Project2007Adv_TrainingManual

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Advanced Instructor Guide

www.microsofttraining.

Project 2007Advanced

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icrosoft Project !""# $dvanced Courseware


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Table of Contents

Section 1: Customizing Project......................................................................................................6Lesson 1.1: Using Advanced Views...................................................................................................... 7

Using the Gantt Chart View..................................................................................................................................7

Using the Tracking Gantt View.............................................................................................................................8

Using the Network Diagram.................................................................................................................................9

Adjusting Time Scaes.........................................................................................................................................!!Changing "our #ont............................................................................................................................................!$

Lesson 1.2: Formatting the Gantt Chart...........................................................................................16#ormatting %ndi&idua 'ars................................................................................................................................!(

#ormatting Categories........................................................................................................................................!7Adding Te)t to 'ars.............................................................................................................................................*!

Adding Te)t 'o)es to a Chart.............................................................................................................................*$

Lesson 1.3: Customiing !ow "ro#ect Loo$s....................................................................................26

Adding +enus.....................................................................................................................................................*(Customi,ing +enus.............................................................................................................................................*9

Showing and -iding Tooars.............................................................................................................................$$

Customi,ing Tooars.........................................................................................................................................$/

Creating Tooars...............................................................................................................................................$8

Lesson 1.%: &etting "ro#ect's ()tions.................................................................................................%*Changing the Caendar or Date #ormat............................................................................................................01

Changing "our User Name and Undo 2e&es.....................................................................................................0*Setting Time Units...............................................................................................................................................00

3naing AutoSa&e..............................................................................................................................................07

Setting Cacuation 45tions................................................................................................................................08

Setting Securit6 45tions......................................................................................................................................09The %nterace Ta and Scheduing 45tions........................................................................................................./1

&ection 1: +eview ,uestions...............................................................................................................-%

Section 2: Advanced Topics..........................................................................................................56

Lesson 2.1: as$s.................................................................................................................................-7Setting #i)ed Duration Tasks............................................................................................................................../7

+odi6ing #i)ed Tasks......................................................................................................................................../9

Adding a -65erink to a Task..............................................................................................................................(1Using the Tracking Tooar................................................................................................................................($

Lesson 2.2: "ro#ect Costs....................................................................................................................6-Setting Currenc6 45tions....................................................................................................................................(/

3ntering Costs.....................................................................................................................................................((

Using Cost ate Taes.......................................................................................................................................71Aout #i)ed Costs...............................................................................................................................................7*

Aout Cost esources.........................................................................................................................................70

Viewing Costs......................................................................................................................................................7(

+anua6 U5dating Costs...................................................................................................................................81

Lesson 2.3: he /or$ 0rea$down &tructure Code..........................................................................3Understanding the 'S Code............................................................................................................................8$

Assigning a 'S Code to a Task........................................................................................................................80Viewing the 'S Code o a :roject....................................................................................................................8/

Customi,ing the 'S Code................................................................................................................................87

Lesson 2.%: m)orting and 4)orting Fi5es.......................................................................................*


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%m5orting a #ie..................................................................................................................................................91

3)5orting a #ie..................................................................................................................................................99

Using Custom +a5s..........................................................................................................................................!10

3)5orting a Gantt Chart...................................................................................................................................!18

&ection 2: +eview ,uestions.............................................................................................................11*

Section 3: Finising !our Project..............................................................................................112Lesson 3.1: Adding a rawing..........................................................................................................113

Using the Drawing Tooar...............................................................................................................................!!$

Drawing Two Dimensiona Sha5es...................................................................................................................!!8

Drawing 2ines...................................................................................................................................................!*$

Drawing Arrows................................................................................................................................................!*0Drawing :o6gons............................................................................................................................................!*/

Lesson 3.2: diting a rawing..........................................................................................................127Changing the 4rder o Sha5es..........................................................................................................................!*7

+odi6ing Drawing :ro5erties.........................................................................................................................!$1C6cing the #i Coor.......................................................................................................................................!$8

Attaching a Drawing to a Task.........................................................................................................................!$9

Lesson 3.3: U)dating and Fi5tering 8our "ro#ect............................................................................1%1

U5dating Tasks..................................................................................................................................................!0!U5dating the :roject.........................................................................................................................................!0(

A556ing Custom #iters...................................................................................................................................!/*

Lesson 3.%: Creating "rogress Lines................................................................................................16*Dis5a6ing the :rogress 2ine............................................................................................................................!(1

%nter5reting a :rogress 2ine.............................................................................................................................!($

3diting or emo&ing :rogress 2ines................................................................................................................!($

#ormatting a :rogress 2ine..............................................................................................................................!(0

Lesson 3.-: rac$ing "rogress..........................................................................................................166Using the :roject Guide....................................................................................................................................!((

Aout Status %ndicators.....................................................................................................................................!(8

Tracking 4&erdue Tasks with #iters................................................................................................................!(8

Tracking Com5eted Tasks................................................................................................................................!71

Tracking Tasks 6 Grou5ing.............................................................................................................................!7$&ection 3: +eview ,uestions.............................................................................................................17-

Section ": #or$ing #it %u&tip&e Projects...............................................................................1''

Lesson %.1: Versions o9 icroso9t "ro#ect........................................................................................17:roject *117 Standard......................................................................................................................................!78

:roject *117 :roessiona.................................................................................................................................!81

:roject Ser&er *117..........................................................................................................................................!81Com5aring :roject :roessiona; Standard; and Ser&er...................................................................................!8$

Lesson %.2: /or$ing with +esource "oo5s............................................................................. .........1-Starting a esource :oo..................................................................................................................................!8/

2inking a :roject to the :oo............................................................................................................................!87

Creating a esource :oo rom +uti5e :rojects............................................................................................!89Uninking a :roject rom a esource :oo.......................................................................................................!90

U5dating a esource :oo................................................................................................................................!9/

Lesson %.3: /or$ing with u5ti)5e "ro#ects; "art (ne..................................................................16T65es o +uti5e :rojects.................................................................................................................................!9(

%nserting Su :rojects.......................................................................................................................................!98

Uninking or emo&ing Su :rojects................................................................................................................!99

Consoidating :rojects......................................................................................................................................*1!Consoidating :rojects Using the New indow Command..............................................................................*1$

Using :roject orks5aces................................................................................................................................*10


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Lesson %.%: /or$ing with u5ti)5e "ro#ects; "art wo..................................................................2*Viewing a +aster :roject


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Co56ing :roject 3ements.................................................................................................................................$$$

enaming 3ements with the 4rgani,er............................................................................................................$$7

Deeting 3ements.............................................................................................................................................$$8

Lesson 7.3: Using "ro#ect with other A))5ications..........................................................................3%*%nserting 4jects...............................................................................................................................................$01

%m5orting Data rom 4utook...........................................................................................................................$0/

3)5orting Data to 4utook................................................................................................................................$07Sa&ing a :roject as >+2..................................................................................................................................$09

&ection 7: +eview ,uestions.............................................................................................................3-2


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Section 1: Customizing Project

In this section you will learn how to: Use t%e &antt c%art view Use t%e 'racking &antt view Use t%e Network (iagram view $djust timescales C%ange t%e font Format individual &antt bars Format &antt c%art categories $dd te)t to &antt *ars

$dd a te)t bo) to a &antt c%art $dd menus Customi+e menus ,%ow and %ide toolbars Customi+e toolbars Create toolbars C%ange t%e date format C%ange -our user name ,et time units .nable $uto,ave ,et calculation options ,et securit- options


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icrosoft Project !""#

Lesson 1.1: Using !"ance! #iews

One of t%e biggest advantages to using icrosoft Project !""# is its abilit- to

displa- data in man- di0erent wa-s1 2ou s%ould alread- know %ow to arrangewindows3 split t%e screen3 and access a number of basic views in Project1 'ostart t%is section3 were going to kick t%ings o0 b- learning some moreadvanced wa-s -ou can use views in icrosoft Project1

Using the $antt Chart #iew

'%is is probabl- t%e most widel- used view in Project4 as a matter of fact3 it isicrosoft Projects default view1

On t%e left %and side3 we %ave t%e task entr- s%eet4 on t%e rig%t3 we %ave atimeline wit% our various tasks listed1 $s -ou alread- know3 -ou can add anddelete tasks from t%e task entr- s%eet3 and -ou can adjust t%e duration andsc%eduling of tasks b- dragging t%e &antt bars in t%e &antt c%art wit% -ourmouse1

