Sample Project 2007 Foundation Manual

Microsoft Project 2007
Manual - Foundation Level
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Page 2 - Project 2007 Foundation Level
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INSTALLING THE SAMPLE FILES ......................................................................................................... 5

INTRODUCING MICROSOFT PROJECT 2007 ....................................................................................... 6
What is Microsoft Project 2007? ............................................................................................................... 6
File Compatibility ......................................................................................................................................... 6
The Project 2007 Screen ........................................................................................................................... 6
Drop Down Menus ...................................................................................................................................... 7
Using the Ask a Question Box .................................................................................................................. 9
Standard Toolbar....................................................................................................................................... 10
Formatting Toolbar .................................................................................................................................... 12
Task Panes ................................................................................................................................................ 14
Closing Microsoft Project ......................................................................................................................... 15
Opening an existing Microsoft Project ................................................................................................... 15
View Bar ..................................................................................................................................................... 16
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Project Guide ............................................................................................................................................. 18
Creating a new project ............................................................................................................................. 19
Creating a new project based on a template ........................................................................................ 19
Closing the current project ....................................................................................................................... 22
SETTING UP A PROJECT ..................................................................................................................... 23
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File Properties............................................................................................................................................ 23
Inputting Start and Finish Dates .............................................................................................................. 25
Setting up a Project Calendar ................................................................................................................. 27
Making a New Calendar ........................................................................................................................... 27
Applying a new Calendar ......................................................................................................................... 31
Saving a project ......................................................................................................................................... 31
Setting up Currency and Language within Microsoft Project .............................................................. 32
TASKS, NOTES & MILESTONES .......................................................................................................... 35
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What are Tasks? ....................................................................................................................................... 35
Entering Tasks ........................................................................................................................................... 35
Entering Subtasks ..................................................................................................................................... 36
Entering Task Durations........................................................................................................................... 38
Creating a Summary Task ....................................................................................................................... 40
Recurring Tasks ........................................................................................................................................ 43
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Task Notes ................................................................................................................................................. 46

Milestones .................................................................................................................................................. 47
MANIPULATING TASKS & CONSTRAINTS ....................................................................................... 49
What are Constraints? .............................................................................................................................. 49
Adding Constraints .................................................................................................................................... 49
Editing Tasks ............................................................................................................................................. 51
Deleting Tasks ........................................................................................................................................... 52
Moving Tasks ............................................................................................................................................. 54
DEPENDENCIES..................................................................................................................................... 56
What are Dependencies? ........................................................................................................................ 56
Finish-to-Start (FS) Dependencies ......................................................................................................... 56
Start-to-Start (SS) Dependencies ........................................................................................................... 59
Start-to-Finish (SF) Dependencies ......................................................................................................... 63
RESOURCES .......................................................................................................................................... 64
What are Resources? ............................................................................................................................... 64
Creating a Resource List.......................................................................................................................... 64
Working Time ............................................................................................................................................. 66

Rates ........................................................................................................................................................... 68
Resource Notes ......................................................................................................................................... 69
Assigning Resources ................................................................................................................................ 70
VIEWS & SPLIT WINDOWS ................................................................................................................... 78
What are Microsoft Project Views?......................................................................................................... 78
Changing Views......................................................................................................................................... 78
Gantt Chart View ....................................................................................................................................... 81
Calendar View ........................................................................................................................................... 84
Network Diagram View ............................................................................................................................. 85
Task Usage View ...................................................................................................................................... 87
Resource Graph View .............................................................................................................................. 91
Resource Sheet View ............................................................................................................................... 92
Resource Usage View .............................................................................................................................. 92
Splitting the Window ................................................................................................................................. 93
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PRINTING & REPORTS.......................................................................................................................... 95
Viewing and Printing Reports .................................................................................................................. 95
Using Print Preview................................................................................................................................... 95
Page Setup ................................................................................................................................................ 96
Print Dialog Box ....................................................................................................................................... 102
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Overview Reports .................................................................................................................................... 102
Current Activity Reports ......................................................................................................................... 104
Cost Reports ............................................................................................................................................ 106
Assignments Reports ............................................................................................................................. 107
Workload Reports ................................................................................................................................... 107
Visual Reports ......................................................................................................................................... 108
HELP DEMOS ........................................................................................................................................111
Microsoft Project Help Demos ............................................................................................................... 111
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WHAT’S NEW IN PROJECT 2007? ......................................................................................................114
Multiple Level Undo ................................................................................................................................ 114
Task Drivers Pane................................................................................................................................... 114
Change Highlighting ............................................................................................................................... 115
Visual Reports ......................................................................................................................................... 117
Cost Resources ....................................................................................................................................... 118
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Office Assistant........................................................................................................................................ 118

Installing the Sample Files

• Create a folder called
Project 2007 Foundation Files
under the My Documents folder (or the Documents folder if you are using
Windows Vista).
• Copy the sample files to the Project 2007 Foundation Files folder.
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Introducing Microsoft Project 2007
What is Microsoft Project 2007?

• Microsoft Project 2007 is the project management software produced by
Microsoft. It provides you with all the tools you need for effective planning,
tracking, problem solving, sharing and completing a project in keeping with
conventional management principles and practices. It can be used for a
project of any size. It provides a framework to start your project, as well as
the means to organise and manage effectively. It is like having a project
management assistant.
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File Compatibility
• The file name extension remains .mpp, which is the same as previous
versions.
• Unlike many of the other Microsoft 2007 applications, such as Word,

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PowerPoint and Excel, the file format used by Microsoft Project 2007 is
compatible with earlier versions stretching back to Microsoft Project 97. This
means that if you create a project file using Microsoft Project 2007, it will be
able to be opened by people using earlier versions of Project, all the way
back to Microsoft Project 97.
WARNING. Even though the file format is compatible, if you use advanced
features that are available within Microsoft Project 2007, but which are not
supported by earlier versions of Microsoft Project then if you open a 2007
contents file using an earlier version, the advanced functionality may be lost.
The Project 2007 Screen

• When you first start Microsoft Project the screen will look similar to the
illustration below.

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The table area to the left is the area within which you can enter the individual
tasks making up your project.
The area on the right, displays the task information in the form of a Gantt
chart.
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Drop Down Menus
• The drop down menus are similar to the standard drop down menus found in
the majority of Windows based application programs.
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• Click on the View drop down menu and you will see a list of commands.
• Some of the commands, such as Toolbars have a right pointing arrow that
indicates further sub-commands. As you can see some of the commands are
ticked, indicating that these are currently selected or active.

