Project 2016 - Introduction

PROJECT 2016

I NTRODUCTION

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

P ROJECT 2016

I NTRODUCTION

Presented by OFFICEPRO, Inc.

Manual # MS16-710-01

Copyright 2014, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

•

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

Technical Support •Receive 1 year of post-training support on topics covered in class • Email: help@officeproinc.com • Phone: 301-468-3312

Microsoft Office Specialist Certifications •Validate skills needed to use features of Microsoft Office applications •Contact OFFICEPRO to schedule an exam!

Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS...........................................................................................III

LESSON 1 -

EXPLORING PROJECT......................................................................1 Working with Project................................................................................................2 Recognizing Management Tools ..............................................................................3 Starting Microsoft Project ........................................................................................4 Using the Interface ...................................................................................................5 Using the Project Window........................................................................................5 Using Ribbons and Tabs............................................................................................6 Using Contextual Tabs ..............................................................................................7 Using Dialog Box Launchers......................................................................................7 Using the Quick Access Toolbar................................................................................8 Customizing the Quick Access Toolbar.....................................................................9 Exiting Microsoft Project ........................................................................................10 Exercise...................................................................................................................12 LEARNING PROJECT BASICS ..........................................................13 Opening an Existing Project....................................................................................14 Closing a Project .....................................................................................................17 Creating a New Blank Project .................................................................................18 Saving a New Project ..............................................................................................20 Setting Project Information ....................................................................................21 Defining the Project Working Times.......................................................................23 Adding a Nonworking Day ......................................................................................27 Using a Project Template .......................................................................................30 Exercise...................................................................................................................32 WORKING WITH TASKS ................................................................35 Exploring Tasks .......................................................................................................36 Working with Durations .........................................................................................36 Entering Tasks.........................................................................................................37

LESSON 2 -

LESSON 3 -

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Editing Tasks ...........................................................................................................40 User Controlled Scheduling ....................................................................................42 Entering a Milestone Task ......................................................................................45 Entering a Recurring Task .......................................................................................47 Viewing and Hiding Recurring Tasks.......................................................................50 Editing Recurring Tasks...........................................................................................51 Filtering Tasks .........................................................................................................53 Exercise...................................................................................................................55 ORGANIZING TASKS .....................................................................57 Outlining Tasks .......................................................................................................58 Indenting and Outdenting Tasks ............................................................................58 Collapsing and Expanding an Outline .....................................................................61 Inserting a Task.......................................................................................................63 Deleting a Task........................................................................................................65 Moving a Task.........................................................................................................66 Documenting a Task ...............................................................................................67 Creating a Project Summary Task...........................................................................69 Viewing the WBS Codes..........................................................................................70 Exercise...................................................................................................................73 SCHEDULING TASKS .....................................................................75 Working with Dependent Tasks .............................................................................76 Linking Tasks ...........................................................................................................77 Linking Summary Tasks...........................................................................................78 Unlinking Tasks .......................................................................................................80 Changing Task Relationships ..................................................................................81 Applying Lag and Lead Time ...................................................................................83 Applying a Constraint .............................................................................................85 Entering a Start or Finish Date................................................................................89 Setting a Deadline Date ..........................................................................................91 Rolling Up Gantt Bars to a Summary Bar................................................................93 Modifying Linked Tasks ..........................................................................................95 Exercise...................................................................................................................97