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Using the Trac%ing $antt #iew

2ou can access t%e 'racking &antt view from t%e 6iew menu1

'%e 'racking &antt view looks 7uite similar to t%e &antt c%art view3 e)ceptt%at it s%ows -ou w%at percentage of eac% task %as been completed1

2ou can also see lined &antt bars 8w%ic% look like t%e- are made of smallcells or blocks9 t%at follow under t%e summar- task &antt bars1 '%ese give-ou an idea of %ow muc% of t%e summar- task 8p%ase9 is complete1

:f -ou saved a baseline for -our project3 -ou will see t%e original baselinesc%eduling in t%e form of gre- &antt bars1 2ou will also see t%e current


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project sc%eduling in t%e form of blue &antt bars1 :f -our project tasks %avebeen dela-ed3 or moved forward or back in time3 -ou will see slippagebetween t%e blue bars 8current9 and t%e gre- bars 8base line91 :f -ou are rig%ton sc%edule wit% no c%anges or dela-s3 bot% sets of bars will be in s-nc1

Using the &etwor% 'iagram

Projects Network (iagram view is also accessible from t%e 6iew menu1


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:f -ou rig%t click on a task bo)3 -ou will see a pop up menu wit% a selection ofoptions1

2ou can also use t%e +oom out button 8 9 to see more of t%e diagram1


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:n t%e +oomed out view s%own below3 -ou can see t%e critical tasks 8and t%ecritical pat%9 for t%e project1

!justing Time Scales

?%en -ou are using an- of t%ese t%ree views3 8&antt c%art3 'racking &antt3 orNetwork (iagram93 -ou can adjust t%e timescale t%at -ou see in di0erentwa-s1

'%e @rst is to use t%e Aoom :n and Aoom Out buttons on t%e standard toolbar

8 91 2ou can also click t%e 6iew menu and click Aoom for a more precise+oom tool1


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'%e t%ird met%od is to adjust t%e timescale directl-1 '%is met%od is availablew%en -ou are using t%e &antt view or 'racking &antt view 8w%en t%etimescale is visible on t%e top of t%e &antt c%art91

Click t%e Format menu and click 'imescale to displa- t%e following dialogue=

:n t%is dialogue3 -ou can c%oose %ow man- tiers are displa-ed 8using t%e,%ow @eld93 and w%ic% unit eac% tier will use 8using t%e Units @eld91 2ou canalso set t%e label st-le3 alignment3 and si+e for eac% tier1


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Changing (our )ont

:t is fairl- eas- to c%ange t%e font for certain elements of -our project1 'o dot%is3 @rst select t%e te)t t%at -ou want to c%ange1

Ne)t3 click t%e Format menu and click Font1


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'%e ne)t step is to use t%e Font dialogue bo) to specif- -our font options1

2ou can see a preview of -our selected font and formatting in t%e samplewindow1 ?%en -ou are read- to appl- -our c%anges3 click t%e OK button1

Eemember3 -ou cannot undo font c%anges wit% t%e Undo button3 so becareful w%en c%anging t%ese settings1


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:f -ou want to @nd out w%at t%e font settings are for a particular section ofte)t3 select some te)t t%at %as t%e font -ou are interested in3 and t%endispla- t%e Font dialogue1

'%e details for t%e selected font will appear in t%e dialogues @elds1


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Lesson 1.*: )ormatting the $antt Chart

Now t%at -ou are familiar wit% t%e &antt c%art views3 it is time to learn %ow

to format it1 '%e good t%ing is t%at some of t%ese formatting tools can beapplied to ot%er views as well3 suc% as t%e Network (iagram view1

)ormatting In!i"i!ual +ars

2ou can format individual bars in t%e &antt c%art b- double>clicking on t%em1?%en -ou double click on a &antt bar3 t%e following Format *ar dialogue willappear1

:n t%is dialogue3 -ou can c%oose an- s%ape3 t-pe3 and colour t%at -ou wantfor t%e start3 middle3 and/or end of t%e &antt bar1


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$s an e)ample3 %ere is an image s%owing some &antt *ar settings=

2ou will notice t%at a preview of -our new &antt bar st-le will appear in t%e,ample area1

:f -ou click t%e OK button3 t%e new settings will be applied to t%e &antt bart%at -ou double clicked on to displa- t%e dialogue1

:f -ou dont like t%e appearance of -our new &antt bar3 double click it againto displa- t%e dialogue3 and t%en click t%e Eeset button to return to t%e

default color and s%ape sc%eme1

)ormatting Categories

:f -ou want to c%ange t%e appearance of all &antt bars of a certain t-pe3 ort%e appearance of split or summar- tasks3 t%ere is a more eGcient wa- t%angoing t%roug% t%e project and c%anging eac% &antt bar individuall-1


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:f -ou double>click on a blank spot in t%e &antt c%art area 8or click t%eFormat menu and click *ar ,t-les93 -ou will see t%e following dialogue=

Compared to t%e Format *ar dialogue3 t%ere are a lot more options t%at -oucan con@gure wit% t%is dialogue3 but t%e wa- -ou con@gure t%ese options isessentiall- t%e same as before1

$t t%e top3 select a &antt bar t-pe3 and t%en use t%e @elds 8drop lists9 at t%ebottom to c%ange t%e appearance of t%e selected t-pe1 Once -ou set up onecategor- of &antt bar3 -ou can t%en select and set up t%e ne)t1 Use t%e scrollbar 8s%own in t%e red s7uare in t%e image above9 to see ot%er categories of&antt bars and s-mbols1


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$s an e)ample3 %ere is an image of t%e *ar ,t-les dialogue after some of t%esettings %ave been recon@gured1

'%e following image s%ows t%e resulting &antt c%art after clicking t%e OKbutton1


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$lt%oug% t%ere is no Eeset button in t%e *ar ,t-les dialogue3 -ou can undot%e c%anges -ou appl- b- clicking t%e Undo button 8 91

:f -ou click t%e :nsert Eow button3 -ou will be able to create -our own custom&antt s-mbol/bar1


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icrosoft Project !""# !!

2ou can specif- w%at t-pe of task -our custom bar t-pe will be applied to b-c%oosing from t%e ,%ow For drop list1

'o remove a row from t%e dialogs list3 select it and click t%e Cut Eow button1


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!!ing Te,t to +ars

2ou can add te)t to individual bars using t%e *ar 'e)t tab in t%e Format *ardialogue=

:n t%e dialogue3 use t%e drop lists associated wit% a region around or in t%ebar to displa- one of a number of possible data options1 :n t%e image above3HComplete is selected so t%at it will be displa-ed in t%e inside of t%e bar1


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$s before3 -ou can click t%e Eeset button to appl- Projects default settings1

2ou can also use t%e *ar ,t-les dialogue to add te)t to various categories of&antt bars1


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Iust select a bar t-pe from t%e top part of t%e dialogue3 and c%oose t%e t-peand location of t%e te)t in t%e bottom part of t%e dialogue1

2ou can enter te)t directl- into a given location @eld3 or click t%e drop>downarrow to c%oose from a list of te)t elements1 :n eit%er case3 t%e te)tual

information will be displa-ed on t%e selected bar 8if -ou are c%angingindividual bars wit% t%e Format *ar dialog9 or on ever- bar in t%e selectedcategor- 8if -ou are using t%e *ar ,t-les dialog91

!!ing Te,t +o,es to a Chart

:f -ou want to add annotations directl- to t%e &antt c%art3 -ou can alwa-sadd a te)t bo)1 'o do t%is3 @rst click t%e :nsert menu and t%en click t%e(rawing option1

:f -ou perform t%is action3 -ou will see t%e following toolbar appear on -ourscreen=

2ou can add an- of t%e s%apes visible on t%e drawing toolbar b- clicking ont%e s%ape icon on t%e toolbar3 and t%en drawing t%e s%ape out onto -ourProject c%art b- dragging -our mouse1 8'%e te)t bo) s%ape is s%own wit% ared rectangle around it in t%e image above19

?%en -ou click t%e te)t bo) icon3 -our mouse pointer will turn into across%air1 2ou can t%en use -our mouse to drag t%e te)t bo) s%ape out on-our screen1


