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Microsoft Project 2010 In Depth

By QUANTUMPM, Scott Daley

Published by Que

Published Date: Feb 8, 2011

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This is the Safari online edition of the printed book.

Project 2010 In Depth is the beyond-the-basics, beneath-the-surface guide for every serious Project user who wants to get more done in less time. World-renowned project management consultants QuantumPM provide specific, tested, proven solutions to the problems experienced Project users run into every day: challenges other books ignore or oversimplify. QuantumPM thoroughly covers all facets of working with Project 2010, and adds new chapters on mastering Project's brand-new Ribbon interface; developing plans, assigning resources, tracking progress, managing budgets, analyzing workloads, collaborating with colleagues and partners, and much more. As with all In Depth books, Project 2010 In Depth presents comprehensive coverage, breakthrough techniques, exclusive shortcuts, quick access to information, troubleshooting help for tough problems, and real-world examples with nothing glossed over or left out.


  • World-renowned project management consultants QuantumPM reveal powerful tips and tricks for getting the most out of Project 2010
  • Covers all aspects of working with Project 2010 including its updated Ribbon interface, developing plans, tracking progress, and collaborating with colleagues and partners
  • For all serious Project users who want to get the most out of Project 2010
  • Table of Contents

    Introduction 1

        Why We Wrote This Book 1

        Why You Should Use Microsoft Project 2

        What’s New in Microsoft Project 2010 2

        How This Book Is Organized 3

            Part I: Getting Started with Microsoft Project 2010 3

            Part II: Organizing for Success–Project Initiation and Planning 3

            Part III: Project Execution Through Completion 4

            Part IV: Tailoring Microsoft Office Project 2010 to Your Needs 4

            Part V: Microsoft Office Project 2010 Knowledge In Depth 5

        Who Should Read This Book 5

        Special Features of This Book 5

        I    Getting Started with Microsoft Project 2010

        1    Power of Microsoft Project 2010 7

        Projects Are Temporary 8

        Project Objectives Are Specific and Measurable 9

        Projects Are Constrained by Time, Cost, Scope, and Quality 9

        What Microsoft Project 2010 Can Do for You 10

        Enterprise Versus Standard Thinking 12

            The Desktop Tools: Project Standard and Project Professional 12

        What’s New in Microsoft Office Project 2010 13

            The Microsoft Fluent Interface 13

            User-Controlled Scheduling 13

            Timeline View 14

            Team Planner 15

        Introduction to the Microsoft Project 2010 Interface 17

            Microsoft Project 2010 Ribbon 18

            The Quick Access Toolbar 19

        Consultants’ Tips 20

            Go Ahead and Ignore Project Management If It Suits Your Role 21

            Communicate 21

            Define Project Roles 21

            Define Project Deliverables Prior to Building the Schedule 21

            Define the Project Goal 21

            Create the Work Breakdown Structure 22

            Communicate the Schedule to Your Project Team 22

            Acquire Commitment from the Project Team 22

            Track Your Project Performance During Execution 22

            Close Your Project and Retain History 22

        2    Microsoft Project 2010 Quick Start 23

        Navigating Microsoft Office Project 2010 25

            Introducing the Gantt Chart View 28

            Scrolling, Selecting, and Entering Data Fields 30

            Exploring the Look and Feel of Microsoft Project 30

            Exploring Microsoft Project Window 31

            Project’s Help Feature 32

        Using Team Planner to Start Managing Resources Quickly 33

        Define Project Scope 34

            Build and Decompose the WBS 35

        Create a Project Schedule Using Microsoft Project 37

            Use Project Schedule Templates or Create a New Project 38

            Set Project Attributes 39

            Build Your Project Schedule Using the WBS 41

            Enter or Adjust Summary Tasks and Subtasks 43

            Create Milestones 44

            Set Deadlines 44

