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Microsoft project 2016 quick guide free.Microsoft Visio - Quick Guide |
Create a project in Project desktop.
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Basic tasks in Project - For IT administrators
Add people resources to the project. Assign them to tasks. Save your project. Publish it to Project Web App. Enterprise Project. This option creates the project so that it is editable in Project Web App. SharePoint Tasks List. This option creates the project as a project site. Use the task list on the project site to list out the tasks for your project.
As you build your task list on this project site, those tasks will be viewable from the Project Center within Project Web App. Your organization may have several different templates for creating new projects, so you should choose the template that makes the most sense for the project that you are creating.
On the Projects tab, click New , and then choose Enterprise Project , or choose an enterprise project template that is specific for your organization. On the page that appears, type the appropriate information in the Name , Description , and Start Date boxes, and then choose Finish. Complete as much information as you can on the pages that are created for your project.
After entering information, on the Task tab or the Project tab, in the Project group, click Save. Each page for the project is listed on the Quick Launch, under the project name, while you have the project open.
Click the Details box in the ribbon. The Task Form should appear on the lower half of the screen. Click the box under Resource Name and choose a resource from the drop-down menu.
Then click OK. You can add another person to the same task by clicking the area under Resource Name and choosing the name you want. Click OK. As you assign tasks, the amount of time will be added to the Gantt chart.
Note: Clicking the Next button located on the right side of the OK button will load the next task in the Gantt chart. When scheduling tasks with Microsoft Project, you have two options. You can assign and track tasks manually, or use the automatic feature to schedule tasks based on dependencies, calendars, and constraints. Learn how to use the automatic feature below: 1.
Click Edit project settings. The default is set to Manually Scheduled. Select and click Auto Scheduled and click the OK button. To create task dependencies in Microsoft Projects, link any two tasks in Gantt chart view. When linked, all changes made to the first task affect the second. Select Tasks to Link Click the Task tab in the menu bar. Identify the two tasks in the list that you want to link.
Click the first task and press and hold the Ctrl key and select the second task. Click the chain icon in the ribbon to link the tasks. Customer Reviews, including Product Star Ratings help customers to learn more about the product and decide whether it is the right product for them. Instead, our system considers things like how recent a review is and if the reviewer bought the item on Amazon.
It also analyzed reviews to verify trustworthiness. Enhance your purchase. Laminated quick reference guide showing step-by-step instructions and shortcuts for how to use Microsoft Office Project Written with Beezix's trademark focus on clarity, accuracy, and the user's perspective, this guide will be a valuable resource to improve your proficiency in using Microsoft Project This guide is suitable as a training handout, or simply an easy to use reference guide, for any type of user.
Saving the Baseline, Showing Planned vs. Also includes a list of Selection and Movement Shortcuts. Previous page. Print length. Publication date. See all details. Next page. Frequently bought together. Total price:. Project supports four kinds of task links to show different relationships. Want to change the link type or remove the link completely?
You can change any view to meet your specific needs. In the Task Views group or Resource Views group, click the view that you want to use. Need some help choosing the right view of your project? Printing a view or report in Project is similar to printing in other Office programs:. Getting only the specific project information you want to share with your stakeholders into your printout can involve some prep work before you hit the print button:.
Prepare a view for printing. Prepare a report for printing. How are schedules calculated? How do I change the working days for a project? Each resource can have its own calendar, which defines what days and shifts a resource is available. Microsoft Project is not suitable for solving problems of available materials resources constrained production.
Additional software is necessary to manage a complex facility that produces physical goods. MS Project is feature rich, but project management techniques are required to drive a project effectively. A lot of project managers get confused between a schedule and a plan.
MS Project can help you in creating a Schedule for the project even with the provided constraints. It cannot Plan for you. As a project manager you should be able to answer the following specific questions as part of the planning process to develop a schedule.
MS Project cannot answer these for you. What tasks need to be performed to create the deliverables of the project and in what order? This relates to the scope of the project. What are the time constraints and deadlines if any, for different tasks and for the project as a whole? This relates to the schedule of the project.
What kind of risk do we have associated with a particular schedule for the project? This might affect the scope, cost and time constraints of your project. Strictly speaking, from the perspective of Project Management Methodology, a Plan and Schedule are not the same. A plan is a detailed action-oriented, experience and knowledge-based exercise which considers all elements of strategy, scope, cost, time, resources, quality and risk for the project.