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Once -ou release -our mouse button3 -ou will be able to t-pe in t%e te)t bo)1

2ou can move t%e te)t bo) b- dragging it wit% -our mouse3 or resi+e it b-dragging its outer edges1 'o delete t%e te)t bo)3 click it to select it3 and t%enpress t%e (elete ke- on -our ke-board1


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Lesson 1.-: Customizing ow Project Loo%s

,o far3 we %ave dealt wit% c%anging t%e look of particular elements wit%inProject3 suc% as views3 &antt c%arts3 and te)t1 Ne)t3 we will learn about

customi+ing t%e actual Project !""# interface to c%ange %ow Project looks asan application1

:n t%is lesson3 well focus on customi+ing menus and toolbars so t%at -ou canget t%e most out of icrosoft Project1 Eemember t%at customi+ed menus andtoolbars are saved in Projects global template3 so t%ese c%anges will beloaded ever- time -ou open Project1

!!ing /enus

*- default3 Project Professional !""# s%ows -ou eleven commonl- usedmenu %eadings4 t%e Project icon3 File3 .dit3 6iew3 :nsert3 Format3 'ools3Project3 Eeport3 Collaborate3 ?indow3 and


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?%en -ou perform t%is action3 t%e Customi+e dialogue will open to displa-t%e options under t%e Commands tab1

:n t%e Categories list of t%is tab3 scroll down to *uilt>:n enus1


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Now -ou can take an- of t%e items in t%e Commands list and drag and dropt%em onto t%e menu bar at t%e top of t%e Project screen1

?%en -ou drag a menu %eading from t%e Commands list to t%e menu bar3t%e menu will become available for use in t%e t-pical wa-1

:f -ou want to remove a menu from t%e menu bar3 open t%e Customi+edialogue bo) and t%en drag t%e menu o0 t%e screen1 82ou can do t%is wit%an- menu3 even t%e default Project menus19

Customizing /enus

?%en -ou displa- t%e Customi+e dialogue bo)3 -ou s%ould notice a commandcalled New enu in t%e Categories list1 '%is particular option is for creating-our own custom menus1


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:f -ou drag t%is menu to t%e menu bar3 a blank menu will appear1 2ou cant%en customi+e t%is blank menu b- c%oosing an- categor-3 picking acommand3 and dragging it to t%e new menu1


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:n t%is e)ample3 a new menu wit% a recentl- used @le list was created1

2ou can even use t%is same process to add to add commands to t%e e)istingProject menus1 :n t%is image3 we are adding a J#DH complete option to t%eProject menu1


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?%en -ou rig%t click3 -ou will see a menu t%at will allow -ou to reset3 delete3or edit t%e command in 7uestion1 2ou can customi+e newl- added menucommands and pre>e)isting menu commands in t%is wa-1

Showing an! i!ing Toolbars

:n addition to customi+ing menus3 -ou can also s%ow or %ide t%e variousProject !""# toolbars1

One wa- to displa- toolbars is to rig%t>click on a blank space beside in t%etoolbar area and put c%ecks b- t%e toolbars t%at -ou want to s%ow3 orunc%eck t%ose t%at -ou want to %ide1

$not%er wa- to con@gure toolbars is to displa- t%e 6iew menu3 c%oose'oolbars3 and c%eck or unc%eck toolbars from t%e list1


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2ou can also open t%e Customi+e dialogue and click t%e 'oolbars tab1 '%is willdispla- a dialogue bo) wit% options to c%eck or unc%eck toolbars1


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Customizing Toolbars

:f -ou wis%3 -ou can add or remove buttons from Project !""# toolbars1 '%e@rst step is to open t%e Customi+e dialogue bo)1 Ne)t3 click t%e Commandstab and c%oose a categor-1

2ou will now be able to drag a command from Commands list 8circled in redin t%e image above9 to t%e toolbar of -our c%oice1

2ou can also edit toolbar buttons w%en -ou %ave t%e Customi+e dialogueopen1 Iust rig%t>click t%e button on t%e toolbar and c%oose -our action fromt%e pop up menu1


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Eemember3 t%e Customi+e dialogue must be displa-ed @rst1

2ou can easil- c%ange a toolbars position on t%e screen b- placing -ourmouse pointer on t%e end of t%e toolbar and dragging it to its new location1?%en -ou do t%is3 make sure -ou place -our pointer on t%e series of dots att%e end of t%e toolbar1 '%is will allow -ou to drag it wit% -our mouse1


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2ou can attac% toolbars to t%e sides3 top3 or bottom of t%e screen3 or %avet%em Loating in t%e middle as s%own in t%e sample image t%at follows1


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Creating Toolbars

?it% Project !""#3 -ou can customi+e -our own toolbars to meet -our ownre7uirements1 'o do t%is3 @rst open t%e Customi+e dialogue and click t%e

'oolbars tab4 t%en3 click t%e New button1

?%en -ou press t%e New button3 a dialogue will appear asking -ou to namet%e new toolbar1

$fter -ou name it and click t%e OK button3 t%e toolbar will appear on t%escreen1


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$t t%is point -ou can drag and drop commands from t%e Customi+e dialogueto -our new toolbar1

Iust like -our standard toolbars3 -ou can drag customi+ed toolbars to an-location on -our screen1 :n addition3 t%e- will be available on t%e toolbar listso -ou %ave t%e option of s%owing or %iding t%em1


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Lesson 1.0: Setting Projects 23tions

2ou can also modif- t%e Project application to suit -our needs is b-

customi+ing its options1 '%e Options dialogue can be opened b- clicking t%e'ools menu and clicking Options1 $ll options t%at -ou set in t%e dialogue willonl- appl- to t%e current project3 unless -ou click t%e ,et $s (efault option8w%ic% is not available for all c%oices91

Note t%at no tab %as a Eeset option3 so make sure -ou remember w%ic%options -ou c%anged1

Changing the Calen!ar or 'ate )ormat

'o c%ange t%e default calendar settings3 use t%e options under t%e Calendartab1


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'%is tab will allow -ou to specif- t%e start da-3 t%e start time3 t%e end time3t%e %ours per da-3 and t%e %ours per week for t%e default calendar1 '%esesettings will be applied to tasks if -ou do not specif- anot%er t-pe of calendar8ot%er t%an t%e default9 e)plicitl-1

Eemember3 to appl- t%ese settings globall- in Project 8rat%er t%an just t%ecurrent project93 click t%e ,et as (efault button1

'o c%ange t%e date format3 use t%e 6iew tab1


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Under t%is tab3 -ou can scroll t%roug% t%e items in t%e (ate Format drop listto select t%e date format of -our c%oice1

Changing (our User &ame an! Un!o Le"els

'o c%ange -our user name from wit%in Project !""#3 displa- t%e Optionsdialogue3 and t%en click t%e &eneral tab1


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:n t%e User Name @eld3 enter t%e user name t%at -ou want to use1 8'%isusername will appear in t%e $ut%or @eld under t%e ,ummar- tab of t%eProperties dialogue19

2ou can also c%ange %ow man- levels 8steps9 -ou can retrace wit% t%e Undobutton1 Iust use t%e small arrows in t%e Undo Mevels @eld to increase ordecrease t%e amount of undo actions t%at can be taken1


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'%e default amount of undo levels is set at !"1 8Project !""# will allow -ou toset t%e amount of undo levels as %ig% as 5519 :f -ou want to c%ange t%isamount for all projects3 dont forget to click t%e ,et as (efault button after-ou adjust t%e value1

Setting Time Units

Project !""# also allows -ou to c%ange t%e units used for time values1 '%eoptions to do t%is are available under t%e .dit tab1

Iust select a di0erent time unit from t%e drop list provided for an- of t%e time@elds t%at -ou want to c%ange1



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Now3 wit% t%ese c%anges3 t%e 'ask .ntr- list will look like t%e following=



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icrosoft Project !""# #

4nabling utoSa"e

Under t%e ,ave tab of t%e Options (ialogue3 -ou will see settings for Projects$uto,ave feature1

*- c%ecking t%e J,ave ever- c%eckbo)3 -ou can enable $uto,ave1 Projectwill automaticall- save -our current work as fre7uentl- as -ou specif- in t%ecorresponding minutes @eld 8t%e default is ;"91


