Table Of Content00 0789730693 FM 5/3/04 1:49 PM Page i
Show Me!
Microsoft® Office
Project 2003
Brian Kennemer
Que Publishing
800 East 96th Street
Indianapolis, IN 46240 USA
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Show Me Microsoft® Office Project 2003 Publisher
Paul Boger
Copyright © 2004 by Que Publishing
All rights reserved. No part of this book shall be reproduced, stored in a Associate Publisher
retrieval system, or transmitted by any means, electronic, mechanical, photo- Greg Wiegand
copying, recording, or otherwise, without written permission from the pub- Acquisitions Editor
lisher. No patent liability is assumed with respect to the use of the informa- Stephanie J. McComb
tion contained herein. Although every precaution has been taken in the
Development Editor
preparation of this book, the publisher and author assume no responsibility
Todd Brakke
for errors or omissions. Nor is any liability assumed for damages resulting
from the use of the information contained herein. Managing Editor
Charlotte Clapp
International Standard Book Number: 0-7897-3069-3
Project Editor
Library of Congress Catalog Card Number: 2004100884
Tonya Simpson
Printed in the United States of America Production Editor
Seth Kerney
First Printing: June 2004
Indexer
07 06 05 04 4 3 2 1
Sharon Shock
Proofreader
Trademarks
Leslie Joseph
All terms mentioned in this book that are known to be trademarks or service
marks have been appropriately capitalized. Que Publishing cannot attest to Technical Editor
the accuracy of this information. Use of a term in this book should not be Russ Young
regarded as affecting the validity of any trademark or service mark.
Publishing Coordinator
Microsoft is a registered trademark of Microsoft Corporation. Sharry Lee Gregory
Interior Designer
Warning and Disclaimer Perspection
Every effort has been made to make this book as complete and as accurate
Cover Designer
as possible, but no warranty or fitness is implied. The information provided
Sandra Schroeder
is on an “as is” basis. The author and the publisher shall have neither liabili-
ty nor responsibility to any person or entity with respect to any loss or dam- Page Layout
ages arising from the information contained in this book. Bronkella Publishing
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Acknowledgments
Acknowledgments
I could not have written this book without the support of my family. My wife and kids
have been wonderful, as always, in supporting the extra time I needed to finish this proj-
ect. I’m very lucky to have the support of such a wonderful family.
The team at Que has been a huge help and has been very patient with me on this book. I
have always been used to editing other people’s books, so writing my own offered me
some “challenges” for sure, but Stephanie McComb, Sharry Gregory, Todd Brakke, and
Tonya Simpson were wonderful in helping draw this book out of me.
Last but not least: Russ Young deserves credit for making sure that I was on track with
the technical details. Ironic as it may seem since I have been in his shoes as technical edi-
tor seven times, he still found places where I missed details or left things out. I have been
used to telling authors they were wrong, so it was a new experience to have Russ point
out where I had made mistakes. I thank him for his diligent efforts and making sure the
book was accurate.
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Dedication
For Alicia, my wonderful wife and loving friend.
About the Author
Brian Kennemerhas been working with and supporting Microsoft Project since
1997. In 1998, Microsoft awarded him the recognition of Most Valued
Professional (MVP) for his work in the Microsoft newsgroups that support Project.
Brian currently works for QuantumPM (www.quantumpm.com) as a Project Server
Specialist, where he consults with customers on the deployment, installation, and
configuration of Microsoft Project Server. Through QuantumPM, he has been
consulting with the Microsoft Project development team creating deployment
documentation and training materials for Project Server 2002 and 2003. Brian is
the technical editor of seven books on Microsoft Project, including the last three
versions of Que’s Special Edition Using Microsoft Project. Prior to working with
QuantumPM, Brian was a support lead, program manager, and project manager
for Pacific Edge Software (www.pacificedge.com), a company that develops project
portfolio management software. In his free time, Brian also writes about Project-
and Project Server-related topics on his weblog at www.projectified.com. Brian
lives on a small farm north of Seattle, Washington, with his beautiful wife Alicia
and their wonderful kids Riley, Jesse, and Alivia.
About the Technical Editor
Russ Youngis a senior project manager with QuantumPM (www.quantumpm.com) and
has more than 25 years of project management experience within industries such
as automotive tooling manufacturing, aerospace manufacturing, high-end com-
a puter-aided design and manufacturing (CAD/CAM), telecommunications, and the
U.S. Department of Energy. Russ has been using Microsoft Project since version
4.1, and has extensive experience with Microsoft Project Server 2002 and 2003,
including system design, installation, configuration setup, training, and post-
installation support. Russ has recently worked with Microsoft to develop Project
Server deployment documentation, and has been the presenter during several
Microsoft TechNet WebCasts for Project Server 2003.
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We Want to Hear from You!
As the reader of this book, youare our most important critic and commentator. We value
your opinion and want to know what we’re doing right, what we could do better, what
areas you’d like to see us publish in, and any other words of wisdom you’re willing to
pass our way.
As an associate publisher for Que, I welcome your comments. You can email or write me
directly to let me know what you did or didn’t like about this book—as well as what we
can do to make our books better.
