Once a workspace (window) has been divided a host of information is available within the lower pane. When a task form is displayed in a lower pane it exhibits certain characteristics:

• The lower pane shows detail about the selected object above (within the upper pane).
• The current ‘live’ pane has a dark left border.
• Many tab buttons are greyed out when the lower pane is active.

A Task Form view can be used to view and change very detailed information about the currently-selected task. This detail can include:

• The schedule of resource work for the task.
• Values for total work, actual work and remaining work on an assignment-by-assignment basis.
• A list of predecessor tasks and successor tasks.
• Basic resource information and a predecessor list.
• Basic resource information and a successor list.
• Cost values for the task’s assignments.
• Notes against the task.
• Objects linked to the task.

If you are using Microsoft Project 2003/2007, to modify what is displayed in the lower pane:

1. Click in the lower pane (to make it the active window).

2. Select Details from the Format menu, choosing as appropriate.

TIP: A Right-Click in the form view will bring up a shortcut menu:

If you are using Microsoft Project 2013/2010, to modify what is displayed in the lower pane:

• Selecting detail options can be done using buttons in the Details group of the Format tab.

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson B3 of our Project Mentor and Project Tutor learning systems.

In addition, Reference B3.2 of Project Mentor will tell you all you need to know about the subject discussed above.

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Have you ever wanted to remove or modify the display of the task dependency links within your Gantt Chart view and reports? Dependency links can be modified or hidden on the Gantt chart view by using the ‘Layout’ command.

 

If you are using Microsoft Project 2003/2007, to change or hide existing project task dependency links within the Gantt Chart view:

1. Select Layout from the Format menu.

2. Make your necessary modifications within the dialog box.

3. Select OK to confirm.

TIP: A Right-Click in the Gantt chart provides a shortcut menu:

 

If you are using Microsoft Project 2013/2010, to change or hide existing project task dependency links within the Gantt Chart view:

1. On the Format tab, in the Format group, click Layout.

2. Make your necessary modifications within the dialog box.

3. Select OK to confirm.

TIP: A Right-Click in the Gantt chart provides a shortcut menu:

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson B3 of our Project Mentor and Project Tutor learning systems.

In addition, Reference B3.2 of Project Mentor will tell you all you need to know about the subject discussed above.

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As well as establishing general information about the new project such as the Project Start Date, information about the project document (file) itself can be set. This information can be used in views and reports and can also be used to aid document retrieval.

 

If you are using Microsoft Project 2003/2007, to establish this information:

1. From the File menu, select Properties.

2. Set the following additional project and personal information on the ‘Summary’ tab within the Project Properties dialog box:

3. Confirm with OK. 

 

If you are using Microsoft Project 2013/2010, to establish this information:

1. On the File tab, click the Info tab.

2. In the Backstage view, choose Advanced Properties from the Project Information drop down:

3. Set the following additional project and personal information on the ‘Summary’ tab within the Project Properties dialog box:

4. Confirm with OK.

TIP:  Use the TAB key to move between fields.

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson A2 of our Project Mentor and Project Tutor learning systems.

In addition, Reference A2.5 of Project Mentor will tell you all you need to know about the subject discussed above.

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Microsoft Project Professional 2013 &  2010 enables you to effectively ‘cancel’ a task or group of tasks, however keep an original record of the task(s) within the project plan. 

This is called ‘Inactivating’ the task(s). An individual task or group of tasks remains within the project plan however does not affect resource availability, the project schedule, or how other tasks within the project plan are scheduled.

Why would you want to inactivate a task or group of tasks?

To illustrate, it can help you model the effects of schedule or resource constraints on the overall project without deleting tasks permanently. Additionally, inactive tasks remain within the project plan, providing a record of cancelled tasks and enabling you to reactivate them if circumstances do change on the project.

Please Note:

Inactivation is not a good way to archive completed tasks, because it could have unanticipated effects on the remaining schedule. Instead, it is more technically correct to mark the tasks as completed.

Within Microsoft Project 2013/2010 Professional, to ‘Inactivate’ a task or group of tasks:

1. On the View tab, in the Task Views group, click Gantt Chart.

2. In the table portion of the view, select the number of task(s) such as a phase of work for example ‘Sales’ as shown below you wish to inactivate.

