Microsoft Project 2019: Step By Step

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Microsoft Project2019Step by StepCindy LewisCarl ChatfieldTimothy Johnson

Microsoft Project 2019 Step by StepPublished with the authorization of Microsoft Corporation by:Pearson Education, Inc.Copyright 2019 by Pearson Education, Inc.PublisherMark TaubAcquisitions EditorLoretta YatesAll rights reserved. This publication is protected by copyright, and permissionmust be obtained from the publisher prior to any prohibited reproduction,storage in a retrieval system, or transmission in any form or by any means,electronic, mechanical, photocopying, recording, or likewise. For informationregarding permissions, request forms, and the appropriate contacts within thePearson Education Global Rights & Permissions Department, please visit www.pearsoned.com/permissions/. No patent liability is assumed with respect tothe use of the information contained herein. Although every precaution hasbeen taken in the preparation of this book, the publisher and author assume noresponsibility for errors or omissions. Nor is any liability assumed for damagesresulting from the use of the information contained herein.Assistant Sponsoring EditorCharvi AroraISBN-13: 978-1-5093-0742-5ISBN-10: 1-5093-0742-7Copy EditorKrista HansingLibrary of Congress Control Number: 2019930824IndexerKen Johnson01 19TrademarksMicrosoft and the trademarks listed at http://www.microsoft.com on the“Trademarks” webpage are trademarks of the Microsoft group of companies. Allother marks are property of their respective owners.Warning and DisclaimerEvery effort has been made to make this book as complete and as accurate aspossible, but no warranty or fitness is implied. The information provided is onan “as is” basis. The authors, the publisher, and Microsoft Corporation shall haveneither liability nor responsibility to any person or entity with respect to anyloss or damages arising from the information contained in this book or from theprograms accompanying it.Special SalesFor information about buying this title in bulk quantities, or for special salesopportunities (which may include electronic versions; custom cover designs;and content particular to your business, training goals, marketing focus, orbranding interests), please contact our corporate sales department atcorpsales@pearsoned.com or (800) 382-3419.For government sales inquiries, please contact governmentsales@pearsoned.com.For questions about sales outside the U.S., please contact intlcs@pearson.com.Development EditorSonglin QiuManaging EditorSandra SchroederSenior Project EditorTonya SimpsonProofreaderAbigail ManheimTechnical EditorChristine FloraEditorial AssistantCindy TeetersCover DesignerTwist Creative, SeattleCompositorcodeMantra

Contents at a GlancePart 1: Get started with Microsoft Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11: Project, project management, and you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32: Take a guided tour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Part 2: Simple scheduling basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353: Start a new plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .374: Build a task list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .495: Set up resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .796: Assign resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .997: Format and share your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1258: Track progress: Basic techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Part 3: Advanced scheduling techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1739: Fine-tune task scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17510: Fine-tune task details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20911: Fine-tune resource and assignment details . . . . . . . . . . . . . . . . . . . . . . . . . . 22712: Fine-tune the Project plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25513: Organize plan details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27914: Track progress: Detailed techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31115: View and report project status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .333Part 4: In-depth and special subjects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35516: Format and print views: In-depth techniques . . . . . . . . . . . . . . . . . . . . . . . . 35717: Format reports: In-depth techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38718: Customize Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40319: Share information with other programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42320: Consolidate projects and resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44721: Use Agile project management with Project . . . . . . . . . . . . . . . . . . . . . . . . . 469iii

Part 5: Appendixes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503A: A short course in project management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505B: Develop your project management skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515C: Collaborate: Project, SharePoint, and PWA . . . . . . . . . . . . . . . . . . . . . . . . . . . .519D: Use this book in a classroom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547About the authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567iv

ContentsAuthor Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xviiiIntroduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xixWho this book is for . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xixThe Step by Step approach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xixDownload the practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxE-book edition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiAdapt procedure steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiHow to get support & provide feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiiErrata & book support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiiStay in touch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxivPart 1: Get started with Microsoft Project1Project, project management, and you . . . . . . . . . . . . . . . . . . . . . . . . . . . .3Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Meet the Project program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Meet the Project family . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4See the new features in Project 2019 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Review features in earlier versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6New in Project 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6New in Project 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7New in Project 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Take a project manager’s perspective . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Let’s get started! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10v

2Take a guided tour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Explore the Project user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Manage files and set options in the Backstage view . . . . . . . . . . . . . . . . . . . . . . . . 18Work with schedule details in views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Use reports to check a plan’s status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Explore the Project user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Manage files and set options in the Backstage view . . . . . . . . . . . . . . . . . . . . 32Work with schedule details in views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Use reports to check a plan’s status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Part 2: Simple scheduling basics3Start a new plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Create a new plan and set its start date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Set nonworking days in the project calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Enter the plan title and other properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Create a new plan and set its start date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Set nonworking days in the project calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Enter the plan title and other properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464viBuild a task list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Create tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Switch task scheduling from manual to automatic . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Enter task durations and estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Enter milestone tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Create summary tasks to outline the plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Link tasks to create dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Check a plan’s duration and finish date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Document task information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Create tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Switch task scheduling from manual to automatic . . . . . . . . . . . . . . . . . . . . . . 72Enter task durations and estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Enter milestone tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Create summary tasks to outline the plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Link tasks to create dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Check a plan’s duration and finish date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Document task information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 775Set up resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Set up work resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Enter the maximum capacity for work resources . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Enter work resource pay rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Adjust working time in a resource calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Set up cost resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90Document resources by using notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Set up work resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Enter the maximum capacity for work resources . . . . . . . . . . . . . . . . . . . . . . . 95Enter work resource pay rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Adjust working time in a resource calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Set up cost resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Document resources by using notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98vii

6Assign resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Assign work resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Control work when adding or removing resource assignments . . . . . . . . . . . . . 105Assign cost resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Check the plan after assigning resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117Assign work resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117Control work when adding or removing resource assignments . . . . . . . . . 120Assign cost resources to tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121Check the plan after assigning resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1227Format and share your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125Customize a Gantt chart view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126Add tasks to a Timeline view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Customize reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137Copy views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140Print views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Skills review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Customize a Gantt chart view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Add tasks to a Timeline view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148Customize reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Copy views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150Print views and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1518viiiTrack progress: Basic techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153Practice files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Understand progress tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Save a baseline of your plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Track a plan as scheduled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Enter a task’s completion percentage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Enter actual values for tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

—Cindy Lewis. Step by Step Microsoft Project 2019 Step by Step The Step by Step approach. Project at 9781509307425. A.

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