Scheduling is the science of using mathematical calculations and logic to generate time effective sequence of task considering any resource and cost constraints. Schedule is part of the Plan. Of course the schedule is linked with resources, budgets and dependencies. This is because of two reasons. One, MS Project does more than just create a schedule it can establish dependencies among tasks, it can create constraints, it can resolve resource conflicts, and it can also help in reviewing cost and schedule performance over the duration of the project.
So it does help in more than just creating a Schedule. This it makes sense for Microsoft to market MS Project as a Plan Creator rather than over-simplifying it as just a schedule creator. Two, it is due to limitation of generally accepted form of English language, where a schedule can be both in a noun as well as verb form.
As a noun, a Schedule is like a time table or a series of things to be done or of events to occur at or during a particular time or period. And in the verb form, schedule is to plan for a certain date. The distinction is important for you as a project manager, but as far as MS project is concerned the noun form of Schedule is a Plan. Of course, a project manager should also be able to answer other project-related questions as well.
Here you have options to open a new plan, some other plans, and even a new plan template. The screen should have the MS Project interface displayed. Toolbar controls have heterogeneous sizes and are classified in visually distinguishable Groups.
Groups are collections of related commands. Each tab is divided into multiple groups. Each tab contains several commands.
If you point at a command you will see a description in a tooltip. Active view is the one you can see in the main window at a given point in time. The View label just tells you about the view you are using currently. Project can display a single view or multiple views in separate panes. When working with MS Project you either specify a start date or a finish date. Because once you enter one of the two, and other project tasks, constraints and dependencies, MS Project will calculate the other date.
It is always a good practice to use a start date even if you know the deadline for the project. MS Project will display a list of options. In the list of available templates, click Blank Project.
A dialog box appears. Click the arrow on the Current Date dropdown box. A list appears containing three base calendars. Select a Standard Calendar as your project Calendar. Exceptions are used to modify a Project calendar to have a non-standard workday or a non-working day.
You can also allot unique working hours for a particular resource as well. Here is an example to create a non-working day, which could be because of a holiday or office celebrations or events other than the standard office work effort.
Change Working Time dialog box appears. This date is now scheduled as a non-working day for the project. You can also verify the changed color indicated in the calendar within the dialog box as below. Click Ok to close.
Just like you can change a Standard Base Calendar , you can change the work and non-working time for each resource. You can modify the resource calendar to accommodate flex-time, vacation time, training time, etc. Also remember, Resource Calendar can only be applied to work resources and not to material and cost resources. By default when we create the resources in a plan, the resource calendar matches the Standard base calendar. And any changes you make to the Project Calendar, gets reflected automatically in resource calendars, except when you create an exception in the resource calendar.
In that case even if you update the project calendar, the exception in resource calendar is not affected. You can record some top level information for your. Click File Tab. Under Info Tab go to Project Information.
Create a new project - Be more productive
In the next screen, you can choose the fields the shape data should be based on. The shape data fields will be similar to the fields selected in the previous step so in most cases, you can leave it as such. You can also add any additional fields if needed.
In the following screen, you can choose to include pictures of the employees. If you have labelled pictures in the same format as the employee names, you can point to the location of the folder containing pictures of all the employees. Or you can simply choose not to include any pictures. In this screen, you can choose how much of organization info can be displayed on one page, if there are many employees spanning many pages. You can also choose to allow Visio to automatically break the org chart across pages.
Make sure that Hyperlink employee shapes across pages and Synchronize employee shapes across pages are selected. Click Finish to finally create the org chart. After clicking Finish, Visio will start processing information from the Excel spreadsheet and create the org chart based on the parameters specified in the wizard. You will see a progress indicator showing the status of the creation.
The completed org chart can be saved as a PDF or any of the image formats by going to the File menu and clicking Save As. Select from any of the file types in the Save As type field. If you save the drawing as a JPG or GIF file, you will get another dialog box, which allows to further specify the output options. A brainstorming diagram is similar to an org chart but is used more to convey different ideas about a topic.
To create a brainstorming diagram, click File and go to the New menu. In the Templates section, select Business, and then in the list of templates, select Brainstorming Diagram, choose the desired units to work with and click Create.