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• Some of the commands, such as the Zoom command, are followed by three
small dots. This indicates that a dialog box will be displayed if you click on
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these commands. Try clicking on the Zoom command and you will see the
following dialog box displayed. You can click on the Cancel button to close
the dialog box.

Using the Ask a Question Box

• The Ask a Question box is displayed towards the top-right of your screen.
This feature allows you to type a question, or key words, for a subject with
which you need help.
• Click inside the Ask a Question Box and type New features.
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• Press Enter and you will see the Project Help dialog box displayed, as
illustrated below.
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• Click on the link titled What’s new in Microsoft Office Project for the
desktop. You will see the following dialog box describing the new features
within Microsoft Project 2007. Scroll down and briefly read up on some of the
new features.
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• Close the Microsoft Project Help window.
NOTE. You can use the F1 keyboard shortcut, at any time, to display the
Project Help dialog box.
Standard Toolbar
• This toolbar provides quick access to commonly used actions. Each icon
represents a particular action. When you point to an icon (without clicking),
a descriptive tool tip appears to help you identify it. The following is a list
and brief description of the icons on the Standard toolbar.

New - creates new project.
Open - opens an existing project.
Save - saves the current project.
Print - prints the project.
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Search - performs a search.
Print Preview - changes display to print preview.

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Spelling - performs a spell check.
Cut - cuts the selected range to the Office clipboard.

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Copy - copies the selected range to the Office clipboard.
Paste - pastes the last item from the Office clipboard.

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Format Painter - pastes formatting from one item in your project over
another.
Undo & redo - undoes or redoes the last action.
Hyperlink - inserts a hyperlink.
Link Tasks - links selected tasks.
Unlink Tasks - unlinks selected tasks.
Split Task - splits selected tasks.

Task Information - displays the Task Information dialog box.
Task Notes - displays the Notes tab in the Task Information dialog box.
Task Drivers – Displays items that drive the selected task.
Assign Resources - opens the Assign Resource dialog box.
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Publish All Information - publishes to the Microsoft Project Server.
Group by - groups tasks according to your selection in the

drop down menu.
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Zoom In - increases the zoom.
Zoom Out - decreases the zoom.

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Go to Selected Task - changes the view to view details of the selected
task.
Copy Picture - opens the Copy Picture dialog box.

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Microsoft Project Help - opens the Project Help Pane.
Formatting Toolbar
• This toolbar provides quick access to commonly used formatting actions.
Each icon represents a particular action. When you point to an icon with your
cursor (without clicking), a descriptive tool tip appears to help you identify it.
The following is a list and brief description of the icons on the Formatting
toolbar.
Outdent - makes the selected task a summary task.

Indent - makes the selected task a subtask.
Show Subtasks - shows subtasks.
Hide Subtasks - hides subtasks.
Hide Assignments - hides assignments.
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Show - allows you to select the level of detail you want to see in your
project from a drop-down menu.
Font - selects fonts from a drop-down menu.

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Font Size - selects font size from a drop-down menu.
Bold - changes the selected text to bold.
Italic - changes the selected text to italic.

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Underline - underlines the selected text.
Align Left - aligns the selected text to the left.

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Center - aligns the selected text to centre.
Align Right - aligns the selected text to the right.
Filter - allows you to filter tasks according to the selected

option from the drop-down menu.
AutoFilter - places a drop-down menu at the top right of every column

to allow you to filter information easily.
Gantt Chart Wizard - starts the Gantt Chart Wizard.

Task Panes
• Task panes will be displayed when needed and will allow you to complete a
range of tasks. For instance start Microsoft Project and then click on the File
drop down menu and select the New command.
• This will display the New Project task pane. This pane could be used to
complete a number of different tasks, related to creating a new project.
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• To close a task pane, click on the small cross shape at the top-right of the
task pane.

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Closing Microsoft Project
• Click on the Close icon, shaped like a small cross at the top-right of the
Microsoft Project window
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or use the keyboard shortcut Alt+F4.
Opening an existing Microsoft Project

• Reopen Microsoft Project.
• Click on the Open button within the Standard Toolbar.
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This will display the Open dialog box.
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• By default the Open dialog box displays the contents of the My Documents
folder (or the Documents folder if you are using Windows Vista).
• You should see a folder called Project 2007 Foundation Files. Double click
on this folder and you will see sample files that we will use on this course.
• Select the file called Sample.mpp and then click on the Open button. You
will then see a sample project file displayed as illustrated below.
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• Tasks are listed in the left side, and the Gantt chart view is displayed to the
right.
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View Bar
• There are a number of different views that you can use to view the data that
you enter into a project. You can tell Microsoft Project to display the View
Bar down the left side of the screen, which will make changing from one view
to another much easier. To do this click on the View drop down menu and
then click on the View Bar command.

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The screen will now look like this.
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• As you can see there are lots of different views available. In fact if you click
on the More Views icon at the bottom of the View Bar you will see a dialog
box displaying all the different views. Click on the Cancel button to close

this dialog box.
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Project Guide
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The Project Guide helps you to build your project, step-by-step. To display
the Project Guide toolbar, click on the View drop down menu and then select
the Turn On Project Guide command.
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• The Project Guide will be displayed as illustrated below.

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• The Project Guide, as the name implies, is there to help guide you through
using Microsoft Project.
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• Exit Microsoft Project 2007, without saving any changes.
• Reopen Microsoft Project. As you can see the View Bar and the Project
Guide, are still displayed.
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Creating a new project

• As you have seen, when you start Microsoft Project, by default it displays a
newly created, blank project. As we will see later, you can use this opening
page, to start entering data. Clicking on the New icon will create a new,
blank project.
Creating a new project based on a template

• You can use a template to create a project, to achieve a particular task, such
as moving house. To try this, click on the File drop down menu and then
click on the New command.

• You will see the New Project Task Pane, displayed towards the left edge of
your window, as illustrated below.
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• To use a template that is already installed on your local hard disk, click on
the On computer link.
• This will display the following dialog box.

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Clicking on the Project Templates tab, within the dialog box, will display a
range of templates, as illustrated below.
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• Select and double click on the Home Move template. You will see the
following displayed.

