Project Planning Quick Reference

This quick reference is for Microsoft Project Standard 2013 on Windows 7

Project 2013 Tabs

Task

Certification Test Goals

This module sets out essential concepts and skills relating to the ability
to use project management software to prepare project plans and
monitor projects including planning and managing time, costs, tasks,
and resources.
Resource
Successful candidates will be able to:
 Understand the key concepts relating to managing
projects.
 Use a project management application to create a new
project and maintain an existing project.
 Create and schedule tasks and add project constraints
and deadlines.

Report  Assign costs and create and assign resources to tasks.

 View the critical path, monitor progress and reschedule
work.
 Prepare and print outputs, including charts and reports.

Keyboard Shortcuts
Project
Purpose Keyboard Shortcut
Open CTRL+O
Save CTRL+S
Print CTRL+P
Close CTRL+W
Undo CTRL+Z
View
Redo CTRL+Y
Help F1
Switch between apps ALT+TAB
Cut CTRL+X
Copy CTRL+C

Format Paste CTRL+V

Hide subtasks ATL+SHIFT+HYPHEN
Indent a selected task ATL+SHIFT+RIGHT ARROW
Show subtasks ATL+SHIFT+=
Show all tasks ATL+SHIFT+*

© 2016, ICDL Foundation. This Quick Reference may be used by candidates to assist in preparation for this ICDL module test. ICDL Foundation does not warrant that use of this guide will ensure passing of the
test. Screen shots used with permission from Microsoft.
1 Project Management Tools 3 Tasks
1.1 Key Concepts 3.1 Creating Tasks
1.1.1 Understand the term project. 3.1.1 Create tasks.
 A temporary and often collaborative activity that  Click into an empty Task Name field.
is carefully planned to achieve a particular aim.
 Enter a task name.
1.1.2 Recognise the main elements of managing a
3.1.1 Modify tasks.
project like:
 This can also be done using the Zoom Slider on  Click into a Task Name field.
 Planning the project the bottom right corner of the screen. Drag the
Zoom slider right to increase the timescale.  Enter additional task name content or delete
 Managing the schedule
Drag the Zoom slider left to decrease the existing task name content.
 Communicating project information timescale. 3.1.2 Copy tasks
1.1.3 Understand the advantages of using a project 2.2 Starting a New Project  Click on a task in the Task Name column.
management application like:
2.2.1 Create a new project based on default template.  On the TASK tab, in the Clipboard group, click
 Efficient project design
 Click the FILE tab. the Copy button.
 Ease of project plan maintenance
 Click New.  Click on a new location within the Task Name
 Effective activity representation column.
 Click Blank project.
1.1.4 Understand the tools and features of a project  On the TASK tab, in the Clipboard group, click
management application like: 2.2.1 Create a new project based on other available
the Paste button.
template.
 A Gantt chart is a type of bar chart that 3.1.2 Move tasks
 Click the FILE tab.
illustrates a project schedule, including start and
 Click on a task in the Task Name column.
finish dates.  Click New.
 On the TASK tab, in the Clipboard group, click
 A network diagram is a model designed to  Search for templates or click on a template. the Cut button.
analyse and represent the tasks involved in
 In the preview dialog box, click Create.
completing a project.  Click on a new location within the Task Name
2.2.2 Understand how choosing to schedule from a start column.
 A work breakdown structure is a tool used to
date, finish date will impact on the project
define and group a project's tasks, so as to  On the TASK tab, in the Clipboard group, click
schedule.
organise and define the total work of the project. the Paste button.
 Schedule from a start date - All tasks will start
1.1.5 Recognise that managing projects involves  Move can also be done by selecting task to
balancing: as soon as possible by default.
move and then drag up or down to new location.
 Schedule from a finish date – Tasks on the
 Work 3.1.2 Delete Tasks
critical path are started as late as possible by
 Time default.  Select the row containing the task to delete.
 Resources 2.2.3 Enter basic project information such as start date  Press the Delete key, or right-click and select
