PSS Learning Services Module 2.

Contents

Lesson 1: Moving From Microsoft Project 98 1

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 Module 2.1 1

Lesson 1: Moving From Microsoft Project 98

Overview
In this lesson we will cover some basic knowledge regarding upgrading from a
project in Microsoft® Project 98 to a project in Microsoft Project 2000. In
particular we will discuss upgrading the global template, scheduling in
Microsoft Project 2000 (pointing out differences with Microsoft Project 98) and
using the Microsoft Project 98 file format with Microsoft Project 2000.

What You Will Learn

After completing this lesson, you will be able to:
 Discuss the options for upgrading the global template
 List new features of Microsoft Project 2000 that can affect scheduling
 Compare and contrast scheduling in Microsoft Project 2000 to that in
Microsoft Project 98
 Discuss how Microsoft Project 98 and Microsoft Project 2000 react when
opening files in the other format
 Describe potential data loss when saving to the Microsoft Project 98 file
format from within Microsoft Project 2000
Upgrading the GLOBAL.MPT

The global template (GLOBAL.MPT) is the file upon which all new projects
are based. Upgrading your global template is also one of the first choices you
are presented with when moving from a Microsoft Project 98 to a
Microsoft Project 2000 environment. As such, it is very important to understand
the behavior of Microsoft Project 2000 and possible changes in the global
template that can occur when running Microsoft Project 2000 for the first time.
The first time you run Microsoft Project 2000, you will receive a planning
wizard that gives you the following three choices:
 Upgrade Automatically - This moves all user-edited items from the old
global to the new. These items are then available within the new global
template and you are not prompted to upgrade your global template on
subsequent launches of Microsoft Project 2000.
 Upgrade manually - This launches the organizer and allows you to
manually move items to the new global template. Doing so makes the
moved items available in Microsoft Project 2000. You are not prompted to
upgrade your global template on subsequent launches of
Microsoft Project 2000.
 Cancel - This cancels the upgrade of the global template. The user receives
a prompt to upgrade the global the next time Microsoft Project 2000 is
booted and will continue to do so until either the global template is
upgraded or the option “Don’t tell me about this again” has been checked.
Caution

Module 2.1 3

Behind the Scenes

The options presented by the Planning Wizard are fairly straightforward.
However, there are a few things we should understand about what is going on
behind the scenes. During setup, the Microsoft Project 98 GLOBAL.MPT is
copied and renamed to GLOBAL80.MPT. (“80” is appended to the file name as
it denotes the version of Microsoft Project from which the global was taken.
Microsoft Project 98 was version 8.0.)

Microsoft Project 2000 will not upgrade GLOBAL.MPT files from versions of

Microsoft Project previous to Microsoft Project 98.

When the old GLOBAL.MPT is copied, an entry with the name

GLOBAL80.MPT and its location is stored in the registry at following location:

HKEY_LOCAL_MACHINE\Software\Microsoft\Office\9.0\MS Project\Previous
Global

When Microsoft Project 2000 is booted for the first time, it uses the new
GLOBAL.MPT file. It never uses the old GLOBAL.MPT from
Microsoft Project 98 unless you have manually copied over the file. (See
Caution below.) Microsoft Project then checks the following registry key to see
if it should display the Planning Wizard to prompt you to upgrade your global
template:
HKEY_CURRENT_USER\Software\Microsoft\Office\9.0\MS Project\Previous
Global

If the No Alert key is set to “false” or if this registry key does not exist, then the
Planning Wizard is displayed. If it is set to “true” then no Planning Wizard is
displayed and no upgrade of the global template is preformed.