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As you can see this is a project for moving home. By the end of this course
you should be able to create new projects, using existing templates, and
customise them for your specific needs.
Closing the current project

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• Often you may want to close the current project, in this case the Home
Move project, but leave the Microsoft Project program open. Press Ctrl+F4
and you will see the following dialog box. In this case click on the No button
and the project will close.
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• Exit the Microsoft Project program.

Setting up a Project
File Properties
• Open Microsoft Project 2007 and by default a blank project is displayed.
• Click on the File drop down menu and then select the Properties command.
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• The Project Properties dialog box will be displayed.
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• There are a number of tabs within the dialog box.
General tab:
Provides a quick summary of the name, type, location, size, creation date,
modified date, accessed date and attributes of the project.
Summary tab:
You can enter any additional information you may want to record regarding
your project.
Statistics tab:
Lists the dates the project was last created, modified, accessed and printed,
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as well as who saved it last, the revision number and the total editing time.
Contents tab:
Shows a project summary. It tells the start date, finish date, duration, work
hours, cost, % complete and % work complete.
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Custom tab:
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Allows you to add custom file properties to the project.
Click on the Summary tab, and type New Product Brochure into the Title
field, as illustrated below.
• Type your name into the Author field.

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• Click on the Statistics tab to see the dates that the project was last created,
modified, accessed and printed, as well as who saved it last, the revision
number and the total editing time.
• Click on the OK button to close the Project Properties dialog box.
Inputting Start and Finish Dates

• The first step in starting a new project is establishing basic project
information. The start or finish date is what you will use to anchor your
project. Your schedule will be built around either the start date or the finish
date. The start and finish date information is entered in the Project
Information dialog box.
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• Open the Project Information dialog box by clicking on the Project drop
down menu and selecting the Project Information command.
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• You will see a dialog box similar to that shown below. The dates will be
different however.
• Use the drop-down calendar in the Start date field to select Mon
05/01/04.

• Use the drop-down calendar in the Current date field to change the date to
Sun 04/01/04.
NOTE. We are using these dates so that you can work through the examples
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in this manual and you will see the same results, as well as the same issues
and problems, illustrated within these examples. In real life you would
obviously use dates that are current with your project.
Your dialog box will now look like this.

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• Be sure that Project Start Date is selected from the Schedule from drop-
down menu (Project Start Date is the default).
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• Leave the other fields as the default values.

• Click on the OK button. Microsoft Project will close the dialog box and save
the information for you.

Setting up a Project Calendar

• Microsoft Project supplies three basic calendars (Standard, Night Shift and
24 Hours) which you can use as foundations to create your own base
calendar.
You can make a calendar which indicates general working times for each
resource or group of resources. Project will use this information for things
like scheduling resources and converting task durations.
• To set up the project calendar, click on the Project drop down menu and
then select the Project Information command.
• Confirm that Standard is selected from the Calendar drop-down menu, in
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the Project Information, dialog box.
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• Click on the OK button, to close the Project Information dialog box and
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save the project information.
Making a New Calendar

• To make a new calendar, click on the Tools drop down menu and then select
the Change Working Time command.
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• The Change Working Time dialog box will be displayed.

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• Click on the Create New Calendar button within the dialog box.
• The Create New Base Calendar dialog box will be displayed.

• Enter Project 2007 Foundation Exercise as a descriptive name.
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Click on the OK button.
Now let’s say that we need to book some time off for holidays. Within the
Click on a day to see its working times section of the dialog box, select
the 1st, 2nd and 3rd of January 2004
NOTE: You will have to use the scroll bar within the dialog box to display
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dates in January 2004.
NOTE: To select these dates click on January 1 and with the mouse pointer
pressed down move across to January 3. Then release the mouse pointer.
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• Type Holiday Time in the Exceptions area of the dialog box, as illustrated
below.

• Click in the Start column next to the name Holiday Time and you will see
the following changes.
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• You will notice that January 1, January 2 and January 3 are now greyed
out as non-working time. Click on the OK button to close the dialog box.

Applying a new Calendar

• We have created a new Calendar, now we have to apply it to our project.
• Click on the Project drop down menu and then select the Project
Information command.
• Click on the Calendar down arrow and see how the new calendar has been
added to the list. Click on Project 2007 Foundation Exercise to select it.
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Click on the OK button.
Keep the project open for the next exercise.
Saving a project
• Click on the Save icon.
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This will display the Save As dialog box.
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• Double click on the folder called Project 2007 Foundation Files folder,
which will take you to that folder.
• Type New Product Brochure in the File name field.
• Click on the Save button.
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Setting up Currency and Language within Microsoft Project
• Click on the Tools drop down menu and select the Options command.
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This will display the Options dialog box.

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• Click on the View tab, and from within the Currency section of this tab you
can make changes, if required.

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NOTE: The currencies have been abbreviated. Common examples are listed
below.
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GBP = Great British Pounds.
USD = United States Dollars.
AUD = Australian Dollars.
EUR = Euros.
• If you have time quickly have a look at some of the other tabs within the
Options dialog box and see what is available. For example clicking on the
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General tab allows you to set the number of Undos that you can use. You
can also set standard and overtime pay rates for use within projects. The
Save tab allows you to set a time period to automatically save your work.
• Exit the Microsoft Project program.

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Tasks, Notes & Milestones
What are Tasks?

• Tasks are the specific activities which must be completed in order to finish
your project, similar to a 'to-do' list. Your task list is the backbone of your
project plan.
• It is essential to make your task list as comprehensive as possible, because if

a required task is omitted, you may not be able to achieve all of your goals.
• It is beneficial to create your task list in approximately the same order as the
tasks will be performed.
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Entering Tasks
• Open Microsoft Project 2007.
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Documents) folder.
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Open a project called New Product Brochure.mpp which is located within
your Project 2007 Foundation Files folder under the My Documents (or
Close the Project Guide (by click on the Close icon at the top right of the
Project Guide pane).
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• Click in the first row of the Task Name column of the Gantt table.

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Type Write Brochure and press Return.
• Leave the Duration, Start and Finish dates as they are.
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Entering Subtasks
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• Click in the second row of the Gantt table, underneath "Write Brochure".
• Type Research New Product and press the Return key.
• Type Create an Outline and press the Return key.
• Type Write a Rough Draft and press the Return key.
• Type Edit Rough Draft and press the Return key.

