• 512-991-7197
  • This email address is being protected from spambots. You need JavaScript enabled to view it.
  • Always Open

Welcome to Microsoft Project Tips & Tricks

Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

There are a number of reasons why you might want to work offline from Project Server.

  • One, you might want to work on a project while flying across the country (but don’t take your eyes off the instrument panel).
  • Two, the network you are using goes down unexpectedly while you’re are in the middle of managing an important project.
  • Three, you want to share a project in Project Server using e-mail. Let’s look at these more closely.

Work on a project offline

Step 1: Check out a project

  1. Start Project Professional 2010 and connect to Project Server.
  2. On the File tab, click Open .
  3. In the Open dialog box, click Retrieve the list of all projects from Project Server. 
    The Open dialog box displays a list of projects in Project Server.
  4. Click the project you want to open, and then click Open
  5. After the file opens, set Project to work offline from the server.
    1. On the File tab, click Info.
    2. On the right, click Manage Accounts, and then click Work Offline.

      8562.image thumb 1B99A3EB

  6. When you have finished working on the project offline, close Microsoft Project.

Keep in mind, that when you open Project Professional again to continue working on the project offline, you need to select the server to which it was initially saved, and then click Work Offline in the Logindialog box.

  2727.image thumb 3AAC9AFE

Note    If you do not select the server to which the project file was initially saved, you will not be able to open the project file.

Step 2: Synchronize changes with Project Server

  1. Start Project Professional.
  2. In the Login dialog box, select the server to which the offline file was initially connected. Do not click Work Offline.
  • Note    If you do not select the server to which the offline file was initially connected, then you will not be able to open the file.
  • On the File tab, click Open.
  • In the Open dialog box, double-click the project name to open it from your computer
  • On the File tab, click Close.
  • When prompted to check in the file, click Yes.

Your project file is now synchronized with the version on the server.


Work Offline unexpectedly

If your computer becomes unexpectedly disconnected from Project Server, you can continue to make changes to your project plan. The next time your computer is connected to Project Server, the changes you made to the project will be synchronized to the server.

Do the following when you want to save your changes back to Project Server.

  1. Start Project Professional.
  2. In the Login dialog box, select the server to which the project was initially saved. Do not click Work Offline. 
    Note    If you do not select the server to which the project was initially saved, then you will not be able to synchronize the project with Project Server.
  3. Close Project Professional. 
    If you are prompted, save and check-in the project.

 

Share a project

You can save a project from Project Server for sharing. When you do this, a Project .mpp file is created that you can send to team members as an e-mail attachment or to a file server. Use this method to share a file (rather than working on a project offline) when you want multiple people to work on the same file. When you receive the file back from them, you can synchronize the changes with Project Server.

Step 1: Save a project for sharing 

  1. Start Project Professional and connect to Project Server.
  2. On the File tab, click Open .
  3. In the Open dialog box, click Retrieve the list of all projects from Project Server.
  4. On the File tab, click Save & Send.
  5. On the right, click Save Project as File.
  6. Click Save for Sharing

    6378.image thumb 41BBB1A9  

  7. Note    The Save for Sharing command is available only if the project has been saved to Project Server.
  8. Click Save As 
  9. Type a name for the project file. You can either type a new name or use the name that matches the name of the project on the server.

After saving the project with the new file name, you can send the file in e-mail to team members, who can open the file and make changes.

Note    Changes can only be made by team members if they have Project Professional 2010.

Step 2: Synchronize the shared file with Project Server

Once the file has been returned to you, you can open it and synchronize the changes with Project Server

  1. Start Project Professional and connect to Project Server.
  2. In the Login dialog box, select the server from which the shared file was initially created. Do not click Work Offline.

    Note    If you do not select the server from which the project file was initially created, then you will not be able to synchronize the shared file with Project Server.

  3. On the File tab, click Open.
  4. In the Open dialog box, double-click the project name to open it.
  5. On the File tab, click Save As.
  6. Select the name of the original project from which the shared file was created. 
    If the shared file name matches the original project name, then the project name will be displayed in the Save to Project Serverbox.
  7. Click Save. The shared file will now be synchronized with the original project.

Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Now you’ve done it. You created a number of tasks in Project 2007 using start dates that you entered manually. Or maybe someone handed you a schedule with many “Must Start On” constraints applied to tasks. Unless you have a good reason to use non-default constraints or manually entered dates on tasks, it is best to let project figure out the proper constraint and dates after you set up the relationship between tasks. Project will typically apply the “As Soon As Possible” (ASAP) constraint, for example, to tasks, because this constraint best reflects how most tasks are typically scheduled in the real world.

 

So how do you clean up a project with messy constraints and switch them back to Project’s preferred ASAP constraint? You could hunt for them one task at a time. But that’s too much work. Or you could add a Constraint Type column to a view, and search for them that way, but a bunch of work still remains. A better solution: search for the problem dates or constraints, and then have Project replace them automatically.

 

    1. On the Edit menu, click Replace.

 

  1. In the Replace dialog box, set up a search criterion that says something like “Find all tasks that don’t have an As Soon As Possible constraint and change it back this constraint.” Now this is going to look a little backwards in the dialog box, but here it is:

image thumb

 

    1. In the dialog box, I specify in the Look in field list, that I want to search only within values in the Constraint Type field.

 

  1. In the Test list, I specify a condition of “does not equal”, which applies to the value in the Find what box. What this means is that if a constraint value is found that is not “As Soon As Possible,” then the constraint needs to be changed to “As Soon As Possible.”

 

I told you that it seems a little backwards, but that’s how it goes sometimes in software.

 

Now, you don’t have to stop there. You can enter specific dates to look for in the Find what list, with a Test of “equals”, and replace those dates with an ASAP constraint.


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

The new Timeline in Project 2010 has become an very popular way to present Project information quickly and attractively. Problem is, you can get a little carried away putting all your tasks on the Timeline, and then have trouble selecting only a few tasks to copy into another program, like PowerPoint or Word.

Here is what you can do to copy selected tasks on the Timeline for copying and pasting.

1   Make sure the Timeline is displayed. On the View tab, click the Timeline checkbox.

6813.image thumb 3368FC7E 

2      Add the tasks you want to the Timeline. A quick way to do this is with the Existing Tasks command. But first, make sure you’ve clicked in the Timeline to make this command available.

5758.image thumb 252A838E

3     Now, here’s the fun part. Click and drag the mouse over the tasks you want to copy. If you do this correctly, a blue highlight band will cover the tasks, highlighting all the tasks that get in its way.

4341.image thumb 5DD52D9B

4    Once the tasks are highlighted, you can click individual ones to un-highlight them.

Tip  You can also highlight the cells you want to copy by clicking a single tasks, and then holding down the Ctrl key on the keyboard while clicking the other tasks. Try it.

5   Now the only thing left to do is click Copy on the Task tab (or hit Ctrl + C on the keyboard) and paste into your favorite presentation program.

7506.image thumb 7D840763


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Change is inevitable. Adding new tasks to a project that has already been approved and baselined can be troublesome—to you and stakeholders. But don’t fret. You don’t need to set a new baseline to take into account the new tasks. Just update the old baseline. To modify the baseline that has already been set, do the following:

  1. Select the new tasks that have been added recently to the project. This is important.
  2. On the Tools menu, point to Tracking, and click Set Baseline.
  3. In the Set baseline list, select the previously set baseline. It will have a date associated with it.
  4. Here’s the tricky part. Make sure you select the Selected Tasks option. Otherwise, you’ll reset the baseline for the entire project.
  5. Click OK.

           clip image0026 thumb

One more thing: Make sure you communicate these changes to stakeholders, if necessary. Some people just don’t like surprises.


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

In a simple project, you might notice the unattended deletions, but it is easy to miss this kind of mistake in a more complicated project. If a complicated project is organized using three phases, for example, deleting one phase can delete one-third of your Project’s tasks. Yikes! That’s no way to handle scope issues.

The solution: Demote the subtasks to the same level as the summary tasks, then delete the summary task.


image thumb

 

To demote (or outdent) tasks in a outline:

  Select the tasks you want to demote.

2   If you’re using Project 2007, on the Project menu, point to Outline, and then click Outdent.

     If you’re using Project 2010, click the Outdent   image thumb 1  button on the Task tab.