or finish date, scheduling options and project Delete Task.
 Cost
properties like: project title, project manager. 3.1.3 Create subtasks and summary tasks.
2 Project Creation  Click the FILE tab.  To create a subtask, on the TASK tab, in the
2.1 Working with Projects  Click Info. Schedule group, click the Indent Task button
(right green arrow button).
2.1.1 Open a project management application.  Click Project Information and Advanced
Properties. Project properties dialog box will  To create a summary task, on the TASK tab, in
 Click the Start button. the Schedule group, click the Outdent Task
appear where you can key in information such
 Select All Programs. as Project Title and Project Manager. button. (left green arrow button)
 Click Microsoft Project 2013. 3.1.3 Modify subtasks and summary tasks.
2.1.1 Close a project management application.  To modify a summary task to be a subtask, on
the TASK tab, in the Schedule group, click the
 Click the Close button in the upper-right corner Indent Task button. (right green arrow button).
of the Project 2013 program window.
 To modify a subtask to be a summary task, on
2.1.1 Open projects the TASK tab, in the Schedule group, click the
 Click the FILE tab. Outdent Task button. (left green arrow button)
 Click Open. 3.1.3 View subtasks and summary tasks.
 Select project(s) to open and click Open.  To view subtasks, on the VIEW tab, in the Data
 Enter a project title in the Title text box. group, click the Outline button.
2.1.1 Close projects
 Enter a project manager in the Manager text  Click All Subtasks.
 Click the FILE tab. box.
 To hide subtasks, click Hide Subtasks.
 Click Close.  Click OK.
3.1.4 Understand task duration options:
2.1.2 Save a project to a location on a drive. 2.2.4 Set up calendar options like: base calendar.
 Elapsed task duration is based on a 24-hour day
 Click the FILE tab.  On the PROJECT tab, in the Properties group, and a 7-day week, including holidays and other
 Click Save. click the Project Information button. nonworking days.
 Create a file name and select the location.  Select a calendar from 24 Hours, Night Shift,  Duration is the active working time to complete
Standard. a task.
 Click Save.
 Click OK.  Effort is the amount of work required to carry out
2.1.2 Save a project under another name to a location
2.2.4 Set up calendar options like: working time. a task; for example, two people working for
on a drive.
three days is 6 days effort (or work).
 Click the FILE tab.  On the PROJECT tab, in the Properties group,
click the Change Working Time button.  Estimated task duration is the estimated working
 Click Save As. time to complete a task, shown by a ?; for
 Click the Work Weeks tab. example, 1 day?
 Enter a new file name over the existing file
name and select the location.  Double-click on [Default] in the Name column. 3.1.5 Set task duration.
 Click Save.  Edit a day(s) working time.  In the Duration column, click on the Duration for
2.1.3 Save a project as another file type like: template,  Click OK. a task.
web page, spreadsheet, CSV, XML, text file, pdf.  Enter the duration required; for example 1D for
1 day.
 Click the FILE tab.
 Press the Return key.
 Select Save As.
3.1.5 Modify task duration.
 Click on the Save as type drop-down menu and
select a file type.  In the Duration column, click on the Duration for
the task to modify.
 Click Save.
 Change the duration or delete the duration.
2.1.4 Change between project view modes like: Gantt
chart, network diagram.  Press the Return key.
 On the TASK tab, in the View group, click the Duration in Time unit abbreviation
Gantt Chart arrow below the Gantt Chart button. 2.2.4 Set up calendar options like: nonworking time.
Minutes M
 Click Gantt Chart or Network Diagram to switch  On the PROJECT tab, in the Properties group, Hours H
to the selected view. click the Change Working Time button. Days D
2.1.5 Use magnification/zoom tools.  Click the Work Weeks tab. Weeks W
 Months Mon
 On the VIEW tab, in the Zoom group, click the Double-click on [Default] in the Name column.
3.1.6 Split tasks.
Timescale drop-down box arrow. Select a time  Edit a day(s) non-working time.
unit.  On the TASK tab, in the Schedule group, click
 Click OK. the Split Task button.