LESSON 4 -

LESSON 5 -

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LESSON 6 -

WORKING WITH VIEWS................................................................99 Exploring Views ....................................................................................................100 Displaying Built in Views.......................................................................................100 Changing Views.....................................................................................................101 Using a Combination View ...................................................................................103 Changing the View in a Pane ................................................................................105 Using the Timeline View.......................................................................................107 Formatting the Timescale.....................................................................................108 Zooming the Timescale.........................................................................................111 Formatting Text ....................................................................................................113 Formatting Bars ....................................................................................................114 Formatting a Text Style.........................................................................................117 Formatting a Bar Style ..........................................................................................120 Formatting Gridlines.............................................................................................122 Printing a View......................................................................................................124 Exercise.................................................................................................................126 WORKING WITH CALENDARS...................................................... 127 Using Calendars ....................................................................................................128 Modifying Individual Resource Calendars ............................................................129 Changing Resource Availability Over Time...........................................................133 Creating a Base Calendar......................................................................................137 Assigning a Base Calendar to Resources ..............................................................140 Assigning a Base Calendar to a Project.................................................................142 Assigning a Calendar to a Task .............................................................................144 Exercise.................................................................................................................147

LESSON 7 -

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Lesson 1 - E XPLORING P ROJECT

This lesson covers the following objectives:

Working with Project Recognizing Management Tools Starting Microsoft Project Using the Interface Using the Project Window Using Ribbons and Tabs Using Contextual Tabs Using Dialog Box Launchers Using the Quick Access Toolbar Customizing the Quick Access Toolbar Exiting Microsoft Project Exercise

Lesson – Exploring Project

Project 2016

W ORKING WITH P ROJECT



Discussion

Microsoft Project 2016 is a complete project management package. Use it to organize a plan, schedule tasks, assign resources and costs to tasks, adjust the plan to satisfy constraints, monitor actual performance, revise the plan to meet contingencies, and prepare reports to communicate the plan and keep everyone informed about current project status. A project is a unique undertaking with set start and end dates with the goal of providing or fixing a product or services to improve a company’s overall position. Projects are temporary in and constrained by time, resources, and costs. Project management involves the processes of initiating, planning/design, execution/production, managing and controlling, and closing a project. To achieve a successful outcome, it is critical to execute all five processes.

At the start, you define a project, state the overall objective, describe the desired outcome, and explain the project scope.

Planning/designing a project involves identifying tasks and estimating the amount of time needed to perform each task. In addition, you list available resources and the costs associated with each one during project planning. After identifying the tasks, resources, and costs, you can create a schedule. Schedule tasks based on factors like resource availability, time limitations, and the relationships between tasks.

Execution/production involves following the plan.

Managing and controlling a project means monitoring the progress of the project by making adjustments when necessary and communicating progress. The initial plan, called the baseline, is compared to actual events. The project manager evaluates the project for potential problems and prepares to offset any negative consequences. The project manager must continually ask questions such as:

• What delays have occurred? What can be done to minimize their impact on the project’s goals? • Are the resources completing the tasks in the allotted time? • Are the costs within budget?

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Project 2013

Lesson – Exploring Project

All projects evolve over time. Analyzing your data prepares you to make informed decisions when changing the plan is necessary.

Communicating the plan’s progress is important to management and to the project team assigned to perform the project tasks. In some situations, monthly or weekly status meetings are held to discuss problems and review reports. In other situations, the Internet or company intranet may provide the best method of communicating project information.

When you close a project, you mark all the tasks as complete. A completed project can be very helpful in planning future projects. Use the entire project or particular tasks as the basis for planning a new project.

R ECOGNIZING M ANAGEMENT T OOLS



Discussion

Today’s project management software is a result of three major forces developed in the 1950’s: the Critical Path Method (CPM), the Gantt chart, and the Project Evaluation Review Technique (PERT).

The CPM is a scheduling system created by the DuPont Corporation. It is the foundation of all modern project management software. CPM calculates the duration of a project based on the duration and relationships of each task. Tasks are defined as critical or noncritical. Tasks on the critical path (critical tasks) determine the completion date of the project. Critical tasks must be completed on time or the project will be delayed. Noncritical tasks have slack time, which means there is flexibility in the task’s finish time. A delay in a noncritical task will not cause a delay in the project. As changes to the project are made, however, noncritical tasks can become critical.

The Gantt chart was initially called a bar chart, but the name was later changed to Gantt after its creator, Henry Gantt. This chart graphically represents the duration of tasks across a timescale, showing the start and finish dates. If you want to illustrate the length of time a project or an individual task will take, use the Gantt chart.