• Your screen will now look like this.
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• Select "Research New Product" by clicking on it.
• Click on the Indent icon on the Formatting toolbar to make it a subtask.
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• Your screen will now look like this.

• Now select rows 3, 4, and 5.
• Click on the Indent icon on the Formatting toolbar.
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Entering Task Durations
• Microsoft Project uses 1 day, as the default length, for task durations. If your
estimate for the duration of your task is different than one day, you can
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change it.
• Microsoft Project uses abbreviations for different time measures. Use these
abbreviations when typing in the duration.
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• In this case use the arrow buttons, on the right end of the Duration box, to
adjust the duration of the Research New Product task to 2 days.

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• Because you manually changed the duration of the Research New Product
task, the question mark which indicated an estimated duration disappeared.
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To specify that the changed duration is still an estimate, double click on the
Research New Product task in the list. Recheck the Estimated box in the
Task Information dialog box.
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• Click on the OK button.
Notice that the estimated duration of the Write Brochure summary task has

changed as well, as the duration of a summary task is based on the durations

of the subtasks.
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Creating a Summary Task
• In row 6, type Prepare through desktop publishing and press Return.
• In row 7, type Get quotes from printers and press Return.
• In row 8, type Get printed and press Return.
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Insert a row by selecting row 6 and then pressing the Ins (Insert) key on
your keyboard. Your screen will now look like the illustration below.
NOTE: To select a row, click within the ID number column of the row you
wish to select. For instance in the illustration below, click on the number 6
within the left part of the screen.
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• Within line 6, in the Task Name column, type Print Brochure.
• If necessary, select the Print Brochure and then click on the Outdent
button, on the Formatting toolbar.
WARNING: Make sure that you click on the Outdent, not the Indent button.

• Notice how Print Brochure becomes a summary task and the three tasks
below it become its subtasks.
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• We will now enter the remaining tasks in our project.
• In row 10, type Distribute Brochure and press Return.

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• In row 11, type Create mailing list and press Return.
• In row 12, type Do mass mail out and press Return.
Your screen will now look like this.

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• Select row 10.
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Click on the Outdent button on the Formatting toolbar. Your screen will
now look like this.
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• Click on the Save button to save your changes.

Recurring Tasks
• Certain tasks fall into the category of recurring tasks. They could happen on
a daily or weekly basis, or at intermittent times, throughout your project.
Microsoft Project allows you to create a task once, and then assign both
frequency and timing to it.
• Select row 10 and click on the Insert drop down menu and then select the
Recurring Task command.
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• The Recurring Task Information dialog box is displayed.
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• Enter Team Meeting in the Task Name box.

• Enter 1h in the Duration box.
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• Select the Daily button in the Recurrence pattern area.
• Select the Workdays button.
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• In the Range of recurrence section select the End after button
and choose 3.
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Your dialog box will now look like this.

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Click on the OK button to return to the Gantt Chart view. Your screen will
now look like this.
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• Click on the Outdent button on the Formatting toolbar.
Notice the recurring task symbol in the Indicator column in line 10.

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• Expand the Team Meeting task by clicking on the + symbol.
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Task Notes
• Notes can be attached to a task to quickly display information relating to that
task. Notes can be displayed onscreen and included in printed reports.
• Double-click on the Print Brochure task

• Select the Notes tab in the Task Information dialog box.
• Type Remember to ask Kate for recommended printers.

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Click on the OK button to save and attach the note to your task and return to
the Gantt Chart view.
Notice the note symbol in the Indicator column.

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• Move the mouse pointer over the note symbol to read the note.
Milestones
• Milestones are used to mark key moments in a project and can help you
monitor your progress. Although a milestone is usually a task with no
duration, it is possible to mark a task which has a duration as a milestone.
• Milestones are marked by a diamond in the Gantt Chart view.
• Double-click on the Edit Rough Draft task to open the Task Information
dialog box.
• Click on the Advanced tab.

• Click on the Mark task as milestone checkbox (towards the bottom-left of

the dialog box).
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• Click on the OK button. The task is now marked by a diamond in the Gantt
Chart view.
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• Click on the Save button to save your changes.

• Exit Microsoft Project.

Manipulating Tasks & Constraints
What are Constraints?

• A constraint is a parameter placed upon a task which limits the start or finish
of a task.
• By default, the As Soon as Possible constraint is applied to every task. The

following is a list of all of the constraint types which are available to choose
from.
As Soon as Possible
Schedules the task to start as soon as the beginning of the project.
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As Late as Possible
Schedules the task to end no later than the end of the project.
Finish No Earlier Than/

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Schedules the tasks to finish no later or sooner than a specific date.
Must Finish On/

Must Start On
Schedules the task to finish on or start on a specific date.
Start No Earlier Than/

Start No Later Than
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Schedules the task to start no earlier than or no later than a specific date.
Adding Constraints
• Open Microsoft Project and open your New Product Brochure.mpp file.
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• Double click on the Print Brochure task to open the Task Information
dialog box.
• Click on the Advanced tab.

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Select Start No Earlier Than from the Constraint type drop-down menu.
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• Type 07/01/04 in the Constraint date field. This will ensure that the
printing of the brochure cannot start before 7 January.
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• Click on the OK button. Notice how the Print Brochure tasks have been
moved in the Gantt Chart view.

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Editing Tasks
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Tasks can be edited using a number of different methods, although the
easiest and most convenient way is to use the Task Information dialog box
because all of the task information is readily available for you to review and
change.
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• Double click on the Team Meeting 1 task to open the Task Information
dialog box.
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• Change the duration of the meeting to 2 hours by entering 2h in the

Duration field.
Deleting Tasks
• Occasionally you will need to delete tasks either because they were entered
in error or they are no longer relevant. There are several ways to do this.
• Select row 14 (the Distribute Brochure task).
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• Press the Del key.
NOTE. If the Planning Wizard dialog box appears, click on the OK button.

Notice how all of the subtasks were deleted along with the summary task.
The screen now looks like this.
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Undo the deletion by clicking on the Undo button in the toolbar.
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The deleted tasks are displayed again.
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Moving Tasks
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• An important thing to keep in mind when moving tasks is that when you
move a summary task, its subtasks move with it. In order to move a subtask
to a new location, you must first outdent it so that it is at the highest possible
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level.
• Select row 10 (the Team Meeting summary task).