3   Delete the former summary task.

Note   Keep in mind that if you have a complicated outline with more than two levels of indented tasks, make sure you’re starting at the lowest level subtasks before you start deleting summary tasks.


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

In Project 2007, select a task. On the Project menu, click Task Drivers.

image thumb 1

In the left view, you'll see detailed information about the selected task on the right. You'll see the most critical factors that affect the scheduling of the task, such as date and task relationship information.

Another Tip You can click other tasks without closing the Task Drivers pane. The Task Drivers pane always displays the scheduling drivers for whatever task is selected.


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Whether chiseled onto ancient stone walls, or hung from your kitchen wall, calendars are often the preferred way to view the progress  of events, tasks, and even entire projects. So, too, with the Calendar view in Project 2007 and Project 2010. If you need project information presented in an attractive and efficient way, then take a look at the things you can do with the Calendar view.

image thumb 1First things first. To open the Calendar in Project 2007, click Calendar on the View menu. For  Project 2010, click the View tab, and then click Calendar in the Task Views group.

To create a task    Click and then drag the mouse across the Calendar for the duration of the task.

To increase task duration   Move the cursor over the right side of the task bar until the cursor becomes a right-pointing arrow  image thumb , then click and drag the task.

To link tasks    Move the cursor over the first task on the Calendar. Make sure the cursor doesn’t become a four-pointed arrow before linking the tasks. Now, click and drag the cursor to the second task—but don’t release the mouse button until the cursor becomes a chain-link symbol  clip image002 thumb.          clip image004 thumb 
To move a task    Move the cursor over the edge of the task until the cursor becomes a four-pointed cursor, then drag the task.

To format the task    Right click on the task, and then click Bar Styles.

To copy the Calendar    To copy the Calendar using Project 2007 into another program, like Word or in an e-mail message, click Copy Picture   clip image006 thumb on the Formatting toolbar. For Project 2010. click the Task tab, and then click Copy Picture. 
                  clip image008 thumb


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Here are some more. Some of the following come from user comment postings, and some of my own that I use daily.  Please keep your comments pouring in.

Here you go:

Indent a task

ALT  +  SHIFT + RIGHT ARROW

Oudent a task

ALT  +  SHIFT + LEFT ARROW

Scroll  to the beginning of the schedule (timeline)

ALT + HOME

Scroll to the end of the schedule

ALT + END

Remove all filters

F3

And if you missed the previous posting of keyboard magic, here they are repeated.

Scroll the timescale left or right              

ALT  +  LEFT ARROW (or RIGHT ARROW)

Show smaller time units on the timescale

CTRL +  / (slash on the numeric keypad)

Show larger time units on the timescale

CTRL + * (asterisk on the numeric keypad)

Scroll to a task's Gantt bar

CTRL + SHIFT + F5


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Here are two task lists. The first has not been filtered. The second one has been filtered to show tasks that have a deadline—with the filtered tasks highlighted in blue.

 

image thumb 2

 

image thumb 3

 

Here’s how to create a highlighted filter in Project.

 

    1. In Project 2007, on the Project menu, click Filtered For, and then click More Filters
      In the dialog box. select the filter you want to apply (or create a new filter).

 

    1. Click the Highlight button.

Note   

      In Project 2010, on the 

View

       tab, select the type of filter you want to highlight in the 

Highlight

       list: 


image thumb


Star InactiveStar InactiveStar InactiveStar InactiveStar Inactive

Deadline dates are handy way to alert you to problems in your schedule, but they are often overlooked. Project managers will often try to create a deadline for a task by setting a task's start date or finish date. But entering the start and finish date sets a date constraint (or restriction) on the task, which limits the flexibility of your schedule and prevents Project from automatically handling the scheduling of your project.

If you want a task to start or finish on a certain date but want to retain the flexibility of the schedule, you can enter a deadline date. Double-click on a task, and on the Advanced tab, enter a date in the Deadline box. A green arrow will appear on your Gantt chart that marks the deadline date. And if the task doesn't finish by the deadline date, a nasty icon will appear in the Indicators column to warn you.

clip image002 thumb


© 2019 Austin Laptop [AustinLaptop.Com]. All Rights Reserved.