            Create Task Dependency Relationships 46

            Create Your Team and Assign Resources 48

            How Duration, Work, and Resource Units Affect Your Project Schedule 50

            Enter Estimates 51

            Review the Schedule for Overallocation or Other Potential Issues 52

            Baseline Your Schedule 54

        Track Your Project 55

            Obtain Project Status 55

            Enter Your Tracking Data 56

            Analyze Your Status 59

        Close Your Project 60

        Consultants’ Tips 61

            Formulas That Affect Your Schedule 61

            Create a WBS 62

            80/20 Rule 62

            Project Is a Tracking Tool 62

            Always Baseline! 62

            Split Window and Views 62

        3    Microsoft Project and the Project Management Domain 63

        History of Project Management 63

        Exploring Project Management Industry Standards 64

            Project Management Body of Knowledge (PMBOK) 64

            PRINCE2 67

        WBS, Phases and Control Points, Methodologies, and Life Cycles 69

            Work Breakdown Structure (WBS) 70

            Managerial Control 70

        Using Microsoft Project with Methodologies and Life Cycles 71

            Waterfall Development Process 72

            Iterative Development 72

            Research Project 75

        Accommodating Teaming Styles 75

        Consultants’ Tips 76

            Determine the Approach to Use in Managing Your Project 76

            Use WBS as a First Step in Project Definition 76

            Use the 5¿9 Checklist for Planning 76

        II    Organizing for Success–Project Initiation and Planning

        4    Getting Started After the Business Initiative Is Approved 77

        Introduction 77

        Organizing for Success 78

            Define a Measure of Success 78

            Clarify the Constraints and Boundaries 79

            Define the Final Deliverables 81

            Establish a Change Control Process 81

        Work Breakdown Structure 82

            Work Breakdown Structure (WBS) Concepts 82

            WBS and Scheduling 84

            Use of Templates 87

        WBS Numbering 87

            Creating Custom WBS Codes 88

            Inserting, Deleting, and Moving Tasks with Custom WBS Codes 90

            Editing Custom WBS Codes 91

            Renumbering the Custom WBS Codes 93

        Scope Control and Change Control 93

        Consultants’ Tips 94

            Understanding a Work Breakdown Structure 94

            Define the Full Scope of Your Project 94

            Build WBS First 94

            Define Project Work Packages 95

        5    Setting Up Project for Your Use 97

        Setting the Task Mode 97

            Setting the Task Mode 97

            Understanding the Task Mode 98

        Defining Project Information 99

            Understanding the Project Information Dialog Box 100

            Defining Project Properties 105

        Defining Calendars 109

            Calendar Hierarchy 110

            Modifying and Defining Base Calendars 111

            Setting Project and Resources Calendar 116

        Defining Custom Fields 119

            The Custom Fields Concept 119

            Using Custom Fields 121

        Defining Environment Options 122

            Defining Project Standards 124

        Consultants’ Tips 137

            Project Information Consultant tip 137

            Calendar Consultant Tip 138

        6    Creating Your Project Schedule 139

        Entering Project Tasks 139

            Entering Tasks Using the Gantt Chart View 140

            Creating Task Names 147

            Entering Task Durations 149

            Editing Tasks Using the Task Information Dialog Box 154

        Manipulating the Task List 156

            Displaying Long Task Names 156

            Adjusting the Height of Task Rows 157

            Undoing Changes in the Task List 158

            Inserting, Deleting, and Clearing 159

        Copying, Cutting, and Moving Tasks 161

            Using the Fill Command 162

        Defining Summary Tasks and Subtasks 163

            Understanding Duration of Summary Tasks 163

            Indenting and Outdenting Tasks 164

            Collapsing and Expanding the Outline 166

            Editing Outlined Projects 167

            Selecting the Display Options for Outlining 167

            Using Rollup Taskbars 168

        Defining Milestones 169

