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Learn how to manage project using Microsoft Project

MICROSOFT PROJECT – It is a project management software product and developed and designed and sold by Microsoft. Microsoft project designed to assist a project manager in developing a plan, assigning resources to tasks, tracking tasks, managing the budget, and analyzing workloads.

Learning through Microsoft Project Training is quite helpful for engineers, planners, and even entrepreneurs since this helps them in achieving realistic goals, getting insight about aspects of different projects, and most significant of all is it helps them in controlling every aspect of the project.

HOW TO USE MICROSOFT PROJECT

Microsoft Project has a lot of features for setting up projects and running automated reports formed on progress, budget, time tracking, and more. We’ll take you through the steps required to set-up a timeline, add & schedule tasks, add resources, setup dependencies, generate reports, track progress.

CREATE A TIMELINE IN MICROSOFT PROJECT

Microsoft Project doesn’t have any Timeline template, so we need to enter data manually to build a Microsoft Project Timeline.

HOW TO CREATE A TASK LIST

  • Add Start and Finish Dates to Each Task
  • Add Tasks to the Timeline (You can select all tasks in the list, right-click on the mouse and select Add to Timeline to add all the tasks simultaneously.)

SET UP RESOURCES IN MICROSOFT PROJECT

Now that we have the basic structure for our project. The term Resources typically refers to people, but can also mean documentation type of work that will be needed to complete the project.

  • Open the Resource Sheet
  • Add Resources
  • Once your resources are added to the project list, you can easily view who is available to take on the task based on their workload and manage how much time each team member will spend on project tasks in the Resource Management view.

ASSIGN TASKS IN MS PROJECT

Once you have a list of resources for your project the you can assign tasks. This will help you better manage the project and get work complete in a specific time period. One of the benefits of Microsoft Project is that it can calculate how long it will take a person to complete the task based on their availability. If it’s a particularly important part of the project that needs to be complete quickly, you can assign multiple people to it and Microsoft Project will decrease the time it takes to done the task based on how many resources are assigned.

  • Switch to the Gantt chart
  • Open the Task Form
  • Select a Task to Assign (You can add another person to the same task by clicking the area under Resource Name and choosing the name you want assign. Click OK. As you assign project tasks, the amount of time will be added to the Gantt chart.)
  • Repeat steps to assign all the tasks. 

HOW TO SCHEDULE TASKS AUTOMATICALLY OR MANUALLY

  • Access Microsoft Project Settings
  • Change Schedule Options
  • under Scheduling Options for this Project section, click the drop-down menu forNew Tasks Created. The default is set to Manually Scheduled. Select and click Auto Scheduled then click the OK 

CREATE TASK DEPENDENCIES

Dependencies happens when one task can’t move on to the next phase until a particular task is completed before it. Creating dependencies includes linking tasks in the Gantt chart view. In Microsoft Project, you can link any two tasks with each other

  • Switch to Gantt Chart View
  • Select Tasks to Link (Click the Task tab in the menu section. Identify any two tasks in the list that you want to link. Click the first task and press and hold the Ctrl key then select the second task. Click the chain icon in the ribbon to link the task. You’ll see an arrow appear on the Gantt chart that connects the tasks.)

GENERATE A COST REPORT IN MICROSOFT PROJECT

Once you’ve entered time and resources description to the best of your ability, you can use Project to run a Cost Overview report. Follow these steps to create a Resource Cost Overview report:

  • Select the Report Tab
  • Choose a Cost Report to Run
  • Click the arrow below Costs in the ribbon and click Resource Cost Overview.

TRACK THE PROGRESS OF PROJECT

With Microsoft Project, you can keep an eye on your tasks to see if things are running on time or behind schedule. This will be easy to view and analyze as long as you keep the status of tasks updated during the length of your project.

  • Mark Tasks That Are on Track
  • Use Predetermined Percentages to Track Tasks
  • Update Tasks
  • A dialogue box will appear where you can update task status, change start and end dates. Make any changes and click OK.

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