The PERT was developed by Lockheed in conjunction with the Navy’s Polaris Missile Project. This scheduling system originally calculated expected durations. The modern

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Lesson – Exploring Project

Project 2016

PERT chart graphically displays task relationships, showing you which tasks are dependent upon the completion of other tasks.

S TARTING M ICROSOFT P ROJECT



Discussion

When Microsoft Office is installed, it creates shortcuts to all of your Office applications. Open Project 2016 by selecting it from the program menu. After the program starts, a brief copyright screen appears, and then the application window opens.



Search for Project 2016 in the Type here to search field on the task bar.



Procedures

1. Click the

Start button on the taskbar. A list of apps

appear.

2. Click

Project 2016 .

 Step-by-StepNote: The steps are using Windows 8 Operating System.

Start Microsoft Project 2013.

Steps

Practice Data

1. Click the Start button on the taskbar. A list of apps appear.

Click

Start

2. Click Project 2013 .

Click

Project 2016

Microsoft Project 2016 starts.

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Project 2013

Lesson – Exploring Project

U SING THE I NTERFACE



Discussion

When Project starts, the application window opens with a new interface. From the Start screen you can open a recently opened project file, open a plan template, or a blank plan.

The Microsoft Project 2016 Window

U SING THE P ROJECT W INDOW



Discussion

When you select Blank Project , the project window opens with the Gantt Chart view displayed in the workspace by default. The Gantt Chart view is automatically split into two panes.

The left pane displays a table with fields arranged in columns where you can enter task information. Initially, you only see a portion of the information in the left pane; however, you can widen the pane to see all the information it contains. The ID field,

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Lesson – Exploring Project

Project 2016

the first column on the left in the table, contains numbers that Microsoft Project assigns to each task. The next column from the left is the Task Mode field, which displays icons representing information about a task or resource, such as the task type. If you point to an indicator, a ScreenTip containing information about the task. The next column in the table is the Task Name field, where you can enter task names. The Duration field is where you enter the length of a task in minute, hour, day, week, or month increments. The next two fields are Start and Finish which are the dates indicating when the assigned resource is scheduled to begin the task and the date the task should finish. The final field is Prdecessors which identifies the tasks that must be completed before the current task can begin. You can enter the start date for the assignment yourself, or you can have Project 2016 calculate the start date.

The right pane in the workspace displays a timescale which displays a graphic representation of the left pane information.

While the Gantt Chart view is the default view, you can change the view in the project window at any time to display or enter different information for a project. The name of the current view appears in the blue vertical active view pane indicator to the left of the workspace.

NOTE Change the default view from the Gantt Chart view to another view by selecting the View tab and then select Other Views icon from the Task Views Group .

U SING R IBBONS AND T ABS



Discussion

The Ribbon is a band of functional tabs across the top of the screen, which replaces the menus and toolbars from earlier versions of Project. Each tab is task-oriented and displays logical groups of buttons, which offer visual representations of their function.

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Project 2013

Lesson – Exploring Project

The Ribbon and Tabs for Project 2016

NOTE Minimize the Ribbon to show just the tab titles by right clicking the Ribbon and selecting Minimize the Ribbon . Alternatively, use [Ctrl+F1] to select or deselect the Ribbon. After minimizing the Ribbon , click a tab to display the tab content, and click the tab again to closes it. Click the ribbon away from any tabs or in the document area or within the document itself to close the opened tab.

U SING C ONTEXTUAL T ABS



Discussion

In addition to the default tabs in the Ribbon there are context sensitive or Contextual Tabs that offer specific options for when you are doing certain work. These Contextual Tabs always display to the right of the standard tabs, have a different highlight color, and contain commands related to the specific feature.