3. On the Task tab, in the Schedule group, click Inactivate.

The Inactive Task(s) stay present within the task list, but the text is dimmed and has a ‘strikethrough’ line present through across the task(s) information.

4. To reactivate an individual task or group of tasks, select the inactive task(s), and then click Inactivate.

TIP: The ability to ‘Inactivate’ a task is a feature ONLY available with Microsoft Project 2013/2010 Professional.

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Reference I3.2 of our Project Mentor learning system will tell you all you need to know about the subject discussed above.

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Have you had the requirement to create a task that occurs repeatedly during the course of a project?

For example, you might define a regular one day ‘Weekly Status Meeting’ as a recurring task across your project plan.

 

If you are using Microsoft Project 2003/2007, to create a Recurring Task:

1. Select Recurring Task from the Insert menu.

2. To create a one day regular ‘Weekly Review Meeting’ across the project duration, enter the following information within the Recurring Task dialog box, with your own specific settings:

3. Select OK to confirm.

 

If you are using Microsoft Project 2013/2010, to create a Recurring Task:

1. Select Task Tab from the Ribbon, select Task Button, and then Recurring Task within Insert Group.

2. To create a one day regular ‘Weekly Review Meeting’ across the project duration, enter the following information within the Recurring Task dialog box, with your own specific settings:

3. Select OK to confirm.

TIP: Recurring Tasks create an appropriate number of sub-tasks indented under an overall Summary Task.

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson E2 of our Project Mentor and Project Tutor learning systems.

In addition, Reference E2.4 of Project Mentor will tell you all you need to know about the subject discussed above.

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As an alternative to (and providing more information than) the ‘Project Summary Task’, statistics for the entire project can be seen at any time. You can gain an effective overall ‘health check’ for the project in one place within Microsoft Project.

 

If you are using Microsoft Project 2003/2007, to display the Project Statistics dialog box:

1. From the Project menu, select Project Information.

2. Click on button.

This dialog box provides a high level project health check in one place within Microsoft Project 2007/2003.

TIP: Use  button (from the tracking toolbar) as a shortcut to the Project Statistics dialog box.

 

If you are using Microsoft Project 2013/2010, to display the Project Statistics dialog box:

1. On the File tab, click the Info tab.

2. In the Backstage view, choose Project Statistics from the Project Information drop down:

This dialog box provides a high level project health check in one place within Microsoft Project 2010.

TIP: Use  button (from the customised ribbon) as a shortcut to the Project Statistics dialog box.

 

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Reference B3.1 of our Project Mentor learning system will tell you all you need to know about the subject discussed above.

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Have you wanted to display clearly the top tier of your Project Work Breakdown Structure for reporting purposes? 

Within the project hierarchy, one table row can be used to summarise the entire project schedule.  This can be achieved quickly and easily within Microsoft Project.

 

If you are using Microsoft Project 2003/2007, to display the Project Summary Task:

1. Select Options from the Tools menu and then select the View tab.

2. Within the ‘Outline options’ section of the dialog, select the ‘Show project summary task’ check box, then confirm with OK.

3. This displays the project’s title as entered in the ‘File Properties’ dialog box, ‘Summary’ tab.

TIP:   The project summary task is identified by a grey bar style and it has an ID of 0.

If you are using Microsoft Project 2013/2010, to display the Project Summary Task:

1. On the Format tab, in the Show/Hide group, click the Project Summary Task check box.

2. This displays the project’s title as entered in the Project Properties dialog box, Summary tab. (Info tab of Backstage view).

TIP:   The Project Summary Task totalises project information.

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson B3 of our Project Mentor and Project Tutor learning systems.

In addition, Reference B3.1 of Project Mentor will tell you all you need to know about the subject discussed above.

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Have you wanted to quickly insert a new task within an existing task list in your project plan?

Tasks can be added anywhere within the existing task list. 

 

If you are using Microsoft Project 2003/2007, to insert a new task within an existing task list:

1. Click on the task description below the desired insertion point.

2. Select New Task from the Insert menu or press the INSERT key.

3. Enter the task name , with ENTER or  to confirm.

4. Add the remaining tasks as shown below, to complete the task list:

TIP:   New lines on tables are inserted ABOVE the cursor’s position.