You should never attempt to keep the customized items in your

Microsoft Project 98 global template by manually replacing the GLOBAL.MPT
file installed by Microsoft Project 2000.
Microsoft Project 2000 always attempts to use the GLOBAL.MPT file installed
by Microsoft Project 2000. It is possible, however, to “trick”
Microsoft Project 2000 by manually copying over the Microsoft Project 2000
GLOBAL.MPT file with the global template from an installation of
Microsoft Project 98. This will not stop Microsoft Project 2000 from starting.
Upon exiting from Microsoft Project 2000, the global template will be rewritten
in the Microsoft Project 2000 file format. This will allow you to use the
customized items from your Microsoft Project 98 global template. However,
this rewritten global template will not contain the new items contained in the
Microsoft Project 2000 global template and no upgrading will take place. As
such, some new features of Microsoft Project 2000 will not be available.
When you choose to Upgrade Automatically, Microsoft Project compares the
items in your Microsoft Project 98 global template with a list of the original
items in an unmodified Microsoft Project 98 global template. If any of the items
are different, they are moved to the new Microsoft Project 2000 global
template. If the item does not have the same name as an item that natively exists
in the Microsoft Project 2000 global template, it is simply added to the
template. If the customized item has the same name as an item already existing
in the Microsoft Project 2000 global template, it is handled in the following
manner:
 Views – a view with the same name will replace the existing view in the
Microsoft Project 2000 global template. Items new to a particular view (that
is, bar styles) will be added to the view.
 Tables – a table with the same name will replace the existing table in the
Microsoft Project 2000 global template. A field that is new to a particular
table in Microsoft Project 2000 will be added to the customized table.
 Toolbars – Customized toolbar items will be added to the end of same-
named toolbars that exist in the Microsoft Project 2000 global template.
 Menus – Similar to toolbars, items will be added to the end of same-named
menus that exist in the Microsoft Project 2000 global template.
 Filters – a filter with the same name will replace the existing filter in the
Microsoft Project 2000 global template. Filters that reference the Priority
field will be rewritten to take the increased priority levels into account.
 Forms – a form with the same name will replace the existing form in the
Microsoft Project 2000 global template.
 Reports – a report with the same name will replace the existing report in the
Microsoft Project 2000 global template.
 Calendars – a calendar with the same name will replace the existing
calendar in the Microsoft Project 2000 global template.
 Maps – a map with the same name will replace the existing map in the
Microsoft Project 2000 global template.
 Macros – any user-defined modules will be moved to the new
Microsoft Project 2000 global template. New macros added to
Microsoft Project-supplied modules will also be moved over. However,
individual macros stored in Microsoft Project-supplied modules that have
the same name as macros that ship with Microsoft Project 2000 will not be
moved over. Thus if you have customized Microsoft Project-supplied
macros, these will not be moved to the new global template.
Note
If the previous version of the global template is from a foreign language version
of Microsoft Project 98, the automatic upgrade will not work. Instead an alert
will be displayed indicating that the global template was created in a language
version of Microsoft Project different from that being installed. It will then
launch the organizer so that items may manually be moved to the
Microsoft Project 2000 global template.
 Module 2.1 5

Special Considerations
There are some situations where upgrading the global template may behave
differently than you expect. These are detailed below:
Network Installs – If you do a local install of Microsoft  Project 2000 over a
network install of Microsoft Project 98, the global template from the
Microsoft Project 98 installation will exist on the server. To upgrade the global
template, it is copied from the server to the local machine and the upgrade
proceeds as outlined above.
If you do a network install of Microsoft Project  2000, no upgrade of the global
template will occur, regardless of type of Microsoft Project 98 installation. You
must open the templates in the organizer and manually move any desired items.
Multiple Users on the Same Machine – If multiple users on the same machine make
customizations to the global template, these changes are stored in a global
template kept in a user’s profile. Thus multiple global templates may exist on
the same machine.

