Microsoft Project 2010: The Missing Manual

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• Microsoft Project 2010: The Missing Manual
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  • A Note Regarding Supplemental Files
  • The Missing Credits
    • About the Author
    • About the Creative Team
    • Acknowledgments
    • The Missing Manual Series
  • Introduction
    • Whats New in Project 2010
    • Where Microsoft Project Fits In
    • Choosing the Right Edition
    • Complementary Software
    • Getting Around Project
      • Using the Ribbon
      • The Quick Access Toolbar
      • Parts of the Project Window
      • ScreenTips and Smart Tags
    • About This Book
      • About the Outline
      • The Very Basics
      • AboutTheseArrows
      • About MissingManuals.com
      • About the Missing CD
      • Safari Books Online
  • One. Project Management: The Missing Manual
    • 1. Projects: In the Beginning
      • What's So Special About Projects?
      • What Is Project Management?
      • Why Manage Projects?
      • Picking the Right Projects
        • The Importance of Business Objectives
        • Common Selection Criteria
          • Payback period
          • Net present value
          • Internal rate of return
      • Gaining Support for a Project
        • Identify Who Has a Stake in the Project
        • Documenting Stakeholders
      • Publicizing a Project and Its Manager
    • 2. Planning a Project
      • Project Planning in a Nutshell
      • Defining the Project
        • What's the Problem?
        • Giving Meaning to a Project
        • How Will You Solve the Problem?
        • Defining Project Objectives
        • Identifying Project Results
        • Gauging Success
        • Defining Project Boundaries
        • Documenting Project Assumptions
      • Documenting How You'll Run the Project
      • Laying Out Project Processes
        • Communicating
        • Managing Change
        • Managing Quality
        • Managing Risk
          • Identifying risks
          • Assessing risks
          • Planning risk response
          • Tracking risks
    • 3. Taking Microsoft Project for a Test Drive
      • Navigating the Project Ribbon
        • Managing Files in the Backstage View
        • A Tour of the Other Ribbon Tabs
      • The Project Window
      • Creating a Project Schedule
        • What Work Must Be Done?
          • Listing project tasks
        • What Results Must Your Project Produceand When?
          • Adding milestones to a project schedule
        • How Does Each Task Depend on Other Tasks?
          • Creating task dependencies
        • Who's Going to Do the Work?
          • List the people on your project
          • Assign resources to tasks
        • How Long Will All These Tasks Take?
      • Saving Your Project
    • 4. Breaking Work into Task-Sized Chunks
      • Identifying the Work to Be Done
        • Breaking Down Work
          • Building a WBS from the top down
          • Developing a WBS from start to finish
          • Constructing a WBS from the bottom up
        • When Is Enough Enough?
      • Building a WBS in Microsoft Project
        • Creating a WBS in Project from the Top Down
        • Creating and Modifying a WBS on the Fly
      • Documenting a WBS in Another Program
        • Pasting a WBS into Project
      • Setting Up Custom WBS Codes
      • Documenting Work Package Details
        • Building Work Package Documents in Word
          • Making a Word template
          • Opening a Word template
        • Linking Work Packages to the Project Schedule
    • 5. Estimating Task Work and Duration
      • Understanding Work and Duration
      • Getting Good Estimates
        • How Accurate Do You Need to Be?