Contextual tab

U SING D IALOG B OX L AUNCHERS



Discussion

You may be able to display more options using the Dialog Box Launcher in the group you are using on the Ribbon . They are small buttons that appear in the lower-right

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Lesson – Exploring Project

Project 2016

corner of some groups, which open a related dialog box or task pane. For example, the Font dialog box provides further Font and Character Spacing options.

The Font group showing a dialog box launcher

NOTE When you point to a Dialog Box Launcher , a ScreenTip with a thumbnail of the dialog box appears to show you which dialog box you are selecting.

U SING THE Q UICK A CCESS T OOLBAR



Discussion

The Quick Access Toolbar is a feature that is present throughout the Office 2016 applications and appears by default above the tabs. It is a quick and easy way of accessing some of an application’s regularly used features without using the Ribbon or Tabs .

The Quick Access Toolbar has three default buttons: Save, Undo and Redo . You can customize the Quick Access Toolbar to add other regularly used commands for easy access.

The Quick Access Toolbar

NOTE You can move the Quick Access Toolbar to a position below the Ribbon using the drop down menu at the right end of the toolbar.

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Project 2013

Lesson – Exploring Project

C USTOMIZING THE Q UICK A CCESS T OOLBAR



Discussion

The Quick Access Toolbar has three commands by default: Save , Undo and Redo . However, there are other commands that you can to add to the toolbar and you can remove commands you find less useful.

The Customize Quick Access Toolbar

NOTE You can customize the Quick Access Toolbar through the File menu, Options, with the Customize command. Alternatively, right-click a button to add the option button to the Quick Access Toolbar .



Procedures

1. Select the More button to the right of the Quick Access Toolbar 2. Select one or more commands to add to the Quick Access Toolbar menu.



Step-by-Step

Customize the Quick Access Toolbar .

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Lesson – Exploring Project

Project 2016

Steps

Practice Data

1. Select the More button to the right of the Quick Access Toolbar The Customize Quick Access Toolbar menu opens. 2. Select the command you want to appear on the Quick Access Toolbar menu. The Customize Quick Access Toolbar menu closes, and the selected command is added to the toolbar.

Click the Quick Access Toolbar More button .

Click Print Preview.

E XITING M ICROSOFT P ROJECT



Discussion

When you are finished using Project, exit the application properly, since Project performs necessary housekeeping before it closes.

If the current project was modified but not saved, a Microsoft Office Project warning prompts you to save the changes before exiting.



You can also click the Close button on the far right of the application window title bar to exit Project.



Procedures

1. Select the File tab.

2. Select the Close command.



Step-by-Step

Exit Project.

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Project 2013

Lesson – Exploring Project

Steps

Practice Data

1. Select the File tab.

Click File

The File screen appears.

2. Select the Close command. Project closes.

Click Close

Select No if you are prompted to save the changes to Project1 .

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Lesson – Exploring Project

Project 2016

E XERCISE

E XPLORING P ROJECT



Task

Explore Project.

1. Project management involves the following five processes: 1. 2. 3. 4. 5.

2. The initial plan is called the __________ and can be compared to actual events. project plan baseline definition

3. Critical tasks determine a project’s completion date. true false

4. The __________ graphically represents the duration of tasks across a timescale, showing the start and finish dates. PERT chart critical path Gantt chart

5. Start Microsoft Project, if necessary.

6. Use the mouse to display the Insert Tab. Then, hide the Insert menu.

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Lesson 2 - L EARNING P ROJECT B ASICS

This lesson covers the following objectives:

Opening an Existing Project Closing a Project Creating a New Blank Project Saving a New Project Setting Project Information Defining the Project Working Times

Adding a Nonworking Day Using a Project Template Exercise

Lesson – Learning Project Basics

Project 2016

O PENING AN E XISTING P ROJECT



Discussion

View or edit an existing project by opening it from disk. When you first open Project, a list of recent file names appear or when you click File > Open , the file name appears in the Recent list. Select the desired project from the list or type the project name you want to open.

