1. | www.catraining.co.uk | Tel: 020 7920 9500 | info@catrainingltd.co.uk | Computer Training & Personal Development Microsoft Office Project 2003 Intermediate

2. In this section you will learn how to: Navigate within My Computer in Project Perform basic tasks with My Computer Change views With My Computer Use the My Places toolbar Use file formats Use file properties Use AutoSave Set save options Use, create, access, and modify a template Use and save template previews Open a new window Arrange windows Hide and unhide a window Split a window Use multiple views View tables Sort information Use filters Use AutoFilter SECTION 1: Advanced File Tasks

3. LESSON 1.1 Using My Computer Within Project Navigating Using My Computer When you choose to open or save a file, the dialog you see is actually a miniature version of My Computer You can use the My Places toolbar, the drop-down menu, the file pane, and/or the back button to navigate.

4. LESSON 1.1 Using My Computer Within Project Performing Basic Tasks with My Computer Many basic file functions are available through the My Computer window using the toolbar on the right hand side of the window.

5. LESSON 1.1 Using My Computer Within Project Using Views in My Computer Click the down arrow (▼) next to the Views icon to see a list of views.

6. LESSON 1.1 Using My Computer Within Project Using the My Places Toolbar Although you cannot remove or rename the four default shortcuts, you can move them up or down in the list by right-clicking on them. Add places by navigating to the folder and then clicking Tools and clicking Add to My Places.

7. LESSON 1.2 Saving Files Using File Formats Click the File menu and click Save As. Then, choose your format from the Save As Type drop-down menu.

8. LESSON 1.2 Saving Files Using File Properties Click the File menu and click Properties.

9. LESSON 1.2 Saving Files Using Auto Save AutoSave can recover your project if your computer crashes. You can find the AutoRecover option by clicking the Tools menu, clicking Options, and then clicking the Save tab.

10. LESSON 1.2 Saving Files Setting Save Options Click the File menu, click Save As, click Tools, and click General Options.

11. LESSON 1.3 Using Templates Using a Template To open a Project template, click the File menu and click New. Then, in the New Project task pane, click On My Computer. Next, choose a template from the dialog and click OK.

12. LESSON 1.3 Using Templates Creating a Template To create your template, first create your project. Then, click the File menu and click Save As. In the Save As type menu, choose Microsoft Project Template (.mpt). Next, pick a name for your file and save it.

13. LESSON 1.3 Using Templates Accessing a Custom Template Open the Templates dialog box from the New Project task pane. Under the General tab, you’ll see your template. If you saved your template in a location other than the default, use the File – Open command to open the template.

14. LESSON 1.3 Using Templates Using and Saving Template Previews The Preview feature in the Template dialog box is turned off by default. To enable preview for a template, open the template. Then, click the File menu and click Properties. Click the Summary tab. Check the last box (Save preview picture) and click OK. Save your template and close the file.

15. LESSON 1.4 Viewing Your Files Opening a New Window Click the Window menu and click New Window. Opens a copy of your project using any view you like.

16. LESSON 1.4 Viewing Your Files Arranging Windows To tile your projects, click the Window menu and click Arrange All.

17. LESSON 1.4 Viewing Your Files Hiding or Unhiding a Window Click the Window menu and click Hide or Unhide.

18. LESSON 1.4 Viewing Your Files Splitting a Window Click the Window menu and click Split. This will add a second pane with more detailed information.

19. LESSON 1.5 Advanced Views Using Multiple Views Click the Window menu and click Split. Click to place focus on the portion of the window that you want to change. Click the View menu and choose your view.

20. LESSON 1.5 Advanced Views Viewing Tables View – Tables Use these tables to change what information is shown on the task entry sheet (or other spreadsheet you are viewing).

21. LESSON 1.5 Advanced Views Sorting Information Click the Project menu, choose Sort, and choose a Sort type. Sorting re-arranges the information in the sheet.

22. LESSON 1.5 Advanced Views Using Filters Click the Project menu, choose Filter, and choose a filter type. Filtering hides information that doesn’t match your criteria.

23. LESSON 1.5 Advanced Views Using AutoFilter Turn this option on from the Filters menu, or by clicking the AutoFilter button on the formatting toolbar. Then, you will be able to click on any of the column headers and filter your information accordingly.

24. In this section you will learn how to: Create a resource list Assign work and material to a resource Use the Resource Information dialog box Modify a resource’s calendar Edit a resource’s working time Group resources Replace and remove a resource Assign a resource to a task using the Task Information dialog, the Gantt View, and the Tools menu Use the Resource Graph view Use the Resource Usage view Use the Resource Sheet view Determine when resource conflicts exist Use the Resource Management toolbar Reassign resources Schedule overtime SECTION 2: Using Resources

25. LESSON 2.1 Resource Basics Creating a Resource List Click the View menu and switch to the Resource Sheet view. Type the resource’s name in the Resource Name list.

