Project 2013 In Depth

Overview

Do more in less time!

This book’s packed with intensely useful Project 2013 knowledge, tips, and shortcuts you just won’t find anywhere else. It’s the fastest, best way to master every phase of project management with Project 2013: initiation, planning, scheduling, resource assignments,
tracking, revision, completion, and more. You’ll get comfortable with Project 2013’s most valuable new features…master powerful new cloud-based tools for ...

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Overview

Do more in less time!

This book’s packed with intensely useful Project 2013 knowledge, tips, and shortcuts you just won’t find anywhere else. It’s the fastest, best way to master every phase of project management with Project 2013: initiation, planning, scheduling, resource assignments,
tracking, revision, completion, and more. You’ll get comfortable with Project 2013’s most valuable new features…master powerful new cloud-based tools for running your projects…even learn to manage complex project portfolios for your entire organization!

• Discover what’s new in Project 2013 and get started with new projects fast

• Apply project management best practices through Project 2013

• Initiate, plan, and organize projects to maximize your odds of success

• Create realistic schedules for your project and all your team members

• Define task logic to intelligently link sequences of activities

• Identify and eliminate bottlenecks before they interfere with your project

• Use Project’s automated scheduling engine to optimize efficiency

• Review and tweak your schedule using views, tables, filters, and groups

• Track your project’s progress and analyze your performance to date

• Adjust resources, tasks, and schedules to reflect project changes

• Officially close your project, and evaluate it via Lessons Learned analyses or Earned Value tracking

• Tailor Project 2013 to your individual and organizational needs

• Leverage Project 2013’s powerful cloud-based collaboration features

• Customize reports, including Project 2013’s advanced Visual Reports

• Work with multiple projects at once and resolve complex resource allocation problems

• Integrate Project 2013 with other Microsoft Office and third-party applications All In Depth books offer

• Comprehensive coverage with detailed solutions

• Troubleshooting help for tough problems you can’t fix on your own

• Outstanding authors recognized worldwide for their expertise and teaching style

Learning, reference, problem-solving...the only Project 2013 book you need!

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Product Details

  • ISBN-13: 9780789750952
  • Publisher: Que
  • Publication date: 9/6/2013
  • Series: In Depth Series
  • Edition number: 1
  • Pages: 960
  • Sales rank: 337,452
  • Product dimensions: 7.00 (w) x 9.10 (h) x 2.00 (d)

Meet the Author

Scott Daley has been updating Project In Depth since the Project 2010 edition. He has been working with Project and Project Server for over a decade as a consultant, a Microsoft employee, and an independent consultant. Scott believes that project management done well is a highly underrated discipline. This book was written with the intent to explain more than just what Project does or why it does it, and to go beyond the standard narratives surrounding Project. Scott has seen Project put to use managing many different kinds of projects, and hopes that this book will clarify some of the reasons why these efforts can succeed or fail.