        • Ways to Estimate Work
        • Getting Estimates from the Right People
        • Don't Ask for Only One Number
        • Don't Pad Estimates
          • The disadvantages of padding
          • Using safety margins to increase success
        • Give Feedback on Estimates
      • Getting Estimates into Project
        • Exporting Work Packages to Excel
        • Importing Estimates into Project
      • Planning with Manually Scheduled Tasks
        • Setting the Scheduling Mode
          • Setting the scheduling mode for new tasks
          • Switching the scheduling mode as you work
          • Changing the scheduling mode for an existing task
        • Creating Tasks with Incomplete Information
        • Planning from the Top Down
    • 6. Setting Up a Project Schedule
      • Creating a New Project File
        • Creating a Blank Project File
        • Creating a Project File from an Excel Workbook
        • Using a Template to Create a Project File
        • Specifying a Template Folder
      • Saving a New Project
        • Saving Projects to Other File Formats
        • Protecting Your Project Files
      • Opening a Project File
      • Setting Up Options For a Project
        • Setting the Project Start Date
        • Setting the Standard Workdays
          • Choosing a project calendar
          • Setting calendar options
      • Adding Tasks to a Project
        • Adding Tasks
          • Other task values
        • Creating Milestones
        • Creating Repeating Tasks
      • Inserting, Moving, and Deleting Tasks
        • Inserting Tasks
        • Moving Tasks
      • Copying Tasks
        • Deleting Tasks
      • Modifying a Task's Level in the Outline
    • 7. Making a Schedule That's Easy to Maintain
      • How Tasks Affect One Another
      • Building Relationships Between Tasks
        • Creating Finish-to-Start Task Dependencies
        • Creating and Modifying All Types of Task Dependencies
          • Filling in task forms in the Gantt Chart view
          • Working on task dependencies in the Task Information dialog box
          • Defining task dependencies in the table area
          • Double-clicking existing links
        • Delaying or Overlapping Tasks
      • Scheduling Task Work Time with Calendars
      • Setting Specific Task Dates
        • Manually Scheduling Task Dates
        • Types of Constraints
        • Setting and Changing Constraints
        • Preventing Unwanted Date Constraints
        • Setting Deadline Reminders
  • Two. Project Planning: More Than Creating a Schedule
    • 8. Building a Team for Your Project
      • Identifying Project Resources
        • Who's Responsible for What
          • Creating a responsibility matrix in Excel
        • Who Reports to Whom
          • Creating a project organization chart in Microsoft Visio
      • Understanding Project's Resource Types
      • Adding Resources in Microsoft Project
        • Adding Resources Manually
        • Importing Resources from Other Programs
          • Importing resources from Excel
          • Importing resources from your address book
        • Deleting Resources
      • Providing Detailed Resource Information
        • Filling in General Information
        • Defining When Work Resources Work
          • Specifying a resource's work schedule
          • Specifying how much time resources are available
        • Defining Costs for Work and Material Resources
        • Setting Up Cost Resources
    • 9. Connecting Resources to Tasks
      • Assigning Work Resources to Tasks
        • Assigning Resources with the Dialog Box
        • Assigning Resources in the Task Form
        • Assigning Resources in a Gantt Chart Table
          • Copying a resource to multiple tasks
        • Finding the Right Resources
          • Finding resources by criteria
            • Finding resources with available time
            • Reviewing availability in detail
        • Quickly Assigning Resources with Team Planner
          • Anatomy of the Team Planner view
          • Assigning tasks with Team Planner
          • Eliminating overallocations with Team Planner
      • Assigning Material Resources to Tasks
      • Understanding Duration, Work, and Units
      • Modifying Resource Assignments
      • Adding and Removing Resources from Tasks
        • When Effort Drives the Schedule
        • Controlling Assignment Changes with Task Types
          • Keeping resources assigned with the same units
          • Maintaining task duration
          • Maintaining the same amount of work
    • 10. Does the Schedule Work?
      • Making Sure Tasks Are Set Up Correctly
        • Reviewing Task Dependencies
        • Changing Manually Scheduled Tasks to Auto Scheduled
        • Freeing Tasks from Date Constraints
      • Defining Work Schedules with Calendars
        • Creating New Calendars
        • Modifying Calendars
          • Selecting a calendar to modify
          • Defining work weeks for a calendar
          • Defining the working and nonworking days and times for a work week
          • Setting aside holidays and other exceptions to the work schedule
          • Defining recurring exceptions
        • Applying Calendars
      • Task Inspector: Help with Schedule Problems
      • Building Reality into Assignments
        • Replacing Generic Resources with Real Ones
        • Assigning Part-Time Workers
        • Modeling Productivity in Project
        • Adjusting Tasks for Resource Capability
      • Balancing Workloads
        • Finding Resource Over- and Under-Allocations
          • Finding overallocated resources in the Resource Sheet
          • Finding overallocations with the Team Planner
          • Finding overallocations with the Resource Graph
          • Viewing assignments with the Resource Usage view
          • Viewing and leveling assignments in the Resource Allocation view