26. LESSON 2.1 Resource Basics Assigning Work and Material to a Resource Use the Resource Sheet view to fill in maximum units, standard and overtime rates. For material resources, you’ll want to enter the material label and the amount that will be charged per unit of the resource used.

27. LESSON 2.1 Resource Basics Using the Resource Information Dialog To view this dialog, double-click a resource.

28. LESSON 2.2 Editing Resources Modifying a Resource’s Calendar In Resource Sheet view, click the Calendar field and choose one of the pre- set calendars.

29. LESSON 2.2 Editing Resources Editing Working Time Double-click the resource to open the Resource Information dialog box. Click the Working Time tab.

30. LESSON 2.2 Editing Resources Grouping Resources Type the name of a group in the Group By field in the Resource Sheet view. Then, click the Project menu, choose Group, and choose Resource Group. You can also choose any other setting to view resources grouped by that criteria.

31. LESSON 2.2 Editing Resources Removing a Resource Click the number of the resource to select it. Then press the Delete key on your keyboard, or click the Edit menu and click Delete Resource.

32. LESSON 2.3 Resources and Tasks Assigning a Resource to a Task (Gantt View) Scroll over to the far edge of the Task Entry sheet and you will see a column called Resource Names. Choose the resource from the list.

33. LESSON 2.3 Resources and Tasks Assigning a Resource to a Task (Task Information) Open the Task Information dialog. Click the Resources tab.

34. LESSON 2.3 Resources and Tasks Assigning a Resource to a Task (Tools Menu) In any task view, you can select a task and use the Assign Resources command (using the Tools – Assign Resources menu command, the Alt + F10 shortcut, or the button on the standard toolbar).

35. LESSON 2.3 Resources and Tasks Removing or Replacing a Resource Use the Assign Resources dialog box to remove a resource from the task or to replace it with another resource.

36. LESSON 2.4 Resource Views Using the Resource Sheet View This is the view that you will want to use to create and edit your resources.

37. LESSON 2.4 Resource Views Using the Resource Graph View This view can help you see which resources have been used to capacity, which still have availability, and which are overallocated.

38. LESSON 2.4 Resource Views Using the Resource Usage View Once resources are assigned to tasks, their work will be calculated. You can view this work in the Resource Usage view.

39. LESSON 2.5 Resource Conflicts Identifying Resource Conflicts In Resource Sheet and Resource Usage view, over-extended resources are marked in red. Overallocated resources also appear in red in the resource graph. This graph also lets you see exactly when the resource is overallocated and by how much.

40. LESSON 2.5 Resource Conflicts Using the Resource Management Toolbar The Resource Management toolbar can help you identify and resolve resource conflicts. To enable it, right-click beside any toolbar and click Resource Management.

41. LESSON 2.5 Resource Conflicts Reassigning Resources Open the Task Information dialog, delete the resource that you don’t want to use, and select a new one.

42. LESSON 2.5 Resource Conflicts Scheduling Overtime Switch to Gantt Chart view. Click the Window menu and click Split so that the task form is at the bottom. Right-click the form and click Resource Work.

43. In this section you will learn how to: Use Task Usage and Task Entry views Use the Tracking Gantt view Interpret task indicators Link and unlink tasks within a project Link and unlink tasks across projects Assign lead and lag time to tasks Split a task Enter task completion as a percentage Enter actual work completed on tasks Set contours Understand contour indicators SECTION 3: Working With Tasks

44. LESSON 3.1 Viewing Tasks Using the Task Entry View This is a split view accessible from the More Views command on the View menu.

45. LESSON 3.1 Viewing Tasks Using the Task Usage View Accessible right from the Views menu. Lets you enter and see actual work, duration, start, and finish dates for your tasks.

46. LESSON 3.1 Viewing Tasks Using the Tracking Gantt View Accessible directly from the View menu. Lets you compare your baseline with current work completed.

47. LESSON 3.1 Viewing Tasks About Task Indicators This task has a note attached to it. This task has a hyperlink attached to it. Project has estimated that this task will finish later than its deadline date. This task has an inflexible constraint. This task has a flexible constraint. This task has not been completed in the constraint time frame. Indicates a recurring task. Indicates a completed task. This task is an inserted project.

48. LESSON 3.2 Linking Tasks As you plan your project, you will find that some tasks depend upon others. The task that must be finished first is called the predecessor task; the task that starts afterwards is called the successor task.

