Project 2013 In Depth

Scott Daley has been updating Project In Depth since the Project 2010 edition. He has been working with Project and Project Server for over a decade as a consultant, a Microsoft employee, and an independent consultant. Scott believes that project management done well is a highly underrated discipline. This book was written with the intent to explain more than just what Project does or why it does it, and to go beyond the standard narratives surrounding Project. Scott has seen Project put to use managing many different kinds of projects, and hopes that this book will clarify some of the reasons why these efforts can succeed or fail.

I Getting Started with Microsoft

Project 2013

 

1 Power of Microsoft Project

2013 1

Essentials of Project Management 1

 Projects Are Temporary 3

 Project Objectives Are Specific and Measurable 3

 Projects Are Constrained by Time, Cost, Scope, and Quality 3

What Project Can Do for You 5

Enterprise Versus Standard Thinking 7

 Desktop Tools: Project Standard and Project Professional 7

What’s New in Project 2013 8

 Reports 8

Consultants’ Tips 11

 Go Ahead and Ignore Project

 Management If It Suits Your Role 11

 Communicate 11

 Define Project Roles 11

 Define Project Deliverables Prior to Building the Schedule 12

 Define the Project Goal 12

 Create the Work Breakdown Structure 12

 Communicate the Schedule to Your Project Team 12

 Acquire Commitment from the Project Team 13

 Track Your Project Performance During Execution 13

 Close Your Project and Retain History 13

 

2 Microsoft Project Quick

Start 15

Five Process Groups for Projects 16

 Initiating Process Group 16

 Planning Process Group 17

 Executing Process Group 17

 Monitoring and Controlling Process Group 17

 Closing Process Group 18

Navigating Project 18

 Introducing the Gantt Chart View 21

 Scrolling, Selecting, and Entering Data Fields 23

 Exploring the Look and Feel of Project 23

 Exploring the Project Window 24

 Project’s Help Feature 25

Using Team Planner to Start Managing Resources Quickly 26

Define Project Scope 27

 Build and Decompose the WBS 28

 Create a Project Schedule Using Microsoft Project 30

 Use Project Schedule Templates or Create a New Project 31

 Set Project Attributes 32

 Build Your Project Schedule Using the WBS 35

 Enter or Adjust Summary Tasks and Subtasks 36

 Create Milestones 37

 Set Deadlines 38

 Create Task Dependency Relationships 39

 Create Your Team and Assign Resources 41

 How Duration, Work, and Resource Units Affect Your Project Schedule 44

 Enter Estimates 45

 Review the Schedule for Overallocation or Other Potential Issues 46

 Inactivating Tasks 47

 Baseline Your Schedule 48

Track Your Project 49

 Obtain Project Status 49

 Enter Your Tracking Data 50

 Analyze Your Status 53

Close Your Project 54

Consultants’ Tips 55

 Formulas That Affect Your Schedule 55

 Create a WBS 55

 80/20 Rule 56

 Project Is a Tracking Tool 56

 Always Baseline! 56

 Split Window and Views 56

 

3 Microsoft Project and the Project Management Domain 57

History of Project Management 57

Exploring Project Management Industry Standards 58

 Project Management Body of Knowledge (PMBOK) 58

 PRINCE2 61

WBS, Phases and Control Points, Methodologies, and Life Cycles 63

 Work Breakdown Structure (WBS) 63

 Managerial Control 64

Using Microsoft Project with Methodologies and Life Cycles 65

 Waterfall Development Process 66

 Iterative Development 66

 Research Project 69

Accommodating Teaming Styles 69

Consultants’ Tips 70

 Determine the Approach to Use in Managing Your Project 70

 Use WBS as a First Step in Project Definition 70

 Use the 5×9 Checklist for Planning 70

 

II Organizing for Success—Project

Initiation and Planning

 