        Attaching Notes to Tasks 171

            Typing and Formatting Notes 172

            Inserting Hyperlinks in Notes 173

            Inserting Objects in Notes 173

            Attaching Notes to the Overall Project 175

        Attaching Hyperlinks to Tasks 175

            Attaching Hyperlinks to Existing Files or Web Pages 176

            Attaching Hyperlinks to New Files 178

            Attaching Hyperlinks to Tasks or Resources in the Same Project 178

            Using Hyperlinks to Create Email Messages 178

            Editing and Deleting Hyperlinks 179

            Placing Hyperlinks in the Custom Text Fields 179

        Defining Recurring Tasks 179

            Creating Recurring Tasks 180

            Editing Recurring Tasks 183

        Creating WBS Codes 184

        Using Other Views to Create Tasks 184

            Using the Task Entry View 185

            Using the Task Sheet View 185

        Using the Timeline View 186

        Consultants’ Tips 190

        7    Defining Task Logic 191

        Manipulating Your Schedule 193

            Using the Multiple Undo and Redo Feature 193

            Using Change Highlighting to View Changes 193

        Linking Tasks 195

            Understanding Task Relationships 195

            Defining Dependency Links 195

            Defining the Types of Dependency Link Relationships 197

            Using the Finish-to-Start Relationship 198

            Using the Start-to-Start Relationship 198

            Using the Finish-to-Finish Relationship 198

            Using the Start-to-Finish Relationship 199

            Choosing the Dependent Tasks 201

            Allowing for Delays and Overlaps 201

            Entering Leads and Lags 203

            Linking Summary Tasks 204

            Creating Links by Using the Menu or Toolbar 205

            Creating Links by Using the Task Information Dialog Box 206

            Creating Links by Using the Task Form View 207

            Creating Links by Using the Entry Table 209

            Creating Links by Using the Mouse 210

            Working with Automatic Linking Options 212

            Modifying, Reviewing, and Removing Dependency Links 213

            Auditing Task Links 214

            Using the Task Inspector 216

        Defining Constraints 217

            Understanding the Types of Constraints 218

            Entering Task Constraints 222

            Creating Constraints in the Task Information Dialog Box 223

            Creating Constraints in a Task Table 223

            Creating Constraints in the Task Details Form 224

            Responding to Warnings from the Planning Wizard 225

            Deciding to Honor Links or Honor Constraints 227

            Finding and Reviewing Tasks That Have Constraints 229

            Removing Task Constraints 230

            Resolving Conflicts Caused by Constraints 231

            Creating a Modified Constraint Dates Table 232

        Performing Advanced Actions on Tasks 233

            Entering Deadline Dates 233

            Filtering for Missed Deadline Dates 235

            Splitting Tasks 235

        Consultants’ Tips 238

            The Deadline Feature 238

            Scheduling Logic 238

            Deadlines Versus Sponsor Schizophrenia 239

            Connecting Tasks with the Mouse 239

            Showing Detail in the Gantt Chart 239

        8    Defining Project Resources 241

        Understanding How Project Uses Resources and Costs 241

        Defining Resources and Resource Information 243

            Understanding Resource Types 243

            Understanding Budget Resources 244

            Distinguishing Single and Group Resources 244

            Using Generic Resources for Common Skills 244

        Using the Resource Sheet View 245

        Defining Resource Information Using the Resource Information Dialog Box 246

        Using the Resource Fields to Define Resource Details 247

            Using the Resource ID Field 248

            Interpreting the Indicator Field 248

            Specifying Resource Names Using the Name Field 248

            Using Resource Type to Categorize Resources 249

            Using the Material Label to Specify Units of Resource Measure 249

            Using the Initials Column to Shorten Resource Names 249

            Using the Group Field to Categorize Resources 250

            Using the Max Units and Resource Availability Table to Specify Resource Availability 251