You will notice that the brainstorming diagram document is created and ready to use. This has a few notable differences compared to the org chart. Firstly, the number of shapes are lesser than an org chart. Secondly, there is an Outline Window that appears in the drawing showing the outline of the diagram.
Thirdly, there is a Brainstorming tab added to the ribbon, which contains tools required to use the brainstorming diagram.
To create the central topic for the brainstorming diagram, drag the Main topic shape onto the canvas. Unlike the org chart where you had to double-click the shape to enter text, you can start typing text in a brainstorming diagram as soon as you drag the shape onto the canvas.
In this chapter, we will learn how to add, edit and place subtopics in the brainstorming diagram using Visio. In a brainstorming diagram, sub-shapes are not directly inserted on top of the main shape. A sub-shape is inserted as a subtopic. To insert a subtopic, first click the Main topic shape and then click the Brainstorming tab on the Ribbon.
In the Add Topics section, click Subtopic. You can also create multiple subtopics at once by clicking the Multiple Subtopics in the Add Topics section. This opens the Add Multiple Topics dialog box, where you can enter the names of each of the subtopics. Subtopics can be edited simply by clicking the title of the subtopic and typing over it. You can also edit a subtopic by clicking its name twice in the Outline Window. The Outline Window represents the topic hierarchy of the brainstorm. The subtopics can be dragged by their connectors and placed anywhere on the canvas.
They will always be linked to the Main topic shape. The Outline Window makes it easy to edit the order of topics or topic names in the diagram. Any changes made in the Outline Window will be readily reflected in the actual diagram. The Outline Window can be pinned or unpinned by clicking on the push pin icon to the bottom left of the window.
This enables the window to auto-hide when not in use. Topics can be edited by clicking twice on the topic name within the window and typing. The order of the topics can also be changed by clicking and dragging the topic from one subtopic into another. You can also right-click a topic and Move Up or Move Down to change the order of the topics. To delete a topic, right-click a topic and then click Delete Topic or simply select a topic and press the Delete key on the keyboard.
You can customize the brainstorming diagram in a similar manner to other types of diagrams by changing the shape, style, and layout. The shapes of individual topics can be customized into a variety of built-in shapes. Hold down the Shift key, select the topics one by none and in the Brainstorming tab, click Change Topic in the Arrange section.
This opens the Change Shape dialog box, which lists the shape types you can change to. Select a shape type and click OK.
The brainstorming diagram can be customized by choosing different themes and theme variants. To choose a theme, go to the Design tab on the Ribbon and select a theme. You can also choose different variants for the theme by selecting a variant in the Variants section.
The Variant section has a dropdown using which you can further customize the colors and effects such as drop shadows. You can also customize the style of the diagram so that it looks more elegant and professional. You can choose from a variety of brainstorming styles and also a couple of mosaic options, which includes a mix of all the styles. Select a style and click Apply to see the result. Click OK to close the dialog box. You can also customize the layout by clicking Layout in the Brainstorming tab.
Select a layout from the Select a layout section. You can also choose the type of connector in the Connectors section. Select a layout and click Apply to see the result. You can send brainstorming data directly to Word and Excel and in fact, to any program that accepts XML input. Any changes can be saved to this XML file, which can then be imported back into Visio.
Note that these options are available, only if you have the versions of Word and Excel installed on your computer.
In Excel, the data is organized into topic levels. For example, T1 represents the main topic, T1. You can add or remove topic hierarchies here and save the XML file, which can then be reimported back into Visio.
Similar to org charts and brainstorming diagrams, you can also create timelines in Visio to depict a schedule or a series of events. To create a timeline, go to the New menu in the File tab and click Templates. Go to the Schedule category, click Timeline and then Create to create the timeline workspace. Since the timeline essentially measures time, units selection is inconsequential.
Once the Timeline template is created, click and drag the Block timeline shape from the Shapes pane onto the canvas. This opens a Configure Timeline dialog box, where you can select the duration for the timeline and the Timescale. Click Ok. Milestones represent specific points in time during which an important event has occurred or is scheduled to occur. To add a milestone, click and drag the Line Milestone shape onto a chosen interval on the timeline.
It need not be dropped exactly on a specific interval, since you can manually configure the exact date and time of the event. When you drag the milestone onto the timeline, the Configure Milestone dialog box appears, where you can specify the exact date and time of the milestone along with a description of the event.