4 Getting Started After the Business Initiative Is Approved 71

Organizing Projects for Success 71

 Define Measure of Success 72

 Clarify Constraints and Boundaries 73

 Define the Final Deliverables 74

 Establish Change Control Process 75

Work Breakdown Structure 76

 Work Breakdown Structure Concepts 76

 WBS and Scheduling 78

 Use of Templates 80

WBS Numbering 80

 Creating Custom WBS Codes 82

 Inserting, Deleting, and Moving Tasks with Custom WBS Codes 84

 Editing Custom WBS Codes 84

 Renumbering the Custom WBS Codes 86

Scope Control and Change Control 87

Consultants’ Tips 87

 Understanding a Work Breakdown Structure 87

 Define the Full Scope of Your Project 87

 Build WBS First 88

 Define Project Work Packages 88

 

5 Setting Up Project for Your Use 89

Setting the Task Mode 89

 Setting the Task Mode 89

 Understanding the Task Mode 91

Defining Project Information 91

 Understanding the Project Information Dialog Box 92

 Defining Project Properties 97

Defining Calendars 101

 Calendar Hierarchy 102

 Modifying and Defining Base Calendars 102

 Setting Project and Resources Calendar 108

Defining Custom Fields 112

 Custom Fields Concept 112

 Defining Custom Fields 114

Defining Environment Options 115

 Defining Project Standards 116

Consultants’ Tips 130

 

6 Creating Your Project

Schedule 131

Entering Project Tasks 131

 Entering Tasks Using the Gantt Chart View 132

 Creating Task Names 139

 Entering Task Durations 141

 Editing Tasks Using the Task Information Dialog Box 146

Manipulating the Task List 148

 Displaying Long Task Names 148

 Adjusting the Height of Task Rows 149

 Undoing Changes in the Task List 150

 Inserting, Deleting, and Clearing 151

Copying, Cutting, and Moving Tasks 152

 Using the Fill Command 153

Defining Summary Tasks and Subtasks 154

 Understanding Duration of Summary Tasks 155

 Indenting and Outdenting Tasks 155

 Collapsing and Expanding the Outline 157

 Editing Outlined Projects 158

 Selecting the Display Options for Outlining 158

 Using Rollup Taskbars 159

Defining Milestones 160

Attaching Notes to Tasks 162

 Typing and Formatting Notes 163

 Inserting Hyperlinks in Notes 164

 Inserting Objects in Notes 165

 Attaching Notes to the Overall Project 167

Attaching Hyperlinks to Tasks 168

 Attaching Hyperlinks to Existing Files or Web Pages 168

 Attaching Hyperlinks to New Files 170

 Attaching Hyperlinks to Tasks or Resources in the Same Project 170

 Using Hyperlinks to Create Email Messages 171

 Editing and Deleting Hyperlinks 171

 Placing Hyperlinks in the Custom Text Fields 171

Defining Recurring Tasks 172

 Creating Recurring Tasks 172

 Editing Recurring Tasks 175

Creating WBS Codes 176

Using Other Views to Create Tasks 176

 Using the Task Entry View 177

 Using the Task Sheet View 178

Using the Timeline View 179

Consultants’ Tips 182

 