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Table of Contents

I Getting Started with Microsoft

Project 2013

1 Power of Microsoft Project

2013 1

Essentials of Project Management 1

Projects Are Temporary 3

Project Objectives Are Specific and Measurable 3

Projects Are Constrained by Time, Cost, Scope, and Quality 3

What Project Can Do for You 5

Enterprise Versus Standard Thinking 7

Desktop Tools: Project Standard and Project Professional 7

What’s New in Project 2013 8

Reports 8

Consultants’ Tips 11

Go Ahead and Ignore Project

Management If It Suits Your Role 11

Communicate 11

Define Project Roles 11

Define Project Deliverables Prior to Building the Schedule 12

Define the Project Goal 12

Create the Work Breakdown Structure 12

Communicate the Schedule to Your Project Team 12

Acquire Commitment from the Project Team 13

Track Your Project Performance During Execution 13

Close Your Project and Retain History 13

2 Microsoft Project Quick

Start 15

Five Process Groups for Projects 16

Initiating Process Group 16

Planning Process Group 17

Executing Process Group 17

Monitoring and Controlling Process Group 17

Closing Process Group 18

Navigating Project 18

Introducing the Gantt Chart View 21

Scrolling, Selecting, and Entering Data Fields 23

Exploring the Look and Feel of Project 23

Exploring the Project Window 24

Project’s Help Feature 25

Using Team Planner to Start Managing Resources Quickly 26

Define Project Scope 27

Build and Decompose the WBS 28

Create a Project Schedule Using Microsoft Project 30

Use Project Schedule Templates or Create a New Project 31

Set Project Attributes 32

Build Your Project Schedule Using the WBS 35

Enter or Adjust Summary Tasks and Subtasks 36

Create Milestones 37

Set Deadlines 38

Create Task Dependency Relationships 39

Create Your Team and Assign Resources 41

How Duration, Work, and Resource Units Affect Your Project Schedule 44

Enter Estimates 45

Review the Schedule for Overallocation or Other Potential Issues 46

Inactivating Tasks 47

Baseline Your Schedule 48

Track Your Project 49

Obtain Project Status 49

Enter Your Tracking Data 50

Analyze Your Status 53

Close Your Project 54

Consultants’ Tips 55

Formulas That Affect Your Schedule 55

Create a WBS 55

80/20 Rule 56

Project Is a Tracking Tool 56

Always Baseline! 56

Split Window and Views 56

3 Microsoft Project and the Project Management Domain 57

History of Project Management 57

Exploring Project Management Industry Standards 58

Project Management Body of Knowledge (PMBOK) 58

PRINCE2 61

WBS, Phases and Control Points, Methodologies, and Life Cycles 63

Work Breakdown Structure (WBS) 63

Managerial Control 64

Using Microsoft Project with Methodologies and Life Cycles 65

Waterfall Development Process 66

Iterative Development 66

Research Project 69

Accommodating Teaming Styles 69

Consultants’ Tips 70

Determine the Approach to Use in Managing Your Project 70

Use WBS as a First Step in Project Definition 70

Use the 5×9 Checklist for Planning 70

II Organizing for Success—Project

Initiation and Planning

4 Getting Started After the Business Initiative Is Approved 71

Organizing Projects for Success 71

Define Measure of Success 72

Clarify Constraints and Boundaries 73

Define the Final Deliverables 74

Establish Change Control Process 75

Work Breakdown Structure 76

Work Breakdown Structure Concepts 76

WBS and Scheduling 78

Use of Templates 80

WBS Numbering 80

Creating Custom WBS Codes 82

Inserting, Deleting, and Moving Tasks with Custom WBS Codes 84

Editing Custom WBS Codes 84

Renumbering the Custom WBS Codes 86

Scope Control and Change Control 87

Consultants’ Tips 87

Understanding a Work Breakdown Structure 87

Define the Full Scope of Your Project 87

Build WBS First 88

Define Project Work Packages 88

5 Setting Up Project for Your Use 89

Setting the Task Mode 89

Setting the Task Mode 89

Understanding the Task Mode 91

Defining Project Information 91

Understanding the Project Information Dialog Box 92

Defining Project Properties 97

Defining Calendars 101

Calendar Hierarchy 102

Modifying and Defining Base Calendars 102

Setting Project and Resources Calendar 108

Defining Custom Fields 112

Custom Fields Concept 112

Defining Custom Fields 114

Defining Environment Options 115

Defining Project Standards 116