Unlike previous versions of Microsoft Project, Microsoft Project 2000 looks first in

the user profile for a global template and then in the folder that contains the file
Winproj.exe.
Also the Upgrade Planning Wizard will appear to each user of
Microsoft Project 2000, regardless of what another user has done. (that is, Even
if one user has upgraded his global template, another user will see the Upgrade
Planning Wizard until he upgrades his template or checks the “Do not tell me
about this again” option.
System Policies – System Administrators can use system policies to set two keys
that affect the global template. The first points to the location of the global
template and is found at the following location:
HKCU\Software\Policies\Microsoft\Office\9.0\MS Project\Global Search\RootKey

The other key defines whether the search for the global template is restricted to
one-and-only-one GLOBAL.MPT. It is found at the following location:
HKCU\Software\Policies\Microsoft\Office\9.0\MS Project\Global
Search\Permission

If either of these keys is set, the global template will not be upgraded.
Global.mpt After the Upgrade
Once the Global.mpt has been upgraded from Microsoft Project 98 to
Microsoft Project 2000, there is the potential that unexpected behavior may
occur. This is especially true if you are unaware of how Microsoft Project 2000
is searching for the Global.mpt.

Searching for the Global.mpt

Microsoft Project 2000 searches for the Global.mpt differently than
Microsoft Project 98 does. It is more robust and better able to find a Global.mpt
file. Microsoft Project 2000 accomplishes this by using a search algorithm that
searches multiple locations.
First Microsoft Project looks at the following registry key to see if there is a
designated location for the Global.mpt. Usually this key would be set as part of
a system policy.
HKCU\Software\Policies\Microsoft\Office\9.0\MS Project\GlobalSearch\RootKey

If Microsoft Project cannot find a global template at the location specified in

the above registry key, Microsoft Project looks for the existence of another key.
This key is usually set as part of a system policy. It specifies whether or not
Microsoft Project should continue looking for the global, or whether it is
restricted to only using a global specified in the above registry key. If the
following key is set to 0, there is no restriction and Microsoft Project will
continue to search for a global template. If the following key is set to 1,
Microsoft Project is restricted to using the designated global template. If it
cannot find that template, Microsoft Project 2000 will not be able to be
launched.
HKCU\Software\Policies\Microsoft\Office\9.0\MS Project\GlobalSearch\Permission

If Microsoft Project 2000 cannot find a global template from the above, it will

look in the following locations in the following order:
1. Current Directory
2. User Profile
3. LCID folder under the User Profile
4. The directory that contains Winproj.exe
5. The LCID folder underneath the folder that contains Winproj.exe

If a global template can still not be found, Microsoft Project will call on

Windows Installer to install a new global template. If the Windows Installer
can’t complete the installation, then Microsoft Project 2000 reports that a
Global.mpt file cannot be found and uses default settings.
 Module 2.1 7

Microsoft Project 2000 Scheduling Overview

Microsoft Project 2000 continues to use the Critical Path Method (CPM) of

scheduling. However, the addition of new features adds new items that affect
scheduling or the way that a project’s schedule is perceived. Here we will
present an overview of both old and new pieces and briefly discuss how they
relate to scheduling as a whole. New features that affect scheduling will be
covered in further detail later on in the course.

Microsoft Project 2000 Scheduling Diagram

Items marked (*) denote those used in tracking

Figure 1 – Microsoft Project 2000 Scheduling Diagram
The following symbols are used in this section:
[SS] = Scheduled Start (FS) – Finish to Start FNET- Finish No Earlier
Than

[ES] = Early Start (SF) – Start to Finish FNLT – Finish No Later

Than

[LS] = Late Start (SS) – Start to Start MFO – Must Finish On

[SF] = Scheduled (FF) – Finish to Finish MSO – Must Start On

Finish

[EF] = Early Finish ALAP – As Late as SNET – Start No Earlier

Possible Than

[LF] = Late Finish ASAP – As Soon As SNLT – Start No Later

Possible Than

Project Level

Project Information

Project Start Date – The project start date specifies the first day of the first task.
Tasks are automatically scheduled from or after this date.
Current Date – This setting specifies the current date. It is used in place of the
status date for the complete-through date in the Update Project dialog box if the
current date is later than the status date, or the status date is set to NA.
From Start/From Finish – This option designates how a project is scheduled.
When scheduled from start, the following is true:
 The project’s finish date is calculated.
 Delay values are positive and applied at the start of a task.
 ALAP tasks ignore any Leveling Delay values as the task is already as late
as possible.
 Calculations are conducted as follows:
 For MSO and SNLT tasks: [LF] = [LS] + Duration
 For the predecessor task of an (SS) link: [LF] = [LS] + Duration
 On the forward pass (done first because we are scheduled from start):
 [EF] = [ES] + span of task + task leveling delay.
 Module 2.1 9

 [SS] = [ES] + task leveling delay.