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?%en -ou activate $uto,ave3 a JPrompt *efore ,aving c%eckbo) willbecome available1 :f -ou clear t%is bo)3 Project !""# will not prompt -ouw%en it $uto ,aves1 :f -ou leave t%e c%eck in t%is bo)3 -ou will be promptedever- time -our current work is $uto ,aved1

Of course3 $uto,ave is a ver- useful feature w%en working wit% e)tensiveand important Project @les1 :n t%e case of a computer cras% or power failure3t%is feature can prevent -ou from losing %ours of work1

Setting Calculation 23tions

'%e Calculation tab of t%e Options dialogue will come in %and- if -ou want toc%ange %ow Project calculates time and costs1 '%is can also be useful if -oudont want Project to calculate costs or time automaticall- 8or at all91

*- selecting t%e appropriate radio buttons3 -ou can specif- if project s%ouldcalculate automaticall- or manuall-1 ?it% automatic calculation3 time andcosts will be computed automaticall- w%en factors inLuencing t%ese valuesare entered or c%anged1



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Under t%e manual setting3 t%ese calculations will occur onl- w%en -ou take aspeci@c action 8suc% as clicking t%e Calculate Now button91 2ou can alsospecif- if onl- t%e currentl- active project3 or all open projects will becalculated1

Setting Security 23tions

'%e options under t%e ,ecurit- tab can be useful for removing personalinformation from t%e @le properties 8suc% as t%e JEemove personalinformation from @le properties on save c%eck bo)91

'%e acro ,ecurit- button will provide a dialogue wit% options pertaining tot%e securit- and use of macros in Project !""#1


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acros are small code modules 8programs9 t%at can carr- viruses 8maliciousprogram instructions91 acros can be e)tremel- useful for some tasks4%owever3 because of t%e dangers associated wit% t%em3 macro securit- is animportant subject1 For now3 t%e default macro securit- setting of


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?it% t%e c%eck bo)es under t%e :nterface tab 8s%own above93 -ou can specif-w%at t-pes of actions will invoke option buttons1

'%ere are also options under t%e :nterface tab for displa-ing 8or notdispla-ing9 t%e Project &uide panes and for using custom content wit% t%eProject &uide1


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icrosoft Project !""# D!

Finall-3 under t%e ,c%edule tab -ou will see options for specif-ing %ow -ourtasks will be sc%eduled3 %ow -our tasks will ad%ere to constraints3 and if newtasks will be e0ort driven b- default1

2ou can also deactivate t%e $uto Mink feature 8automatic linking of tasks t%at

are moved or inserted9 b- clearing t%e corresponding c%eckbo)1


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Using t%e ,c%eduling options drop lists3 -ou can also c%ange t%e time unitst%at duration and work are entered in1

Once again3 to make -our option c%anges global3 click t%e ,et as (efaultbutton1


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Section 1: 5e"iew 6uestions

1. The $antt chart "iew shows7

A. '%e grap%ical representation of a tasks durationB. Minks between tasksC. ,ub 'asksD. $ll of t%e above

2. The Trac%ing $antt "iew will show you7A. 'ask durationsB. *aselinesC. Critical Pat%D. $ll of t%e above

3. 8hich of the following is true9A. Using t%e Aoom button can c%ange t%e timescaleB. 2ou cannot add additional tiers to t%e timescaleC. C%anging t%e timescale will alwa-s increase t%e duration of tasksD. None of t%e above

4. bar in the $antt chart re3resents7A. $ resourceB. $ costC. '%e duration of a taskD. $ll of t%e above

5. To format a 3articular tas%s $antt chart bar you shoul!7A. (ouble click on t%e task name in t%e task entr- listB. (ouble click on an- task in t%e &antt c%artC. (ouble click on t%e particular bar corresponding to t%e taskD. (ouble click in an empt- area of t%e &antt c%art

6. To mo!ify entire categories of bars in the $antt chart youshoul!7.

A. (ouble click on t%e task name in t%e task entr- listB. (ouble click an- task in t%e &antt c%artC. (ouble click an empt- area of t%e &antt c%artD. None of t%e above

7. te,t bo, can be use! to7A. $dd a comment about t%e current ProjectB. Provide information about a particular element in t%e ProjectC. .n%ance t%e appearance of t%e &antt c%artD. $ll of t%e above


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8. The Project user interface consists of7.A. '%e menus3 toolbars3 windows3 and dialogue bo)es t%at allow -ou to

interact wit% t%e Project programB. $ special dialogue bo) for customi+ing t%e &antt c%art

C. ,omet%ing t%at cannot be modi@ed in an- wa-D. $ view t%at s%ows resource driven tasks

9. 8hich 3arts of the user interface can be customize!9A. enusB. 'oolbarsC. '%e menu barD. $ll of t%e above

10. 8hen you acti"ate utoSa"e Project will7A. ,ave -our @le ever- time -ou make a c%ange or edit it

B. ,ave -our @le ever- time -ou open anot%er applicationC. ,ave -our @le automaticall- w%en -ou close ProjectD. ,ave -our @le regularl- based on a time period t%at -ou specif-1

Check your answers online at www.microsofttraining.net/?

Any other questions? Online support forum and knowledge basewww.microsofttraining.net/forum

Visit our forum to have your questions answered by our Microsoft certied trainers


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Section *: !"ance! To3ics

In this section you will learn how to: ,et @)ed duration tasks odif- @)ed tasks $dd %-perlinks Use t%e 'racking toolbar .nter costs 6iew costs anuall- update costs Use @)ed costs Use cost resources

C%ange currenc- Use cost rate tables Understand ?*, codes $ssign ?*, codes to tasks 6iew t%e ?*, code (e@ne a ?*, code :mport a @le .)port a @le Use custom maps .)port a &antt c%art


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Lesson *.1: Tas%s

:f -oure an advanced user3 -oure probabl- prett- familiar wit% creatingtasks3 assigning resources to t%em3 and updating work1 :n t%is lesson3 were

going to cover some task operations t%at -ou ma- not be so familiar wit%1

Setting )i,e! 'uration Tas%s

$s -ou probabl- alread- know3 t%ere is more t%an one task t-pe in Project1 :nt%e 'ask :nformation dialogue3 -ou can see t%e t%ree task t-pe options t%atare available1


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'%e following table provides a brief summar- of %ow t%e task t-pes work1

Tas% Ty3e 4,3lanation /ust be 4;ort'ri"en9

)i,e! 'uration (uration for t%ese tasks will notc%ange1

No

)i,e! Units


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total units for all resources remains t%e same1 :n our e)ample3 " "/!"but now t%e !" units is D resources at units rat%er t%an resources at Dunits1

/o!ifying )i,e! Tas%s

?%en -ou modif- a task t%at is @)ed3 -ou must take into account t%e e0ecton ot%er elements involved in t%e task sc%eduling e7uation1 ?%en -ou lookat t%e following table3 keep t%e (uration ?ork / Units e7uation in mind1

Tas% Ty3e If youchange7

Projectrecalculates7

)i,e! !uration Units ?ork

(uration ?ork

?ork Units

)i,e! units

Units (uration

(uration ?ork

?ork (uration

)i,e! wor% Units (uration

(uration Units

?ork (uration

$s an e)ample3 lets sa- t%at we %ave a Fi)ed ?ork task t%at involves asingle resource1 :f we decrease t%e number of resource units assigned3 t%eresource will %ave to work longer 8increase duration9 to accomplis% t%e @)ed

amount of work1

:f we decrease t%e duration3 t%e resource units must increase to ac%ieve t%e@)ed amount of work re7uired in t%e reduced time1 '%e parts of t%e e7uationt%at are not @)ed will adjust to ac%ieve balance depending on w%at isc%anged1


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For t%e default Fi)ed Units tasks3 adding a resource can s%orten t%e duration1'%e task re7uires a @)ed amount of units to complete t%e work based on its@rst resource assignment1 :f -ou assign more resources3 t%e work will bedone faster1 8:n ot%er words3 if t%e work re7uires @)ed amount of units and-ou assign twice as man-3 t%e work will get done twice as fast91

Fi)ed (uration tasks are a bit di0erent1 *ecause t%e (uration cannot c%ange3some ot%er term in t%e e7uation must adjust to compensate if t%e work orresources is increased1 ,ummar- tasks3 for e)ample3 are considered @)edduration3 because t%eir lengt% depends on %ow long t%eir subtasks take1