            Selecting Resource Calendar to Specify Resource Base Availability 253

            Specifying the Resource Working Time 254

        Defining Resource Costs 256

            Applying the Standard Rate to a Resource 257

            Applying the Overtime Rate to a Resource 258

            Applying the Cost Per Use to a Resource 258

            Understanding the Cost Rate Tables 258

            Selecting the Cost Accrual Type 260

        Using the Task Form View to Add Additional Resources 261

        Understanding Resource Constraints 262

        Working with Resources 262

            Setting the Automatically Add New Resources and Tasks Option 263

            Sorting Resources 264

            Grouping Resources 267

            Filtering Resources 268

        Consultants’ Tips 271

        9    Understanding Work Formula Basics 273

        Understanding Resource and Task Assignments 276

        Reviewing the Essential Components of Work Resource Assignments 276

        Understanding the Resource Assignment Fields 277

            Assigning a Resource to a Task 278

            Understanding the Assignment Units Field 278

            Assigning the Work 281

            Assigning the Duration 281

        Understanding the Work Formula 282

            Applying the Work Formula in New Assignments 283

            Applying the Work Formula in Changes to Existing Assignments 292

        Selecting Task Settings 292

            Setting the Task Type 294

        Schedule Modifiers That Affect the Complexity of the Scheduling Engine 296

            Task Mode 296

            Project Scheduling the Resource Assignment to Start When the Task Starts 296

            Splitting Task Assignments 296

            Scheduled Delay Effects 297

            Leveling Delay Effects 297

            Work Contour Effects 298

            Resource Availability Effects 299

            Calendar Effects 299

            Effort-Driven Task Effects 300

            Effects of Using Driver Resources 300

        Consultants’ Tips 300

            Work Formula Factors 300

            80/20: Using Task Modes 301

            80/20: Using Task Types 301

            80/20: Using Effort-Driven Task Types 302

            Difference Between Calendar Duration and the Actual Assignment Duration 302

        10    Scheduling Single and Multiple Resource Assignments 303

        Mechanisms: Methods for Adding Resources 304

            Adding Resources Using the Assign Resources Dialog Box 304

            Adding Resources by Using Drag-and-Drop 305

            Assigning Resources with the Team Planner View 306

            Assigning Resources with the Task Entry View 307

            Assigning Resources Using the Task Information Dialog Box 308

            Assigning Resources with the Task Table 310

        Creation: Assigning a Single Resource 311

            Assigning a Resource (Using the Assign Resources Dialog Box) 312

        Creation: Assigning Multiple Resources 314

            Calculating Task Duration with Multiple Resources 314

            Understanding Effort-Driven Tasks 315

            Understanding the Driver Resource Concept 318

        Maintenance: Modifying Existing Resource Assignments 322

            Modifying Resource Assignments 322

            Entering the Assignment Values 323

            Assigning Resources with the Task Usage View 326

            Modifying Work Schedules with the Task Usage View 327

            Using the Assignment Information Dialog Box 330

            Scheduling a Late Start for an Assignment 331

            Splitting a Task Assignment 334

            Removing Resource Assignments from One or More Tasks 334

            Replacing a Resource on an Assignment 336

        How-To’s: Modifying Resource Assignments 337

            Graphing Resource Availability 337

            Scheduling Resources for a Specific Amount of Work 340

            Contouring Resource Usage 340

            Selecting a Predefined Contour Using the Assignment Information Dialog Box 345

            Using Overtime to Shorten Duration 346

            Selecting a Cost Rate Table for an Assignment 349

            Assigning Fixed Costs and Fixed  Contract Fees 350

            Scheduling with Task Calendars 353

            Adding Delay to an Assignment 355

        Consultants’ Tips 356

            Make Judicious Use of the Team Planner and Manually Scheduled Tasks 357

            80/20: Use the Task Entry View for Resource Entry and Modifying Assignments 357

            Depth: Calculation of the Default Units Value Used When Assigning a Resource 357

            Config: Turn Off Automatic Resource Creation 357

            Forward-Scheduling Versus Backward-Scheduling 358

        11    Using Standard Views, Tables, Filters, and Groups to Review Your Schedule 359

        What Can I View Using Microsoft Project 2010? 359

        Viewing Strategies 360

            Strategies on Using Views 360

            Strategies on Using Tables 363

        Understanding Standard Views 368

            The Calendar View 368

            The Gantt Chart Views 369

            The Team Planner View 373

            The Network Diagram View 375

            Descriptive Network Diagram Views 377

            The Task Usage View 378

            The Tracking Gantt View 378

            The Resource Graph View 379

            The Resource Sheet View 379

            The Resource Usage View 381

            The Bar Rollup View 382

            The Milestone and Milestone Date Rollup Views 382

            The Relationship Diagram View 383

            The Resource Allocation View 384

            The Resource and Resource Name Form Views 384

            The Task, Task Detail, and Task Name Form Views 385

            The Task Entry View 387

            The Task Sheet View 387

        Understanding Standard Tables 389

            Task Tables 389

            Resource Tables 391

        Understanding Filtering and Grouping 393

            Exploring Filters in Microsoft Project 393

            Exploring Standard Groups 400

        Combining Views, Tables, Filters, and Groups to Review Project Schedule Details 402

            Does My Schedule Contain the Needed Milestones? 402

            Do I Know My Critical Path? 404

            Are My Tasks Linked? 406

            Does My Schedule Contain Constraints? 407

            Are All Needed Task Details Included? 408

            Making Sure There Is Flexibility in the Schedule 408

            Are My Resources Overallocated? 408

            Is My Schedule Baselined? 408

            How Do I Communicate the Tasks? 409

            How Do I Present My Project Schedule to the Project Sponsors? 410

        Consultants’ Tips 411

            Use the Team Planner When Resource Planning Is Your  Main Goal 411

            Keep It Simple 411

            Providing Task Assignments to Your Team Using the Gantt Chart View 411

            An Easy Way to Not Accidentally Type in Actuals When Using Resource or Task Usage Views 411