You can also choose from the standard date formats to better represent the time and date. Click OK to create the milestone on the timeline. The milestone can be dragged along the timeline, and the date and time of the milestone will be updated accordingly. When adding many milestones, it is possible that the description text of the milestones will run into each other creating a messy look. It is possible to avoid collisions by changing the position of the milestone text.
If you happen to have a colliding text, simply grab the yellow end of the milestone and drag to a separate position, such as the bottom or higher up. You can also angle the yellow end by simply turning your mouse to a desired angle.
Once the yellow end is dragged and released, the Line milestone shape adjusts itself accordingly. You can also use the guides to glue the yellow ends of multiple milestones so that they are all aligned. An interval denotes a block of time over the course of which an event occurs or is scheduled.
To add an interval, drag the Block interval shape onto a location on the timeline. It opens the Configure Interval dialog box. In the Configure Interval dialog box, you can select the duration of the interval, the date format and add a description. Click OK to add the interval to the timeline.
Intervals can overlap milestones or other events. By formatting the interval shape to make it transparent, any other shape behind it can be made visible. Markers and indicators can be used to denote specific events such as current date or elapsed time. Markers help to gain a perspective of where you currently stand with respect to your objectives in the current timeline.
You might want to adjust the yellow end to ensure that the marker text does not overlap with your milestone or other information. Another marker or indicator that can be useful is, Elapsed time. The Elapsed time indicator helps in gauging the time elapsed since the beginning of the timeline. It is indicated by a green rectangle along the duration of the elapsed time.
Of course, just like any other shape, the color of the Elapsed time shape can be customized. Expanded timelines are useful to get a zoomed in view of the finer aspects of a time period. For example, the expanded timeline can show many details of events in a particular period, which might not be visible on the main timeline.
To create an expanded timeline, drag the Expanded timeline shape onto the main timeline. This opens the familiar Configure timeline dialog box in which you can specify the start and finish dates. Since this is an expanded timeline, you can choose a lower scale such as weeks instead of months if you have a packed agenda for the week. The expanded timeline is connected to the main timeline by means of two dotted connectors with yellow ends. The yellow ends can be used to move or change the orientation of the expanded timeline.
You can also add milestone events to the expanded timeline. However, any event or interval added to the expanded timeline will not show up in the main timeline. You can apply the usual formatting techniques, such as themes and variants to a timeline. You can also select a background so that all successive timelines are created using the background template. You can also change the timeline and other shapes to make it look like a block, cylinder, or a bracket by right-clicking the shape and selecting the corresponding type from the menu.
Visio also allows you to let others edit the drawing, if provided access. This happens via Microsoft OneDrive and you need to be signed in to Visio to access this feature. To share a drawing for editing or review, go to the File menu and click Share. The document has to be first saved to the cloud, so click Save to Cloud to save the document to your personal or official OneDrive folder. Once the document is saved to your OneDrive folder, you can invite others by sending them the link to the shared drawing.
You can define whether people just get to view it or get to edit it as well. Your collaborators can then open the shared drawing in the cloud and open the drawing directly in their Visio installation. They can open and review the drawing online in their browsers; however, any changes to the drawing itself requires the users to have a local copy of Visio installed. You can create calendars in Visio to help you better organize and deliver information.
To create a calendar, go to the New menu in the File tab and click Templates, then Schedule. In the Schedule category, click Multi week Task Calendar and then Create to create the calendar workspace.
Depending on your version of Visio, you might just notice the template as Calendar. You will see that there is a default calendar created. You can however, create your own calendar by dragging the Month shape onto an empty canvas.
This opens the Configure dialog box, where you can specify the calendar month. Days of the month are automatically filled and the weekends are differentiated from the weekdays.
To add a single day appointment, click the Appointment shape in the Shapes pane and drag it on to a location in the calendar. This opens the Configure dialog box, where you can enter the details of the appointment. Click OK to add the appointment on the prescribed date. Sometimes, appointments can stretch over multiple days. To add a multi-day appointment, click and drag the Multi-day event shape from the Shapes pane onto the calendar. This again opens a Configure dialog box, where you can specify details of the event along with the start and end dates.
Once the multi-day appointment is created, you can drag the appointment handle to cover additional dates, if needed. Calendars can be customized just like any other Visio drawing by applying themes and variants.