 [SF] = [SS] + span of task.
 On the backwards pass:
 [LS] = [LF] – span of task
 Predecessor [LF] = successor [LS] – successor task leveling delay (if
finish is linked)
 Predecessor [LS] = successor [LS] – successor task leveling delay
(if start is linked)
When a project is scheduled from finish, the following are true:
 The project’s start date is calculated.
 Delay values are negative and applied at the finish of a task.
 ASAP tasks ignore any Leveling Delay values as the task is already as soon
as possible.
 Calculations are conducted as follows:
 For MFO and FNET tasks: [ES] = [EF] – Duration
 For a successor task of an (FF) link: [ES] = [EF] + Duration
 On the backward pass (done first because we scheduled from finish):
 [LS] = [LF] – span of task + task leveling delay
 [SF] = [LF] + task leveling delay
 [SS] = [SF] – span of task.
 On the forward pass:
 [EF] = [ES] + span of task
 Successor [ES] = predecessor [EF] – predecessor task leveling delay
(if start is linked)
 Successor [EF] = predecessor [EF] – predecessor task leveling delay
(if finish is linked)
Priority – Priority sets the leveling order of importance for the project as a whole.
It is used when using a resource pool or leveling a project with inserted
projects. Priority may be set from 0 to 1000 with 1000 being the higher priority.
Status Date - Microsoft Project uses the status date to identify the complete-
through date in the Update Project dialog box unless it is earlier than the current
date setting. If you set the status date to NA, Microsoft Project uses the current
date as the status date.

Project Settings
Calculation Option – Setting this option to automatic specifies that you want your
project automatically recalculated when information within your project
changes. Setting this option to manual allows you to choose when to recalculate
the information within your project.
Show Scheduling Messages – Enabling this option displays warnings regarding
problems with your project’s schedule. If this option is disabled, you will not be
alerted to potential problems with your schedule.
Auto Link inserted or moved Tasks – Select the Auto link inserted or moved tasks
check box to automatically re-link tasks when you cut, move, or insert them. If
you clear this check box, Microsoft Project does not create any task
dependencies when you cut, move, or insert tasks. This option only works for
FS relationships. This is a local setting saved with the active project.
Split In-Progress Tasks – Select the Split in-progress tasks check box to allow
rescheduling of remaining duration and work when a task slips. If you select
this check box, when you update task-tracking information, you can enter the
date you stopped work on the task and the date you resumed work.
Microsoft Project reschedules the remaining duration and work. If the check
box is cleared, you cannot edit the Stop and Resume fields when you update
task-tracking information. This is a local setting saved with the active project.
Leveling calculations – This option delays or splits tasks or assignments to
eliminate resource conflicts. The Automatic option causes leveling to occur
whenever you make changes to your schedule. The manual option levels
whenever you click Level Now.
Updating task status updates resource status – Select this option to have
Microsoft Project automatically calculate the actual and remaining work for
resources assigned to the task as you enter task percent complete information in
your schedule. If you select this check box, Microsoft Project recalculates the
actual work whenever you enter information into the Percent Complete, Actual
Duration, or Remaining Duration fields. If you don't select this check box, you
must manually enter values in the Actual Work field for resources. This is a
local setting saved with the active project. (See also Percent Complete and
Actual Start.)
Tasks will always honor their constraint dates – When this option is selected, two
things occur. First, leveling cannot make adjustments to tasks that would violate
their constraints. Second, a successor task must honor its constraint even if it
means violating a relationship with a predecessor. When this option is not
selected, leveling can adjust tasks regardless of their constraints. Also, a
successor can be scheduled as its predecessors dictate, even if it means that the
successor constraint will be violated.