        12    Performing a Schedule Reality Check 413

        Auditing the Schedule for Reasonableness 413

            Looking for Logic Errors 414

            Schedule Estimation Methods 415

            Looking for Technique Errors 416

        Reviewing the Big Picture (Critical Path Analysis) 419

            What Is My Current Critical Path? 420

            How Can I Reduce the Duration of My Critical Path? 421

            Strategies for Crashing the Schedule 422

            Strategies for Fast Tracking the Schedule 423

        Reviewing the Project-Level Statistics 423

            Methods of Examining Your Schedule 424

        Strategies for Analyzing Costs 425

            Reviewing the Cost Table 425

            Reducing the Cost of Work 426

        Finalizing the Schedule 426

        Baselining the Schedule 427

            Saving Your Project Baseline 428

        Consultants’ Tips 430

            Are You a Pessimistic or an Optimistic Estimator? 430

            Schedule Problems Checklist 430

            Avoiding the “While You Are Here” Syndrome 432

            Deleting Baselined Tasks 432

        III    Project Execution Through Completion

        13    Tracking Your Project Progress 433

        Overview of Tracking 433

        Working with Project Baselines 434

            Viewing Baselines 435

            Using Usage Views to Show Time-Phased Details 436

        Tracking Your Project’s Performance and Costs 438

            Understanding the Fields Used in Updating the Project Schedule 438

        Entering Tracking Information at the Task Level 440

            Editing the Task Actual Start Date 442

            Editing the Task Actual Finish Date 442

            Editing Task % Complete (Percentage Complete) 443

            Editing Task Actual Duration 443

            Editing Task Remaining Duration 444

            Editing Task Actual Work 445

            Editing Task % Work Complete 445

            Editing Task Remaining Work 445

            Editing Task Time-Phased Actual Work 446

        Entering Tracking Information at the Assignment Level 446

            Editing Assignment Actual Start 447

            Editing Assignment Actual Finish 447

            Editing Assignment Actual Work 448

            Editing Assignment % Work Complete 448

            Editing Assignment Remaining Work 448

            Editing Assignment Time-Phased Work 449

        Understanding the Calculation Options That Affect Tracking 449

            Using the Updating Task Status Updates Resource Status Option 451

            Using the Actual Costs Are Always Calculated by Microsoft Project Option 452

            Using the Edits to Total Task Percentage Complete Will Be Spread to the Status Date Option 454