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Move your mouse pointer over the ID number of the task (i.e. the number 10
in this case) until the mouse pointer changes to the shape of a move cursor.
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• Click and hold down the mouse button. Drag the mouse pointer until the
horizontal grey stripe is above row 1 as illustrated below.
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• Notice that all of the subtasks were moved with the summary task.
• Save your changes and Exit Microsoft Project.

Dependencies
What are Dependencies?

• Dependencies are a way to link tasks together, in order to describe which
tasks must precede or succeed one another. Some tasks must start or finish
before another task can begin or end. Creating dependencies allows Project
to create a flexible time framework, relative to the task preceding or
succeeding it.
• There are two types of tasks in a dependency.

- A predecessor task must occur before another task.
- A successor task must occur after another task.
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Finish-to-Start (FS) Dependencies
• The finish-to-start dependency is the most common type of relationship.
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The start of one task begins as soon as its predecessor finishes. The
successor can't start until the predecessor finishes.
Because most tasks in a project cannot occur concurrently, you must assign
dependencies, telling Project that one task cannot start until another finishes
or that a task cannot finish until another task finishes etc.
• Start Microsoft Project and open your project called New Product
Brochure.mpp from the Project 2007 Foundation Files folder.
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• Double-click on the Create an Outline task.
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• This will open the Task Information dialog box.

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Click on the Predecessors tab.
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• Select "Research New Product" from the drop-down list in the Task Name
column of the Predecessors tab.

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Select Finish-to-Start (FS) in the Type column.
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• Click on the OK button. This tells Microsoft Project that you cannot start
creating an outline until the research for the new product is complete.
NOTE: The ID number of the predecessor is shown in the Predecessors

column of the Gantt table, and the dependency is represented by an arrow

in the Gantt Chart.
Start-to-Start (SS) Dependencies

• In a start-to-start relationship, the successor can't start until the predecessor
starts. The tasks can happen simultaneously, but the predecessor needs to
have started in order for the successor to start.
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• Double click on the Create mailing list task.
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This will open the Task Information dialog box. Click on the Predecessors
tab.
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• Click on the down arrow at the right side of the Task Name column and
scroll down the list to select Get Printed (note you may have to scroll down

the list to see this item).
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• Click on the Start-to-Start dependency from the drop-down menu of the
Type column.
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This lets Project know that you can start creating your mailing list while the
brochure is being printed.
• Click on the OK button. Your screen will now look like this.
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Now we will finish assigning the dependencies for all of the tasks in the
project.
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• In the Gantt Chart (i.e. the chart within the right side of the screen), move
the your mouse pointer over the Create an Outline task until the pointer
changes to a shape with four arrows pointing outward.
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• Click and drag the mouse pointer to the Write a Rough Draft task.

The cursor becomes a link symbol and an information box is displayed

describing the link you are creating. By default, a Finish-to-Start
dependency is created.
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• Release the mouse and the link will be created, as illustrated below.
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• Now we’ll create the dependencies for the remaining tasks.
• Create a Finish to Start dependency for the following tasks using the drag
and drop method in the Gantt Chart view.
‘Write a Rough Draft’ to ‘Edit Rough Draft’

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‘Edit Rough Draft’ to ‘Prepare through desktop publishing’
‘Prepare through desktop publishing’ to ‘Get quotes from printers’
‘Get quotes from printers’ to ‘Get printed’
‘Create mailing list’ to ‘Do mass mail out’
• As you add the dependencies, notice how the durations of the Summary
tasks change. Your screen will now look like this.

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• Save your changes and exit Microsoft Project.
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To see a sample of what the project should look like so far, open a file called
Finished - Tasks.mpp from the Project 2007 Foundation Files folder.
Start-to-Finish (SF) Dependencies

• In a Start-to-Finish dependency, the successor task is completed after its
predecessor starts. In other words, the successor task cannot finish until the
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predecessor task starts. The start to finish relationship is rarely used,
although it may be necessary in unusual instances.
• Exit Project before continuing.

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Resources
What are Resources?

• Resources are people, supplies and equipment which you need to use to
accomplish your tasks and goals.
• Project uses the resource information you provide to make the schedule for
your project.
Typically, the more resources you assign, the shorter the duration of the
project will be because a task is completed faster when there are more
people or materials assigned to it.
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Creating a Resource List
• Start Microsoft Project and open the New Product Brochure.mpp file from
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the Project 2007 Foundation Files folder.
NOTE: If you have gone wrong in the previous section and do not have
access to a tutor to explain what went wrong, then you can open the file
called Finished - Tasks.mpp to continue with the exercise in this section.
• Click on the View drop down menu and then select the Resource Sheet
command.
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• Click in the first row of the Resource Name column, type Jane Doe and
then press Return. Your screen will look like this.

• Click in the second row of the Resource Name column, type Katie Aiko and
press Return.
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Type Postage in the third row and press Return.
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• In the cell to the right of the Postage cell, select Material from the drop-
down list in the Type column.
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• Enter Stamps as a unit of measurement in the Material Label field and

press Return.

• Leave all other options as the default as we will cover them in the following
exercises.
• Click on the Save icon in the toolbar to save your work.
Working Time
• The base calendar which you choose for a resource determines its availability.
You can customise a resource's calendar if necessary (i.e. Blocking off
vacation time).
• Double click on Jane Doe in the Resource Name column. This will open the
Resource Information dialog box. If necessary click on the General tab.
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• Click on the Change Working Time button.

• This will display the Change Working Time dialog box.
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• Select the Project 2007 Foundation Exercise calendar from the Base
calendar drop down menu.
• Click on the OK button and then close the Resource Information sheet.

• Repeat the steps outlined above to apply the Project 2007 Foundation
Exercise calendar to Katie Aiko.
• Save your changes.
Rates
• It is important to enter rates for a resource, even if they are estimates, as
this allows Project to calculate the overall cost of a project.
• The cost of a resource may increase or decrease during the life of your
project, and you need to be able to reflect these changes.
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• Project allows you to enter up to 125 different cost rates for a resource and
specify the date at which the new rates takes effect.
• In the Resource Sheet view, enter the following rate information for Jane
Doe. Type 20 in the Std. Rate column and press Return.
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• Type 30 in the Ovt. Rate and press Return.
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• Use the method outlined above to enter a standard pay rate for Katie Aiko
of 30 and an overtime rate of 45.
• Enter the following rate information for Postage. Type 0.5 in the Std. Rate
column and press Return. Your resource sheet should look like this.