!!ing a y3erlin% to a Tas%

:n Project !""#3 it is possible to link -our tasks to information storedelsew%ere3 suc% as a @le on -our computer3 an :nternet site3 or a site on -ourcompan-s intranet1

One wa- to create a %-perlink of t%is t-pe is to use t%e 'ask Notes tab in t%etask information dialogue1


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Iust t-pe t%e UEM of t%e site into t%e task notes and it will appear as a%-perlink1 :f -ou displa- t%e 'ask Notes and click t%e %-perlink3 t%e ?eb sitewill open in -our browser1

2ou can also attac% a %-perlink b- selecting t%e task3 t%en clicking t%e :nsert

menu and c%oosing


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:n t%is dialogue3 -ou can use t%e navigation controls to create a link to a @leor folder on -our computer4 or -ou can specif- a web location for -our%-perlink1 ?%atever -ou enter into t%e Jte)t to displa- @eld will be t%e te)tof t%e


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'%e table below provides a brief description of t%e tools on t%e trackingtoolbar1

6iew -our projects statistics1

,et t%e tasks $ctual ,tart (ate as t%e sc%eduled start date1 '%is willalso record $ctual (uration completed to t%e current date 8or t%estatus date3 if one %as been speci@ed91

Eesc%edule work for t%e current date 8or t%e status date3 if one %asbeen speci@ed91

$dd a progress line1 8'%ese will be covered in detail later on19

,et t%is task as Not ,tarted1

,et t%e selected task as !DH complete1

,et t%e selected task as D"H complete1

,et t%e selected task as #DH complete1

,et t%e selected task as ;""H complete1

,%ows t%e Update 'ask form for t%e selected task1

,et a Eeminder1

(ispla- t%e Collaborate toolbar1


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Lesson *.*: Project Costs

'o a large e)tent3 managing a project involves two main tasks= managingtime and managing costs1 '%is lesson will deal wit% Projects cost

management features1 2ou will learn %ow to c%ange currencies3 enter costs3%ow to view costs3 and %ow to update costs1 2ou will also learn about @)edcosts and about one of Project !""#s new features3 cost resources1

Setting Currency 23tions

*efore we begin our discussion of costs in Project3 we s%ould talk a little bitabout currencies 8after all3 prett- muc% an- cost is measured in some t-pe ofcurrenc-91

'o set t%e currenc- for a project3 click 'ools3 followed b- Options3 and t%enclick t%e 6iew tab in t%e Options dialogue1

?it% t%e options s%own above3 -ou can set up t%e currenc- t-pe for t%ecurrent project1 '%e default currenc- is U, dollars3 wit% t%e s-mbol and twodigits after t%e decimal1 'o c%ange t%e currenc-3 displa- t%e Currenc- drop

list1



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2ou can scroll t%roug% t%e currenc- list to @nd t%e currenc- option of -ourc%oice1 2ou can use t%e ot%er currenc- options to c%ange t%e s-mbol t%at isused3 as well as t%e placement of t%e s-mbol relative to t%e number1

?%en -ou %ave set up -our preferred currenc- for t%e Project3 click OK in t%eOptions dialogue to implement -our c%oice1

4ntering Costs

'%ere are a few di0erent wa-s to enter costs in Project !""#1 'o e)ploret%ese3 lets look at a simple e)ample1

:n t%e following project3 -ou will see one simple task called J*uild t%e poolt%at %as a duration of two weeks1

'%e resource s%eet view tells us t%at t%ere are t%ree resources available=ike3 *ill3 and Ianet1

$s -ou probabl- alread- know3 eac% one of t%ese resources can %ave costsassociated wit% t%em1 '%ere is a ,tandard rate and an Overtime rate @eld for


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eac% one of t%ese work resources1 2ou can t%ink of t%ese @elds as t%estandard and overtime cost for t%e corresponding resource1

'o enter t%ese costs3 t-pe t%em directl- into t%e standard rate and overtime@elds respectivel-1

Notice t%at for t%e last resource 8Ianet9 a value of ""/w is entered1 '%ismeans t%at t%e cost for t%e resource named Ianet is eig%t %undred dollars 8orw%atever currenc- unit -ou speci@ed for t%e project9 per week1 :f -ou justentered t%e value "" wit%out t%e /w3 Project would assume t%at -ou mean"" per %our3 as %our is t%e default pa- rate unit1 2ou can enter resource

costs on an %ourl- 8/%r93 weekl- 8/w93 or -earl- 8/-9 basis3 as -ou see @t1

2ou can also double click on a resource to reveal t%e Eesource :nformationdialogue1 Under t%e Costs tab -ou will see options for entering ,tandard andOvertime costs1



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'%e same rules for entering costs appl- %ere just as t%e- did for t%eEesource s%eet view discussed above1


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'%is is w%ere -ou would enter costs on a per use basis1 For e)ample3 aparticular t-pe of mac%ine ma- cost D"" per use1

'%is @eld is also available in t%e resource s%eet view1

Finall-3 -ou can use t%e Cost $ccrual drop list near t%e bottom of t%e Coststab to specif- if costs will be applied at t%e beginning or end of t%e task3 orevenl- t%roug%out t%e duration of t%e task 8prorated91

Using Cost 5ate Tables

2ou s%ould notice t%at t%ere are @ve tabs across t%e top of t%e table of costinformation t%at we discussed above1



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2ou can click on eac% tab and setup from one to @ve di0erent resource costtables1 ?%en -ou click t%e OK button in t%e dialogue3 t%ese Cost Eate tableswill be preserved along wit% t%e ot%er resource information1

?%en a resource is assigned to a task3 -ou can c%oose an- of t%e resourcescost rate tables for t%e task1 '%is allows -ou to model situations w%ere a

resource ma- be paid a di0erent rate depending on t%e t-pe of work 8task9 in7uestion 8for e)ample3 an oGce rate vs1 a @eld rate91 2ou can also modelsituations w%ere a resources cost c%anges over time1

:f -ou do not specif- a particular cost rate table3 t%e default is table 8tab9 $1

For an e)ample3 assume t%at t%e resource named ike is assigned to t%etask of building t%e pool1


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:f -ou switc% to Eesource Usage view 86iew > Eesource Usage9 and doubleclick on a particular task 8*uild t%e Pool in t%is e)ample93 -ou will see t%e$ssignment :nformation dialogue1

:n t%e $ssignment :nformation dialogue3 -ou can specif- t%e cost rate tableof -our c%oice from t%e Cost Eate 'able list provided1

bout )i,e! Costs

,ometimes t%ere are costs t%at are not associated wit% a particular work ormaterial resource1 'ake t%e J*uild a pool task for e)ample3 and assume t%ateac% swimming pool re7uires t%e purc%ase of a @ltration s-stem for D""dollars1 '%is means t%at t%ere is an additional3 @)ed3 D"" dollar cost for eac%pool t%at is built1


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'o enter t%is cost3 c%oose t%e 6iew menu followed b- t%e 'able option3 andt%en click t%e Cost option1

:n t%e Cost view3 -ou will see a @eld for @)ed costs and total costs1

:f -ou enter D"" as a @)ed cost for t%e task 8for t%e pool @ltration s-stem9-ou will see t%e total cost for t%e task rise accordingl-1

bout Cost 5esources


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icrosoft Project !""# #!