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  In the Gantt Chart, click the location on a task to  To edit lag time, type a positive number or  Edit a hyperlink for a task.
create a split. percentage.
 Right-click on the task and select Hyperlink.
 Drag the mouse button from the start of the split  Click OK.
 Edit the file, location or e-mail address to
to the location where you want work on the task 3.3 Constraints and Deadlines hyperlink to.
to begin again.
3.3.1 Understand task constraint options like:  Click OK.
 As late as possible – Task will start as late as 3.4.2 Remove a hyperlink for a task.
possible based on other constraints and
 Right-click on the task and select Hyperlink.
relationships
 Click Clear Hyperlink.
 As soon as possible - Task will start as soon as
3.1.7 Understand the term milestone. possible based on other constraints and  Click OK.
 A reference point used to mark a point in time or relationships
a major event in a project.  Must finish on – Task will finish on the specified
4 Resources and Costs
3.1.8 Create project milestones. date 4.1 Resources
 On the TASK tab, in the Insert group, click the  Must start on – Task will start on the specified 4.1.1 Identify resource types like:
Milestone button. date
 People
3.1.9 Create, modify recurring tasks. 3.3.2 Add constraints to tasks.
 Materials
 Click the first empty field in the Task Name  On the TASK tab, in the Properties group, click
column. the Information button.  Equipment