Calendars can also be customized to show weather conditions or even moon phases. To add a shape such as weather icons, scroll down the list of shapes in the Shapes pane and drag the desired icon onto a date in the calendar. You can align multiple shapes using the dynamic grids that appear when you try to align shapes next to each other.
You can also change the look and feel of the calendar by selecting themes and variants from the Design tab in the Ribbon. Adding additional months is simple in Visio. You can rename the page by double-clicking on the page title. Once you add a new page, create a new calendar by clicking and dragging the Month shape onto the new page. Configure the calendar for the new month. To add additional months, simply create new pages by duplicating the current page. To duplicate a page, right-click the name of the page and click Duplicate.
This creates duplicate of the current calendar page. Now, simply reconfigure the calendar on the new page by going to the Calendar menu on the Ribbon and clicking Configure. When you change the month, you get a warning message that all scheduling information will be lost.
Click OK to reconfigure the calendar on the new page. You can import existing calendars from Outlook directly into Visio. Follow the steps in the wizard to import the calendar into Visio. You can import into an existing Visio calendar or create a new calendar with the Outlook data.
If you are importing into an existing Visio calendar, make sure to select the correct date range for importing, otherwise the data will not be shown in the Visio calendar. Floor plans help to visualize the layout of a room or a floor in a building.
Floor plans help architects to understand the placement of objects on the floor, and the design of doors and windows as well as other rooms. Visio provides extensive assets for working with all kinds of floor plans and maps. To create a floor plan, go to the File menu and click New. In the Templates section, click Map and Floor Plans.
Select Floor Plan from the list of available templates. Select the units of choice and click Create to create the floorplan. You will notice that the options for floor plans are varied. The rulers now measure in feet instead of inches. The Shapes pane shows different shapes categorized under various headings for each component of the floor plan as shown in the following screenshot.
Before adding elements to a floor plan, it is important to set the scale correctly. Setting the correct scale ensures that elements within the floor plan scale well according to the dimensions of the output paper. In the Page Setup dialog box, click the Drawing Scale tab to set a defined scale. You can use a predefined scale or enter a custom value. You can set the Page size in measurement units fields to the appropriate page size. Click Apply to see the changes in the dimensions of the ruler and click OK to close the Page Setup dialog box.
In architectural drawings, it is important to know the right measurements. Visio helps you make accurate measurements of the various shapes in your floor plan. For accurate dimensions, it is important to set the scale of the diagram correctly. To see the dimension shapes, click Dimensioning — Architectural category in the Shapes pane to reveal the measurement tools. In this example, we will measure the vertical dimension of a wall. To measure the vertical dimension, click and drag the Vertical shape in the Dimensioning — Architectural shape category and release it along the wall to be measured.
You will see that the Vertical shape now has two yellow dots and two white dots. The white dots are used to glue either end of the Vertical shape to the top and bottom length of the wall. The first yellow dot helps to separately visualize the Vertical shape from the actual wall. The second yellow dot helps to visualize the dimension value distinctly. Glue the white dots to the top and bottom of the wall. Then, drag the yellow dots as needed to properly visualize the dimensions.
You can add objects, such as furniture and office equipment to the floor plan to get a complete perspective. Visio provides a lot of shapes, which can scale according to the dimensions of the floor plan diagram. To begin, we need to ensure that the required shapes for furniture and office equipment are visible in the Shapes pane.
The default is set to Manually Scheduled. Select and click Auto Scheduled and click the OK button. To create task dependencies in Microsoft Projects, link any two tasks in Gantt chart view. When linked, all changes made to the first task affect the second.
Select Tasks to Link Click the Task tab in the menu bar. Identify the two tasks in the list that you want to link. Click the first task and press and hold the Ctrl key and select the second task. Click the chain icon in the ribbon to link the tasks. Once you have entered your timeline and resource information, you can use Microsoft Project to run a cost overview with the Reports tab.
Select the Report Tab Click the Report tab to get a quick overview of the reports you can run. To track the progress of your Microsoft Project, ensure that you keep the status of tasks updated at all times.
Mark tasks on track, and use the completion percentage tools to note which tasks are on time or behind schedule. Click a task that you want to update. If the task is on track, click the Mark on Track button in the ribbon.