Consultants’ Tips 130

6 Creating Your Project

Schedule 131

Entering Project Tasks 131

Entering Tasks Using the Gantt Chart View 132

Creating Task Names 139

Entering Task Durations 141

Editing Tasks Using the Task Information Dialog Box 146

Manipulating the Task List 148

Displaying Long Task Names 148

Adjusting the Height of Task Rows 149

Undoing Changes in the Task List 150

Inserting, Deleting, and Clearing 151

Copying, Cutting, and Moving Tasks 152

Using the Fill Command 153

Defining Summary Tasks and Subtasks 154

Understanding Duration of Summary Tasks 155

Indenting and Outdenting Tasks 155

Collapsing and Expanding the Outline 157

Editing Outlined Projects 158

Selecting the Display Options for Outlining 158

Using Rollup Taskbars 159

Defining Milestones 160

Attaching Notes to Tasks 162

Typing and Formatting Notes 163

Inserting Hyperlinks in Notes 164

Inserting Objects in Notes 165

Attaching Notes to the Overall Project 167

Attaching Hyperlinks to Tasks 168

Attaching Hyperlinks to Existing Files or Web Pages 168

Attaching Hyperlinks to New Files 170

Attaching Hyperlinks to Tasks or Resources in the Same Project 170

Using Hyperlinks to Create Email Messages 171

Editing and Deleting Hyperlinks 171

Placing Hyperlinks in the Custom Text Fields 171

Defining Recurring Tasks 172

Creating Recurring Tasks 172

Editing Recurring Tasks 175

Creating WBS Codes 176

Using Other Views to Create Tasks 176

Using the Task Entry View 177

Using the Task Sheet View 178

Using the Timeline View 179

Consultants’ Tips 182

7 Defining Task Logic 183

Manipulating Your Schedule 185

Using the Multiple Undo and Redo Feature 185

Using Change Highlighting to View Changes 185

Linking Tasks 186

Understanding Task Relationships 187

Defining Dependency Links 187

Defining the Types of Dependency Link Relationships 189

Using the Finish-to-Start Relationship 190

Using the Start-to-Start Relationship 190

Using the Finish-to-Finish Relationship 191

Using the Start-to-Finish Relationship 192

Choosing the Dependent Tasks 193

Allowing for Delays and Overlaps 194

Entering Leads and Lags 195

Linking Summary Tasks 196

Creating Links by Using the Menu or Toolbar 197

Creating Links by Using the Task Information Dialog Box 198

Creating Links by Using the Task Form View 199

Creating Links by Using the Entry Table 201

Creating Links by Using the Mouse 203

Working with Automatic Linking Options 205

Modifying, Reviewing, and Removing Dependency Links 206

Auditing Task Links 207

Using the Task Inspector 209

Using Task Path 210

Defining Constraints 211

Understanding Types of Constraints 212

Entering Task Constraints 216

Creating Constraints in the Task Information Dialog Box 216

Creating Constraints in a Task Table 218

Creating Constraints in the Task Details Form 219

Responding to Warnings from the Planning Wizard 220

Deciding to Honor Links or Honor Constraints 221

Finding and Reviewing Tasks That Have Constraints 224

Removing Task Constraints 225

Resolving Conflicts Caused by Constraints 225

Creating a Modified Constraint Dates Table 226

Performing Advanced Actions on Tasks 227

Entering Deadline Dates 227

Filtering for Missed Deadline Dates 229

Splitting Tasks 229

Consultants’ Tips 232

The Deadline Feature 232

Scheduling Logic 232

Deadlines Versus Sponsor Schizophrenia 232

Connecting Tasks with the Mouse 233

Showing Detail in the Gantt Chart 233

8 Defining Project Resources 235

Understanding How Project Uses Resources and Costs 235

Cost Resources 237

Defining Resources and Resource Information 237

Understanding Resource Types 238

Understanding Budget Resources 238

Distinguishing Single and Group Resources 238

Using Generic Resources for Common Skills 239

Using the Resource Sheet View 239

Defining Resource Information Using the Resource Information Dialog Box 241

Using the Resource Fields to Define Resource Details 242

Using the Resource ID Field 242

Interpreting the Indicator Field 243

Specifying Resource Names Using the Name Field 243

Using Resource Type to Categorize Resources 243

Using the Material Label to Specify Units of Resource Measure 244

Using the Initials Column to Shorten Resource Names 244

Using the Group Field to Categorize Resources 245

Using the Max Units and Resource Availability Table to Specify Resource Availability 246