7 Defining Task Logic 183

Manipulating Your Schedule 185

 Using the Multiple Undo and Redo Feature 185

 Using Change Highlighting to View Changes 185

Linking Tasks 186

 Understanding Task Relationships 187

 Defining Dependency Links 187

 Defining the Types of Dependency Link Relationships 189

 Using the Finish-to-Start Relationship 190

 Using the Start-to-Start Relationship 190

 Using the Finish-to-Finish Relationship 191

 Using the Start-to-Finish Relationship 192

 Choosing the Dependent Tasks 193

 Allowing for Delays and Overlaps 194

 Entering Leads and Lags 195

 Linking Summary Tasks 196

 Creating Links by Using the Menu or Toolbar 197

 Creating Links by Using the Task Information Dialog Box 198

 Creating Links by Using the Task Form View 199

 Creating Links by Using the Entry Table 201

 Creating Links by Using the Mouse 203

 Working with Automatic Linking Options 205

 Modifying, Reviewing, and Removing Dependency Links 206

 Auditing Task Links 207

 Using the Task Inspector 209

 Using Task Path 210

Defining Constraints 211

 Understanding Types of Constraints 212

 Entering Task Constraints 216

 Creating Constraints in the Task Information Dialog Box 216

 Creating Constraints in a Task Table 218

 Creating Constraints in the Task Details Form 219

 Responding to Warnings from the Planning Wizard 220

 Deciding to Honor Links or Honor Constraints 221

 Finding and Reviewing Tasks That Have Constraints 224

 Removing Task Constraints 225

 Resolving Conflicts Caused by Constraints 225

 Creating a Modified Constraint Dates Table 226

Performing Advanced Actions on Tasks 227

 Entering Deadline Dates 227

 Filtering for Missed Deadline Dates 229

 Splitting Tasks 229

Consultants’ Tips 232

 The Deadline Feature 232

 Scheduling Logic 232

 Deadlines Versus Sponsor Schizophrenia 232

 Connecting Tasks with the Mouse 233

 Showing Detail in the Gantt Chart 233

 

8 Defining Project Resources 235

Understanding How Project Uses Resources and Costs 235

 Cost Resources 237

Defining Resources and Resource Information 237

 Understanding Resource Types 238

 Understanding Budget Resources 238

 Distinguishing Single and Group Resources 238

 Using Generic Resources for Common Skills 239

Using the Resource Sheet View 239

Defining Resource Information Using the Resource Information Dialog Box 241

Using the Resource Fields to Define Resource Details 242

 Using the Resource ID Field 242

 Interpreting the Indicator Field 243

 Specifying Resource Names Using the Name Field 243

 Using Resource Type to Categorize Resources 243

 Using the Material Label to Specify Units of Resource Measure 244

 Using the Initials Column to Shorten Resource Names 244

 Using the Group Field to Categorize Resources 245

 Using the Max Units and Resource Availability Table to Specify Resource Availability 246

 Selecting Resource Calendar to Specify Resource Base Availability 249

 Specifying the Resource Working Time 249

Defining Resource Costs 252

 Applying the Standard Rate to a Resource 252

 Applying the Overtime Rate to a Resource 253

 Applying the Cost Per Use to a Resource 254

 Understanding the Cost Rate Tables 254

 Selecting the Cost Accrual Type 256

Using the Task Form View to Add Additional Resources 256

Understanding Resource Constraints 257

Working with Resources 258

 Setting the Automatically Add New Resources and Tasks Option 258

 Sorting Resources 259

 Grouping Resources 263

 Filtering Resources 264

Consultants’ Tips 267

 

9 Understanding Work Formula

Basics 269

Understanding Task Levels 269

Work, Duration, and Units 270

Tasks with Multiple Assignments 271

Understanding Resource and Task Assignments 272

Reviewing the Essential Components of Work Resource Assignments 272

Understanding the Resource Assignment Fields 273

 Assigning a Resource to a Task 274

 Understanding the Assignment Units Field 274

 Assigning the Work 277

 Assigning the Duration 278

Understanding the Work Formula 278

 Applying the Work Formula in New Assignments 279

 Applying the Work Formula in Changes to Existing Assignments 288

Selecting Task Settings 289

 Setting the Task Type 291

Schedule Modifiers That Affect the Complexity of the Scheduling Engine 292

 Task Mode 293

 Project Scheduling the Resource Assignment to Start When the Task Starts 293

 Splitting Task Assignments 293

 Scheduled Delay Effects 293

 Leveling Delay Effects 294

 Work Contour Effects 294

 Resource Availability Effects 295

 Calendar Effects 296

 Effort-Driven Task Effects 296

 Effects of Using Driver Resources 297

Consultants’ Tips 297

 80/20: Using Task Modes 297

 Work Formula Factors 298

 80/20: Using Task Types 298

 80/20: Using Effort-Driven Task Types 298

 The Difference Between Calendar Duration and Actual Assignment Duration 299

 