Open from Backstage View

If the project resides in a different drive or folder select Browse . The folders and files residing in the selected location appear in the list box on the right.

While the Open button opens the selected project, the Open list provides additional options. For instance, if you want to protect the original version of a project from modifications, open a copy of the project or open the project as read-only.

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Project 2016

Lesson – Learning Project Basics

In addition to opening Project 2016 files, you can also open project files created in earlier versions of the application. When you open a file from an earlier version, they open just like files created in Project 2016. When you attempt to save an older Microsoft Project file, however, a Project dialog box opens, prompting you to overwrite the older version with the latest Project format. Choose to overwrite the file or save it in its old format.

Work with one project at a time or open multiple projects when necessary. It is a good idea to only open the necessary projects to enable Microsoft Project to run more efficiently.

The Open dialog box

NOTE Add a folder or file to Quick access by dragging it.

Project displays the names of the most recently opened projects in the Open screen, Recent section and in the Open dialog box. When you click a file name in the list, the corresponding project opens.

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Lesson – Learning Project Basics

Project 2016



Procedures

1. Click the File tab

on the Ribbon.

2. Click Open in the Backstage view. 3. Click Browse . 4. In the Open dialog box, select the drive where the project you want to open is located. 5. Select the folder where the project you want to open is located. 6. Select the file name of the project you want to open. 7. Click Open .



Step-by-Step

Open an existing project.

Steps

Practice Data

1. Click the File Tab on the Ribbon.

Click

.

2. Select the Open in the Backstage view. The Open screen appears.

Click Open

3. Select Browse .

Click Browse

The Open dialog box appears.

4. Select the drive where the project you want to open is located. A list of available folders appears. 5. Select the folder where the project you want to open is located. A list of available files appears. 6. Select the file name of the project you want to open. The project name is selected.

Click the student data drive.

Double-click to select the student data folder.

Click Housprj1.mpp

7. Select Open .

Click

The Open dialog box closes and the selected project opens in the Gantt Chart view.

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Project 2016

Lesson – Learning Project Basics

C LOSING A P ROJECT



Discussion

When you finish working on a project file, you can close it to remove it from the application window.

If you close a project file without saving the most recent changes, Project prompts you to save it. Choose to save the changes made to the project, or close the project without saving the changes.

NOTE

Close an open project by clicking the X button on the right side of the Ribbon. The Project Auto Save feature, available in the Options dialog box on the Save page, saves a temporary file at timed intervals. In this way, you can retrieve changes made to a project file if Project exits without saving because of a power failure or similar problem.



Procedures

1. Select the File tab. 2. Select the Close command.



Step-by-Step

Close a project.

If necessary, open the HOUSPRJ1.MPP project.

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Lesson – Learning Project Basics

Project 2016

Steps

Practice Data

1. Select the File tab.

Click

.

The File tab appears.

2. Select the Close command.

Click

.

The project file closes or a Microsoft Office Project message box opens prompting you to save the changes.

Select No to close the HOUSPRJ1 file without saving the changes.

C REATING A N EW B LANK P ROJECT



Discussion

From the File tab you can create a new blank project. The New screen is where you select a Blank Project file, copy an existing project, or one of several templates.

Backstage View New Screen

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Project 2016

Lesson – Learning Project Basics

NOTE

Use the New button on the Quick Access toolbar to create a new, blank project and bypass the New Project task pane.



Procedures

1. Select the File tab. 2. Select New . 3. Select the Blank Project image.



Step-by-Step

Create a new blank project.

Steps

Practice Data

1. Select the File tab.

Click

The File tab appears.

2. Select the New command.

Click

The New Project task pane appears.

3. Double-click the Blank Project link under New . The Blank Template is selected.

Click

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Lesson – Learning Project Basics

Project 2016

S AVING A N EW P ROJECT



Discussion

The first time you save a project, the Save As dialog box opens. Type a file name and use the Address Bar to specify where you want to store the project. All Microsoft Project files are saved with an .mpp extension. The Save As dialog box only opens the first time you save a file. After that, when you use the Save feature, the file is saved automatically, overwriting the current file.