Calendars
Project Calendar – The project calendar is used to schedule summary tasks, fixed
duration tasks, tasks with no task calendar, and tasks with no assignments.
Task Calendars – Task calendars impact the dates that a task is scheduled for.
For example, setting Wednesday as a non-working in a task calendar day will
cause a 5-day duration task that starts on Monday to finish the following
Monday. This is true even on a fixed duration task. Task calendars are covered
in more detail later in this course.
Resource Calendars – Resource calendars impact the dates of fixed units and
fixed work tasks. For example, you cannot edit time-phased work for days
specified as non-working in these calendars. (Note: You can, of course, edit
actual work on these non-working days.)
 Module 2.1 11

Tasks
Dependencies – Dependencies specify the manner in which two tasks are linked.
Because Microsoft Project must maintain the manner in which tasks are linked,
dependencies can affect the way a task is scheduled. In a scenario where there
are two tasks, the following dependencies exist:
 Finish to Start – Task 2 cannot start until task 1 finishes.
 Start to Finish – Task 2 cannot finish until task 1 starts.
 Start to Start – Task 2 cannot start until task 1 starts.
 Finish to Finish – Task 2 cannot finish until task 1 finishes.
Dependencies may also include lag. This value may insert time into the
relationships above.
Constraints – (see also, tasks will always honor their constraints.) Constraints
allow you to set the way you want to constrain the start or finish date of a task.
The following constraints can be set on tasks:
 As Late As Possible – Sets the start date of your task as late in the Project
as possible, without pushing out the Project finish date.
 As Soon As Possible – Sets the start date of your task as soon as possible
without preceding the project start date.
 Finish No Earlier Than – Sets the finish date of your task to the specified
date or later.
 Finish No Later Than – Sets the finish date of your task to the specified
date or earlier.
 Must Finish On – Sets the finish date of your task to the specified date.
 Must Start On – Sets the start date of your task to the specified date.
 Start No Earlier Than – Sets the start date of your task to the specified
date or later.
 Start No Later Than – Sets the start date of your task to the specified date
or earlier.
Actual Start – Denotes the actual start date and time of a task. If this date exists
for a task, the task is scheduled to start at that time and Microsoft Project is
limited in the scheduling of work for that task.
Outline Level – Tasks that are sub-tasks (or child tasks) to summary tasks (or
parent tasks) are limited in how they are scheduled.
Deadline Date – Unlike FNLT, the deadline date is not used when calculating the
schedule. However, it does affect the late finish date of a task and thus its slack.
An indicator is displayed if a task is scheduled beyond its deadline date.
Task Type – Tasks innately have three interrelated variables: Duration, Units,
and Work. A change in one of these affects the other two variables. In order to
predict the change to these variables, Microsoft Project allows you to fix one of
the variables. This allows you to change a second variable and predict the
change in the third. Tasks types are merely the fixing of one of the three
variables. The three types of tasks and the way a change effects that task are
shown in the table below:
Field that you Field Calculated Field Calculated Field Calculated
change if the task is Fixed if the task is Fixed if the task is Fixed
Duration Units Work
Work Units are Duration is Duration is
recalculated recalculated recalculated
Duration Work is Work is Units are
recalculated recalculated recalculated
Units Work is Duration is Units are
recalculated recalculated recalculated

Effort Driven – The effort driven setting specifies for Microsoft Project to keep
the total task remaining work value at its current value as resources are assigned
or removed from the task. Effort driven has no impact unless a task has
remaining work greater than zero.
Percent Complete – Percent Complete specifies the amount a task that has been
completed. Giving a task a percent complete value automatically gives it an
actual start date. Thus they behave similarly. (See also Updating Task Status
Updates Resource Status.)
Time-phased Edits – Tasks may be manually edited on a time-phased basis.
These edits directly impact the schedule of a task. Sometimes these edits are not
readily seen because of the timescale settings in the Task Usage or Resource
Usage view.
Priority – Affects the order that tasks are leveled in. Settings can be from 0 to
1000 with 1000 being the higher priority task. The setting of 1000 also implies
“Do Not Level.”
Leveling Delay – This field shows how much time a task is delayed over its
regularly scheduled start. This value may be changed when a project is leveled
or may be changed manually.
 Module 2.1 13