          • Getting hard copies of allocation reports
        • Adjusting Assignments to Correct Allocations
          • Accepting overallocations
          • Eliminating overallocations with Team Planner
          • Replacing resources
          • Delaying assignments
          • Adjusting work contours
        • Leveling Assignments
          • Using the Leveling Gantt view
          • Leveling resources
          • Setting leveling options
        • Prioritizing Projects and Tasks
          • Changing task priority
          • Changing project priority
    • 11. Setting Up a Project Budget
      • Putting a Price Tag on Your Project
      • Incorporating Resource Costs
      • Preparing for Cost Calculations
        • Assigning Cost Resources to Tasks
          • Assigning cost resources with the Assign Resources dialog box
          • Assigning cost resources in a table
        • Entering an Oddball Cost for a Task
      • Reviewing Cost Information
        • Seeing Overall Project Costs
          • Viewing the total project cost in the project summary task
          • Viewing the total project cost in Project Statistics
          • Viewing total project cost in the Project Summary report
        • Seeing Costs for Tasks, Resources, and Assignments
        • Adding Custom Budget Information
      • Comparing Costs to Your Budget
        • Step 1: Create and Designate Budget Resources
        • Step 2: Assign Budget Resources to the Project Summary Task
        • Step 3: Enter Budget Cost and Work Values
          • Entering budget totals for the project
          • Entering budget totals by time period
        • Step 4: Associate Resources with Their Budget Type
          • Creating a custom resource text field
          • Categorizing resources by budget category
        • Step 5: Compare Budget Resource Values
      • Reducing Project Costs
        • Checking for Cost Errors
        • Adjusting the Schedule
        • Adjusting Assignments
        • Rethinking Your Project Budget
      • Setting the Project Fiscal Year
      • Assigning Accounting Codes
        • Entering Accounting Codes in a Custom Field
        • Creating Multilevel Accounting Codes
          • Selecting and naming your new outline code
          • Setting the format for the multilevel accounting code
          • Creating a multilevel lookup table for an accounting code
        • Applying Accounting Codes to Your Project
    • 12. Refining a Project Schedule
      • Evaluating the Project Schedule
        • Comparing Finish Dates to Deadlines
        • Finding the Best Tasks to Shorten
          • Displaying the critical path in Project
          • Filtering the task list to show critical tasks
          • Showing critical tasks in a Gantt Chart table
        • Reviewing Project Costs
          • Using Project cost reports
      • Project Tools for Change
        • See Why Tasks Occur When They Do
        • Seeing What Changes Do
        • Undoing Changes
      • Adjusting Resource Assignments
        • Increasing Units to Decrease Duration
        • Assigning a Different Resource
        • Adding Resources
        • Using Slack Time to Shorten the Schedule
      • Splitting Tasks into Smaller Pieces
      • Overlapping Tasks
        • Finding Tasks to Fast-Track
        • Modifying Task Dependencies to Overlap Tasks
      • Paying More for Faster Delivery
        • Time vs. Money
        • Using a Spreadsheet to Choose Tasks to Crash
      • Playing What-If Games
        • Inactivating Tasks
        • Comparing Projects
    • 13. Saving the Project Plan
      • Obtaining Approval for the Plan
      • Storing Project Documents
      • Preserving the Original Plan in Project
        • Setting a Baseline
          • Editing a set baseline
        • Setting Additional Baselines
        • Adding New Tasks to a Baseline
        • Saving Sets of Start and Finish Dates
        • Clearing a Baseline
        • Viewing Baselines
          • Viewing baseline and current values in a Gantt Chart view
          • Viewing baseline values in a table
  • Three. Projects in Action
    • 14. Tracking Progress
      • Picking the Best Way to Track Progress
      • Obtaining Progress and Cost Data
        • Collecting Task Progress from Your Team Members
          • Receiving progress information via email
          • Gathering progress data in person
          • Importing information from other tracking systems
        • Collecting Progress Data About Other Resources
      • Entering Actual Progress in Project
        • Updating Task Progress
          • Entering percent complete
          • Entering actual duration and remaining duration
          • Entering actual start and actual finish
          • Rescheduling incomplete work
        • Updating the Project Using Resource Assignment Progress
          • Entering percentage of work complete
          • Entering actual work complete and remaining work
          • Entering actual work by time period
        • Globally Updating the Project
          • Rescheduling unfinished work in the project.
          • Updating the project as scheduled
        • Updating Project Costs
          • Figuring actual costs for human and equipment resources
          • Calculating actual costs for material resources
          • Figuring actual costs for cost resources
          • Updating actual fixed costs on tasks
    • 15. Evaluating Project Performance
      • Scheduled, Baseline, and Actual Values
      • Is the Project on Time?
        • Checking Status at the Project Level
        • Reviewing the Critical Path
          • Viewing the critical path
          • Creating a critical task checklist
        • Looking for Delayed Tasks
        • Looking for Tasks Heading for Trouble
      • Checking on Work
        • Checking for Overbudget Work
      • Is the Project Within Budget?