 On the TASK tab, in the Insert group, click the  In the Task Information, click the Advanced tab. 4.1.2 Understand the relationship between duration,
Task arrow below the Task button. work and resource. Understand that if one element
 Choose a Constraint type and a Constraint date. changes there is an impact on another element.
 Click Recurring Task.
 Click OK.  Duration multiplied by Resource Units equals
 Enter the recurring task information. 3.3.2 Modify constraints to tasks. Work.
 Click OK. 16 hours X 300% = 48 hours
 On the TASK tab, in the Properties group, click
3.2 Scheduling and Relationships the Information button.  Work divided by Resource Units equals
Duration.
3.2.1 Understand logical relationships between tasks:  In the Task Information, click the Advanced tab. 48 hours / 300% = 16 hours
finish to start, start to start.
 Modify the Constraint type and Constraint date.  Work divided by Duration equals Resource
 Finish to start – The second task cannot start Units.
 Click OK.
until the first task finishes. 48 hours / 16 hours = 300%
3.3.2 Delete constraints to tasks.
 If one element of the formula changes there is
 On the TASK tab, in the Properties group, click an impact on another element, for example an
 Start to start – The second task can start as the Information button. increase in duration will lead to an increase in
soon as the first task starts.
 In the Task Information, click the Advanced tab. work.
 Modify the Constraint type to As Soon As 4.1.3 Create, delete resources.
Possible.  Click on the TASK tab, click on the Gantt Chart
3.2.2 Create relationships between tasks: finish to start. view, and select Resource Sheet.
 Click OK.
 To create a finish to start relationship, select the  In the RESOURCE tab, go to the Insert group,
3.3.3 Understand the term deadline.
desired tasks to create a relationship between and click on the Add Resources button. Select a
them.  The latest date by which a task should be Resource.
 On the TASK tab, in the Schedule group, click completed.
 Enter or delete the details of a resource.
the Link Tasks button. 3.3.4 Create a deadline.
 Press the Return key.
3.2.2 Create relationships between tasks: start to start.  On the TASK tab, in the Properties group, click
the Information button. 4.1.3 Modify resource details like: name, type, units,
 To create a start to start relationship, select the rates.
tasks to create a relationship between them.  In the Task Information, click the Advanced tab.
 Click on the TASK tab, click on the Gantt Chart
 On the TASK tab, in the Schedule group, click  Enter a date into the deadline box or click a view, and select Resource Sheet.
the Link Tasks button. deadline from the Deadline drop-down box.
 Click on the resource to be modified.
 In the Gantt Chart, double-click on the link
between the two tasks.  In the Resource Information dialog box modify
details like name, type, units, rates.
 Pick the dependency type Start-to-Start (SS)
from the Type list. 4.1.4 Add resource assignments and associated units.
3.2.2 Modify relationships between tasks: finish to start,  Select a task.
start to start.  On the RESOURCE tab, in the Assignments
 In the Gantt Chart, double-click on the link group, click the Assign Resources button.
between the two tasks.
 Change dependency type to Start-to-Start (SS)  Click OK
or Finish-to-Start (FS).
3.4 Notes, Hyperlinks
 Click OK.
3.4.1 Add a note for a task.
3.2.2 Delete relationships between tasks: finish to start,
start to start.  Select a task.
 In the Gantt Chart, double-click on the link  On the TASK tab, in the Properties group, click
between the two tasks. the Information button.
 Click Delete.  Click the Notes tab and enter the information  Select the resource to assign and enter the units
you want. required.
3.2.3 Understand the terms lead time, lag time.
 Click OK.  Click Assign.
 Lead time – An overlap between tasks that have
a dependency. 3.4.1 Edit a note for a task. 4.1.4 Remove resource assignments and associated
 units.
 Lag time - A delay between tasks that have a Select a task.
dependency.  On the TASK tab, in the Properties group, click  Select a task.
3.2.4 Add task lag time, lead time. the Information button.  On the RESOURCE tab, in the Assignments
 group, click the Assign Resources button.
 On the TASK tab, in the Properties group, click Click the Notes tab and edit the information you
the Information button. want.  Select the resource to remove.
 In Task Information, click the Predecessors tab  Click OK.  Click Remove.
and select the relevant lag cell. 3.4.1 Remove a note for a task 4.1.4 Replace resource assignments and associated
 To enter lead time, type a negative number or  Select a task. units.
negative percentage, such as -2d for two days
 On the TASK tab, in the Properties group, click  Select a task.
of lead time.
the Information button.  On the RESOURCE tab, in the Assignments
 To enter lag time, type a positive number or
 Click the Notes tab and delete the text of the group, click the Assign Resources button.
percentage, such as 50% for half the
predecessor task's duration in lag time. note.  Select the resource to replace.
 Click OK.  Click OK.  Click Replace.
3.2.4 Edit task lag time, lead time. 3.4.2 Insert a hyperlink for a task.  Choose a new resource.
 On the TASK tab, in the Properties group, click  Right-click on the task and select Hyperlink.  Click OK.
the Information button.  Select the file, location or e-mail address to 4.2 Costs
 In Task Information, click the Predecessors tab hyperlink to.
4.2.1 Understand the terms fixed cost, variable cost.
and select the relevant lag cell.  Click OK.
 Fixed cost is a set cost for a task regardless of
 To edit lead time, type a negative number or 3.4.2 Edit a hyperlink for a task. task duration or work performed by a resource.
negative percentage.
ICDL Project Planning 2013 QRG v1
  Variable cost is a cost that changes throughout  On the VIEW tab, in the Data group, click the To print specific pages, under Settings, select Print
the project depending on its availability or use. Filter drop-down menu box. Specific Pages and enter specific page numbers
and/or page ranges (dates) to print.
4.2.2 Assign, modify fixed costs.  Select a built in filter to apply or select More
Filters for additional filter options. Under Copies, enter the number of copies to print.
 In the task list, assign, modify the fixed cost in
the Fixed Cost column for the relevant task. 5.2.5 Update task progress. Click Print.
 Press the Return key.  On the TASK tab, in the Schedule group, click
4.2.3 Assign, modify variable costs. the desired % Complete button.
5.2.6 Reschedule incomplete work. For more information,
 On the RESOURCE tab, in the View group, click
the Resource Sheet button.  On the PROJECT tab, in the Status group, click
visit: www.ecdl.org
the Update Project button.
 Enter the costs required for the resource.
 Click Reschedule uncompleted work to start
 Press the Return key.
after and select a date.
 In the task list, assign the resource to a task and
 Select either to reschedule for the entire project
view the Cost column for the task.
or selected tasks.
 Press the Return key.
 Click OK.
5 Project Monitoring
5.1 Critical Path
5.1.1 Understand the terms critical task, critical path.
 Critical task - A task on the critical path
 Critical path - A sequence of tasks that must all
be completed on time for the project to finish on
schedule. 5.2.7 Display current project schedule and baseline.
5.1.2 Identify critical tasks and show the critical path.  On the FORMAT tab, in the Format group, click
 On the FORMAT tab, in the Bar Styles group, the Gridlines button and click Progress Lines.
check the Critical Tasks checkbox.  Select to display the Current progress line.
 Critical tasks will now appear in red on the Gantt  Select to display progress line in relation to the
chart. Baseline plan.
5.2 Monitoring Progress and Rescheduling
5.2.1 Create, save a baseline.
 On the PROJECT tab, in the Schedule group,
click the Set Baseline button.
 Click Set Baseline.
 In the Set Baseline dialog box, click Set
Baseline and click for the Entire project or
Selected tasks.