• Leave Prorated in the Accrue At field. Project will calculate the cost
throughout the project.
• Save your changes.
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Resource Notes
• You use resource notes in much the same way as task notes. They allow you
to attach readily available, additional information to a resource.
• Double click on the Jane Doe resource which will display the Resource
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Information dialog box. Select the Notes tab.
Type Send reminder regarding team meeting in the Notes area.
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• Click on the OK button to save and attach the note to your resource.
Notice the note symbol in the Indicator column of the Resource Sheet
view. Move your mouse cursor over it to display the note.

• Click on the Save button on the Standard toolbar.
Assigning Resources
• Click on the View drop down menu and then select the Gantt Chart
command.
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• Double click on the Team Meeting 1 task.
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• This will open the Task Information dialog box. Click on the Resources
tab.

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In the first row in the Resources tab, select Jane Doe from the drop-down
list.
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• In the second row, select Katie Aiko.

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This assigns both resources to the team meeting because both resources are
required to attend the meeting. Your dialog box should look like this.
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• Click on the OK button to close the dialog box. The Gantt Chart will look like
this.

• We will now assign the following tasks to Jane Doe.
- Research New Product

- Create an Outline
- Write a Rough Draft
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• To do this click on the Research New Product task row, in the Resources
Names column, as illustrated below.
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• Click on the down arrow and select Jane Doe, as illustrated.
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• The screen will now look like this.

• Use the same technique to assign the Jane Doe resource to the Create an
Outline and Write a Rough Draft tasks. Your screen will then look like
this.
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In the same way that you assigned the Jane Doe resource, you can now
assign the Katie Aiko resource to the following tasks:
Edit Rough Draft

Prepare through desktop publishing
Get quotes from printers
Create mailing list
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• Double click on the Do mass mail out task to open the Task Information
dialog box.

• Click on the Resources tab. The dialog box will look like this.
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• Click in the Resource Name field and use the down arrow to select
Postage, as illustrated.
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• On the next line down, assign the resource called Jane Doe, as illustrated.
• On the next line down, assign the resource called Katie Aiko. The dialog
box will then look like the illustration below.
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• Change the Units for the Postage to 5,000, as illustrated below, and then
click on the OK button to close the dialog box.
• Save your changes and then exit Project 2007.

• To see an example of what the project should look like so far, open Microsoft
Project and then open the a file called Finished - Resources.mpp from the
Project 2007 Foundation Files folder. Look at both the Gantt Chart and
Resource Sheet View.
• Exit Microsoft Project without saving any changes.
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Views & Split Windows
What are Microsoft Project Views?

• Now that you are familiar with the basics of Project and know how to enter
the components of a project, you must learn how to view the information.
The different views within Microsoft Project allow you to see the project from
a variety of perspectives and focus on different aspects. This allows you to
understand, visualise, and communicate your project better.
• You can use most views to enter and edit information, although some views
can only display information.
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• All views are made up of three basic components.
Chart or graph - information is represented by pictures.
Sheet - information is represented in a table format, similar to a worksheet.

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Form - information about a single item is represented as it might be on a
paper form.
Changing Views
• Open Microsoft Project and open your project file called New Product
Brochure.mpp.
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NOTE: If you have gone wrong in the previous section, and do not have
access to a tutor to explain what went wrong, then you can open the file
called Finished - Resources.mpp to continue with the exercise in this
section.
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• Click on the View drop down menu and you will see commonly used views
displayed in the drop down list.

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• If you click on the More Views command you will see the More Views
dialog box, from which you can select even more views.
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• Close the dialog box.
• As we have seen you can display the View Bar down the side of your screen,
by clicking on the View drop down menu and select the View Bar command.

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The View Bar looks like this and allows you to quickly change from one view
to another, without having to access drop down menus.
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Gantt Chart View

• The Gantt Chart View is useful for entering task information and viewing the
timing and relationship between tasks.
• The Gantt Chart View is the default view within Microsoft Project. It consists
of the Gantt table (on the left) and the Gantt Chart (on the right). The
Gantt table is made up of columns of information, and the Gantt Chart is the
graphic representation of the information entered.
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The two windows can be resized so that you can view a larger or smaller
portion of the window. To resize, simply move your mouse cursor over the
grey vertical divider until it becomes two lines with arrows pointing outward.
Click and drag the line until it is in the position you desire.
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• The timescale at the top of the Gantt Chart is set to show weeks (in the
middle tier) and days (in the bottom tier) as the default. However, you can
adjust it to show any timescale you wish. Double click on the timescale.

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• This will display the Timescale dialog box.
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• You can use the Timescale dialog box to format any tier on the time scale.
Click on the down arrow next to the Unit section and select Days. A preview
of your changes is shown in the bottom portion of the dialog box.

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• Reset the Units back to Weeks before continuing.
• You can zoom in or out to view larger or smaller time increments in the Gantt
Chart using the Zoom In and Zoom Out buttons in the toolbar.
• You can also click on the View drop down menu and then select the Zoom
command which will display the Zoom dialog box.

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• Experiment with using different levels of Zoom.
• Set the Zoom level to 1 Week before continuing.
Calendar View
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The Calendar View is useful for a general overview of what needs to be done
on a specific day. The Calendar View uses a monthly format to show
scheduled tasks.
• Either, click on the Calendar icon within the View Bar

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or click on the View drop down menu and then select the Calendar
command. The Calendar is displayed in a monthly format to show scheduled
tasks.

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Tasks are shown by a bar stretching over the amount of days allocated for
the task.
• The solid black bar shows a milestone.

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• Scroll through the months by using the arrow buttons on the top left corner
of the window.
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Network Diagram View

• This view is useful for analysing the general workflow and relationships
between tasks. It is a flowchart made up of nodes. Each node represents a
task, and contains the task name, duration, task ID, start date, finish date
and resources (if a resource has been assigned).

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Different shaped nodes represent different types of tasks. You can determine
the meaning and change the format of the shape by clicking on the Format
drop down menu and then selecting the Box Styles command. The Box
Styles dialog box opens with available options.
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• If a task is in progress, a diagonal line appears through the node, and if the
task is complete, a crossed diagonal line appears.

