How to Share your WBS with others

How to Share your WBS with others

To Share your WBS with others

Step 1

To share your WBS with others, the first thing you need to make sure that you have already open 2 files to transfer. In this example we are trying to transfer field from project 2 to project 5. Then, you need to go to Tools and select Organizer.

Step 3

Next, you need to choose the Field tab and then select WBS to import into Project 2.

The screen layout below shows the result of WBS that has been imported.

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How to set up WBS

How to set up WBS

To set up WBS

Step 1

To setup a custom WBS, all a user need to do is to go to Project and then choose WBS. After that, you need to click Define Code.

Step 2

Later, new window will popup as shown below.

Step 3

Then, we will set project prefix to Sys. And later, define a 2 level automatic numbering for our project.

Step 4

Now, you have to click Ok to continue. After that, switch back to Gantt chart view and insert our WBS Column there. When you have entered our task, WBS will be automatically updated as shown below.

Step 5

To see how WBS helps in management and tracking of cost, just go to Gantt Chart view and then enter the column Cost there.

Step 6

WBS allows better organization of task and allows us to roughly estimate the cost for a particular task. The screen below shows a breakdown of the cost.

How to set email for your resources

How to set email for your resources

To set email for your resources

Step 1

To setup email for your resources, first, you need to go to Resource Sheet. Then, you need to double click on your system resources and a new window will appear as shown below.

Step 2

Under the section email, it will provide system resources email address. If the email is not provided then Project will search for the name in your mail reader.

How to remove legend from your print out

How to remove legend from your print out

To remove legend from your print out

Step 1

To remove legend from your Gantt chart print out, first you need to go to Print Preview and choose Page Setup.

Step 2

Next, under the legend section, you ought to choose None.

Step 3

Later, you have to click OK to finish.

How to print your project

How to print your project

To print your project

Step 1

To print your project file, all you need to do is switch to a particular view for example, if user wants to generate a calendar view of its task. Next, you need to click on View and then choose Calendar.

Step 2

After that, you need to click on Print.

How to specify number of days in a month

How to specify number of days in a month

To specify number of days in a month

Step 1

To specify the number of days for a month, user can go to Tools and then select Options. Then under days per month column, you need to enter the value 25 into it.

Step 2

Later, you have to click Ok when you have done.

How to change the outline lookup table

How to change the outline lookup table

To change the outline lookup table

Step 1

To change outline lookup table, you need to go to Tools and then choose Customize. After that you need to click on Field.

Step 2

Then, a new window will appear.

Step 3

Next, you need to click on Edit Lookup Table. Then you need to edit its contents by making use of indent, outdent and new texts to make it suitable.

Step 4

You need to click Close when you have finished. When you go back to the Gantt chart, you will be able to add your outline bar easily.

How to create a custom outline

How to create a custom outline

To create a custom outline

Step 1

To create a custom outline, the first thing you need to do is to go to Tools and then choose Customize. After that, you need to select Field option.

Step 2

Later, you need to click on rename and rename Outline Code1 to My new outline. After that, click on Define Outline Code.

Step 3

Later, a new window will appear as shown below.

Step 4

For level 1, you need to choose numbers and then for level 2 choose characters and finally level 3, choose Numbers. Next, you ought to click Ok when you have done.

Step 5

Switching back to Gantt chart view it’s screen layout will look something like shown below.

How to share Custom element from project files

How to share Custom element from project files

To share Custom element from project files

Step 1

To share a common element from 2 projects file, you need to open 2 of the projects file so that it will allow you to transfer these common elements.

Step 2

For this example, we will import CustomCost from Project5 to project2. You have to go to Tools and click on Organizer. Later, you need to select the Field tab.

Step 3

Then under the section Custom Field available I, you need to and set it to Project5. Later, you have to click on Copy and then close it.

Step 4

Next, you will see that CustomCost will be available in Project2.

What is outline?

Outline are tags that allows user to group task and resources in a more meaningful way.

How to add material column in to resource sheet

How to add material column in to resource sheet

To add material column in to resource sheet

Step 1

To add material column in to resource sheet, you need to choose Entry from the View menu. After that, you need to click on More Entry.

Step 2

A small window will appear as shown below. You have to choose Entry-Material Resources and click Apply when you have done.

How to enter material type

How to enter material type

To enter material type

Step 1

To customize a material type, first you need to go to View and then choose Resource Sheet. After that, you ought to double click on your resource, for example the resource that we have created called Custom Made Material as shown in the diagram below.

Step 2

Next, you need to set the resource type to Material and Material Label to 12 units. Finally, click Ok when you have done.

How to insert formula for a custom field

How to insert formula for a custom field

To insert formula for a custom field

Step 1

To insert formula for a custom field that we have created earlier, all we need to do is go to Tool and choose Customize. After that you need to select the Fields.

Step 2

Next, you need to click on Formula and another window will appear.

Step 3

Later, you need to choose Cost from Field and enter + 1000. Our custom cost is actually 1000 extra to the Cost.

Step 4

Next, you need to click Ok when you have done. An example of the output that we might obtain is shown below.

How to customizing field

How to customizing field

To customizing field

Step 1

User can customize their own field in Project but in actual fact user is renaming the built-in field.

Step 2

You need to go to Tool and select Customize. After that, choose Fields.