Procedures

1. Click the File Tab

.

2. Select Save As. 3. Click Browse . 4. In the Save As dialog box, locate the drive and folder where you want to save the project. 5. Type the File Name in the appropriate fields.

6. Click Save

.



Step-by-Step

Saving a new project.

If necessary, create a new blank project.

Steps

Practice Data

1. Click the File Tab. Opens the file tab

Click

.

2. Click Save As.

Click Save As .

Opens the Save As screen appears.

3. Click Browse .

Click Browse .

The Save As dialog box appears.

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Project 2016

Lesson – Learning Project Basics

Steps

Practice Data

4. Select the drive where you want to save the project. A list of available folders appears. 5. Open the folder where you want to save the project. The contents of the folder appear.

Click the student data drive.

Double-click to open the student data folder.

6. Type the desired file name.

Type house.

Type the file name in the File name field

7. Select Save .

Click

.

The Save As dialog box closes, the file is saved, and the title bar changes to reflect the new project file name.

Notice that the Gantt chart now displays the week of current day .

S ETTING P ROJECT I NFORMATION



Discussion

The Project Information dialog box stores basic project information such as the start or finish date, and whether you are scheduling the project forward or backward. Scheduling forward means that you enter a start date for a project. The durations of the tasks determine the finish date.

Scheduling backward means that you enter a finish date for the project and Project determines the start date. It is recommended that you schedule from a start date because when you schedule from a finish date, Microsoft Project is unable to adjust the start date of tasks based upon resource constraints (known as “leveling”). In addition, scheduling backward schedules tasks to start as late as possible.

You can also set a project priority, which is helpful when you are working with multiple project files. The priority can be set from 0 through 1000, with 1000 indicating a project of the highest priority.

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Project 2016

The Project Information dialog box

NOTE Type a date into the Start date or Finish date field or use the list to display a calendar and navigate to the desired date. The Enterprise Custom Fields section appears in the Project Information dialog box if you are using the Microsoft Project Professional edition.



Procedures

1. Select the Project tab.

2. Select the button. 3. Select the Schedule from list. 4. Select the desired scheduling option. 5. Select the text in the Start date or Finish date box, depending upon the scheduling option you selected. 6. Enter the start or finish date as appropriate. 7. Select OK .

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Project 2016

Lesson – Learning Project Basics



Step-by-Step

Setting the project information.

Steps

Practice Data

1. Select the Project tab.

The Project ribbon appears.

Click

.

2. Select the Project Information button. The Project Information dialog box appears.

Click

.

3. Enter the start as appropriate.

Type 6/06/2018.

The start or finish date appears in the appropriate box.

4. In the Schedule from drop-down list select the desired scheduling option.. A list of scheduling options appears.

Click Project Start Date.

5. Select OK .

Click

.

The Project Informatio n dialog box closes and the Gantt chart displays the week containing the project start date.

Notice that the Gantt chart now displays the current week.

Save and close HOUSE.MPP .

D EFINING THE P ROJECT W ORKING T IMES



Discussion

A project calendar defines the general working and nonworking times for the project. Accurate calendar entries allow you to forecast project results and calculate costs.

Modify the work days and working hours to reflect the actual working hours for an entire project. The default working hours in Project are 8:00 AM to 5:00 PM, with an hour starting at noon for lunch. If the standard working hours at your company are

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Lesson – Learning Project Basics

Project 2016

9:00 AM to 5:30 PM with a half hour for lunch, adjust the project calendar to reflect your working hours.

In addition to selecting the working hours, specify the length of the work day and work week. If the work day is longer or shorter than eight hours and starts before 8:00 AM, make these adjustments before adding tasks or project durations will be incorrect. Working times should match the hours in a day. The Standard template assumes a default of 8 working hours per day and 40 working hours per week. You can also indicate the number of working days in the month, with 20 days being the default.