10 Scheduling Single and Multiple

Resource Assignments 301

Mechanisms: Methods for Adding Resources 302

 Adding Resources Using the Assign Resources Dialog Box 302

 Adding Resources by Using Drag-and-Drop 303

 Assigning Resources with the Team Planner View 304

 Assigning Resources with the Task Entry View 305

 Assigning Resources Using the Task Information Dialog Box 306

 Assigning Resources with the Task Table 308

Creation: Assigning a Single Resource 309

 Assigning a Resource Using the Assign Resources Dialog Box 310

Creation: Assigning Multiple Resources 312

 Calculating Task Duration with Multiple Resources 312

 Understanding Effort-Driven Tasks 313

 Understanding the Driver Resource Concept 317

Maintenance: Modifying Existing Resource Assignments 320

 Modifying Resource Assignments 321

 Entering the Assignment Values 322

 Assigning Resources with the Task Usage View 325

 Modifying Work Schedules with the Task Usage View 326

 Using the Assignment Information Dialog Box 329

 Scheduling a Late Start for an Assignment 330

 Splitting a Task Assignment 333

 Removing Resource Assignments from One or More Tasks 333

 Replacing a Resource on an Assignment 335

How-To’s: Modifying Resource Assignments 336

 Graphing Resource Availability 336

 Scheduling Resources for a Specific Amount of Work 339

 Contouring Resource Usage 339

 Selecting a Predefined Contour Using the Assignment Information Dialog Box 344

 Using Overtime to Shorten Duration 345

 Selecting a Cost Rate Table for an Assignment 348

 Assigning Fixed Costs and Fixed Contract Fees 349

 Scheduling with Task Calendars 351

 Adding Delay to an Assignment 353

Consultants’ Tips 355

 Make Judicious Use of the Team Planner and Manually Scheduled Tasks 355

 80/20: Use the Task Entry View for Resource Entry and Modifying Assignments 356

 Depth: Calculation of the Default Units Value Used When Assigning a Resource 356

 Config: Turn Off Automatic Resource Creation 356

 Forward-Scheduling Versus Backward-Scheduling 356

 

11 Using Standard Views, Tables, Filters, and Groups to Review Your Schedule 357

What Can I View Using Microsoft Project? 357

Viewing Strategies 359

 Strategies on Using Views 359

 Strategies for Using Tables 362

Understanding Standard Views 366

 Calendar View 367

 Gantt Chart Views 369

 Team Planner View 373

 Network Diagram View 375

 Descriptive Network Diagram Views 376

 Task Usage View 377

 Tracking Gantt View 378

 Resource Graph View 378

 Resource Sheet View 380

 Resource Usage View 380

 Bar Rollup View 381

 Milestone and Milestone Date Rollup Views 382

 Relationship Diagram View 383

 Resource Allocation View 384

 Resource and Resource Name Form Views 384

 Task, Task Detail, and Task Name Form Views 386

 Task Entry View 387

 Task Sheet View 388

Understanding Standard Tables 389

 Task Tables 389

 Resource Tables 391

Understanding Filtering and Grouping 393

 Exploring Filters in Microsoft Project 393

 Exploring Standard Groups 398

Combining Views, Tables, Filters, and Groups to Review Project Schedule Details 401

 Does My Schedule Contain the Needed Milestones? 401

 Do I Know My Critical Path? 403

 Are My Tasks Linked? 405

 Does My Schedule Contain Constraints? 406

 Are All Needed Task Details Included? 407

 Making Sure There Is Flexibility in the Schedule 407

 Are My Resources Overallocated? 407

 Is My Schedule Baselined? 408

 How Do I Communicate the Tasks? 408

 How Do I Present My Project Schedule to the Project Sponsors? 409

Consultants’ Tips 410

 Stop Expecting Your Resources and Sponsors to Look at the Same Views You Do 410

 Use the Team Planner When Resource Planning Is Your Main Goal 410

 Keep It Simple 410

 Easy Way to Not Accidentally Type in Actuals When Using Resource or Task Usage Views 410

 