Cost Eesources are a convenient new addition to Project !""#1 Mike a @)edcost3 a cost resource %as no relations%ip to t%e work re7uired for a task ort%e amount of work resources applied to t%e task1

$ cost resource is di0erent from a @)ed cost in t%at -ou can onl- enter one

@)ed cost for a task1 '%is means t%at if -ou %ave several @)ed costs for asingle task3 t%e- must be added toget%er and entered as a lump sum1 Project!""#s cost resource feature allows -ou to specif- as man- di0erent @)edcosts to a project as -ou like1

'o create a cost resource3 displa- t%e resource s%eet view 86iew > Eesources%eet93 enter a name for t%e resource3 and click t%e '-pe @eld to displa- t%e'-pe @elds drop list1

,elect t%e Cost option from t%e '-pe drop list and -ou will %ave created acost resource1 Now3 switc% to &antt c%art view3 select a task3 and t%endispla- t%e $ssign Eesources dialogue 8'ools > $ssign Eesources91


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icrosoft Project !""# #B

:n t%e $ssign Eesources dialogue3 c%oose -our cost resource 8pool c%emicalsin t%is e)ample9 and enter a monetar- value associated wit% -our costresource1 Eemember3 -ou can assign as man- di0erent cost resources as -oulike to a task1


#B


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#iewing Costs

'o view t%e total cost for -our tasks3 start from a &antt c%art view wit% t%e'ask .ntr- list 86iews > 'able > 'ask .ntr-9 and t%en c%oose t%e 6iew menu3

followed b- 'able3 followed b- t%e Cost option1

:n t%e resulting view3 -ou will see a list of -our projects tasks and t%eircorresponding total costs1 '%e value of t%e total cost for a task will includean- @)ed costs or cost resources t%at %ave been applied1

2ou can also see t%e total costs for -our resources b- displa-ing t%e Eesources%eet view 86iew > Eesource ,%eet93 and t%en once again selecting t%e Cost'able 86iew >'able > Cost91 '%is action will displa- cost information for all oft%e resources in -our project1


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icrosoft Project !""# #D

:f -ou wis%3 -ou can use t%e &roup *- drop list on t%e toolbar to organi+e-our cost views1

:f -ou c%oose t%e Eesource '-pe option from t%e &rouping b- list3 -ourresource costs will be grouped according to t%eir respective resource t-pes1


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'%is will displa- t%e Project :nformation dialogue1 :n t%is dialogue3 click t%e,tatistics button to see t%e cost information1


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icrosoft Project !""# ##

Eemember3 -ou can customi+e -our cost views to some degree b- adding or

removing column @elds1 For e)ample3 look at t%e following 'ask .ntr-/&anttc%art view1

Now3 if we switc% to a cost table view 86iew > 'able > Cost93 we will seesomet%ing like t%e following1

Now3 if -ou click t%e 6iew menu followed b- t%e 'ask Usage option3 -ou willsee a screen like t%e one s%own below1


##


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:n t%is task usage/cost table view3 -ou can see a break down of t%e $ctualcosts3 t%e 'otal costs3 t%e *aseline and t%e 6ariance3 for eac% task and itscorresponding resources1

/anually U3!ating Costs

'o manuall- update costs3 -ou s%ould @rst turn o0 t%e default automatic costupdating1 8?it% automatic cost updating3 w%en -ou enter a percent completefor t%e task3 t%e actual cost will be calculated b- Project19

First3 click t%e 'ools menu3 followed b- t%e Options menu item1 :n t%e Optionsdialogue3 c%oose t%e Calculation tab1 Under t%e Calculation tab3 clear t%eJ$ctual costs are alwa-s calculated b- icrosoft OGce bo)1


#


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icrosoft Project !""# #5

Click t%e OK button to implement t%e settings1 Now3 -ou will %ave access tot%e actual cost @elds to be able to c%ange t%em accordingl-1


#5


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'o enter an actual cost3 c%oose 6iew > 'able Q Cost1

:n t%e cost table3 manuall- update t%e cost b- entering a value directl- intot%e $ctual @eld1


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Lesson *.-: The 8or% +rea%!own Structure Co!e

*- now3 -oure probabl- prett- familiar wit% creating summar- tasks andsubtasks1 ?%at -ou ma- not know3 %owever3 is t%at Project adds a secret

number to -our outlined tasks1 '%is number is called t%e ?ork *reakdown,tructure Code3 or ?*,3 and it identi@es eac% task in its outline order1

Un!erstan!ing the 8+S Co!e

'o understand t%e signi@cance of t%e ?*, code3 take a look at t%e followinge)ample project1


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ssigning a 8+S Co!e to a Tas%

$lt%oug% -ou can use Projects ?*, Code features to ma)imi+e -oureGcienc-3 -ou dont %ave to worr- about assigning t%e code to tasks1 Project

assigns and updates a default ?*, code to tasks as -ou create and updatet%em1


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#iewing the 8+S Co!e of a Project

Up to t%is point3 we %avent actuall- seen t%is m-sterious code displa-ed inProject1 '%e easiest wa- to view t%e ?*, code is to @rst enter a table view3

suc% as &antt c%art or Eesource ,%eet3 and t%en rig%t>click on a column%eader and c%oose t%e :nsert Column option1

?%en -ou perform t%is action3 a Column (e@nition dialogue will appear1 Fromt%is dialogue3 c%oose ?*, for t%e @eld name1

Note t%at -ou can also c%oose t%e @eld title3 alignment3 and widt% in t%isdialogue1


B


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:f -ou wis%3 -ou can click t%e *est Fit button to %ave Project @t t%e column toits contents1 Once -ou click t%e *est Fit or OK button3 t%e new column will beinserted to t%e left of t%e column -ou initiall- rig%t clicked on1



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Customizing the 8+S Co!e

$lt%oug% Project automaticall- assigns a ?*, code to all tasks3 -ou do %avet%e option of creating -our own ?*, ordering sc%eme1

'o do t%is3 click t%e Project menu3 c%oose ?*,3 and click (e@ne Code1

Performing t%is action will displa- t%e following Code (e@nition dialogue=


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'o create a ?*, code3 enter a code se7uence3 code lengt%3 and separatorsfor eac% level t%at will be re7uired for t%e ?*, code in -our Project1 'ake t%efollowing ?*, code structure as an e)ample1

$

$/; $/! $/!1;

'%e implementation of t%is code in t%e Code (e@nition dialogue would be=

2ou can see a preview of -our custom ?*, code in t%e Code Preview @eld att%e top of t%e dialogue1 'o appl- -our code to t%e tasks in -our project3 clickt%e OK button1



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'%e following image s%ows t%e tasks ordered b- t%e custom ?*, codede@ned on t%e previous page1

2ou can see t%at t%e tasks are still in t%e same order3 alt%oug% t%e- %avebeen identi@ed di0erentl-1 :f we move tasks3 %owever3 we will %ave to uset%e ?*, menu to re>number our tasks1


#


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Lesson *.0: Im3orting an! 4,3orting )iles

$not%er important part of Project !""#s functionalit- is its abilit- to workwit% di0erent t-pes of @les1 :n t%is lesson3 were going to look at %ow to

import @les 8bring t%em into Project9 and %ow to e)port @les 8send t%em outfrom Project91

Im3orting a )ile

:n icrosoft Project3 t%e import wi+ard opens automaticall- w%en -ou tr- toopen a @le t-pe t%at does not begin wit% Jmp 8icrosoft Project91

:n t%e following e)ample3 were going to click t%e File menu and c%ooseOpen1 Ne)t3 from t%e Files of '-pe menu3 well c%oose all @les so we can seeall of t%e @les available in t%e given folder1


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'%e @rst dialogue window of t%e import wi+ard is essentiall- just a greeting1'o continue3 click t%e Ne)t button1

:n t%e ne)t dialogue of t%e import wi+ard3 -ou %ave t%e c%oice of selecting ane)isting map or a custom map1 '%is map will tell Project %ow to interpret-our data1 For t%is e)ample3 were going to use an e)isting map1


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Once -ou make -our map selection b- clicking t%e appropriate radio button3-ou can click Ne)t to continue1 :n t%e ne)t dialogue bo)3 we will select t%et-pe of e)isting map t%at we want to use1 ,ince we are going to be importinga list of resources from t%e .)cel spreads%eet3 we will use t%e JEesource.)port 'able map1

Once we click Ne)t3 well be asked %ow we want t%e @le to be imported1 2oucan create a new project3 attac% t%is information as a separate project3 or

merge it into t%e current project1


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icrosoft Project !""# 5;

Now3 well be asked w%at kind of data we want to include1 ,ince we selecteda resource map in t%e previous steps3 t%e Eesources bo) is c%ecked b-default1

?%en -ou click Ne)t3 t%e following stage of t%e wi+ard will be displa-ed3w%ere -ou will be asked to map @elds1


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?%en -ou e)amine t%e dialogue s%own on t%e previous page3 -ou will seet%at t%e entries in t%e middle part of t%e window are red1 '%is means t%e@elds in our works%eet dont matc% up wit% t%e @elds on t%e map weselected and Project doesnt understand t%em1

