonna go ahead and hit safe, and it's gonna walk me through an export wizard. So when they hit next, now I can choose what I want to export. But I want to export the selected data or don't want to export using the project Excel template. I'm going to accept export my selected data meeting the view that I'm currently in something. Click next. I could choose to use a new map, which would then cause me to go and choose what I want in all that. Or I could use an existing maps. So she was an existing map. And let's take a look at what we have. We can choose what we want to export. All right? Do we want to export cost data, task information? Whatever. Let's do default task information. Okay? This will save us from having to choose what specific fields we want to export. Clinton next. I'm exporting tasks with header information. School hadn't include the assignment rose to. All right, so here it show me my task date. I could see the tasks I'm exporting. What it looks like. Here is where I could set up a specific a sheet for assignments. Right. If I want to do that since I'd said to just do task data less on Jack. Assignments were not going to do that. Just do task data, and then we'll go ahead and finish. And if we take a look at our desktop here, we are going to see our Excel file. It's Open that up and there we go. There's all of our tasks. Let's go ahead and let's clean this up real quick. Boom is cleaned up a little bit further. All right, Marvellous. So here's all of our task data exported right here into excel. And now we could do whatever kind of arrangements we need to do right in front of you want to make a pivot table based on this or, you know, whatever I want to do. I could very easily do that. So, you know, whatever it is ever kind of analysis or what have you I'd like to do? There we go. We can do whatever it is that we need to do. And that is absolutely also. All right. All right. Let me start playing around in here for a start, doing some more stuff than I need to do. All right? So that's exporting to accept. I could also choose to just grab a picture of my data. Let's go ahead and do some of that. So I'm gonna shrink this down. So I just see the task names here when the zoom out a little bit so I could see a little bit more of my Gant chart. All right, Now, whatever you have displayed here is what's gonna be captured in your picture. So once I have it looking the way I want, I'm going to go over to mixed in this a little bit more. The task tab. And over on the left, I have a copy area. There's a drop down arrow next to copy. And if I click on that, I could choose to just do a copy, And this is gonna put it on the clipboard so I can pace to somewhere else where I want to say copy. And I could then paste it or I could say, copy, picture. When I say copy picture, I could copy it for screen, which will put it on the clipboard for printer or to a Jiff file. So I'm gonna copy this to a Jiff file on the desktop. Right? And I couldn't do a copy of just the roles on screen or selected rose. I could do a time scale as shown on screen or selected time. I'll click. OK, let's take a look. Here is our picture and there we go. You can see exactly what I had on the screen was there. Now, of course, this is a little bit difficult because our Gant chart can be so long. All right, s so this is something better to do. I would think with, like, a timeline if you wanted to, or you need to do separate pictures to capture each portion of the Gant chart. But this is cool, cause now I could easily pull that into a presentation if I were in Power Point or inward or whatever. Or just an email I could grab that. Send that out and then we're good to go. Of course, we could also use those programs PowerPoint outlook to capture a screenshot as well and then be able to send an image that way. 38. Course Recap: Wow. I know you are loving you some Microsoft Project. Right now you are admitted. Come on, you love Mike Slump Project. We learned some amazing things here. In this course. Let's reveal a couple of things that I think are interesting for you to take along with you . First of all, I want you to make sure that when you are first setting up your project plan, make sure that you remember to choose whether things are manually or auto scheduled. All right? And that's going to save you. Some work in the long run, Remember, On that note, if you're using auto scheduling when you are setting up and managing your tasks, you can use constraints to manage kind of how the project plan is allowed to move. Tasks can put things in place to exert some measure of control over your project plan. And finally, I want you to remember to take advantage of those Gant chart formatting features to finalize your project plan, make sure that you display the pieces of information that you want to be able to quickly see at a glance. When you look at your game chart. Well, thank you so much for spending this time. It's been my pleasure to share with you. I know you're excited about Microsoft Project. I'm looking forward to sharing more information with you in another course.