12 Performing a Schedule Reality

Check 411

Auditing the Schedule for Reasonableness 411

 Looking for Logic Errors 412

 Schedule Estimation Methods 413

 Looking for Technique Errors 414

Reviewing the Big Picture: Critical Path Analysis 417

 What Is My Current Critical Path? 418

 How Can I Reduce the Duration of My Critical Path? 419

 Strategies for Crashing the Schedule 420

 Strategies for Fast Tracking the Schedule 420

Reviewing the Project-Level Statistics 421

 Methods of Examining Your Schedule 422

Strategies for Analyzing Costs 423

 Reviewing the Cost Table 423

 Reducing the Cost of Work 424

Finalizing the Schedule 424

Baselining the Schedule 425

 Saving Your Project Baseline 425

Consultants’ Tips 428

 Are You a Pessimistic or an Optimistic Estimator? 428

 Schedule Problems Checklist 428

 Avoiding the “While You Are Here” Syndrome 430

 Deleting Baselined Tasks 430

 

III Project Execution Through Completion

 

13 Tracking Your Project Progress 431

Overview of Tracking 431

Working with Project Baselines 432

 Viewing Baselines 433

 Using Usage Views to Show Time-Phased Details 434

Tracking Your Project’s Performance and Costs 436

 Understanding Fields Used in Updating the Project Schedule 436

Entering Tracking Information at the Task Level 438

 Editing the Task Actual Start Date 440

 Editing the Task Actual Finish Date 440

 Editing Task % Complete (Percentage Complete) 441

 Editing Task Actual Duration 442

 Editing Task Remaining Duration 442

 Editing Task Actual Work 443

 Editing Task % Work Complete 443

 Editing Task Remaining Work 443

Editing Task Time-Phased Actual Work 444

 Entering Tracking Information at the Assignment Level 444

 Editing Assignment Actual Start 445

 Editing Assignment Actual Finish 445

 Editing Assignment Actual Work 446

 Editing Assignment % Work Complete 446

 Editing Assignment Remaining Work 446

Editing Assignment Time-Phased Work 447

 Understanding the Calculation Options That Affect Tracking 447

 Using the Updating Task Status Updates

 Resource Status Option 449

 Using the Actual Costs Are Always Calculated by Project Option 450

 Using the Edits to Total Task Percentage Complete Will Be Spread to the Status Date Option 452

 Options to Reschedule Parts of Partially Completed Tasks 453

Using Microsoft Project’s Facilities for Updating Tasks 455

 General Shortcuts 455

 Update Tasks Form 455

 Update Project Form 456

Consultants’ Tips 458

 Always Keep the Original Baseline 458

 Regular Statusing of Team Assignments 458

 

14 Analyzing Performance 459

Reviewing the Current Status of a Project 460

 Reviewing the Status Via the Current Schedule 460

 Reviewing the Status Via the Project Plan 465

Analyzing Performance with Earned Value Analysis 474

 Understanding Earned Value Measurements 475

 Controlling the Calculation of Earned Value 485

 Summary of Using Earned Value Analysis in Project 487

 Earned Value Report 489

Using Analysis Views and Reports 490

 Analysis Views 491

 Analysis Reports 494

Analyzing the Critical Path 495

Consultants’ Tips 495

 Project Performance Analysis Prerequisites 495

 Project Performance Analysis Areas 496

 Project Performance Analysis Options 496

 

15 Using Reports for Tracking and

Control 497

Using Reports 497

 Reports and the Iron Triangle 499

 Using Reports for the Project Sponsor 508

Using Visual Reports 510

 Using Visual Reports for Project Analysis 512

 Using Visual Reports for the Project Sponsor 517

 Using Visual Reports for the Project Team 523

Consultants’ Tips 524

 When to Use Reports 524

 When to Use Visual Reports 525

 Customize the Out-of-the-Box Reports for Your Project Needs 525

 

16 Revising the Schedule 527

When Things Don’t Go According to Plan 527

 Critical Path Changes 528

 What Can Go Wrong 529

 Prevention and Avoidance 530

When Recovery Is the Only Option 530

 Reducing Project Scope 531

 Reducing Project Cost 532

 Reducing Scheduled Duration 532

Rebaselining Strategies 534

Consultants’ Tips 534

 Regularly Review Your Project Schedule 534

 Perform Risk Management and Contingency Planning 534

 Make Your Project Estimates as Realistic as Possible 534

 