49. LESSON 3.2 Linking Tasks Link Types Finish to Start (FS): When the predecessor task finishes, the successor task will start. Finish to Finish (FF): When the predecessor task finishes, the successor task will finish. Start to Start (SS): When the predecessor task starts, the successor task will start. Start to Finish (SF): When the predecessor task starts, the successor task will finish.

50. LESSON 3.2 Linking Tasks Linking Tasks Within a Project Select tasks. Then, click the Link Tasks button on the standard toolbar. (You can also click the Edit menu and click Link Tasks, or use the Ctrl + F2 shortcut.)

51. LESSON 3.2 Linking Tasks Unlinking Tasks Within a Project Select the task that you want to unlink. Click the Unlink Task button on the standard toolbar. (You can also click the Edit menu and click Unlink Task, or use the Ctrl + Shift + F2 shortcut).

52. LESSON 3.2 Linking Tasks Linking Tasks Across Projects Open both projects. Click the Window menu and click Arrange All so you can see both projects. Select the task that you want to link to the external project and open the Task Information dialog. In the ID field, type the name of the project, a backslash (\), and the task number.

53. LESSON 3.2 Linking Tasks Unlinking Tasks Across Projects Select the successor task. Use an Unlink command (the Unlink Task button, Edit - Unlink Task, or the Ctrl + Shift + F2 shortcut).

54. LESSON 3.2 Linking Tasks Using Lag Time and Lead Time Tasks must first be linked. Select the successor task. Then, open Task Information and click the Predecessor tab. For lag time, enter a positive duration (ie, 1d). For lead time, enter a negative duration (ie, -1d).

55. LESSON 3.2 Linking Tasks Splitting a Task Allows work on a task to be suspended for a period of time. Find the task in the Gantt chart. Click the Split Task button on the standard toolbar. Click and drag the task in the Gantt chart to insert the split.

56. LESSON 3.3 Completing Tasks Entering Task Completion as a Percentage Open the Task Information dialog On the General tab, enter the percent complete.

57. LESSON 3.3 Completing Tasks Entering Time Per Resource Click the View menu and click Task Usage. Double-click the resource under the task that we want to fill in work for. On the Tracking tab, update the actual work, actual start and finish dates, and percent complete.

58. LESSON 3.3 Completing Tasks Setting Contours Contours reflect the work a resource gives to the project. FlatThis is the default contour. Work is spread out evenly over the task duration. Back LoadedWork peaks at the end of the task duration. Front LoadedWork peaks at the beginning of the task duration. Double PeakWork peaks twice during the task. Early PeakWork peaks early in the task. Late PeakWork peaks late in the task. BellWork ramps up, goes to full-time, and then ramps down. TurtleWork ramps down slightly at the beginning and end of the task.

59. LESSON 3.3 Completing Tasks Contour Indicators When a contour has been applied to a resource assignment, you will see an indicator on the task sheet. FlatNo indicator Back Loaded Front Loaded Double Peak Early Peak Late Peak Bell Turtle

60. In this section you will learn how to: Use the variance, work, and cost tables View project statistics Use the Organizer to copy, rename, and delete Project elements Use the Reports dialog box Create and edit pre-defined and custom reports SECTION 4: Advanced Project Tasks

61. LESSON 4.1 Variances Using the Variance Table Go to Gantt Chart view. Click the View menu, choose Tables, and click Variance.

62. LESSON 4.1 Variances Using the Work Table Click the View menu, click Table, click Work.

63. LESSON 4.1 Variances Using the Cost Table Click the View menu, click Table, click Cost.

64. LESSON 4.1 Variances Project Statistics Click the Project menu and click Project Information. Then click the Statistics button.

65. LESSON 4.2 Creating Reports Using the Reports Dialog Box Click the View menu and click Reports.

66. LESSON 4.2 Creating Reports Creating a Pre-Defined Report Click one of the categories from the Reports dialog and click Select. Choose a report sub-type.

67. LESSON 4.2 Creating Reports Creating a Custom Report From the Reports dialog box, choose Custom.

68. LESSON 4.2 Creating Reports Using the Project Guide to Print a Report Click Report and choose a command to open the Project Guide on the left- hand side.

69. LESSON 4.3 Using the Organizer Opening the Organizer Click the Tools menu and click Organizer.

70. LESSON 4.3 Using the Organizer Copying Elements Click the tab for the element that you want to copy. Select the specific item. Choose the project that you want to copy the element to. Click Copy.

71. LESSON 4.3 Using the Organizer Renaming Elements Select the element and click Rename.

72. LESSON 4.3 Using the Organizer Deleting Elements Select the element and click Delete.