 If the baseline is not visible, on the FORMAT

tab, in the Bar Styles group, click the Baseline
button and click a baseline to view.
 Click OK.

6 Prepare Outputs
6.1 Setup
6.1.1 Change page orientation: portrait, landscape.
 On the FILE tab, click Print.
 Click Portrait Orientation or Landscape
Orientation.

Click OK. 6.1.1 Change paper size.

5.2.1 Clear a baseline.  On the FILE tab, click Print.

 On the PROJECT tab, in the Schedule group,  Select a paper size.

click the Set Baseline button. 6.1.2 Change page margins: top, bottom, left, right.
 Click Clear Baseline.  On the FILE tab, click Print.
 In the Clear Baseline dialog box, click on a  Click Page Setup.
baseline in the Clear baseline plan drop-down
box.  On the Margins tab, enter a top, bottom, left,
right margin.
 Click to clear for the Entire project or Selected
tasks.  Click OK.

 Click OK. 6.1.3 Prepare a Gantt chart, network diagram for print
using options like: columns to print, notes.
5.2.2 Show, hide progress line.
 On the FILE tab, click Print.
 On the FORMAT tab, in the Format group, click
the Gridlines button.  Click Page Setup.

 Click Progress Lines.  Click the View tab.

 Select, deselect to display a current progress  To print all sheet columns, check the print all
line. sheet columns checkbox.

 Select, deselect to display at recurring intervals.  To print a specified number of columns, check
the print first [insert required number] columns
 Click OK. on all pages option and enter the required
5.2.3 Show columns like: % complete, fixed cost, number.
deadline.  Check the print notes checkbox to print notes.
 On the FORMAT tab, in the Columns group,  Click OK.
click the Insert Column button.
6.2 Print
 Select a column type.
6.2.1 Preview a Gantt chart, network diagram, report.
5.2.3 Hide columns.
 On the FILE tab, click Print.
Select the column to hide.
 A preview is available on screen.
 On the FORMAT tab, in the Columns group,
click the Column Settings button. 6.2.2 Print a Gantt chart, network diagram, report from
an installed printer using output options like:
 Click Hide Column. entire document, specific pages, number of
5.2.4 Sort tasks. copies.

 On the VIEW tab, in the Data group, click the On the FILE tab, click Print.
Sort button. Click the Print button.
 Select a sort type to apply or select Sort By to To print the complete project, under Settings, select
create a custom sort. Print Entire Project.
5.2.4 Filter tasks.

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