Microsoft Project Tips Part II

Managing Part Time Resource in Microsoft Project

If you have a resource who is only available to work on your project part-time, you might be tempted to set the working time of the resource in your project to reflect a parttime schedule, such as 8 A.M. to 12 P.M. daily. However, a better approach would be to adjust the availability of the resource as recorded in the Max. Units field to 50%. Changing the unit availability of the resource keeps the focus on the capacity of the resource to work on the project rather than on the specific times of the day when that work might occur. You set the maximum units for a resource in the Resource Sheet view, which you display by clicking Resource Sheet on the View menu. For more information about resource units.

Best Practice – Editing Calendars for Multiple Resources in Microsoft Project

If you find that you must edit several resource calendars in a similar way (to handle a night shift, for example), it may be easier to assign a different base calendar to a resource or collection of resources. This is more efficient than editing individual calendars, and it allows you to make project-wide adjustments to a single base calendar if needed. For example, if your project includes a day shift and a night shift, you can apply the Night Shift base calendar to those resources who work the night shift. You change a base calendar in the Change Working Time dialog box on the Tools menu. For collections of resources, you can select a specific base calendar directly in the Base Calendar column on the Entry table in the Resource Sheet view.

Changing the Default view when opening Microsoft Project

By default, Project displays the Gantt Chart view when you start the program. However, if you don’t like the view to be opened every time, you can change this setting to display any view you want at startup. On the Tools menu, click Options. In the Options dialog box, click the View tab. In the Default View box, click the view you want. The next time you start Project and create a new project plan, the view you have chosen will appear.

Adding Objects and Graphics on Gantt chart area

Project includes a Drawing toolbar with which you can draw objects directly on the chart portion of a Gantt chart. For example, if you would like to note a particular event or graphically call out a specific item, you can draw objects, such as text boxes, arrows, and other items, directly on a Gantt chart. You can also link a drawn object to either end of a Gantt bar or to a specific date on the timescale. Here’s how to choose the type of link you need:

  • Link objects to a Gantt bar when the object is specific to the task the Gantt bar represents. The object will move with the Gantt bar if the task is rescheduled.

  • Link objects to a date when the information the object refers to is date sensitive. The object will remain in the same position relative to the timescale no matter which part of the timescale is displayed.


Formatting Text on Microsoft Project Views

You can use Format – > Text Style dialog to change font and color etc. of the text visible on different views of project. Simple select the item to change and change is formatting properties just like Word.


for example here I am changing the Row and column titles formatting

image Result – > image

Microsoft Project Tips – Part I

Elapsed Duration

You can schedule tasks to occur during working and nonworking time. To do this, assign an elapsed duration to a task. You enter elapsed duration by preceding the duration abbreviation with an e. For example, type 3ed to indicate three elapsed days. You might use an elapsed duration for a task that you don’t directly control but that nonetheless is critical to your project. For instance, you might have the tasks Pour foundation concrete and Remove foundation forms in a construction project. If so, you might also want a task called Wait for concrete to cure because you don’t want to remove the forms until the concrete has cured. The task Wait for concrete to cure should have an elapsed duration because the concrete will cure over a contiguous range of days, whether they are working or nonworking days. If the concrete takes 48 hours to cure, you can enter the duration for that task as 2ed, schedule the task to start on Friday at 9 A.M., and expect it to be complete by Sunday at 9 A.M. In most cases, however, you’ll work with nonelapsed durations in Project.


Scroll To Task

When using Resource Utilization view sometimes it is important to see where the current task is starting.  Microsoft Project does not actually takes you to the start day of the task from the utilization view.  While updating project or performing leveling it is sometimes required to see where the task is actually starting.  Consider the example give below


Switch to Resource Usage View using View -> Resource Usage


you can see that project is showing the work for the current date.  If I want to see what is the start of task 1 that is assigned to resource 1. 

1. Click on the Task 1 in resource usage view and click or select the task and click on Scroll To Task button or use Ctrl + Shift + F5.


2. Now the usage view shows the task working hours on its working days.

It is handy.


The short keys for indenting are

Making a Task as Phase

1. Create two tasks 1. Phase Task 2. Sub Tasks


2. Click on the sub task. 

3. Control + Shift + Right Array Key.  This will make the phase task a summary task.


4. To make phase task back to normal use Control + Shift + Left Array Key.

Task Dependencies

The second task must occur later than the first task; this is a sequence.

The second task can occur only if the first task is completed; this is a dependency.


The best view to see Task dependency is view Network Diagram.


When working with summary tasks, you can either link summary tasks directly (as you did above) or link the latest task in the first phase with the earliest task in the second phase. The scheduling end result is the same in either situation, but it’s preferable to link the summary tasks to better reflect the sequential nature of the two phases.

Viewing Project Information for Whole Project

To Zoom to see entire project in Gantt chart use

View – Zoom -> Enter Project  or use (Alt + V + Z + E) together.

Project Summary Information

If your project has baseline and you have entered actual work.  You will be a position to see where you are interms of your project status.  You can see this using Project Statistics Dialog box. 

1. Click Project -> Project Information and click on Statistics Dialog Box or use (Alt + P + P + i)


SharePoint 2007 Training in Lahore

Hi Everyone,

We, a group of SharePoint Developers would like to announce that we are planning (SharePoint User Group Platform) to conduct a series of (Free of Cost) SharePoint 2007 and EPM 2007 Training Sessions in Lahore in upcoming weeks.  In order to do so we would like to get feedback from those interested to Join us for these sessions.   If you are interested in these training session please do reply @ & CC to or Leave the comment under this topic with the following information.

First Name :

Last Name :

Job Designation

Experience and Details

Company Working

Any Topic of your interest on SharePoint/Project Server

Based on your feedback we will announce the details and venue for the session on these forums.  Please note that this announcement is not for commercial purposes and solely for the benefit of SharePoint Developers in Pakistan . 

WSS 2.0 and SharePoint Portal Server Service Pack 3

WSS 2.0 SP3

"Microsoft Windows SharePoint Services Service Pack 3 (SP3) contains stability improvements and performance improvements. Some fixes that are included with Windows SharePoint Services SP3 were previously released in separate updates. Windows SharePoint Services SP3 combines the previously released fixes into one update."


Download and Installation Instructions (remember it goes on all servers with WSS code on them)

There is also a language template update for SP3

SPS 2003 SP3

"Microsoft® Office SharePoint Portal Server® 2003 Service Pack 3 (SP3) represents a major evolution in security for SharePoint Portal Server 2003. It further hardens SharePoint Portal Server against potential attacks and other security threats. This service pack also includes fixes that have been previously released as separate updates for SharePoint Portal Server 2003. "


Installation Instructions and Download

"Included in this Service Pack
This service pack includes significant new security updates. This service pack also includes updates previously released for SharePoint Portal Server 2003:"