Selecting Resource Calendar to Specify Resource Base Availability 249

Specifying the Resource Working Time 249

Defining Resource Costs 252

Applying the Standard Rate to a Resource 252

Applying the Overtime Rate to a Resource 253

Applying the Cost Per Use to a Resource 254

Understanding the Cost Rate Tables 254

Selecting the Cost Accrual Type 256

Using the Task Form View to Add Additional Resources 256

Understanding Resource Constraints 257

Working with Resources 258

Setting the Automatically Add New Resources and Tasks Option 258

Sorting Resources 259

Grouping Resources 263

Filtering Resources 264

Consultants’ Tips 267

9 Understanding Work Formula

Basics 269

Understanding Task Levels 269

Work, Duration, and Units 270

Tasks with Multiple Assignments 271

Understanding Resource and Task Assignments 272

Reviewing the Essential Components of Work Resource Assignments 272

Understanding the Resource Assignment Fields 273

Assigning a Resource to a Task 274

Understanding the Assignment Units Field 274

Assigning the Work 277

Assigning the Duration 278

Understanding the Work Formula 278

Applying the Work Formula in New Assignments 279

Applying the Work Formula in Changes to Existing Assignments 288

Selecting Task Settings 289

Setting the Task Type 291

Schedule Modifiers That Affect the Complexity of the Scheduling Engine 292

Task Mode 293

Project Scheduling the Resource Assignment to Start When the Task Starts 293

Splitting Task Assignments 293

Scheduled Delay Effects 293

Leveling Delay Effects 294

Work Contour Effects 294

Resource Availability Effects 295

Calendar Effects 296

Effort-Driven Task Effects 296

Effects of Using Driver Resources 297

Consultants’ Tips 297

80/20: Using Task Modes 297

Work Formula Factors 298

80/20: Using Task Types 298

80/20: Using Effort-Driven Task Types 298

The Difference Between Calendar Duration and Actual Assignment Duration 299

10 Scheduling Single and Multiple

Resource Assignments 301

Mechanisms: Methods for Adding Resources 302

Adding Resources Using the Assign Resources Dialog Box 302

Adding Resources by Using Drag-and-Drop 303

Assigning Resources with the Team Planner View 304

Assigning Resources with the Task Entry View 305

Assigning Resources Using the Task Information Dialog Box 306

Assigning Resources with the Task Table 308

Creation: Assigning a Single Resource 309

Assigning a Resource Using the Assign Resources Dialog Box 310

Creation: Assigning Multiple Resources 312

Calculating Task Duration with Multiple Resources 312

Understanding Effort-Driven Tasks 313

Understanding the Driver Resource Concept 317

Maintenance: Modifying Existing Resource Assignments 320

Modifying Resource Assignments 321

Entering the Assignment Values 322

Assigning Resources with the Task Usage View 325

Modifying Work Schedules with the Task Usage View 326

Using the Assignment Information Dialog Box 329

Scheduling a Late Start for an Assignment 330

Splitting a Task Assignment 333

Removing Resource Assignments from One or More Tasks 333

Replacing a Resource on an Assignment 335

How-To’s: Modifying Resource Assignments 336

Graphing Resource Availability 336

Scheduling Resources for a Specific Amount of Work 339

Contouring Resource Usage 339

Selecting a Predefined Contour Using the Assignment Information Dialog Box 344

Using Overtime to Shorten Duration 345

Selecting a Cost Rate Table for an Assignment 348

Assigning Fixed Costs and Fixed Contract Fees 349

Scheduling with Task Calendars 351

Adding Delay to an Assignment 353

Consultants’ Tips 355

Make Judicious Use of the Team Planner and Manually Scheduled Tasks 355

80/20: Use the Task Entry View for Resource Entry and Modifying Assignments 356

Depth: Calculation of the Default Units Value Used When Assigning a Resource 356

Config: Turn Off Automatic Resource Creation 356

Forward-Scheduling Versus Backward-Scheduling 356

11 Using Standard Views, Tables, Filters, and Groups to Review Your Schedule 357

What Can I View Using Microsoft Project? 357

Viewing Strategies 359

Strategies on Using Views 359

Strategies for Using Tables 362

Understanding Standard Views 366

Calendar View 367

Gantt Chart Views 369

Team Planner View 373

Network Diagram View 375

Descriptive Network Diagram Views 376

Task Usage View 377

Tracking Gantt View 378

Resource Graph View 378

Resource Sheet View 380

Resource Usage View 380

Bar Rollup View 381

Milestone and Milestone Date Rollup Views 382

Relationship Diagram View 383

Resource Allocation View 384

Resource and Resource Name Form Views 384

Task, Task Detail, and Task Name Form Views 386

Task Entry View 387

Task Sheet View 388

Understanding Standard Tables 389

Task Tables 389

Resource Tables 391

Understanding Filtering and Grouping 393

Exploring Filters in Microsoft Project 393

Exploring Standard Groups 398

Combining Views, Tables, Filters, and Groups to Review Project Schedule Details 401

