In this video, Sharon demonstrates how to create and save a project, add tasks, outline tasks, link tasks, change the view, and print a plan in Project.
- [Instructor] Project is an application to keep track of, well, your projects. From planning corporate events to building a house you can manage and track the progress of your plan using Project. We'll be using the desktop version of Project which I happen to have pinned to my Start menu. Your location may be slightly different. As with most of the Office applications that we've been looking at you can either start with the blank template or use one of the many prebuilt templates. For our very simple project, we'll be using a blank project template.
For our project we're going to create a server migration plan. We'll simply add in the task for server migration. These are discover, assess, target, and migrate. I'm going to go ahead and add in a sub-task to discover. To do so, I'm going to select the row below the parent task. Right click. And then insert task. I am not a very creative person so I'm just going to call this sub-task one. I'm going to do the same thing for assess, as well.
Right click, insert task. And provide a name. Next, to truly make these sub-tasks we must indent them. I've selected the task and I'm just going to scroll up to the ribbon and click on the indent task icon. And I'll do that to our sub-task under assess, as well. Perfect. Typically, in a project we cannot begin one task until the previous task has been completed. And we can configure Project to manage this for us automatically.
And we do so by using linking. I would like all of these tasks to be linked together. I'm going to go ahead and highlight all of the tasks. And then select the link to selected task icon in the ribbon. And now you'll see that most of our projects have been linked. And you can tell the difference because of the icons. Under task mode we see our first one is linked. But our second one has not linked. And that's because we don't have enough information as of yet.
Let's go ahead and add in our sub-task duration. Let's say our sub-task was going to only take two days. I'm keeping our numbers very small here so we can see the results immediately to the right of the screen in the gant chart. Once I add it in the two days, you'll notice that our total duration changed to two days. And finally, I'm going to go ahead and set this to auto schedule. So we can see if we start this on July the fourth it will finish on July the fifth.
Next, let's fill in the duration for our sub-task under assess. And as before I'm going to assign this two days. And because it would like me to put in a start date I know that this has not been autoscheduled. I'm going to pop over and change this to autoschedule, as well. And you'll see that our date is automatically populated for us. I'm going to go ahead and provide the duration for our next two tasks. And I know a migration's not going to take three days.
I'm using these very small numbers for demonstration purposes. We can see even though linked they are not auto-scheduling. Again, I'm going to change from a manually scheduled task to an automatically scheduled task. Clicking in Task mode the down arrow, and auto scheduled. I could also scroll up to the ribbon and click on auto schedule here, as well. And you'll see at this point that all of our tasks are now linked and we'll start immediately following the previous task.
Let's go ahead and change the date. Most people don't want to start working on July the fourth. Let's go ahead and start this project on July the 10th. You'll notice when I change the date all subsequent dates then changed, as well. We have a very simple list here. But if you could imagine a list with several hundred tasks this view could be a little bit busy and a little daunting. So let's go ahead and show only the outline view.
And to do so, come up to your ribbon, click on View. And then the outline view. And here, you can choose how many levels you'd like to see. I'm going to go ahead and just hide our sub-tasks. And hide it one more time. I could have also selected the entire table and then click outline and hide those sub-tasks. We can also view the entire project in different views itself. Personally, I like the calendar view. So let's go ahead and take a look at it using the calendar view.
I'm still in the view tab. And here I'll just click on Calendar. And we can see that we now have a calendar with our associated dates. And finally, you may want to print your calendar. To do so, click on File. And then Print. And here you can go ahead and print your calendar. This was a very quick and simple demonstration of Project. There is so much more you can do with Project. For additional information, how-to's, and answers to the most popular Project questions see the Project center training web page.
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