Please note that I cannot help you with technical problems related to the topic of this
book. We do have a User Services group, however, where I will forward specific technical
questions related to the book.
When you write, please be sure to include this book’s title and author as well as your
name, email address, and phone number. I will carefully review your comments and
share them with the author and editors who worked on the book.
Email: [email protected]
Mail: Greg Wiegand
Associate Publisher
Que Publishing
800 East 96th Street
Indianapolis, IN 46240 USA
For more information about this book or another Que title, visit our Web site at
www.quepublishing.com. Type the ISBN (excluding hyphens) or the title of a book in the
Search field to find the page you’re looking for.
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Acknowledgements v
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Contents
Introduction 1
1 Introduction to the Project Interface 5
Understanding and Exploring Menus 8
Understanding and Exploring the Toolbars 10
Examining the Gantt Chart View 12
Examining the Network Diagram View 13
Exploring the Usage Views 14
Examining the Resource Sheet View 17
Exploring the Resource Graph View 18
2 Creating Projects 19
Creating New Projects 20
Creating Projects from Templates 21
Using Templates from Office Online 22
Adjusting the Dates on a Template Project 23
Editing the Project Information Dialog 24
c
Editing Project File Properties 25
Saving a Project 26
Opening a Project 27
Searching for a Project 28
Adding Folders to the My Places Bar 30
3 Working with Project Options 31
Setting the View Options 32
Setting the General Options 35
Setting the Edit Options 36
Setting the Calendar Options 38
Setting the Schedule Options 39
Setting the Calculation Options 41
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Setting Cost and Critical Path Options 46
Setting the Spelling Options 48
Setting the Save Options 49
Setting the Interface Options 50
Setting the Security Options 51
4 Entering and Working with Tasks 53
Entering Tasks 54
Working with the General Tab of the Task Information Dialog 57
Working with Predecessor Data 59
Working with Task Resources 61
Working with Advanced Task Settings 63
Working with Task Notes and Custom Fields 64
Creating Summary Tasks 68
Creating Milestones 70
5 Working with Dependencies and Constraints 73
Creating Links with the Mouse 76
Creating Links with the Link Tool 78
Editing Links 79
Creating Constraints 82
6 Entering Resources 85
Creating Resources 86
Editing Resource Information 87
Working with Constant Resource Availability 90
c Working with One-Time Changes in Resource Availability 91
Working with Resource Calendars 94
Working with Cost Rate Tables 96
7 Working with Resource Assignments 99
Assigning Resources with the Assign Resources Dialog 102
Assigning Resources with the Task Information Dialog or
the Task Form 104
Understanding Assignment Units 106
Replacing Resources on Assignments 108
Deleting Assignments 110
Viewing Resource Graphs 114
Assigning Resources with the Task Form 116
Editing Assignment Information 118
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8 Dealing with Resource Overallocations 121
Finding Overallocations in the Resource Allocation View 124
Finding Overallocations in the Gantt Chart View 126
Resolving Overallocations Using Leveling Delay or Redistribution 128
Resolving Overallocations by Replacing or Adding Resources 130
Using the Resource Graph 132
Working with the Resource Leveling Feature 138
9 Working with Custom Fields 141
Renaming Custom Fields 148
Using and Editing Value Lists 150
Adding Values to a List 152
Sorting Value Lists 153
Working with Formulas 154
Selecting Rollup Options 156
Setting Up Graphical Indicators 157
Reusing Field Customizations 158
10 Formatting and Creating Views 161
Adding and Removing Fields from Views 162
Working with Tables 164
Adding and Removing Table Fields 166
Working with Filters 168
Creating Filters 170
Working with Grouping 174
Applying, Customizing, and Editing Groups 176
Deleting a Group from Project 178 c
Creating Views 182
Editing and Deleting Views 184
Working with Gantt Chart Bar Styles 188
Working with Text Styles 191
11 Tracking Progress on Your Project 193
Viewing the Critical Path 196
Adding a Slack Bar Style to Other Gantt Chart Views 197
Adding a Critical Bar Style to Other Gantt Chart Views 198
Saving Baselines 202
Overwriting Baselines 203
Saving Baselines for Selected Tasks 204
Contents ix
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Saving Interim Plans 205
Copying and Clearing Baselines 206
Working with Baseline Views 208
Updating Task Status 210
Using the Update Tasks Dialog 212
Updating the Project Status Date 214
Using the Update As Scheduled Function 215
Rescheduling Remaining Work 216
Updating Tasks Using Timescaled Data 217
Working with Progress Lines 220
Formatting Progress Lines 222
12 Reporting on Your Project 225
Printing Views as Reports 226
Setting Up Print Options 228
Setting Paper, Numbering, and Margin Options 230
Putting Text Into Your Header and Footer 232
Working with Legends 234
Working with Printing View Options 236
Adding Notes to Your Printed View and Printing Your View 238
Configuring Reports 242
Setting the Report Details, Defining the Sort, and Printing the Report 246
Creating Custom Reports 248
Using the Project Summary Report 253
Using the Who Does What When Report 255
c Glossary 257
Index 263
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