• You can show or hide details by clicking on the cross which appears on the
upper left corner of a summary node.
• Spend a little time examining the items within this view.
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Task Usage View
• This view is useful for showing and organising assigned resources under each
task.
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• By default, the Task Usage table is shown in the left pane. To choose a
different table, click on the Select All button (at the top left corner of the

table).
• Right-click and select the view you wish to see.
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• Work is shown in the Details section in the right pane. To select different
options for the Details section, click on the Select All button (at the top left
corner of the table) and right-click. This gives you access to the Timescale,
Zoom and Change Working Time dialog boxes.
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• Either, click on the Task Usage icon within the View Bar
or click on the View drop down menu and then select the Task Usage
command.
The screen will look like this.

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• Right-click on Work in the Details column of the Task Usage chart, and
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select Cost.
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• Notice that now both Work and Cost are listed in the Task Usage chart.

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By default, the Task Usage table is shown in the left pane.
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• To change this, click on the Select All button (at the top left corner of the
table).
• Right-click and select Cost.

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• Now the cost is displayed in the table.
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• Close the file without saving your changes.
Resource Graph View

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• Click on the Resource Graph icon within the View Bar.
Or click on the View drop down menu and then select the Resource Graph
command.
NOTE. If the Resources are not visible, use the scroll bar at the bottom of
the Graph pane to navigate to the dates in which the project fall.
Notice how a red column represents overallocations.
• Use the scroll bar at the bottom of the left pane to view other resources.

Resource Sheet View

• This view is useful for viewing, entering, and editing resource information. It
contains detailed resource information in a worksheet format.
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• This view can be very helpful in determining which group, a resource belongs
to.
• If an overallocation exists, a warning flag is displayed in the Indicator

column. In addition, the resource appears in red.
Resource Usage View

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This view is useful for seeing each resource and the tasks assigned to that
resource.
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• This view can be used for entering and editing resource information, or
assigning tasks. To assign or reassign a task, drag and drop between
resources.
NOTE. A warning flag appears in the Indicator column if an overallocation

exists.
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Splitting the Window

• The Microsoft Project window can be split in order for you to see more than
one view at a time or use views in combination.
• Click on the Window drop down menu and then select the Split command.
The window will be divided into two sections, as illustrated.

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To remove the split, click on the Window drop down menu and select the
Remove Split command.
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• Close the file without saving your changes and exit Microsoft Project.

Printing & Reports
Viewing and Printing Reports

• To keep others informed of your project, it is necessary to print views or
reports which are designed to show different information and highlight
different aspects of the project.
For example, management would require different information than

stakeholders or accountants. Not all information is relevant to everyone, so
it is important to be able to present the appropriate data to the right people.
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Using Print Preview
• Open Microsoft Project and then open a project called Printing.mpp
contained within the Project 2007 Foundation Files folder. The project will
look like this.
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• Display the Print Preview window by clicking on the Print Preview icon
within the Standard toolbar
Your screen will now look like this

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Print Screen has its own toolbar, as illustrated below.
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• Click on the Zoom button a few times and see what happens.
• Click on the One Page button to reset the display size.

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• Experiment with clicking on the Page Down and Page Up buttons.
• Click on the Close button to close the Print Preview mode.
Page Setup
• Click on the File drop down menu and then select the Page Setup
command.

• This will display the Page Setup dialog box.
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• Click on the Margins tab. This will allow you to set the top, bottom, left and
right page margins. In this case do not make any changes.

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Click on the Header tab.
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• Select Project Title from the General drop down menu.

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• Click on the Add button. Your screen will now look like this.
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• Select Project Start Date from the General drop down menu.
• Click on Add again and your screen will look like this
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• Click on the Footer tab and select Page Number from the General drop
down menu. Click on Add.

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• Click on the Legend tab and select None from the Legend on area.
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• Now click on the Print Preview button to open the Print Preview and view
the changes you have made to the page setup.
• Close the Print Preview window.
Print Dialog Box

• Click on the File drop down menu and then select the Print command. This
opens the Print dialog box.
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• Choose the printer you would like to use from the drop-down menu in the
Printer section. The selection will depend on which printers you have
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attached on your computer.

• Select All in the Print range area.
• Select the Dates button in the Timescale section, which allows you to select
the dates you would like to include in the report.
• Close the dialog box, by clicking on the Cancel button so that on this
occasion, we do not waste pages, by actually printing the data.
Overview Reports
• Click on the Report drop down menu and select the Reports command.

• This will display the Reports dialog box, as illustrated.
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• Click on the Overview report and then click on the Select button. You will
see the following dialog box displayed.
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There are five types of Overview Reports.
- Project Summary
- Top Level Tasks
- Critical Tasks
- Milestones

- Working Days.
• Click on Project Summary and then click on Select. The print preview
opens and shows top-level information about the entire project.
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• Click on Close to close the print preview.
• Experiment with the other types of Overview reports, by choosing each of
the options and clicking on the Select button.
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• Close the Reports dialog box, before continuing.
Current Activity Reports

• Within the dialog box that is displayed, select Current Activities as
illustrated below.

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• Click on the Select button and you will see the following dialog box
displayed.
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• In this case click on the Tasks Starting Soon option and then click on the
Select button.
• Enter Mon 12/01/04, in the first Date Range dialog box and then click on
the OK button.
• Enter Fri 16/01/04 in the second Date Range dialog box and then click on
the OK button.

• The report is opened in the Print Preview window and shows only the tasks
that start after Mon 12/01/04 and before Fri 16/01/04.
• Click on the Close button.
• If you have time experiment with the other types of Current Activities
reports by choosing each of the options and clicking Select.
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• Close the Reports dialog box before continuing.
Cost Reports
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Click on the Report drop down menu and select the Reports command.
Within the dialog box displayed select Costs.
Click on the Select button and you will see the following dialog box
displayed.
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• In this case click on the Cash Flow option and then click on the Select
button. The report is opened in the Print Preview window and shows the
project costs, sorted by task, in weekly time increments.
• Experiment with the other types of Cost reports by choosing each of the
options and clicking Select.

Assignments Reports
• Within the dialog box displayed, select Assignments.
displayed.
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• In this case click on the Who Does What When option, and then click on
the Select button. The report is opened in the Print Preview window and
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shows the project costs, sorted by task, in weekly time increments.
• Experiment with the other types of Who Does What When reports, by
choosing each of the options and clicking Select.
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Workload Reports
• Within the dialog box displayed select Workload.
displayed.