Does My Schedule Contain the Needed Milestones? 401

Do I Know My Critical Path? 403

Are My Tasks Linked? 405

Does My Schedule Contain Constraints? 406

Are All Needed Task Details Included? 407

Making Sure There Is Flexibility in the Schedule 407

Are My Resources Overallocated? 407

Is My Schedule Baselined? 408

How Do I Communicate the Tasks? 408

How Do I Present My Project Schedule to the Project Sponsors? 409

Consultants’ Tips 410

Stop Expecting Your Resources and Sponsors to Look at the Same Views You Do 410

Use the Team Planner When Resource Planning Is Your Main Goal 410

Keep It Simple 410

Easy Way to Not Accidentally Type in Actuals When Using Resource or Task Usage Views 410

12 Performing a Schedule Reality

Check 411

Auditing the Schedule for Reasonableness 411

Looking for Logic Errors 412

Schedule Estimation Methods 413

Looking for Technique Errors 414

Reviewing the Big Picture: Critical Path Analysis 417

What Is My Current Critical Path? 418

How Can I Reduce the Duration of My Critical Path? 419

Strategies for Crashing the Schedule 420

Strategies for Fast Tracking the Schedule 420

Reviewing the Project-Level Statistics 421

Methods of Examining Your Schedule 422

Strategies for Analyzing Costs 423

Reviewing the Cost Table 423

Reducing the Cost of Work 424

Finalizing the Schedule 424

Baselining the Schedule 425

Saving Your Project Baseline 425

Consultants’ Tips 428

Are You a Pessimistic or an Optimistic Estimator? 428

Schedule Problems Checklist 428

Avoiding the “While You Are Here” Syndrome 430

Deleting Baselined Tasks 430

III Project Execution Through Completion

13 Tracking Your Project Progress 431

Overview of Tracking 431

Working with Project Baselines 432

Viewing Baselines 433

Using Usage Views to Show Time-Phased Details 434

Tracking Your Project’s Performance and Costs 436

Understanding Fields Used in Updating the Project Schedule 436

Entering Tracking Information at the Task Level 438

Editing the Task Actual Start Date 440

Editing the Task Actual Finish Date 440

Editing Task % Complete (Percentage Complete) 441

Editing Task Actual Duration 442

Editing Task Remaining Duration 442

Editing Task Actual Work 443

Editing Task % Work Complete 443

Editing Task Remaining Work 443

Editing Task Time-Phased Actual Work 444

Entering Tracking Information at the Assignment Level 444

Editing Assignment Actual Start 445

Editing Assignment Actual Finish 445

Editing Assignment Actual Work 446

Editing Assignment % Work Complete 446

Editing Assignment Remaining Work 446

Editing Assignment Time-Phased Work 447

Understanding the Calculation Options That Affect Tracking 447

Using the Updating Task Status Updates

Resource Status Option 449

Using the Actual Costs Are Always Calculated by Project Option 450

Using the Edits to Total Task Percentage Complete Will Be Spread to the Status Date Option 452