17 Closing the Project 535

Project Close Process Group 536

 Closing the Contractual Agreement 536

 Implementing Project Close Custom Fields 538

Performing Final Reporting 539

 Cost Overruns Report 540

 Additional Out-of-the-Box Closing Reports 540

Performing a Project Retrospective: Lessons Learned 542

Archiving Your Schedule 543

Celebrating Your Project Results 546

Consultants’ Tips 546

 

IV Tailoring Microsoft Office Project 2013 to Your Needs

 

18 Managing Project Files Locally and in the Cloud 549

Saving and Protecting Project Files 550

 Working with the Organizer and the Global File 550

 Designating the Default Save Location and Format 550

 Version Compatibility 552

 Saving a File 552

 Your Account 555

 Providing Security for Saved Files 555

 Saving the Workspace 558

 Project Safe Mode 558

Creating and Using Project Templates 559

 Creating a New Project Template 559

 Modifying Existing Template Files 561

 Opening a Template File to Create a New Project 561

Working with the Organizer and the Global File 562

 Global.mpt File 565

 Manipulating Objects Using the Organizer 565

Consultants’ Tips 568

 Global.mpt 568

 Using the Organizer 568

 Protecting Your Project Files When Sharing 568

 Basic Steps for Starting a Project 568

 Use Templates and Keep Them Simple 568

 

19 Formatting Views 569

Sorting the Tasks or Resources in a View 569

 Selecting the Sort Keys 570

 Selecting the Sort Operation 571

Formatting Text Styles for Categories of Tasks and Resources 571

 Selecting an Item to Change 572

 Changing the Style of Text Displays 574

Formatting Font for Selected Text 575

Formatting Gridlines 575

Using the Outline Options 577

Formatting Timescales 578

 Changing Timescale Tiers 579

 Completing the Timescale Definition 581

 Changing the Display of Non-Working Time 582

Using Page Breaks 583

Formatting the Gantt Chart Views 583

 Formatting the Gantt Chart View Manually 583

 Using the Gantt Chart Wizard 594

Formatting the Calendar View 596

 Formatting the Timescale for the Calendar 597

 Selecting Calendar Bar Styles Options 598

 Setting the Layout Options for the Calendar View 599

Formatting the Network Diagram View 600

 Using the Box Styles Options 600

 Using Data Templates for Network Diagram Nodes 601

 Using the Box Options 604

 Controlling the Network Diagram Layout 604

 Using the Zoom Command 609

Formatting the Task Form and Resource Form Views 609

 Sorting the Form Views 610

 Formatting Details of Form Views 610

Formatting the Resource Graph View 612

 Reviewing the Format Options for the Resource Graph View 614

 Selecting the Details to Display 615

 Using the Bar Styles Dialog Box 617

Formatting the Resource Usage View 619

 Choosing the Details for the Resource Usage View 619

 Formatting the Detail Styles in the Resource Usage View 620

Formatting the Task Usage View 621

Formatting the Task Sheet and Resource Sheet Views 622

Consultants’ Tips 622

 Get Familiar with the Default Views First, Then Customize 622

 Customizing the Gantt Chart View 623

 Sorting Views 623

 

20 Reports Part I: 2013 Reports 625

Understanding the New Reports 625

 Accessing the Reports 626

 Common Report Elements 627

 Dashboards Reports Category 629

 Resources Reports Category 632

 Cost Reports Category 634

 In Progress Reports Category 636

 Miscellaneous Category Controls 638

Customizing Sections of Reports 639

 Customizing a Text Box or a Shape 639

 Adding or Customizing a Picture 640

 Adding or Customizing a Chart 642

 Adding or Customizing a Table 645

Customizing Reports 646

 Customizing an Existing Report 647

Creating Reports 647

 Creating a New Report Based on an Existing Report 647

 Designing a New Report 648

Using the Common Customization Controls 649

 Themes 649

 Choosing the Page Setup Options for a Report 650

Saving and Sharing Custom Reports 650

Consultants’ Tips 651

 Right Report for the Right Audience 652

 Avoid Too Much Navel Gazing 652

 

