BASIC INFORMATION RELATED

TO MIROCSOFT PROJECT
GUIDED BY: PREPARED BY:
DR. DEBASIS SARKAR PANKTI PATEL – 011
KRUTIK PATEL – 012
PREET PATEL – 013
 PROJECT MANAGEMENT THROUGH
MICROSOFT PROJECT
• Project management is simply the planning, organizing, and
managing of tasks and resources to accomplish a defined
objective, usually with constraints on time and cost.
• Microsoft project helps you plan, manage and communicate
information about you projects efficiently, by combining the
power of critical path method (CPM) scheduling with the ease of
use of a graphical environment.
• Project management involves 3 phases:
1. Planning the project and creating a schedule
2. Managing changes
3. Communicating project information
• Gantt chart:
In separate development of project management systems,
Henry l. Gantt developed a way to graphically represent
activities across a timescale. Initially called bar charts, these
graphic representations have since been renamed Gantt charts
in honor of the inventor of the system. You can use the MSP
Gantt chart to create a schedule, as well as to track it and print
report.
MODULE - 1
 CREATING A NEW SCHEDULE

1. Click on Microsoft project.

2. Click on file menu → new → blank project for new project.
3. From file menu click on info. For project information such as
start date, finish date, schedule date, current date, status date,
project calendar and priority.
4. Type information related to project.
Select the blank project for
new project
INTRODUCING THE GANTT CHART
Standard toolbar

Formatting toolbar

Gantt table Gantt bar chart

Divider bar
Summary task

Duration

Sub tasks
 ENTERING TASKS IN THE SCHEDULE

➢ To enter a task:
1. Enter task in task name.
2. Click enter.
➢ To delete a task:
1. Select the task you want to delete.
2. From edit menu, choose delete task.
Enter these tasks
Select the task → delete task Task deleted
 ENTERING DURATION
• Enter the duration for long it will take to complete the task.
• MSP will take weekends and holidays in account when schedule.
• Schedules are based on standard calendar that defines working days
and hours.
• Monday to Friday, 8:00-5:00 PM with one hour lunch break.
• A task with a duration zero is called milestone.
• It identify the progress of your project.

1. Select the duration.

2. Type the number for the duration length
3. Click the enter button.
4. Repeat the steps 1 through 3 to enter duration for all tasks.
Gantt bars
extend to
represent the
individual task
duration.
 GETTING ORGANIZED WITH
OUTLINING
➢ To demote a task:
1. Select the task you want to demote.
2. Click the indent button on formatting toolbar.
➢ To promote a task:
1. Select the task you want to promote.
2. Click the outdent button on the formatting toolbar.
Select the task
and click the
outdent button
 LINKING TASKS

• When you link one task to another, you establish a relationship

between tasks and specify a sequence of events.
• To create a task relationship:
1. In the Gantt table, select the tasks you want to link.
2. Click the link button on formatting standard toolbar.
• To remove a task relationship:
1. In the Gantt table, select the task you want to unlink
2. Click the unlink tasks button on formatting toolbar.
Link task
Unlink task
 ASSIGNING PEOPLE TO TASKS

• In MSP, resources can be either the people or the equipment

needed to complete the work in your project.
➢ To assign a resource to a task:
1. select a task to which you want to assign a resource.
2. Click the resource assignment button on the standard toolbar.
3. In the name field, type the name of the resource you want to
assign to the selected task.
4. Choose the assign button.
Assign resource

Assign people or equipment

MODULE - 2
 CHECKING YOUR SCHEDULE

• One of the first check you can make is to find out when the
project will be finished.
➢ To check the finish date:
1. File menu → info → finish date on right hand side.
➢ To view the entire project:
1. View menu → entire zoom.
Finish date
Entire project
 FORMATTING THE GANTT CHART

➢ To make a task italic:

1. Select the task you want to format.
2. Click the italic button on the formatting toolbar.
➢ To format a Gantt bar:
1. Double click the Gantt bar you want to format.
2. In the middle bar, select a new bar shape, pattern, color.
3. Choose ok button.
italic

Select the new

shape, pattern,
color for Gantt
bar.
 PRINTING YOUR SCHEDULE

• To preview or print the Gantt chart:

1. File → print button.
Preview of the
Gantt chart
MODULE - 3
 CREATING AND ORGANIZING A
SCHEDULE
• A project schedule includes a list of the tasks or activities you
want to do, and the length of the time or duration each task will
take. MSP uses tasks, durations, and other information, such as
dates and deadlines, to built a schedule and give you a realistic
model of the project you are managing.
➢ To create and organize a schedule, you will:
1. Start a new schedule.
2. Enter task, milestones and durations so MSP can calculate
schedule dates.
3. Organize your project by outlining tasks, so you can display and
work with phases of the schedule.
4. Create a project calendar so MSP can schedule tasks based on
working hours.
 STARTING A NEW SCHEDULE

• After you open a new project, you begin creating a project

schedule by entering the project start or finish date and any
general information about the project.
• To enter a project start or finish date:
1. Click the new button on the standard toolbar.
2. Type a start date from which to schedule the project.
3. Enter the detail information.
4. Choose OK button.
 ENTERING A TASK

• You can quickly create a task list for your schedule by entering
tasks in the Gantt table. As you add a task to your schedule,
MSP assigns a default duration of 1 day. You can change the
duration.
➢ To enter a task:
• Task name field → type a task name
• Press enter
 CHANGING A TASK TO A
MILESTONE
• A milestone is simply a task with zero duration that you use to
identify significant events in your schedule.
• When you enter a duration of zero day for a task, MSP display
the milestone symbol on the Gantt bar chart at the start of the
day.
• For example, milestone “Begin spring planning” might mark
the start of a phase in a project, while the milestone “close
bookings” could mark the close of another phase.
➢ To enter a milestone:
1. From the view menu, choose Gantt chart.
2. In the duration field of the task you want to change, type 0d.
3. Chick the enter button or press enter.
milestone
 ENTERING A RECURRING TASK

• You can set up a task to occur daily, weekly, monthly, or

yearly.
• You can also specify the duration of each occurrence, when
the task will occur, and how long it should recur.
➢ To enter a recurring task:
1. Select the first blank task row in the Gantt table.
2. From insert menu, choose insert recurring task.
3. In the name box, type the duration of the task.
4. Under this occurs, select the interval at which the task will
occur.
5. Under daily, weekly, monthly or yearly, specify the task
frequency.
6. Under the length, type the start date in the from box, and type
finish date in the to box.
7. Choose ok button.
 CHANGING A TASK DURATION

• With MSP, you can delete one or more unneeded task, all of
its subtasks are deleted too.
• After you delete a task, MSP automatically remember the
tasks in the Gantt table.
• You can restore a deleted task immediately after deleting it by
clicking the undo button.
• To delete a task:
• Select the task you want to delete.
• Right click the selected task and click on delete task.
 DEMOTING AND PROMOTING A
TASK
• An outline helps you to organize your tasks into summary tasks
and subtasks.
• Before you create an outline, be sure you have created a project
and entered tasks, or opened an existing project.
• By default, summary tasks are bold and subtasks are indented in
Gantt table.
➢ To demote or promote a task:
1. You can demote or promote a task quickly with the mouse.
Position the pointer over the first letter of the task name. when
the pointer changes to a two-way arrow, drag right to demote the
task or drag left to promote the task.
Promote a task
Demote a task
 REARRANGING TASKS IN YOUR
SCHEDULE
• You can sort and move tasks to rearrange your schedule.
• When you sort your outline schedule, MSP sorts tasks at each
level of the outline separately, maintaining the relationships
between subtasks and their summary tasks.
• When you move a summary task, its subtasks move with it.
• To sort outline:
• Go to view menu → sort by you field name
 COLLAPSING AND EXPANDING AN
OUTLINE
• By collapsing and expanding an outline, you can hide or
display the subtasks of a summary task.
• For example, you can collapse the outline to show only the top
level of the task and then you print that view to create
summary report for you project.
➢ To collapse an outline:
1. Select the part of the outline you want to collapse.
2. If summary task is selected, you do not need to select its
subtasks to collapse them.
3. Click the hide subtasks button.
➢ To expand an outline:
1. Select the summary task you want to expand.
2. Click the show subtasks button.

collapse

expand
MODULE- 4