 

If you are using Microsoft Project 2013/2010, an alternative approach to inserting a new task is as follows:

1. Click on the task description below the desired insertion point:

2. On the Task tab, in the Insert group, click Task.

3. Creating a new task at the insertion point:

4. Overtype the name for the new task as Assemble and brief project team:

TIP:   New lines on tables are inserted ABOVE the cursor’s position.

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson B1 of our Project Mentor and Project Tutor learning systems.

In addition, Reference B1.2 of Project Mentor will tell you all you need to know about the subject discussed above.

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Tables are simply sets of columns, containing fields from the project’s database.  There are tables for task-based and resource-based views. As well as inserting (or hiding) table columns directly, a table can also be directly edited within the Microsoft Project table library.  

 

If you are using Microsoft Project 2003/2007, to achieve this:

1. From the View menu, choose Table, then choose More Tables:

2. Select as above, and then click .

3. Use the  button to add new rows and fields as ringed below:

4. Confirm the revised definition with OK, and then click  .

TIP:   Keep frequently used tables in the menu; less frequently used ones within the table library.

 

Often, an additional column is needed to show specific information. If you are using Microsoft Project 2013/2010, an alternative approach to editing a Microsoft Project table is as follows:

To add a column to the current table:

1. Click on the column header Add New Column (to the right of the column list).

2. Type the letter ‘T’ (to just list fields starting with T).

3. Select Text1 as below:

4. Repeat steps (1) and (2) to add the Text2 field to the current table.

5. Repeat steps (1) and (2) to add the Indicators field to the current table.

Columns can also be deleted from tables.  

1. Click on an unwanted column.

2. On the Format tab, in the Columns group, click Hide Column from the Column Settings drop down:

TIP: Changes made to table columns are saved with the project document and can be shared with other projects using the Organizer tool.

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lessons C1 and F2 of our Project Mentor and Project Tutor learning systems.

In addition, References C1.1 and F2.1 of Project Mentor will tell you all you need to know about the subject discussed above.

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During the project planning process, intermediate target dates can be set within the overall scope of the project.  These are known as key dates or ‘Milestones’.  Milestones indicate significant moments in a project’s life; for example, they may indicate the start or end of a project phase or the overall project itself. Milestones should be few in numbers so as not to dilute their message.  They should also be spread evenly throughout the project’s lifecycle. 

It is also important from a planning perspective to decide upon how many milestones a project should require to provide adequate strategic information - not too many and not too few.

For Microsoft Project 2003/2007 and for automatically-scheduled tasks in Project 2013/2010, a default 1-day duration task can quickly be turned into a milestone by entering a duration of 0 days, displayed (by default with a date appended) as: 

 

If you are using Microsoft Project 2003/2007, to create a Milestone:

1. Click on the task’s description box to add a milestone to the current project at the base of an existing task list:

2. Enter the task’s name (as displayed on the entry bar):

3. 

4. Confirm with ENTER or 

5. This will create an initial 1-day task bar (the default task duration) thus: 

6. Now enter over the initial default 1 day duration value with a duration of 0 days to create a Milestone within the project plan:

As a general tip, decide milestone positions and naming with key project stakeholders.

 

If you are using Microsoft Project 2013/2010, an alternative approach to creating a Milestone is as follows:

1. Click on the insertion point for the milestone:

2. On the Task tab, in the Insert group, click Milestone.

3. Creating a new milestone at the insertion point:

4. Overtype the name for the new milestone as Project signoff and authorisation.

As a general tip, decide milestone positions and naming with key project stakeholders.

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson B1 of our Project Mentor and Project Tutor learning systems.

In addition, References B1.1 and B1.2 of Project Mentor will tell you all you need to know about the subject discussed above.

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Rather than use the formatting toolbar for changes to the current object’s text, styles can be applied by task type to show emphasis.

 

If you are using Microsoft Project 2003/2007, to emphasise a Gantt Chart view’s summary task’s text:

1. From the Format menu, select Text Styles.

2. Set the dialog as below, noting the ‘Sample’ area:

3. Click OK to confirm the change of style to ALL summary tasks’ text.

Rather than use buttons in the Font group of the Task tab for changes to the current object’s text, styles can be applied by task type to show emphasis.