Resources
Resource Type – Microsoft Project 2000 includes both material and working
resources. Material resources behave differently than working resources. For
example, effort driven settings have no effect as material resources are added or
removed from a task. Because material resources act differently than working
resources, users may not get the behavior they expect as they assign or remove
tasks. Material Resources are covered in more detail later in this course.
Units – When resources are assigned, the units setting for the assigned resource
can affect the schedule of a task. For example, changing the units of an assigned
resource on a fixed units task from 100% to 50% can double the length of your
task.
Availability – Resource Availability (Max. Units) settings allow you to specify
that a resource is available for an entire project or for a specific date range.
Availability settings do not directly affect a task’s schedule, nor do they effect
non-working days for a resource (that is, changing a resource’s availability
dates does not affect its calendar).
Availability, however, can change a task’s schedule when combined with
resource leveling. This is because a resource assigned to a task outside its
availability dates is treated as over allocated (that is, A resource’s max available
units are set to 0 for non-available time). Thus, leveling may try to adjust tasks
and/or assignments to resolve over allocations introduced by the availability
settings.

Assignments
Contours – Contours allow you to shape the distribution of assigned work to a
predefined pattern. If non-time-phased work values for an assignment are then
changed, Microsoft Project can change the schedule of a task to accommodate
the predefined pattern. Manually editing the time-phased assignment values on
a task results in a custom contour.
Actual Start/ Work – The actual start date of an assignment and/or the actual work
of an assignment will fix the schedule of a task to match the values entered in
the actual fields.
Delay – Delay may be manually adjusted to adjust individual assignments. For
example, if you want a resource to work only the last half of a 10-day duration
task, you may delay the resource’s assignment 5 days. When an assignment on
a task has some delay, it does not necessarily change a task’s start date, but
rather just the start date of the individual assignment.
Leveling Delay – This field shows how much time an assignment is delayed over
its regularly scheduled start. Delaying an assignment on a task may (or may
not) delay the task as a whole. This value may be changed when a project is
leveled or it may be changed manually. Leveling delay is added to any delay
value on an assignment.
Try This: Unexpected Scheduling
As a group, develop a Project schedule that behaves unexpectedly using the
scheduling areas discussed above. Exchange your schedule with another group and
solve their scheduling problem.
1. Get into groups as arranged by the instructor.
2. Develop a “problem” schedule using elements listed in the scheduling
diagram.
3. Write down how your group’s project is not scheduling as expected. Also
write down each of the reasons it is not scheduling as expected.
4. Exchange your project with another group. Tell them how you expect for
the project to schedule. DO NOT tell them why it is scheduling
unexpectedly.
5. Examine the project you received during the exchange. List the factors
involved in the way it is scheduling.
6. Discuss your conclusions with the group you exchanged projects with.

Did your list match the other group’s list?

 Module 2.1 15

Working With Microsoft Project 98 Files in

Microsoft Project 2000

Like previous versions of Microsoft Project, Microsoft Project 2000 allows you

to open project files created in the previous version. In addition,
Microsoft Project 2000 allows you to save files created in
Microsoft Project 2000 in the Microsoft Project 98 file format. This is a new
feature to Microsoft Project. Because of its importance, let’s take a closer look
at how Microsoft Project 2000 works with Microsoft Project 98 files.
Microsoft Project 2000 does not open projects from versions prior to Project 98.
However, Project 2000 does open .MPX .

Opening Microsoft Project 98 Files in Microsoft Project 2000

When you open Microsoft Project 98 files, you do not get any alerts indicating
that the file is not a Microsoft Project 2000 file. Unlike previous versions of
Microsoft Project, you also do not get any indication that a conversion is taking
place. In all respects the file appears to be a Microsoft Project 2000 file and you
are able to use all new features.