Options to Reschedule Parts of Partially Completed Tasks 453

Using Microsoft Project’s Facilities for Updating Tasks 455

General Shortcuts 455

Update Tasks Form 455

Update Project Form 456

Consultants’ Tips 458

Always Keep the Original Baseline 458

Regular Statusing of Team Assignments 458

14 Analyzing Performance 459

Reviewing the Current Status of a Project 460

Reviewing the Status Via the Current Schedule 460

Reviewing the Status Via the Project Plan 465

Analyzing Performance with Earned Value Analysis 474

Understanding Earned Value Measurements 475

Controlling the Calculation of Earned Value 485

Summary of Using Earned Value Analysis in Project 487

Earned Value Report 489

Using Analysis Views and Reports 490

Analysis Views 491

Analysis Reports 494

Analyzing the Critical Path 495

Consultants’ Tips 495

Project Performance Analysis Prerequisites 495

Project Performance Analysis Areas 496

Project Performance Analysis Options 496

15 Using Reports for Tracking and

Control 497

Using Reports 497

Reports and the Iron Triangle 499

Using Reports for the Project Sponsor 508

Using Visual Reports 510

Using Visual Reports for Project Analysis 512

Using Visual Reports for the Project Sponsor 517

Using Visual Reports for the Project Team 523

Consultants’ Tips 524

When to Use Reports 524

When to Use Visual Reports 525

Customize the Out-of-the-Box Reports for Your Project Needs 525

16 Revising the Schedule 527

When Things Don’t Go According to Plan 527

Critical Path Changes 528

What Can Go Wrong 529

Prevention and Avoidance 530

When Recovery Is the Only Option 530

Reducing Project Scope 531

Reducing Project Cost 532

Reducing Scheduled Duration 532

Rebaselining Strategies 534

Consultants’ Tips 534

Regularly Review Your Project Schedule 534

Perform Risk Management and Contingency Planning 534

Make Your Project Estimates as Realistic as Possible 534

17 Closing the Project 535

Project Close Process Group 536

Closing the Contractual Agreement 536

Implementing Project Close Custom Fields 538

Performing Final Reporting 539

Cost Overruns Report 540

Additional Out-of-the-Box Closing Reports 540

Performing a Project Retrospective: Lessons Learned 542

Archiving Your Schedule 543

Celebrating Your Project Results 546

Consultants’ Tips 546

IV Tailoring Microsoft Office Project 2013 to Your Needs

18 Managing Project Files Locally and in the Cloud 549

Saving and Protecting Project Files 550

Working with the Organizer and the Global File 550

Designating the Default Save Location and Format 550

Version Compatibility 552

Saving a File 552

Your Account 555

Providing Security for Saved Files 555

Saving the Workspace 558

Project Safe Mode 558

Creating and Using Project Templates 559

Creating a New Project Template 559

Modifying Existing Template Files 561

Opening a Template File to Create a New Project 561

Working with the Organizer and the Global File 562

Global.mpt File 565

Manipulating Objects Using the Organizer 565

Consultants’ Tips 568

Global.mpt 568

Using the Organizer 568

Protecting Your Project Files When Sharing 568

Basic Steps for Starting a Project 568

Use Templates and Keep Them Simple 568

19 Formatting Views 569

Sorting the Tasks or Resources in a View 569

Selecting the Sort Keys 570

Selecting the Sort Operation 571

Formatting Text Styles for Categories of Tasks and Resources 571

Selecting an Item to Change 572

Changing the Style of Text Displays 574

Formatting Font for Selected Text 575

Formatting Gridlines 575

Using the Outline Options 577

Formatting Timescales 578

Changing Timescale Tiers 579

Completing the Timescale Definition 581

Changing the Display of Non-Working Time 582

Using Page Breaks 583

Formatting the Gantt Chart Views 583

Formatting the Gantt Chart View Manually 583

Using the Gantt Chart Wizard 594

Formatting the Calendar View 596

Formatting the Timescale for the Calendar 597

Selecting Calendar Bar Styles Options 598

Setting the Layout Options for the Calendar View 599

Formatting the Network Diagram View 600

Using the Box Styles Options 600

Using Data Templates for Network Diagram Nodes 601

Using the Box Options 604

Controlling the Network Diagram Layout 604

Using the Zoom Command 609

Formatting the Task Form and Resource Form Views 609

Sorting the Form Views 610

Formatting Details of Form Views 610

Formatting the Resource Graph View 612