Use Predetermined Percentages to Track Tasks To the left of the Mark on Track option, there are percentages that you can use to denote the progress of a task. Update Tasks Sometimes tasks fall behind or get accomplished ahead of schedule.
You can use the Update Task option to update the status. Click the down arrow next to Mark on Track and click Update Tasks. A dialogue box will appear where you can update status and change start and end dates. Make any changes and click OK. These are all the steps you need to get started and create a project, assign and manage tasks, and run reports in Microsoft Project You can track and manage projects based on specific industries and uses like basic Agile projects, project management, marketing campaign analysis, customer order tracking, and more.
You can even get started with a timeline template and customize it to track your business needs. Once you create your RFP project in Smartsheet, you can share it with anyone.
There are several templates available that cover the work management needs of many different verticals. Type a task name in the first empty Task Name field.
Press Enter. Repeat steps 2 and 3 to enter the tasks you want. If adding tasks one at a time starts to take too long, you can also: Add multiple tasks at once. Need more help? Expand your skills. Get new features first. Was this information helpful?
Yes No. Thank you! Any more feedback? The more you tell us the more we can help. To customize the Quick Access Toolbar, click the dropdown menu to the right of the toolbar. Click on the tools you'd like to add to the Quick Access Toolbar.
The tools that have a checkmark beside them are tools that already appear on the toolbar. By the same token, when you click on a shortcut, it will put a checkmark beside it, letting you know it appears on the Quick Access toolbar. If you want to add a shortcut for a tool that doesn't appear in the dropdown list, go to the Ribbon, then follow the following steps.
If you want to move a command button in the toolbar to a different location or group it with other buttons on the toolbar, click the dropdown menu on the right side of the Quick Access Toolbar. Select More Commands, as highlighted below. In the right column, you can see everything that already appears on the Quick Access toolbar — and in the order that the shortcuts appear. If you want to group buttons together on the Quick Access toolbar, you can add vertical separators. To do this, select the tool for which you want to appear above the separator.
We've selected Save. In addition to a separator, you can also add any of the tools that appear in the column on the left to the Quick Access Toolbar. Simply click on the tool to select it, then click the Add button. To remove shortcuts from the Quick Access toolbar, select the shortcut in the right column, then click the Remove button.
Once you're done creating your publication, it's time to save it. To save it, click on the File tab. You can click Save on the left to save the publication under the same file name that it already has, if it's an existing file. It will also save it under the same format and in the same location. If your publication's name is "Mine", and you have it saved in My Documents in the. You can also click Save As.
When you click Save As, you can change the publication's name, format, and the location where it's saved. As you can see, you can now choose a location on your computer. You can choose one of the recently used folders or click Browse to locate the location where you want to save the publication. Publisher Files is probably the most common format.
The presentation format allows you to open, edit, and work on your Publisher file. You can click the "X" at the top right of the Publisher window, or you can go to the Backstage View.
There may be times when using Publisher that you forget how to do something or need assistance completing a task. To access the help files in Publisher , click the question mark symbol at the top right hand side of the screen. You can search Publisher's online help by entering what you need help with in the search box, or you can choose a popular search topic. Open Main Menu. Browse Courses My Classes.
Sign In Subscribe Course Catalog. Getting Started with Microsoft Publisher The Purpose of Publisher Publisher allows small businesses to quickly create publications for the web or print. Introduction to Layout and Design Since MS Publisher is a desktop publishing software program, it's just as important to learn more about layout and design as well as to learn about Publisher. Here are the aspects of good design and layout: Alignment. Downloading Publisher With the launch of Office , Microsoft made changes in how they sell their most popular software package.
Subscribe to Office With Office , you'll be able to download the Office program to your computer just as if you had purchased them. Want to learn more? Take an online course in Microsoft Publisher For the purpose of this article, we're going to click on "Blank 8.
For this section, we're going to keep the blank publication open, and use it to show you how to navigate the Publisher user interface. Online Class : Microsoft Project Online Class : Advanced Excel Online Class : Crystal Reports. Online Class : Adobe Muse Online Class : Adobe Photoshop Online Class : PowerPoint Online Class : Google Sheets. Online Class : Adobe Lightroom Follow Us Online. Our site uses cookies for general statistics, security, customization, and to assist in marketing efforts in accordance with our cookie and privacy policy.
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