Saving Your Project in the Microsoft Project 98 Format

When you attempt to save your Microsoft Project 98 file, however, you receive
the following alert:

Figure 2 - Alert Saving in Microsoft Project 98 Format

Baselines

Figure 3 - Saving Microsoft Project 98 Format

Although the message indicates some things that might be affected, it is

important to understand clearly what is affected and what is not affected when
saving in the Microsoft Project 98 format.

Areas that are Lost When You Save in the Microsoft Project 98 Format
The following is a general list of data that could possibly be lost when saving a
Microsoft Project 2000 file in the Microsoft Project 98 format.
Although there are many different areas where changes may occur, there are
three main areas where there could be data loss. These areas are baselines, the
Network Diagram, and fields that are new to Microsoft Project 2000.
Baseline information in Microsoft Project 2000 is handled differently than in
Microsoft Project 98. Thus baseline information may be lost when working
with both Microsoft Project 98 and Microsoft Project 2000 file formats.
Baseline data is handled differently depending on the situation. The following
four scenarios exist.
Scenario 1 – When you open a Microsoft Project 98 file with baseline data in
Microsoft Project 2000, but do not save the baseline in Microsoft Project 2000,
baseline information will be preserved when saving in the Microsoft Project 98
format.
Scenario 2 – When you open a Microsoft Project 98 file with baseline data in
Microsoft Project 2000, and do save the baseline in Microsoft Project 2000,
baseline information is saved in the Microsoft Project 98 format.
Scenario 3 – If you create a new file in Microsoft Project 2000, but first specify
the Save Format as Microsoft Project 98 (either by first directly saving the file
in the Microsoft Project 98 format or by having the Default Save Format set to
Microsoft Project 98), then when you do a Save Baseline in
Microsoft Project 2000, the baseline information is saved in the 98 format.
 Module 2.1 17

Scenario 4 – If you create a new file in Microsoft Project 2000, save the

baseline, change the schedule, and then save the file in the Microsoft Project 98
format, baseline data will be lost. Baseline information stored in the
Microsoft Project 2000 format cannot be converted back into the
Microsoft Project 98 format.
In this scenario, the following alert will appear:

Figure 4 - Saving Microsoft Project 98 Format

Network Diagram Fields New to Microsoft Project 2000

From these scenarios we can assume the following generalizations:

 Baseline information saved in the Microsoft Project 2000 format cannot be
converted into the Microsoft Project 98 format.
 Baseline information saved in the Microsoft Project 98 format can be
converted into the Microsoft Project 2000 format.
 Microsoft Project 2000 Baseline timephased information is not saved to the
Microsoft Project 98 format.
The Network Diagram in Microsoft Project 2000 is significantly different than
the PERT Chart in Microsoft Project 98. Because of the differences, data loss
may occur when working between the two versions. When working with the
Network Diagram between the two versions, the following five scenarios exist:
 If you have customized formatting or layout in your Microsoft Project 98
PERT Chart and you open your file in Microsoft Project 2000 and do not
make any changes, the original PERT Chart will remain intact.
 If you open a Microsoft Project 98 file with customized PERT formatting or
layout in Microsoft Project 2000 and add new tasks but do not go to the
Network Diagram view at all, then save back to the Microsoft Project 98
format, all original PERT nodes will remain intact. New nodes, however,
will get stacked up in the top left corner.
 If you open a Microsoft Project 98 file with customized PERT formatting or
layout in Microsoft Project 2000, make changes in the Network Diagram,
and save your project in the Microsoft Project 98 format, you will lose
formatting.
 If you open a Microsoft Project 98 file in Microsoft Project 2000 with a
default Pert Chart that has not changed at all, the defaults will be preserved
when saving to the Microsoft Project 98 format.
 If you create a new file in Microsoft Project 2000, customize the Network
Diagram view and then save in the Microsoft Project 98 format, all
customizations made will be lost. Subsequently opening the file in
Microsoft Project 98 PERT view will be like opening it for the first time in
that view.
Any data contained in fields that are new to Microsoft Project 2000 will be lost
when saved to the Microsoft Project 98 format. The following parts of a project
may reference a new field and would be affected as stated below when saving
from Microsoft Project 2000 in the Microsoft Project 98 format:
1. Tables – new fields are dropped from the table.
2. Filters – reference to the new field is dropped from the filter.
3. Views – new fields that are part of the Gantt Bar text are removed.
4. Maps – references to new fields are removed from the map.
5. Forms – new fields are removed from forms saved with the project.
6. Macros – although nothing is changed, a macro that references a new field
may not work correctly