Reviewing the Format Options for the Resource Graph View 614

Selecting the Details to Display 615

Using the Bar Styles Dialog Box 617

Formatting the Resource Usage View 619

Choosing the Details for the Resource Usage View 619

Formatting the Detail Styles in the Resource Usage View 620

Formatting the Task Usage View 621

Formatting the Task Sheet and Resource Sheet Views 622

Consultants’ Tips 622

Get Familiar with the Default Views First, Then Customize 622

Customizing the Gantt Chart View 623

Sorting Views 623

20 Reports Part I: 2013 Reports 625

Understanding the New Reports 625

Accessing the Reports 626

Common Report Elements 627

Dashboards Reports Category 629

Resources Reports Category 632

Cost Reports Category 634

In Progress Reports Category 636

Miscellaneous Category Controls 638

Customizing Sections of Reports 639

Customizing a Text Box or a Shape 639

Adding or Customizing a Picture 640

Adding or Customizing a Chart 642

Adding or Customizing a Table 645

Customizing Reports 646

Customizing an Existing Report 647

Creating Reports 647

Creating a New Report Based on an Existing Report 647

Designing a New Report 648

Using the Common Customization Controls 649

Themes 649

Choosing the Page Setup Options for a Report 650

Saving and Sharing Custom Reports 650

Consultants’ Tips 651

Right Report for the Right Audience 652

Avoid Too Much Navel Gazing 652

21 Reports Part II: Visual Reports 653

Reports Part II: Visual Reports 655

Understanding OLAP Cubes for Visual Reports 658

Understanding Excel and Visio in Relation to Project 659

Using Excel While Working with Visual Reports 659

Using Visio While Working with Visual Reports 664

Reporting Capabilities 665

Customizing Excel Visual Reports 665

Customizing Visio Visual Reports 680

Creating Visual Reports Using Excel 688

Creating Visual Reports Using Visio 692

Sharing and Saving Visual Reports 693

Saving a Visual Report Template Using Excel 694

Saving a Visual Report Template Using Visio 694

Saving a Reporting Cube 694

Saving a Reporting Database 696

Printing a Visual Report 697

Consultants’ Tips 697

80/20: Choose the Right Data Resolution for Your Reporting Goals 697

Save Customized Reports as Templates for Later Use 698

22 Customization Almost Beyond

Reason: Views, Tables, Filters,

Groups, Fields, Toolbars, and Menus 699

Creating and Customizing Tables 700

Entering a Table Name 702

Adding and Changing the Columns in the Table 702

Completing the Definition of the Table 705

Changing Table Features from the View Screen 707

Creating and Customizing Views 708

Entering the Name of the View 711

Selecting the Starting Format 711

Selecting the Table for the View 712

Selecting the Group for the View 713

Selecting the Filter for the View 713

Displaying the View Name in the Menu 713

Saving the View Definition 714

Creating a Combination View 714

Printing Views 715

Preparing Your Screen and Choosing Fundamentals for Your Printed View 716

Filtering, Sorting, Grouping, and Enhancing the Display 716

Using Page Breaks 717

Using the Page Setup Dialog Box 717

Previewing the Printed View 726

Printing 727

Creating and Customizing Filters 729

Naming a Filter 730

Defining Filter Criteria 730

Using More Filter Criterion Tests 733

Using Interactive Filters 737

Creating Calculated Filters 738

Creating Multiple Criteria Filters 739

Creating Custom Filters with AutoFilter 740

Creating Custom Groups 741

Accessing Custom Groups 741

Selecting Grouping Fields 742

Defining Group Intervals 743

Formatting Group Displays 744

Saving Custom Groups 745

Creating and Customizing Fields 745

Accessing the Custom Fields 746

Naming Custom Fields 746

Creating Calculated Custom Fields 747

Controlling Custom Field Behaviors 749

Creating Custom Indicator Fields 749

Managing Custom Fields 754

Organizing Views and Other Custom Elements in Project Files 754

Customizing the Ribbon 756

Customizing the Quick Access Toolbar 762

Customizing the Status Bar 765

Consultants’ Tips 767

Create Views the Right Way 767

Name Organizer Objects Appropriately 767

Resolve Unexpected View Results 767

Know Your Audience When Using Graphical Indicators 767

Keep an Excel Configuration Workbook 768

Making the Most of the “Ribbon” 768

V Microsoft Project 2013 Knowledge In Depth

23 Working with Multiple Projects 769

Using Windows Commands 769

Viewing All the File Windows at the Same Time 771