            Options to Reschedule Parts of Partially Completed Tasks 454

        Using Microsoft Project’s Facilities for Updating Tasks 456

            General Shortcuts 457

            The Update Tasks Form 457

            The Update Project Form 458

        Consultants’ Tips 459

            Always Keep the Original Baseline 459

            Regular Statusing of Team Assignments 460

        14    Analyzing Performance 461

        Reviewing the Current Status of a Project 462

            Reviewing the Status via the Current Schedule 462

            Reviewing the Status via the Project Plan 468

        Analyzing Performance with Earned Value Analysis 477

            Understanding Earned Value Measurements 478

            Controlling the Calculation of Earned Value 488

            A Summary of Using Earned Value Analysis in Microsoft Project 489

            Creating Earned Value Graphs Using Visual Reports 491

        Using Analysis Views and Reports 492

            Analysis Views 492

            Analysis Reports 496

        Analyzing the Critical Path 496

        Consultants’ Tips 497

            Project Performance Analysis Prerequisites 497

            Project Performance Analysis Areas 497

            Project Performance Analysis Options 498

        15    Using Reports for Tracking and Control 499

        Using Basic Reports 499

            Using the Basic Reports for Project Analysis 501

            Using Basic Reports for the Project Sponsor 515

            Using Basic Reports for the Project Team 517

        Using Visual Reports 524

            Using Visual Reports for Project Analysis 526

            Using Visual Reports for the Project Sponsor 531

            Using Visual Reports for the Project Team 537

        Consultants’ Tips 539

            Using Visual Reports to Share Project Status 539

            Customize the Out-of-the-Box Reports for Your Project Needs 539

        16    Revising the Schedule 541

            When Things Don’t Go According  to Plan 541

            Critical Path Changes 542

            What Can Go Wrong 542

            Prevention and Avoidance 543

        Too Late for Avoidance–Now What? Recovery 544

            Reducing Project Scope 545

            Reducing Project Cost 545

            Reducing Scheduled Duration 546

        Rebaselining Strategies 547

        Consultants’ Tips 548

            Regularly Review Your Project Schedule 548

            Perform Risk Management and Contingency Planning 548

            Make Your Project Estimates as Realistic as Possible 548

        17    Closing the Project 549

        The Project Close Process Group 550

            Measure of Success 551

            Work Breakdown Structure 551

            Definition of Deliverables 551

            Implementing Project Close Custom Fields 552

        Performing Final Reporting 552

        Performing a Project Retrospective (Lessons Learned) 555

        Archiving Your Schedule 557

        Celebrating Your Project Results 559

        Consultants’ Tips 560

        IV    Tailoring Microsoft Office Project 2010 to Your Needs

        18    Managing Project Files 563

        Saving and Protecting Project Files 563

            Designating the Default Save Location and Format 564

            Version Compatibility 565

            Saving a File 566

            Providing Security for Saved Files 568

            Saving the Workspace 571

            Project 2010 Safe Mode 571

        Creating and Using Project Templates 572

        Creating a New Project Template 572

            Modifying Existing Template Files 574

            Opening a Template File to Create a New Project 574

        Working with the Organizer and the Global File 575

            The GLOBAL.MPT File 577

            Manipulating Objects Using the Organizer 578

        Consultants’ Tips 580

            GLOBAL.MPT 580

            Using the Organizer 580

            Protecting Your Project Files When Sharing 581

            Basic Steps for Starting a Project 581

            Use Templates and Keep Them Simple 581

        19    Formatting Views 583

        Sorting the Tasks or Resources in a View 583

            Selecting the Sort Keys 584

            Selecting the Sort Operation 585

        Formatting Text Styles for Categories of Tasks and Resources 585

            Selecting an Item to Change 585

            Changing the Style of Text Displays 588

        Formatting Font for Selected Text 588

        Formatting Gridlines 589

        Using the Outline Options 590

        Formatting Timescales 592

            Changing Timescale Tiers 592

            Completing the Timescale Definition 595

            Changing the Display of Non-Working Time 596

        Using Page Breaks 597

        Formatting the Gantt Chart Views 597

            Formatting the Gantt Chart View Manually 597

            Using the Gantt Chart Wizard 608

        Formatting the Calendar View 609

            Formatting the Timescale for the Calendar 611

            Selecting Calendar Bar Styles Options 612

            Setting the Layout Options for the Calendar View 613

        Formatting the Network Diagram View 614

            Using the Box Styles Options 614

            Using Data Templates for Network Diagram Nodes 615

            Using the Box Options 618

            Controlling the Network Diagram Layout 618

            Using the Zoom Command 623

        Formatting the Task Form and Resource Form Views 623

            Sorting the Form Views 624

            Formatting Details of Form Views 624

        Formatting the Resource Graph View 625

            Reviewing the Format Options for the Resource Graph View 628

            Selecting the Details to Display 629

            Using the Bar Styles Dialog Box 630

        Formatting the Resource Usage View 633

            Choosing the Details for the Resource Usage View 633

            Formatting the Detail Styles in the Resource Usage View 634

        Formatting the Task Usage View 635

        Formatting the Task Sheet and Resource Sheet Views 636

        Consultants’ Tips 636

            Get Familiar with the Default Views First, Then Customize 636

            Customizing the Gantt Chart View 636

            Sorting Views 636

        20    Creating and Customizing the Basic Reports 637

        Understanding the Basic Reports 637

            Accessing the Standard Reports 637