'o @) t%is3 well c%oose t%e works%eet wit% t%e data we want from t%eJ,ource ?orks%eet Name drop list1 :n t%is e)ample ,%eet; is going to bet%e source of t%e import data1


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?%en we select t%e source works%eet3 we will be able to map eac% @eld to itsProject e7uivalent1

2ou will notice in t%is e)ample t%at one of t%e .)cel @elds 8


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For t%is e)ample3 we will c%oose ,tandard Eate from t%e list1

Once weve completed our mapping3 -oull see t%at t%e @elds are no longerin red3 and t%at a proper preview will appear at t%e bottom of t%e dialogue1

?%en we click Ne)t3 well be in t%e @nal stages of t%e import process1


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:n t%is @nal stage of t%e wi+ard3 we will click Finnis% to complete t%e import18Note t%at -ou can also save t%e import map t%at -ou created for use in t%efuture19

Now t%at we %ave @nis%ed t%e import3 we can switc% to Eesource ,%eet viewto see t%e results1


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4,3orting a )ile

Of course3 Project !""# will also %elp -ou e)port data to @le formats suitablefor ot%er programs1 :f -ou tr- to save a @le using an e)tension t%at does notstart wit% J1mp3 t%e .)port ?i+ard will launc%1


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Note in t%e image s%own above t%at t%e J,ave as '-pe is an .)cel workbookand t%e e)tension on t%e @lename is 1)ls1 Eemember3 we are saving t%is @lefrom wit%in Project1


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?%en we click t%e ,ave button t%e @rst screen of t%e .)port wi+ard willappear1

$s before3 t%is @rst screen in t%e wi+ard is little more t%an a welcomedialogue1 Iust click Ne)t to continue1 '%e ne)t step will allow -ou to specif-w%at -ou want to e)port1 '-picall-3 t%e option -ou c%oose will be ,elected(ata1


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?%en -ou click Ne)t in t%is dialogue3 t%e ne)t stage of t%e wi+ard will appear1Once again3 -ou will be asked w%et%er -ou want to use an e)isting map or a

new map1 For t%e purposes of t%is e)ample3 we will c%oose to use an e)istingmap1

?%en -ou click t%e Ne)t button3 -ou will be asked w%ic% one of t%e e)istingmaps -ou want to use1


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For t%is e)ample3 we will use t%e J?%o (oes ?%at map to prepare a list ofresources and t%eir tasks as an .)cel spreads%eet1 ?%en -ou are read-3 clickNe)t to continue1

Ne)t3 -ou will be asked w%at t-pe of data we want to include1 :f -oure usingan e)isting map3 it is best not to c%ange t%ese settings1

?%en -ou click Ne)t3 -ou will be asked to con@rm t%e mapping1 Usuall-3 -ouwont %ave to c%ange t%ese settings eit%er1


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$t t%is point3 once -ou click Ne)t3 -ou will %ave t%e options to save -oure)port map or @nis% t%e e)port3 just like t%e :mport wi+ard1


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:n t%is e)ample3 we will click t%e Finis% button to e)port t%e data to aspreads%eet1 Now3 we %ave an .)cel workbook listing various resources andt%eir assignments1

Using Custom /a3s

?%en importing @les3 Projects pre>de@ned maps can be reall- useful1de@ned map to work properl- w%en we imported a @le1

'o avoid all of t%is3 -ou can simpl- c%oose to create a new map w%enimporting a @le1 'o do t%is3 use Project to open t%e @le t%at -ou want toimport from as before1

Once again t%e :mport ?i+ard will start3 but t%is time3 w%en -ou reac% t%estage s%own below3 c%oose t%e New ap option instead of t%e .)isting apoption1


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?%en -ou do t%is3 t%e import wi+ard step t%at re7uires -ou to c%oose datat-pes will %ave no options selected1 2ou will %ave to c%oose w%at data -ouwant to import1


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Once -ou c%oose -our data t-pe3 -ou must c%oose t%e data source location8in t%is case it is ,%eet;9 and t%en map t%e various @elds3 like we did beforew%en modif-ing t%e pre>de@ned map1

From t%is point3 just click Ne)t to walk t%roug% t%e rest of t%e wi+ard asbefore1 2ou can click Finis% to perform t%e import 8or e)port9 wit% t%einformation -ou %ave given Project1


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:f -ou often use t%e same mapping se7uence3 -ou ma- want to save -ourmap on t%e last step of t%e :mport/.)port wi+ard1

Clicking t%is ,ave ap button will open t%e following dialogue=


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Section *: 5e"iew 6uestions

1. The basic e>uation that Project uses for sche!uling tas%s is7A. ?ork (uration S Costs

B. (uration ?ork / $ssigned unitsC. Cost (uration / T of EesourcesD. None of t%e above

2. hy3erlin% can lin% a tas% to7A. $ ?ord documentB. $ spreads%eetC. $n e)ternal web pageD. $ll of t%e above

3. The stan!ar! rate for a resource is a7

A. Fi)ed costB. Cost resourceC. aterial costD. ?ork related cost

4. ow many ?,e! costs can you ha"e 3er tas%9A. ;B. B or lessC. 2ou cant %ave an-D. $s man- as -ou like

5. ow many cost resources can you assign to a tas%9A. ;B. B or lessC. 2ou cant %ave an-D. $s man- as -ou like


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6. cost rate table allows you to7A. C%ange %ow costs occur over time for a given resourceB. C%oose from a selection of cost rates w%en -ou assign a resource to

a taskC. $lwa-s @nd t%e most ine)pensive wa- of completing a task

D. C%ange t%e total work re7uired to complete a task

7. The @8+SA in 8+S co!e stan!s for7A. ?ork *reakdown ,tructureB. ?orking *asic ,erviceC. ?eb *rowsing ,erviceD. ?ork *- ,election

8. To see the 8+S co!e for a tas% you can7A. (ispla- t%e &antt c%art viewB. (ispla- t%e ?*, view

C. :nsert t%e ?*, column into t%e 'ask entr- listD. None of t%e above1

9. To im3ort an 4,cel ?le into Project *BB you shoul!7A. Use t%e :mport enuB. Use t%e :mport buttonC. Open t%e .)cel @le using t%e Open dialogue in ProjectD. $n- of t%e above

10. To e,3ort 3roject !ata to an 4,cel ?le you shoul!7.A. ,ave t%e Project as an .)cel workbook using t%e ,ave $s dialogue

from wit%in ProjectB. Use t%e .)port .)cel (ata commandC. 2ou cannot e)port data to an .)cel @le1D. None of t%e above1

Check your answers online at www.microsofttraining.net/?

Any other questions? Online support forum and knowledge basewww.microsofttraining.net/forum

Visit our forum to have your questions answered by our Microsoft certied trainers


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Section -: )inishing (our Project

In this section you will learn how to: Use t%e (rawing toolbar (raw s%apes (raw lines (raw arrows C%ange t%e order of objects odif- drawing properties C-cle t%e @ll color $ttac% a drawing to a task Update tasks Update t%e project

$ppl- custom @lters (ispla- progress lines :nterpret progress lines .dit progress lines Format progress lines Use t%e Project &uide to track progress Understand status indicators 'rack overdue tasks 'rack completed tasks


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Lesson -.1: !!ing a 'rawing

'%ere ma- be times w%en -ou want to en%ance t%e appearance of -ourProject data wit% s%apes3 arrows3 or annotations1 ?e %ave alread- discussed

t%is general idea w%en we talked about 'e)t *o)es 8see Messon ;1!91 Now -ouwill learn %ow to use t%e (rawing toolbar to draw lines3 arrows3 and ot%ers%apes1

Using the 'rawing Toolbar

*efore -ou can use t%e drawing toolbar3 -ou must @rst displa- it1 'o do t%is3@rst click t%e :nsert menu and t%en click t%e (rawing option1

2ou can also rig%t click on empt- space in t%e toolbar area of t%e screen andt%en select t%e (rawing option1


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'%e (rawing toolbar will appear roug%l- in t%e middle of -our screen1

Mike t%e ot%er toolbars3 -ou can dock t%e drawing toolbar on t%e top3 bottom3or sides of t%e screen1