• In this case, click on the Task Usage option and then click on the Select
button. The report is opened in the Print Preview window, and shows the
project costs, sorted by task, in weekly time increments.
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• Experiment with the other types of Task Usage reports.
• Close the Reports dialog box, before continuing.
Visual Reports
•
PL
This allows you to take the data from within a Microsoft project, format that
data, and then export that data to a different application, such as Microsoft
Excel or Microsoft Visio.
• Click on the Report drop down menu and select the Visual Reports
M
command.
SA
• This will display the Visual Reports dialog box.

E
PL
M
SA
• Notice that at the top of the dialog box, by default, templates are shown that
involve both Microsoft Excel and also Microsoft Visio.
If you do not have Microsoft Visio installed on your computer, then you can
remove the tick next to this option, so that only Excel templates are used.
• Spend a little time experimenting with the Visual Reports feature.
• Press F1 to display the Project Help window and search for help about
‘Visual Reports’.

• Scroll down until you see the help item called ‘Produce a visual report of
Project 2007 data in Excel’.
E
•
PL
Click on this item and read the detailed help available.
M
SA
• See what other help is available relating to Visual Reporting.
• Close Project, and any other open applications without save your changes.

Help Demos
Microsoft Project Help Demos

• Start Microsoft Project and use the default blank project.
• There are a range of computer video tutorials, relating to using Microsoft
Project. Press F1 to display the Project Help window.
E
PL
M
SA
• In the Search area, enter the text Watch Demo and press the Enter key.

• You will see a number of help demos displayed.
E
PL
M
SA
• Select a demo such as, Watch this: Create a project (you may have to
scroll down the list to see this demo).
• You will see the following window displayed.

E
PL
M
SA
• Click on the Watch this button to watch the tutorial.
• If you have time examine some of the other demo tutorials.
• Close Microsoft Project without saving any changes that you may have made.

What’s New in Project 2007?
Multiple Level Undo

• Start Microsoft Project.
• Microsoft Project 2007 allows multiple levels of undo.
E
• PL
You can set the number of undo levels by clicking on the Tools drop down
menu and selecting the Options command. This will display the Options
dialog box. Select the General tab and set the required number of Undo
levels.
M
SA
Task Drivers Pane

• To view the Task Drivers pane, view the project in the Gantt Chart view.
Click on the Project drop down menu and select the Task Drivers
command.

E
• Click on a task, and you will see the factors driving that task, displayed in the
Task Drivers pane, displayed to the left of the screen. An example is
illustrated below.
PL
M
SA
Change Highlighting
• This feature allows you to see what else is affected when you make a change
to an item within your project.
• Change Highlighting is normally turned on by default. If you need to turn

this feature on, click on the View drop down menu and select the Show
Change Highlighting command.
• You can use Change Highlighting in combination with the Undo command,
to quickly see the effects of one change, on the rest of the project.

E
PL
• In the following example we changed the duration of the task in row 7 from 3
days to 5 days.
M
SA

• The other areas which are affected are automatically highlighted.
E
Visual Reports
• PL
Click on the Report drop down menu and select the Visual Reports
command.
M
• This will display a dialog box allowing you to create a range of different
reports.
SA

E
PL
M
SA
Cost Resources
• Before Project 2007 there were only two types of resources, called Work and
Material. Project 2007 introduces Cost as a resource.
Office Assistant
• The annoying ‘Office Assistant’ Help feature has finally been removed from
Project 2007!
• Exit Microsoft Project without saving any changes that you may have made.


Sample Project 2007 Foundation Manual

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Sample Project 2007 Foundation Manual

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Microsoft Project 2007

Manual - Foundation Level

© 1995-2008 Cheltenham Courseware Pty. Ltd.

All trademarks acknowledged. E&OE.

Sample versions of courseware from Cheltenham Courseware

For current license information

Australia / Asia Pacific / Europe (ex. UK) / Rest of the World

FOR USE AT THE LICENSED SITE(S) ONLY

• Established in 1994 with thousands of clients in over 60 countries.

Our commitment to ECDL / ICDL

INSTALLING THE SAMPLE FILES ......................................................................................................... 5

Task Notes ................................................................................................................................................. 46

FOR USE AT THE LICENSED SITE(S) ONLY

Office Assistant........................................................................................................................................ 118

FOR USE AT THE LICENSED SITE(S) ONLY

Installing the Sample Files

Project 2007 Foundation Files

FOR USE AT THE LICENSED SITE(S) ONLY

Introducing Microsoft Project 2007

What is Microsoft Project 2007?

• Unlike many of the other Microsoft 2007 applications, such as Word,

The Project 2007 Screen

FOR USE AT THE LICENSED SITE(S) ONLY

FOR USE AT THE LICENSED SITE(S) ONLY

FOR USE AT THE LICENSED SITE(S) ONLY

Using the Ask a Question Box

FOR USE AT THE LICENSED SITE(S) ONLY

• Close the Microsoft Project Help window.

FOR USE AT THE LICENSED SITE(S) ONLY

New - creates new project.

Open - opens an existing project.

Save - saves the current project.

Print - prints the project.

Print Preview - changes display to print preview.

Cut - cuts the selected range to the Office clipboard.

Paste - pastes the last item from the Office clipboard.

Undo & redo - undoes or redoes the last action.

Hyperlink - inserts a hyperlink.

Link Tasks - links selected tasks.

Unlink Tasks - unlinks selected tasks.

Split Task - splits selected tasks.

FOR USE AT THE LICENSED SITE(S) ONLY

Task Information - displays the Task Information dialog box.

Task Drivers – Displays items that drive the selected task.

Assign Resources - opens the Assign Resource dialog box.

Group by - groups tasks according to your selection in the

Zoom Out - decreases the zoom.

Copy Picture - opens the Copy Picture dialog box.

Microsoft Project Help - opens the Project Help Pane.

Outdent - makes the selected task a summary task.

FOR USE AT THE LICENSED SITE(S) ONLY

Indent - makes the selected task a subtask.

Show Subtasks - shows subtasks.

Hide Subtasks - hides subtasks.

Hide Assignments - hides assignments.

Font - selects fonts from a drop-down menu.

Bold - changes the selected text to bold.

Italic - changes the selected text to italic.

Align Left - aligns the selected text to the left.

Center - aligns the selected text to centre.

Align Right - aligns the selected text to the right.

Filter - allows you to filter tasks according to the selected

AutoFilter - places a drop-down menu at the top right of every column