            Common Report Elements 639

            The Overview Reports Category 640

            The Current Activity Reports Category 644

            The Cost Reports Category 646

            The Assignment Reports Category 649

            The Workload Reports Category 651

        Customizing Reports 653

            Customizing an Existing Report 653

            Using the Custom Category of Reports 655

        Creating Reports 656

            Creating a New Report Based on an Existing Report 656

            Designing a New Report 657

        Using the Common Customization Controls 658

            Controlling Page Breaks in a Report 658

            Choosing the Page Setup Options for a Report 659

            Formatting Text in a Report 659

            Changing the Sort Order for a Report 660

            Collapsing Task Detail in a Report 661

        Customizing Specific Report Types 662

            Customizing the Project Summary Report 662

            Customizing the Calendar Reports 664

            Customizing Task and Resource Reports 665

            Customizing Crosstab Reports 675

            Customizing the Monthly Calendar Report 682

        Saving and Sharing Custom Reports 684

        Consultants’ Tips 685

        21    Creating and Customizing Visual Reports 687

        Understanding OLAP Cubes for Visual Reports 691

        Understanding Excel and Visio in Relation to Project 692

            Using Excel 2007 While Working with Visual Reports 692

            Using Visio While Working with Visual Reports 696

        Reporting Capabilities 697

            Customizing Excel 2007 Visual Reports 698

            Customizing Visio 2007 Visual Reports 711

            Creating Visual Reports Using Excel 722

            Creating Visual Reports Using Visio 725

        Sharing and Saving Visual Reports 726

            Saving a Visual Report Template Using Excel 727

            Saving a Visual Report Template Using Visio 727

            Saving a Reporting Cube 728

            Saving a Reporting Database 729

            Printing a Visual Report 730

        Consultants’ Tips 731

            80/20: Choose the Right Data Resolution for Your Reporting Goals 731

            Save Customized Reports as Templates for Later Use 731

        22    Customizing Views, Tables, Filters, Groups, and Fields 733

        Creating and Customizing Tables 734

            Entering a Table Name 736

            Adding and Changing the Columns in the Table 736

            Completing the Definition of the Table 738

            Changing Table Features from the View Screen 740

        Creating and Customizing Views 742

            Entering the Name of the View 744

            Selecting the Starting Format 745

            Selecting the Table for the View 745

            Selecting the Group for the View 746

            Selecting the Filter for the View 746

            Displaying the View Name in the Menu 747

            Saving the View Definition 747

            Creating a Combination View 747

        Printing Views 749

            Preparing Your Screen and Choosing Fundamentals for Your Printed View 749

            Filtering, Sorting, Grouping, and Enhancing the Display 749

            Using Page Breaks 750

            Using the Page Setup Dialog Box 750

            Using the Print Preview Button 759

            Printing 760

        Creating and Customizing Filters 762

            Naming a Filter 763

            Defining Filter Criteria 763

            Using More Filter Criterion Tests 766

            Using Interactive Filters 770

            Creating Calculated Filters 772

            Creating Multiple Criteria Filters 773

            Creating Custom Filters with AutoFilter 774

        Creating Custom Groups 775

            Accessing Custom Groups 775

            Selecting Grouping Fields 776

            Defining Group Intervals 776

            Formatting Group Displays 777

            Saving Custom Groups 777

        Creating and Customizing Fields 778

            Accessing the Custom Fields 779

            Naming Custom Fields 780

            Creating Calculated Custom Fields 780

            Controlling Custom Field Behaviors 782

            Creating Custom Indicator Fields 782

            Managing Custom Fields 786

        Organizing Views and Other Custom Elements in Project Files 787

        Consultants’ Tips 789

            Create Views the Right Way 789

            Name Organizer Objects Appropriately 789

            Resolve Unexpected View Results 789

            Know Your Audience When Using Graphical Indicators 790

            Keep an Excel Configuration Workbook 790

        23    Customizing Toolbars, Menus, and Forms 791

        Customizing the Ribbon 791

        Customizing the Quick Access Toolbar 798

        Customizing the Status Bar 803

        Consultants’ Tips 805

        V    Microsoft Office Project 2010 Knowledge In Depth

        24    Working with Multiple Projects 807

        Using Windows Commands 807

            Viewing All the File Windows at the Same Time 809

            Hiding and Unhiding Open Windows 810

            Using the Save Workspace Command 810

        Comparing Project Versions 811

        Displaying Tasks from Different Projects in the Same Window 814

            Using the New Window Command 814

            Filtering and Sorting Consolidated Projects 817

        Creating Master Projects 819

            Combining Projects into One File Using the Insert Project Menu 819

            Working with Inserted Projects 821

            Breaking Apart a Large Project Using Inserted Projects 822

            Master Projects Using Hammock Tasks 823

            Maintaining Inserted Projects 824

            Identifying Tasks That Are Inserted Projects 825

            Removing Inserted Projects 826

        Creating Links Between Tasks in Separate Projects 827

            Sharing Resources Among Projects 829

            Creating the Shared Resource Project 830

            Using the Resource Pool 831

            Discontinuing Resource Sharing 834

            Identifying Resource Pool Links 834

            Viewing Resource Loads Without Sharing a Pool 835

            Saving Multiple Files in a Workspace 836

        Consultants’ Tips 836

            Using Master Files 836

            How Do I Tell Which Task Is from Which Project When They Have the Same Names? 837