21 Reports Part II: Visual Reports 653

Reports Part II: Visual Reports 655

Understanding OLAP Cubes for Visual Reports 658

Understanding Excel and Visio in Relation to Project 659

 Using Excel While Working with Visual Reports 659

 Using Visio While Working with Visual Reports 664

Reporting Capabilities 665

 Customizing Excel Visual Reports 665

 Customizing Visio Visual Reports 680

 Creating Visual Reports Using Excel 688

 Creating Visual Reports Using Visio 692

Sharing and Saving Visual Reports 693

 Saving a Visual Report Template Using Excel 694

 Saving a Visual Report Template Using Visio 694

 Saving a Reporting Cube 694

 Saving a Reporting Database 696

 Printing a Visual Report 697

Consultants’ Tips 697

 80/20: Choose the Right Data Resolution for Your Reporting Goals 697

 Save Customized Reports as Templates for Later Use 698

 

22 Customization Almost Beyond

Reason: Views, Tables, Filters,

Groups, Fields, Toolbars, and Menus 699

Creating and Customizing Tables 700

 Entering a Table Name 702

 Adding and Changing the Columns in the Table 702

 Completing the Definition of the Table 705

 Changing Table Features from the View Screen 707

Creating and Customizing Views 708

 Entering the Name of the View 711

 Selecting the Starting Format 711

 Selecting the Table for the View 712

 Selecting the Group for the View 713

 Selecting the Filter for the View 713

 Displaying the View Name in the Menu 713

 Saving the View Definition 714

 Creating a Combination View 714

Printing Views 715

 Preparing Your Screen and Choosing Fundamentals for Your Printed View 716

 Filtering, Sorting, Grouping, and Enhancing the Display 716

 Using Page Breaks 717

 Using the Page Setup Dialog Box 717

 Previewing the Printed View 726

 Printing 727

Creating and Customizing Filters 729

 Naming a Filter 730

 Defining Filter Criteria 730

 Using More Filter Criterion Tests 733

 Using Interactive Filters 737

 Creating Calculated Filters 738

 Creating Multiple Criteria Filters 739

 Creating Custom Filters with AutoFilter 740

Creating Custom Groups 741

 Accessing Custom Groups 741

 Selecting Grouping Fields 742

 Defining Group Intervals 743

 Formatting Group Displays 744

 Saving Custom Groups 745

Creating and Customizing Fields 745

 Accessing the Custom Fields 746

 Naming Custom Fields 746

 Creating Calculated Custom Fields 747

 Controlling Custom Field Behaviors 749

 Creating Custom Indicator Fields 749

 Managing Custom Fields 754

Organizing Views and Other Custom Elements in Project Files 754

Customizing the Ribbon 756

Customizing the Quick Access Toolbar 762

Customizing the Status Bar 765

Consultants’ Tips 767

 Create Views the Right Way 767

 Name Organizer Objects Appropriately 767

 Resolve Unexpected View Results 767

 Know Your Audience When Using Graphical Indicators 767

 Keep an Excel Configuration Workbook 768

 Making the Most of the “Ribbon” 768

 

V Microsoft Project 2013 Knowledge In Depth

 

23 Working with Multiple Projects 769

Using Windows Commands 769

 Viewing All the File Windows at the Same Time 771

 Hiding and Unhiding Open Windows 772

 Using the Save Workspace Command 772

Comparing Project Versions 773

Displaying Tasks from Different Projects in the Same Window 776

 Using the New Window Command 776

 Filtering and Sorting Consolidated Projects 778

Creating Master Projects 780

 Combining Projects into One File Using the Insert Project Menu 781

 Working with Inserted Projects 782

 Breaking Apart a Large Project Using Inserted Projects 784

 Master Projects Using Hammock Tasks 784

 Maintaining Inserted Projects 786

 Identifying Tasks That Are Inserted Projects 787

Creating Links Between Tasks in Separate Projects 788

 Sharing Resources Among Projects 791

 Creating the Shared Resource Project 792

 Using the Resource Pool 792

 Discontinuing Resource Sharing 795

 Identifying Resource Pool Links 796

 Viewing Resource Loads Without Sharing a Pool 796

 Saving Multiple Files in a Workspace 797

Consultants’ Tips 798

 Using Master Files 798

 How Do I Tell Which Task Is from Which Project When They Have the Same Names? 799