        • Comparing Costs with Views and Filters
        • Evaluating Costs with Reports
        • Comparing Project Costs to a Budget
      • Earned Value Analysis
        • Gauging Performance with Earned Value Measures
        • Analyzing an Earned Value Graph
        • Using Additional Earned Value Measures
        • Viewing Earned Value in Project
        • Controlling How Project Calculates Earned Value
      • Getting Back on Track
        • A Review of Project Tuning Techniques
        • Assigning Overtime
    • 16. Managing Change
      • Setting Up a Change Management System
        • Managing Change Requests
        • The Change Review Board: Deciding on Changes
        • Tracking Change Requests
      • Managing Changes in Project
        • Finding the Effects of a Proposed Change
          • Creating a what-if copy of a project
          • Setting a change request baseline
          • Inactivating change request tasks until you need them
        • Updating Project with Approved Change Requests
        • Flagging Change Requests in Project
    • 17. Reporting on Projects
      • An Overview of Project's Reports
        • Overall Status
        • Financial Performance
        • Task Management
        • Resource Management
      • Text-Based Reports
        • Generating Text-Based Reports
        • Customizing Text-Based Reports
          • Creating or copying a report
          • Customizing a task or resource report
          • Customizing a timescaled report
          • Customizing a calendar report
      • Working with Visual Reports
        • Generating a Visual Report
        • Rearranging and Formatting an Excel Visual Report
          • Adding the measures you want to see to the graph
          • Filtering the data that appears
          • Categorizing information
          • Summarizing and drilling down
          • Formatting the chart
        • Rearranging and Formatting a Visio Visual Report
        • Customizing Visual Report Templates
        • Saving Report Data
      • Printing Views to Report Project Information
    • 18. Closing a Project
      • Obtaining Project Acceptance
      • Tying Up Loose Ends
      • Producing Project Closeout Reports
        • Summarizing a Project
        • Reporting Performance
          • Cost performance
          • Schedule performance
          • Quality performance
        • Documenting What You Learned
          • Don't skip this step!
          • Gathering what you learned
          • Remembering your lessons
      • What to Do with Project Information
  • Four. Project Power Tools
    • 19. Working on Multiple Projects
      • Managing Multiple Projects
        • Creating a Master Project
        • Removing a Project from a Master Project
        • Linking Tasks in Different Projects
      • Sharing Resources Among Projects
        • Creating a Resource Pool
        • Connecting a Project to a Resource Pool
        • Opening and Saving Sharer Projects
        • Detaching a Sharer Project from the Resource Pool
        • Editing Resource Pool Information
    • 20. Exchanging Data Between Programs
      • Copying Information
        • Copying Project Data to Other Programs
        • Copying Data from Other Programs into Project
        • Creating Pictures of Project Information
      • Importing and Exporting Data
        • Importing Data into Project
        • Exporting Data from Project
        • Using an Existing Map
        • Exchanging Data with Excel
          • Exporting Project data to Excel
          • Exporting an entire project to Excel
          • Importing data from Excel
          • Using an Excel template to import data
        • Working with Project and Visio
          • Displaying Project data in a Visio Gantt Chart
          • Displaying Project data in a Visio timeline
          • Exporting Visio Gantt Charts to Project
          • Exporting Visio timelines to Project
      • Sharing Projects with SharePoint
        • Sharing Tasks with Your Team
          • Publishing Project tasks to SharePoint
          • Saving a SharePoint Tasks list to Project
          • Managing the fields in a SharePoint Tasks list
          • Updating the Tasks list
        • Saving a Project File to a SharePoint Site
    • 21. Linking and Embedding
      • Linking and Embedding Project Data
        • Linking Project Files to Other Programs
        • Embedding Project Files in Other Programs
        • Linking Project Table Data to Other Programs
      • Linking and Embedding Data into Project
        • Linking and Embedding Entire Files into Project
        • Linking and Embedding Parts of Files in Project
        • Linking Tabular Data in Project
      • Working with Linked and Embedded Objects
        • Editing Linked Objects
        • Managing Linked Objects
        • Editing Embedded Objects
    • 22. Project on the Internet
      • Hyperlinking to Information
        • Creating a Hyperlink to a File or Web Page
        • Modifying Hyperlinks
        • Creating a Hyperlink to a Location in the Project File
      • Integrating Project and Outlook
        • Adding Project Tasks to Outlook
        • Importing Tasks from Outlook
        • Copying Tasks from an Email