            Sharing Resources Between Projects 837

        25    Resolving Resource Allocation Problems 839

        Understanding How Resource Allocation Problems Occur 839

            Why Should I Care About Resource Workload Conditions? 840

            What Is the Problem? 840

            What Causes Resource Overallocation? 841

            Should I Ignore Resource Allocation Problems? 843

        Visualizing Resource Allocation Conditions 843

            Resource Max Units, Calendars, and Other Settings 843

            Team Planner 845

            Resource Graphs 847

            Resource Sheet 848

            Split Views and Windows 849

            Resource Usage Time-Phased Data 851

            Groups, Filters, and Sorting Tasks with Resources 852

            Review Task Relationships 853

        Strategies for Correcting Resource Allocation Problems 854

            Process Check: Review Project Scope and Other Business Issues 855

            Replacing or Adding Resources 855

            Splitting Tasks 856

            Linking Tasks 856

            Adjusting Resource Units 858

            Using the Level Resources Tools 859

            Manual Strategies to Correct Resource Allocation Problems 865

        Consultants’ Tips 869

            Use Team Planner and Manually Scheduled Tasks Where Appropriate 869

            Establish Guidelines for Resolving Resource Allocation Issues 869

            Examples of Resource-Leveling Scenarios 870

            Receiving an “Overallocation Cannot Be Resolved” Warning 870

            Resource(s) Indicate Overallocation Condition After Leveling 870

        26    Exporting and Importing Project Data 871

        Exchanging Project Files Across Microsoft Project Versions 872

        Exchanging Microsoft Project Data with Other Applications 873

            File Formats Supported by Microsoft Office Project 873

        Working with Import/Export Maps to Select Your Project Data 874

            Understanding Import/Export Maps 875

            Reviewing the Predefined Import/Export Maps 876

            Creating and Using an Export Map 879

            Creating and Using an Import Map 884

            Creating Import Maps for Access and ODBC Sources 889

        Exchanging Data with Microsoft Excel 889

            Exporting Microsoft Project Data to an Excel Worksheet 890

            Exporting Microsoft Project Data to an Excel PivotTable 894

            Importing Microsoft Project Data from the Excel Format 894

        Working with Web-Enabled Project Data 899

        Working with Text File Formats 900

            Exporting Project Data in the Text Formats 900

            Importing Project Data from Text Formats 902

        Importing a Task List from Outlook 903

        Consultants’ Tips 906

            Design the Data Layout Prior to Import/Export 906

            Using Export/Import vs. Copy/Paste 906

            Copying and Pasting Using Excel 907

            Be Aware of Additional Data When Importing/Exporting 907

            Using the XML Export Will Not Keep Some of the Usage Data 907

        27    Manipulating Data Using Other Applications 909

        Copying Data Between Applications 909

            Copying Data from Other Applications into Microsoft Project 911

            Copying Microsoft Project Data into Other Applications 913

        Linking Data Between Applications 914

            Linking Microsoft Project Data Fields from External Sources 914

            Refreshing Linked Data in Microsoft Project 916

            Deleting Links to External Sources 919

            Identifying Tasks or Resources with Links Attached 919

            Pasting Links to Microsoft Project Data in Other Applications 919

        Working with Objects 920

            Pasting Objects 920

            Inserting Objects 922

        Placing Objects into Microsoft Project 923

            Pasting Objects in the Gantt Chart View 923

            Inserting Objects in the Gantt Chart View 924

            Placing Objects in the Notes Field 928

            Placing Objects in the Task or Resource Objects Box 928

            Placing Objects in Headers, Footers, and Legends 931

        Placing Objects into Other Applications 932

            Using the Copy Picture Command to Copy a View 934

            Consultants’ Tips 937

    TOC, 9780789743107, 1/11/2011



    Microsoft Project 2010 In Depth

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