Edit or enter additional information at another time opening the Change Working Time dialog box and selecting Options in the lower right of the dialog box.

Details for Setting Default Calendar Work Week

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Project 2016

Lesson – Learning Project Basics

NOTE From the Project tab, select Change Working Time to open the Change Working Time dialog box. Change the calendar defaults for the current project on the Calendar page in the Options dialog box. Defaults include starting and ending times, hours per day, hours per week, and days per month. In the Change Working Time dialog box, select Options then Schedule . Make your changes. If you change the settings on the Calendar page in the Options dialog box and then select the Set as Default button, each new project will be scheduled according using these settings. For this reason, do not select this button unless all projects will be scheduled using these settings. For example, if you set a project to have a seven-hour work day, each new project will default to a seven-hour work day.

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Lesson – Learning Project Basics

Project 2016



Procedures

1. Select the Project tab on the Ribbon.

2. Click the

icon in the Properties group.

3. Click the

tab.

4. Click the button. 5. Make any necessary changes in the Details dialog box.

6. Select the desired options and select

.

7. Select

.



Step-by-Step

We will change the working times to 9:00 AM to 6:00 PM, with one hour for lunch.

From the Student Data directory, open HOUSE1.MPP.

Define the project working times.

Steps

Practice Data

1. Click the Change Working Time icon in the Project tab. The Change Working Times dialog box appears.

Click

.

2. Select the Work Weeks tab.

Click

.

A list of base calendars appears.

3. Select the Details button.

Click

.

The Details for dialog box appears.

4. Select the Day(s) to change. The desired days are selected.

Select Monday, hold down [Shift] then click Friday.

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Project 2016

Lesson – Learning Project Basics

Steps

Practice Data

5. To change the working hours, select the Set day(s) to these specific working times: The option is selected. 6. Click in a cell to type a new start time. The cell is selected.

Click Set day(s) to these specific working times:

Click the first cell in the From column. Type 9:00 AM and press the right arrow key. Type 1:00 PM in the corresponding To box and click in the From box on the second line. Type 2:00 PM and press the right arrow key.

7. Type the desired time.

Type the desired start time.

8. Type the desired end time. Type desired end time.

9. Set the desired time in the From column. Type desired start time for the afternoon.

10. Enter the desired End time. The desired end time is set.

Type 6:00 PM and press the [Enter] key.

11. Select OK .

Click

.

The dialog box closes, and the options are saved.

12. Select OK .

Click

.

The Change Working Time dialog box closes, and the options are saved.

A DDING A N ONWORKING D AY



Discussion

By default, the project calendar defines the standard working days (Monday through Friday) and nonworking days (Saturday and Sunday) for a project. The default calendar has no holidays, so you must mark the appropriate holidays as nonworking days. It is very important to mark all applicable nonworking days as durations are calculated according to this calendar. In any view, nonworking days are identified with gray shading.

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Lesson – Learning Project Basics

Project 2016

You can enter the nonworking days by directly opening the Change Working Time dialog box.

The Change Working Time dialog box

NOTE To mark multiple days in the currently displayed calendar at the same time, drag to select consecutive days. To select non- consecutive days, hold the [Ctrl] key, click the desired days, and then release the [Ctrl] key.



Procedures

1. Select the Project tab on the Ribbon.

2. In the Properties group, click . 3. Display the month in the calendar in which you want to add the nonworking day. 4. Select the day on the calendar you want to add as nonworking. 5. In the Exceptions tab, type the name of the holiday. 6. Press the tab key. The selected day from the calendar is automatically added. Change the date manually, if needed 7. Select OK .

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OFFICEPRO, Inc.

Project 2016

Lesson – Learning Project Basics



Step-by-Step

Add the Federal holidays to the end of the current year. Add a nonworking day.