Step 3

Later, another window will appear as shown below.

Step 4

Next, choose on Cost1 and the click Rename.

Step 5

Then you need to change the Cost1 to CustomCost.

How to send your project file through email

How to send your project file through email

To send your project file through email

Step 1

User can send your project file to your fellow workgroup simply by going to File and select Send To. After that you need to choose Mail Recipient option.

Step 2

Your default mails will popup and then user can key in the email address of your recipient.

How to insert Hyperlink

How to insert Hyperlink

To insert Hyperlink

Step 1

User can insert hyperlink into a project. First thing you need to do, is to right click on a particular column that you want to insert and then a popup menu will appear.

Step 2

After that, another window will appear. Later, you need to enter the hyperlink to a document as shown below.

Step 3

Later, you need to click on Ok when you have done.

How to hide Columns

How to hide Columns

To hide Columns

Step 1

To hide a column, right click on the column that you would like to hide and then a popup menu will appear as shown below.

Step 2

Then you need to click on Hide Column.

What is the workgroup in Project?

Workgroup allows user to communicate rapidly and effectively among group members directly from Project.

There are 3 main types of group messages available and they are

• Team Assign Messages
• Team Update Messages and
• Team Status Messages

Working with Team Assign Function

Team Assign Function allows user to assign a task to a particular users.

How to perform analysis on Microsoft Project we can use "Analyze TimeScale in Excel" feature

How to perform analysis on Microsoft Project we can use "Analyze TimeScale in Excel" feature

To perform analysis on Microsoft Project we can use "Analyze TimeScale in Excel" feature

Step 1

To activate it, first you need to go to View and choose Toolbar. after that, you need to click on Analysis.

Step 2

Analyze Timescale wizard will appear as shown below.

Step 3

Later, you need to click Next to continue. We will choose two items to analyze which is Cost and Overtime Work

Step 4

Next we need to provide the interval for our data.

Step 5

Then it prompts us for the program that we would like it to be viewed.

Step 6

Later, you have to click Next to continue.

Step 7

Later, you have to click on the Export Data and then we can view our analysis.

How to remove the split

How to remove the split

To remove the split

Step 1

To remove the split, first you need to go to Windows and then choose Remove Split. Your screen will be back to normal again. You can export data from Project to Excel by simply going to File and after that choose the Save As option.

Step 2

Next, you need to change the file type to Microsoft Excel Pivot Table format.

How to add split bar

How to add split bar

To add split bar

Step 1

Adding a split bar allows us to have more than one view. To do so, first you need to go to Windows and choose Split.

As a results, your screen will be divided into something similar to this.

How to set Priority

How to set Priority

To set Priority

Step 1

To setup the priority for a task, switch to Gantt chart, and then double click on your task. Under the general tab, choose Priority and then set it to a value for example "750". The maximum number for priority is 1000.

What can a resource graph do for me?

A resource graph gives a graphical view of the allocation of resources of whether the allocation of resources is over allocated or not. Therefore we can perform adjustment to our resources to cater for the maladjustment done by us.

Step 1

First you need to go to View and then choose the Resource Graph. An example of resource graph is illustrated below.

How to calculate Overtime Cost

How to calculate Overtime Cost

To calculate Overtime Cost

Step 1

To calculate a cost for this project, we need to go to Task Usage. And then we will add a new Cost column so that we will be able to see the cost of a project.

Step 2

To add a new column, right click on our Duration column and then when the popup menu is up, choose Insert Column.

Step 3

Another window will appear as shown below.

Step 4

Under the field name, we need to choose Cost and then click Ok when you have done.

Step 5

Then, we are able to view our cost as shown below.

How to set up different cost on a different date

How to set up different cost on a different date

To set up different cost on a different date

Step 1

To setup cost for a significant date, this is what we can do. First you need to go to Resource Sheet and then double click on our resources. Next, you need to double click on System Analyst and this is where we are going to set our charges differently.

Step 2

Next, you need to set the effective date to Friday 22 March 2002 and the rate will be $100. After that, just click on Ok.

How to set up resource to include cost

How to set up resource to include cost

To set up resource to include cost

Step 1

To setup resources for its cost that involved we need to switch to Resource Sheet and then double click on our resources. In this case we have to setup System Analyst as our resources. Now we are trying to tie a cost to it.

Step 2

When we double click on it another new window will appear as illustrated here.

Step 3

Then we need to setup the started rate at which the cost applies and the overtime cost and if it varies, it can be setup here.

Step 4

We need to enter the standard rate as $25 and click Ok when you have done.

How to set Bar styles

How to set Bar styles

To set Bar styles

Step 1

To set the bar styles for your project, first you need to go to Format option and select Bar Styles.

Step 2

Then another window will appear as shown below.

Step 3

This is where we can change our bar style to the one that fit our purpose.

How to set the position for our text to appear in chart

How to set the position for our text to appear in chart

To set the position for our text to appear in chart

Step 1

To set the location / position to where our text should appear, first you need to click on the task in our Gantt chart.

Step 2

This time instead of just changing information that we need, we have to choose the Top column and then set information there.

Step 3

Next, you need to click on the Ok button when you have done. When we switch back to our Gantt chart it should look something like this.

Step 4

Finally, the text appears on the top of our task.