 

If you are using Microsoft Project 2013/2010, to emphasise a Gantt Chart view’s summary task’s text:

1. On the Format tab, in the Format group, click Text Styles.

2. Set the dialog as below, noting the Sample area:

3. Click OK to confirm the change of style to ALL summary tasks’ text.

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson C1 of our Project Mentor and Project Tutor learning systems.

In addition, Reference C1.2 of Project Mentor will tell you all you need to know about the subject discussed above.

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Along with Microsoft Project’s predefined fields, custom fields can also be created.  They can be simple free-format fields or they can contain lookup tables and outline codes.  They may also contain formulae and display graphical indicators.  

 

Adding table columns

Often, a column is needed temporarily to show specific project information.  

If you are using Microsoft Project 2003/2007, to add a column to the current table:

1. Click on a column’s title to the right of where the new column will go (Start column).

2. From the Insert menu, select Column, choosing the desired field to place in the column:

3. Click on  to automatically display the column at its optimum width.

 

Creating a custom field containing a lookup table 

If you are using Microsoft Project 2003/2007, to create a custom field:

1. Select the ‘Text 1’ field by clicking on its row heading:

2. From the Tools menu, select Customize, and then select Fields.

3. Click on the  button and enter “Cost Area” as the new name for the field.

4. Click on  and enter in as below:

5. Click CLOSE to confirm the entry, followed by OK to then apply the field and its value list.

With the value list created, tasks can now be edited by applying appropriate values: 

 

Adding table columns

Often, a column is needed temporarily to show specific project information.  

If you are using Microsoft Project 2013/2010, to add a column to the current table:

1. Click on the column header Add New Column (to the right of the column list).

2. Type the letter T (to just list fields starting with T).

3. Select Text1 as below:

Creating a custom field containing a lookup table

If you are using Microsoft Project 2010, to create a custom field:

1. Select the Text1 field by clicking on its row heading:

2. On the Format tab, in the Columns group, click Custom Fields. 

3. Click on the Rename button and enter “Cost Area” as the new name for the field.

4. Click on the Lookup button and enter in as below:

5. Click Close to confirm the entry, followed by OK to then apply the field together with its lookup table.

With the value list created, tasks can now be edited by applying appropriate values: 

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson F1 of our Project Mentor and Project Tutor learning systems.

In addition, Reference F1.1 of Project Mentor will tell you all you need to know about the subject discussed above.

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The optimised project plan represents the best possible model of what should actually happen to the tasks and the people that work upon them.  As a great deal of effort has gone into creating this project model, some managers expect the project to follow its plan exactly.  Unfortunately, as reality rarely goes according to plan, the plan must be updated and maintained.

If the manager of the project knows what did happen and, more importantly, what is expected to happen, the project will have the greatest chance of success. 

Saving a baseline as a reference

Before updating with actual progress, the project must be baselined to create the necessary reference.  

 

If you are using Microsoft Project 2003/2007, to save the baseline:

1. From the Tools menu, select Tracking and then select Set Baseline.

2. Fill in the dialog accepting the defaults, then confirm with OK.

Using views that show baselines

To assist the update process, a view that compares what has happened, what will happen and what should have happened, would be useful.  A view providing all this information is available:

1. From the Window menu, select Remove Split (if applicable).

2. From the View menu, select Tracking Gantt.

3. Click on any task within the displayed table, then  to bring the task bars into view.

4. Baseline bars are displayed in grey and are currently in line with the bars indicating the current schedule, which are displayed immediately above them:

 

If you are using Microsoft Project 2013/2010, to save the baseline:

1. On the Project tab, in the Schedule group, click Set Baseline.

2. Fill in the dialog accepting the defaults, then confirm with OK.

Using views that show baselines

To assist the update process, a view that compares what has happened, what will happen and what should have happened, would be useful.  A view providing all this information is available:

1. On the View tab, in the Split View group, clear the Details check box (if applicable).

2. On the View tab, in the Task Views group, click Tracking Gantt from the Gantt Chart drop down.

3. To line up the assignment bars, click Scroll to Task (Task tab, Editing group).

4. Baseline bars are displayed in grey and are currently in line with the bars indicating the current schedule, which are displayed immediately above them:

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson H1 of our Project Mentor and Project Tutor learning systems.

In addition, References H1.2 and H1.3 of Project Mentor will tell you all you need to know about the subject discussed above.