 Sharing Resources Between Projects 799

 

24 Resolving Resource Allocation

Problems 801

Understanding How Resource Allocation Problems Occur 801

 Why Should I Care About Resource Workload Conditions? 802

 What Is the Problem? 802

 What Causes Resource Overallocation? 804

 When Should I Ignore Resource Allocation Problems? 804

Visualizing Resource Allocation Conditions 805

 Resource Max Units, Calendars, and Other Settings 805

 Team Planner 808

Resource Graphs 808

 Resource Sheet 809

 Split Views and Windows 811

 Resource Usage Time-Phased Data 813

 Groups, Filters, and Sorting Tasks with Resources 814

 Review Task Relationships 815

Strategies for Correcting Resource Allocation Problems 816

 Process Check: Review Project Scope and Other Business Issues 817

 Replacing or Adding Resources 817

 Splitting Tasks 818

 Linking Tasks 819

 Adjusting Resource Units 820

 Using the Level Resources Tools 821

 Manual Strategies to Correct Resource Allocation Problems 827

Consultants’ Tips 832

 Use Team Planner and Manually Scheduled Tasks Where Appropriate 832

 Establish Guidelines for Resolving Resource Allocation Issues 832

 Examples of Resource-Leveling Scenarios 832

 Receiving an “Overallocation Cannot Be Resolved” Warning 833

 Resource(s) Indicate Overallocation Condition After Leveling 833

 

25 Exporting and Importing Project

Data 835

Exchanging Project Files Across Microsoft Project Versions 836

Exchanging Project Data with Other Applications 837

 File Formats Supported by Project 837

Working with Import/Export Maps 838

 Understanding Import/Export Maps 838

 Reviewing the Predefined Import/Export Maps 840

 Creating and Using an Export Map 844

 Creating and Using an Import Map 849

Exchanging Data with Microsoft Excel 854

 Exporting Project Data to an Excel Worksheet 855

 Exporting Project Data to an Excel PivotTable 859

 Importing Project Data from the Excel Format 859

Working with Web-Enabled Project Data 865

Working with Text File Formats 865

 Exporting Project Data in the Text Formats 865

 Importing Project Data from Text Formats 868

Importing a Task List from Outlook 868

Consultants’ Tips 872

 Import/Export as a Legacy Feature Set 872

 Design the Data Layout Prior to Import/Export 872

 Using Export/Import Versus Copy/Paste 872

 Copying and Pasting Using Excel 872

 Be Aware of Additional Data When Importing/Exporting 872

 Using the XML Export Will Not Keep Some of the Usage Data 872

 

26 Manipulating Data Using Other

Applications 873

Copying Data Between Applications 873

 Copying Data from Other Applications into Project 875

 Copying Project Data into Other Applications 877

Linking Data Between Applications 879

 Linking Project Data Fields from External Sources 879

 Refreshing Linked Data in Project 881

 Deleting Links to External Sources 883

 Identifying Tasks or Resources with Links Attached 884

 Pasting Links to Project Data in Other Applications 884

Working with Objects 884

 Pasting Objects 885

 Inserting Objects 887

Placing Objects into Project 888

 Pasting Objects in the Gantt Chart View 888

 Inserting Objects in the Gantt Chart View 889

 Placing Objects in the Notes Field 893

 Placing Objects in the Task or Resource Objects Box 893

Placing Objects into Other Applications 896

 Using the Copy Picture Command to Copy a View 897

Consultants’ Tips 901

 “Legacy” Features 901

 File Sizes 901

 

Index 903