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'%e main tools 8s%apes3 lines3 and arrows9 on t%e drawing toolbar are all

used in a similar wa-1

First3 click on t%e tool of -our c%oice1 2our mouse pointer will turn into across%air1 Ne)t3 use -our mouse to drag out t%e s%ape or line on t%e Projectscreen to roug%l- t%e dimensions t%at -ou re7uire1


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?%en -ou release -our mouse button3 t%e s%ape will appear1

'%ere is also a drop list available on t%e toolbar under t%e word (raw1

'%is drop list is used for moving and manipulating s%apes t%at -ou %aveadded to -our project1 8'%ere will be more on ordering and editing drawingobjects in t%e ne)t lesson19

$t t%e bottom of t%e drop list3 -ou will see an option called .dit Points1 2oucan use t%is option to drag or skew t%e points of a pol-gon so t%at its s%apec%anges1


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2ou will also see a down arrow in t%e upper part of t%e toolbar1 :f -ou clickt%is3 an option will appear called $dd or Eemove *uttons1 Under t%is option3 amenu will appear1

'%e @rst 8t%e (rawing option9 will reveal a list of t%e buttons t%at -ou canadd to or remove from t%e toolbar1 'o toggle t%e c%eck on or o03 just click ont%e option1

'%e ot%er option3 Customi+e3 will open t%e Customi+e dialogue as s%own%ere1


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2ou can use t%is dialogue to add additional controls to t%e (rawing toolbar18,ee Messon ;1B9

Finall-3 -ou can close t%e drawing toolbar b- simpl- clicking t%e in t%ecorner1

'rawing Two 'imensional Sha3es

:t is a ver- simple task to draw a basic two dimensional s%ape on -our Projectscreen1 First3 open Project and displa- t%e (rawing toolbar1 Ne)t3 click on t%e,%ape button of -our c%oice from t%e drawing toolbar1

?%en -ou click a s%ape3 -our mouse pointer will turn into a cross1 $t t%ispoint3 -ou can use -our mouse to drag out t%e basic dimensions of t%es%ape1


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?%en -ou release -our mouse button3 t%e s%ape will appear on -our screen1

Now3 if -ou double click on t%e s%ape -ou added3 -ou will see t%e followingFormat (rawing dialogue1

Under t%e Mine V Fill tab3 -ou can specif- t%e t%ickness and color of t%e linest%at -our s%ape is drawn wit%1 2ou can also specif- a color and pattern to @ll-our s%ape wit%1 '%e Preview area will s%ow -ou w%at -our s%ape currentl-looks like1


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Under t%e ,i+e V Position tab3 -ou can attac% -our s%ape to a task ortimescale1 2ou can also enter t%e


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:f -ou drag one of t%e small black s7uares at t%e top3 bottom3 or sides of t%es%ape3 t%e s%ape will be stretc%ed along t%e dimension t%at -ou drag8verticall- or %ori+ontall-91

:f -ou drag one of t%e black s7uares in t%e corners3 t%e s%ape will be resi+edin bot% dimensions 8scaled91 2ou can use t%is tec%ni7ue to enlarge or s%rink as%ape1

'o move a s%ape3 just click and %old -our mouse button on t%e s%ape3 and

drag it to its new position1

'o remove a s%ape from t%e screen3 single click to displa- t%e small blacks7uares3 and t%en press -our (elete ke-1 $lternativel-3 -ou can rig%t click ont%e s%ape and c%oose t%e (elete option from t%e pop up menu1


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'rawing Lines

'o draw a line in Project3 @rst click t%e line icon on t%e drawing toolbar1

?%en -ou do t%is3 -our mouse pointer will turn into a cross1 'o draw t%e line3drag wit% -our mouse in t%e direction t%at -ou want -our line to follow1 ?%en-ou release -our mouse button3 -ou will see a line on t%e screen1

$s wit% t%e two dimensional s%apes3 -ou can double click on -our line todispla- t%e Format (rawing dialogue3 or -ou can single click on t%e line todispla- a small black s7uare at eac% end point of t%e line1 :f -ou drag one oft%ese small black s7uares3 -ou can lengt%en or s%orten t%e line3 or rotate itaround t%e ot%er end point1


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:f -ou click and %old -our mouse button on t%e line itself3 -ou will be able torelocate it b- dragging it wit% -our mouse1

'o remove a line rig%t click on it and c%oose (elete3 or single click on it tos%ow t%e black s7uares3 and t%en press -our (elete ke-1

'rawing rrows

.ssentiall-3 drawing arrows is e)actl- t%e same as drawing lines1 First3 clickt%e arrow icon on t%e (rawing toolbar1

Ne)t3 use -our mouse 8now wit% a cross pointer9 to drag in t%e direction t%at-ou want t%e arrow to point in1

2ou can invoke t%e Format (rawing dialogue b- double clicking on t%e arrow12ou can resi+e and reposition -our arrow t%e same wa- we moved and


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resi+ed lines1 2ou can also delete an arrow in t%e same wa- t%at -ou would aline1

'rawing Polygons

(rawing a pol-gon is a little di0erent from drawing ot%er two dimensionals%apes1 'o start3 @rst click t%e Pol-gon icon on t%e drawing toolbar1

$s usual3 -our mouse pointer will turn into a cross3 but t%is time3 -ou do notdrag out -our s%ape in t%e usual wa-1

?it% t%e pol-gon tool3 click on -our Project screen to specif- an anc%or point1

Ne)t3 release -our mouse button and click in anot%er spot on t%e screen tocreate a second anc%or point1 ?%en -ou do t%is3 a line will automaticall-appear between t%e two points1 :f -ou click again to create a t%ird anc%orpoint3 a line will be drawn joining t%e second point to t%e t%ird1 :n t%is wa-3-ou can draw prett- muc% an- irregular s%ape3 as long as it is constructedwit% straig%t lines1

2ou can invoke t%e Format (rawing dialogue and resi+e and reposition apol-gon3 using t%e same met%ods -ou saw before for two dimensionals%apes1


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Lesson -.*: 4!iting a 'rawing

Now t%at -ou know about t%e (rawing toolbar and understand t%e basics ofcreating s%apes3 it is time to learn %ow to modif- -our drawings1 :n t%is

lesson -ou will learn %ow to rearrange t%e ordering of multiple s%apes3modif- t%e properties of -our s%apes3 attac% drawings to tasks3 and c-clet%roug% -our s%apes @ll colors1

Changing the 2r!er of Sha3es

:n t%e following image3 -ou will see a Project screen wit% four drawings8s%apes9 on it t%at were created from t%e (rawing toolbar1

:f -ou want to c%ange t%e order of t%ese s%apes 8w%ic% s%apes appear infront of w%ic%93 single click on a s%ape to select it3 and t%en displa- t%e (rawmenu on t%e (rawing toolbar1


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2ou will see four options for c%anging t%e relative position of t%e selecteds%ape1 :f -ou c%oose t%e *ring to Front option3 t%e selected s%ape will appearon t%e top 8in front9 of t%e ot%er s%apes1


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:f -ou c%oose t%e J,end to *ack option3 t%e selected s%ape will be moved tot%e back of t%e pile1

'%e J*ring Forward option will cause t%e selected s%ape to move a%ead onelevel1


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Ne)t3 if t%e ,end *ackward option is used3 t%e selected s%ape will movebe%ind t%e s%ape t%at it was in front of1

/o!ifying 'rawing Pro3erties

'o modif- t%e properties of a s%ape or drawing in Project3 rig%t click on t%es%ape in 7uestion and select t%e Properties option from t%e pop up menu1


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'%is will displa- t%e Format (rawing dialogue1


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$s an e)ample3 consider t%e s%ape s%own %ere1

2ou can see t%at t%e s%ape is located under t%e week of ,ep ;"/"1 Now3 wewill set t%e (ate @eld 8under t%e J$ttac% to timescale radio button9 to Oct;"/"1

?%en -ou click t%e OK button3 t%e s%ape will move to a new location undert%e timescale at t%e date t%at -ou speci@ed1 8Note= '%e value in t%e


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J6ertical @eld represents t%e distance down from t%e timescale to w%ere t%es%ape will be located19

For an e)ample of c%anging t%e properties of a drawing3 take a look at t%efollowing rectangle1

Now3 we will invoke t%e Format (rawing dialogue3 and con@gure t%e settingsas follows1


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Project2007Adv_TrainingManual

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Transcript of Project2007Adv_TrainingManual