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Although the Gantt Chart view is the most popular and widely used within Microsoft Project whereby it can display task links, a clearer way to express task relationships is to use Microsoft Project’s Network Diagram view.  

 

If you are using Microsoft Project 2003/2007, to display the Network Diagram view:

1. Select Network Diagram from the View menu.

By default, the network diagram displays summary tasks, subtasks and milestones with a logical left-to-right sequence.  

Network formatting

Microsoft Project’s network diagram provides a number of ways to configure its appearance:

1. Selecting Box Styles from the Format menu will configure the contents and appearance for each type of task:

2. Selecting Layout from the Format menu will configure the general appearance of the view:

By using the various network diagram formatting options you can be very specific in WHAT and HOW you show tasks and dependency information within a project plan.

You can achieve a customised network diagram as shown below: 

Tasks can be created, deleted and linked together within the Network Diagram view.

 

If you are using Microsoft Project 2013/2010, to display the Network Diagram view:

1. On the View tab, in the Task Views group, click Network Diagram.

By default, the network diagram displays summary tasks, subtasks and milestones with a logical left-to-right sequence.  

Network formatting

Microsoft Project’s network provides a number of ways to configure its appearance:

1. Selecting Box Styles from the Format group of the Format tab will configure the contents and appearance for each type of task:

 2. Selecting Layout from the Format group of the Format tab will configure the general appearance of the view:

By using the various network diagram formatting options you can be very specific in WHAT and HOW you show tasks and dependency information within a project plan.

You can achieve a customised network diagram as shown below:

 

Tasks can be created, deleted and linked together within the Network Diagram view.

 

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson F2 of our Project Mentor and Project Tutor learning systems.

In addition, Reference F2.2 of Project Mentor will tell you all you need to know about the subject discussed above.

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Did you know you can quickly display Slack values for tasks within a Microsoft Project Gantt Chart view?

 A task’s Slack value is the amount of time a task can slip before it has an effect on other tasks or the overall project finish date. There are two basic types of slack: Free Slack and Total Slack.

• Free Slack (or free float) is the amount of time a task can slip before it delays any other task.
• Total Slack (or total float) is the amount of time a task can slip before it delays the overall project finish date.

Formatting the style of Gantt bars

The main function of the Gantt Chart Wizard is to format the style of the chart’s task bars.  These bars can be formatted manually, for example to display the slack that tasks possess, as well as a highlight to their criticality.

 

If you are using Microsoft Project 2003/2007, to display the Free and Total Slack values you can utilise the function ‘Bar Styles’.

To add these additional styles:

1. Double-Click on the white background of the Gantt Chart or select Bar Styles from the Format menu.  Scroll to a blank line below the existing line entries.

2. Enter details for the new rows as below, then confirm with OK.

How Gantt bars show criticality and slack values

Clear reports on screen can assist as part of the planning process.  

The settings made previously above are displayed as below:

Hint & Tip:  Aim for standardisation of how criticality is displayed within views.

Hint & Tip:  Running the Gantt Chart Wizard will clear any previously applied bar style formatting.

 

If you are using Microsoft Project 2013/2010, to display the Free and Total Slack values you can also utilise the function ‘Bar Styles’.  

Each variant of the Gantt Chart view contains its own set of bar styles. These bar styles conditionally format the chart. 

To review the bar style formatting of the Detail Gantt view and edit styles for Slack bars:

1. On the Format tab, in the Bar Styles group, click Bar Styles from the Format drop down.

2. Select the Slack style, then click Cut Row.

3. Without clicking on a different row, click the Paste Row button twice.

4. Rename the first slack style as ‘Total Slack’ and the second style as ‘Free Slack’.

5. Edit the shape, pattern, colour and To date for the two slack styles as below:

6. Click on the Text tab and delete the Free Slack text entry for both the Free and Total Slack bar styles, then close the dialog with OK. 

Reviewing slack values against task bars

Although text entries can add detail to a view, they can also add clutter to the view if too many entries are displayed.  A great deal of information is available within a Gantt Chart view:

• By rolling over a bar style:

• By clicking on a bar style:

Looking for a bit more detail?

An audio-video movie that takes you step-by-step through the post above can be found within Lesson C2 of our Project Mentor and Project Tutor learning systems.

In addition, Reference C2.4 of Project Mentor will tell you all you need to know about the subject discussed above.

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