Steps

Practice Data

1. Select the Change Working Time icon. The Change Working Time dialog box opens with the current project calendar template in the For box. 3. Display the month in the calendar in which you want to add the nonworking day. The desired month appears. 4. Select the day on the calendar you want to add as nonworking. The desired day is selected.

Click

Scroll as necessary to display July 2018.

Select the 4 th .

5. Click in the first blank row in the

Type Independence Day .

Exceptions tab and type the name of the holiday. The text is entered.

6. Select OK .

Click

The Change Working Time dialog box close.

If you open the Change Working Time dialog box and scroll back to July, you will see that a nonworking day is identified with underlining and shading.

Go back to the Gantt Chart View and scroll the timescale as necessary to display July 3, ‘18 . Notice that the gray shading indicates that July 4 th , 2018 are nonworking days.

Add the following holidays for the remainder of the year.

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Lesson – Learning Project Basics

Project 2016

Holiday

Date

1 st Monday in September

Labor Day

2 nd Monday in October

Columbus Day

Veterans Day

November 11

4 th Thursday in November

Thanksgiving

Christmas

December 25

Save and close the current open file.

U SING A P ROJECT T EMPLATE



Discussion

Instead of starting a project from scratch, you can use a project template. A template provides a framework to use for creating certain project types. Microsoft Project includes a variety of project types, including residential and commercial construction, engineering, new business, and office moves, to help you start a project plan.

Use one of Project’s preformatted templates, or one that you created, using the links in the New screen Templates section. The template opens with a list of project tasks, assigned resources, and other information. Use the Project Information dialog box to specify a new start or finish date. Make changes to the existing project information, as well as add information. The File > New link opens the Templates screen, where you can select a locally installed template or online templates. The New from existing template allows you to open a copy of an existing project. The New from Excel workbook link allows you to open a copy of an existing Excel template. The New from SharePoint Tasks List link allows you to open a copy of an existing template from SharePoint.

Once you have used a template to create a project, Project adds the project to the Recent section to the File tab.

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OFFICEPRO, Inc.

Project 2016

Lesson – Learning Project Basics

Selecting a new project template

NOTE

If Project was installed on your computer using the typical installation procedures, you may need to install the templates. If the templates are not installed, you will be prompted to install them from the original installation source when you open a template from the Templates screen. You must have the rights to install new programs on your computer to be able to download new templates.



Procedures

1. Select the File tab. 2. Select the New command. 3. Double-click the desired template



Step-by-Step

Use a project template.

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Lesson – Learning Project Basics

Project 2016

Steps

Practice Data

1. Select the File tab.

Click

.

The Backstage view appears.

2. Select the New command. The New screen appears.

Click

.

3. Select the desired Template from the list. The action is carried out.

Click the Project Management Plan template.

4. Select the desired template.

Click Project management plan .

A preview of the template appears.

5. A Project Management Plan preview appears. The start date is labeled Today . Change the start date to June 6, 2018.

6. Select Create .

The Templates dialog box closes and the project opens.

Click

.

Close the project without saving.

E XERCISE

L EARNING P ROJECT B ASICS



Task

Define a new project.

1. Create a new blank project. 2. Define a new project and enter a start date of 6/06/18 . 3. Save the project to the student data folder as rooms1 . 4. Add Federal holidays to the end of the year. 5. Close the project and save the changes as rooms1 . 6. Open the rooms1 project you just created.

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Project 2016

Lesson – Learning Project Basics

7. Close the rooms1 project. 8. Use the Commercial Construction template to create a new project to start on the first Monday of next month. 9. View the task list for the new project and then scroll the Gantt chart. 10. Close all open projects without saving them.

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Lesson 3 - W ORKING WITH T ASKS

This lesson covers the following objectives:

Exploring Tasks Working with Durations Entering Tasks Editing Tasks

User Controlled Scheduling Entering a Milestone Task Entering a Recurring Task Viewing and Hiding Recurring Tasks Editing Recurring Tasks Filtering Tasks Exercise