        • Building a Resource List from an Outlook Address Book
        • Sending Project Information to Others
          • Sending Project files via email
          • Routing a Project file to several recipients
          • Publishing a Project file to an Exchange folder
  • Five. Customizing Project
    • 23. Viewing What You Want
      • Creating Your Own View
        • Modifying Basic View Contents
          • Modifying a single-pane view
          • Modifying a combination view
        • Creating a New View
        • Changing the Looks of a Gantt Chart View
          • Changing the way types of task bars look
          • Changing the way selected task bars look
          • Changing task bar text
          • Designing your own task bar style
          • Stacking more than one task bar in the same space
          • Changing the layout of task bars
          • Changing how gridlines look
          • Fast formatting with the Gantt Chart Wizard
        • Customizing the Timescale
        • Changing a Usage View's Appearance
        • Customizing the Timeline
        • Customizing the Team Planner View
        • Customizing the Resource Graph
          • Choosing fields to display
          • Changing the way Resource Graph bars look
        • Modifying a Network Diagram
          • Choosing fields and formatting for network diagram boxes
          • Laying out boxes
        • Customizing the Calendar View
      • Changing Tables
        • Switching the Table in a View
        • Changing Table Contents
        • Modifying a Table Definition
        • Creating a New Table
      • Changing the Way Text Looks
        • Changing Categories of Text
        • Changing Selected Text
      • Filtering Through Information
        • Applying Filters
        • Creating and Editing Filters
        • Defining Filters
          • Comparing a field to a value
          • Comparing two fields
          • Creating multiple test filters
          • Creating changeable filters
        • Quick and Dirty Filtering with AutoFilter
      • Grouping Project Elements
        • Working with Groups
        • Creating a Group
        • Changing Group Intervals
    • 24. Defining Your Own Fields
      • Understanding Custom Fields
      • Customizing a Field
        • Creating Lists of Valid Values
        • Calculating Field Values
        • Calculating Values In Summary Rows
        • Displaying Values Graphically
      • Coding Tasks and Resources
        • Setting Up a Template for Outline Code Values
        • Setting Up an Outline Code Lookup Table
    • 25. Customizing the Ribbon and Quick Access Toolbar
      • Customizing the Ribbon
        • Turning Tabs On and Off
        • Creating Custom Tabs
        • Creating Custom Groups
        • Adding a Command to the Ribbon
        • Rearranging Ribbon Elements
        • Removing Custom Ribbon Elements
        • Resetting Ribbon Customizations
      • Customizing the Quick Access Toolbar
    • 26. Reusable Project: Templates
      • Sharing Custom Elements
      • Storing Project Settings and Elements
        • Copying Elements Between Files
          • Making customized elements available to new projects
          • Sharing a customized element with someone else
        • Removing Customized Elements from Files
        • Renaming Customized Elements
      • Building Templates for Projects
        • Creating a Project Template
        • Making Your Templates Easy to Find
        • Editing a Template
        • Creating a Project File from a Template
    • 27. Saving Time with Macros
      • What You Can Do with Macros
      • Recording Macros
      • Running Macros
        • Running Macros in the Macros Dialog Box
        • Running a Macro from the Ribbon
        • Using Keyboard Shortcuts to Run Macros
      • Viewing and Editing Macro Code
      • Learning More About Programming Project
  • Six. Appendixes
    • A. Installing Project
      • Installing Project on Your Computer
        • 32-Bit or 64-Bit Project?
        • Before You Install
        • Installing Project for the First Time
        • Customizing Your Installation
        • Upgrading Project from an Earlier Version
      • Activating Project
      • Maintaining and Repairing Project
        • Adding and Removing Features
        • Repairing Your Project Installation
        • Uninstalling Project
    • B. Getting Help for Project
      • In Search of Project Help
        • Searching for Answers
        • Targeted Help
        • Online and Offline Help
      • Microsoft Office Online
      • Interactive and In-Depth Assistance
        • Discuss Among Yourselves
        • Project Blogs
    • C. Keyboard Shortcuts
      • How to Use Keyboard Shortcuts
      • Keyboard Shortcuts for Microsoft Project
        • All-Time Keyboard Shortcut Favorites
        • Project Outlining
        • Displaying Project Information
        • Moving Around in a Project View
      • Selecting Elements in a Project View Table
        • Keyboard Shortcuts for Editing Within a View
        • Navigating Within Dialog Boxes and Forms
        • Help Shortcuts
  • Index
  • About the Author
  • SPECIAL OFFER: Upgrade this ebook with OReilly

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