Note
 Module 2.1 19

Reports are not listed above because they do not directly reference new fields.
However, they could be affected if the table or sort order they use reference a
new field.

For more information, see the online help for New Fields in Microsoft Project  2000.

Setting the Microsoft Project 98 Format to be the Default File Format

You can set Microsoft Project 2000 to use the Microsoft Project 98 format as
the default file format in which to save projects. To find this setting, click
Options on the Tools menu and click the Save tab. Change the “Save
Microsoft Project files as:” setting to Microsoft Project 98 (*.mpp) and click
OK.

Note that although Microsoft Project 2000 can open projects from a

Microsoft Project 98 database, it cannot save to the Microsoft Project 98 database
format.
Opening Microsoft Project 98 Databases in
Microsoft Project 2000

You can open a Microsoft Project 98 database within Microsoft Project 2000.

However you cannot save any changes to the project back into the
Microsoft Project 98 database format. Instead, Microsoft Project 2000 saves the
entire project within the same database by creating all the tables necessary for
the Microsoft Project 2000 format. It then saves the project information to those
new tables. (Note: If the tables for the Microsoft Project 2000 format already
exist, Microsoft Project 2000 simply saves the project information to those
tables rather than recreating them.) Thus, saving changes to a project saved in
the Microsoft Project 98 database format while in Microsoft Project 2000
actually creates a new project saved in the same database.
If a user opens a Microsoft Project 98 Database in Microsoft Project 2000,
makes changes to the project and saves those changes to the same .MPD file,
Microsoft Project 98 users will still be able to open the project from the
database. However it will be the project saved from Microsoft Project 98
(which will not contain the changes made in 2000) and not the project saved in
Microsoft Project 2000.

What Happens When Microsoft Project 98 Users Try to Open

Microsoft Project 2000 Files?

Microsoft Project 2000 is fairly good at opening Microsoft Project 98 files.

However, Microsoft Project 98 is not able to open Microsoft Project 2000 files.
If you open a Microsoft Project 2000 file in Microsoft Project 98, you will
receive the following dialog box:

Figure 4 - Opening Microsoft Project 98 files in Microsoft Project 2000

 Module 2.1 21

If you click Yes, you are directed to a web page that gives the following
message:
“You have been directed to this page because Microsoft Project 98 is unable to
recognize the file you are trying to open and the contents of the file indicated
that it may have been created in a new version of Microsoft Project. There are
no new converters available for Microsoft Project 98 and only the currently
supported file types can be opened in Microsoft Project 98. In order to open the
file, you can either have the file originator save it into the Project 98 file format
or obtain the latest version of Microsoft Project. A trial version of
Microsoft Project 2000 is orderable on www.microsoft.com/project.”
If you click No, you receive the following dialog box.

Figure 5 - Format is not recognized

Try This: Working with Microsoft Project 98 files in Microsoft Project 2000
Experiment to see what happens when you open a Microsoft Project 98 file in
Microsoft Project 2000
1. Copy the Microsoft Project 98 file from the network share to your local
computer as directed by the instructor.
2. Open the Microsoft Project 98 file in Microsoft Project 2000.

Do you receive an alert warning you that this is a Microsoft Project 98 file?

If yes, what does the alert say?
3. Make a change to the project and save the file.

Do you receive an alert warning you that this is a Microsoft Project 98 file? If

yes, what does the alert say?