Hiding and Unhiding Open Windows 772

Using the Save Workspace Command 772

Comparing Project Versions 773

Displaying Tasks from Different Projects in the Same Window 776

Using the New Window Command 776

Filtering and Sorting Consolidated Projects 778

Creating Master Projects 780

Combining Projects into One File Using the Insert Project Menu 781

Working with Inserted Projects 782

Breaking Apart a Large Project Using Inserted Projects 784

Master Projects Using Hammock Tasks 784

Maintaining Inserted Projects 786

Identifying Tasks That Are Inserted Projects 787

Creating Links Between Tasks in Separate Projects 788

Sharing Resources Among Projects 791

Creating the Shared Resource Project 792

Using the Resource Pool 792

Discontinuing Resource Sharing 795

Identifying Resource Pool Links 796

Viewing Resource Loads Without Sharing a Pool 796

Saving Multiple Files in a Workspace 797

Consultants’ Tips 798

Using Master Files 798

How Do I Tell Which Task Is from Which Project When They Have the Same Names? 799

Sharing Resources Between Projects 799

24 Resolving Resource Allocation

Problems 801

Understanding How Resource Allocation Problems Occur 801

Why Should I Care About Resource Workload Conditions? 802

What Is the Problem? 802

What Causes Resource Overallocation? 804

When Should I Ignore Resource Allocation Problems? 804

Visualizing Resource Allocation Conditions 805

Resource Max Units, Calendars, and Other Settings 805

Team Planner 808

Resource Graphs 808

Resource Sheet 809

Split Views and Windows 811

Resource Usage Time-Phased Data 813

Groups, Filters, and Sorting Tasks with Resources 814

Review Task Relationships 815

Strategies for Correcting Resource Allocation Problems 816

Process Check: Review Project Scope and Other Business Issues 817

Replacing or Adding Resources 817

Splitting Tasks 818

Linking Tasks 819

Adjusting Resource Units 820

Using the Level Resources Tools 821

Manual Strategies to Correct Resource Allocation Problems 827

Consultants’ Tips 832

Use Team Planner and Manually Scheduled Tasks Where Appropriate 832

Establish Guidelines for Resolving Resource Allocation Issues 832

Examples of Resource-Leveling Scenarios 832

Receiving an “Overallocation Cannot Be Resolved” Warning 833

Resource(s) Indicate Overallocation Condition After Leveling 833

25 Exporting and Importing Project

Data 835

Exchanging Project Files Across Microsoft Project Versions 836

Exchanging Project Data with Other Applications 837

File Formats Supported by Project 837

Working with Import/Export Maps 838

Understanding Import/Export Maps 838

Reviewing the Predefined Import/Export Maps 840

Creating and Using an Export Map 844

Creating and Using an Import Map 849

Exchanging Data with Microsoft Excel 854

Exporting Project Data to an Excel Worksheet 855

Exporting Project Data to an Excel PivotTable 859

Importing Project Data from the Excel Format 859

Working with Web-Enabled Project Data 865

Working with Text File Formats 865

Exporting Project Data in the Text Formats 865

Importing Project Data from Text Formats 868

Importing a Task List from Outlook 868

Consultants’ Tips 872

Import/Export as a Legacy Feature Set 872

Design the Data Layout Prior to Import/Export 872

Using Export/Import Versus Copy/Paste 872

Copying and Pasting Using Excel 872

Be Aware of Additional Data When Importing/Exporting 872

Using the XML Export Will Not Keep Some of the Usage Data 872

26 Manipulating Data Using Other

Applications 873

Copying Data Between Applications 873

Copying Data from Other Applications into Project 875

Copying Project Data into Other Applications 877

Linking Data Between Applications 879

Linking Project Data Fields from External Sources 879

Refreshing Linked Data in Project 881

Deleting Links to External Sources 883

Identifying Tasks or Resources with Links Attached 884

Pasting Links to Project Data in Other Applications 884

Working with Objects 884

Pasting Objects 885

Inserting Objects 887

Placing Objects into Project 888

Pasting Objects in the Gantt Chart View 888

Inserting Objects in the Gantt Chart View 889

Placing Objects in the Notes Field 893

Placing Objects in the Task or Resource Objects Box 893

Placing Objects into Other Applications 896

Using the Copy Picture Command to Copy a View 897

Consultants’ Tips 901

“Legacy” Features 901

File Sizes 901

Index 903

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