Wednesday, November 26, 2014

How to create hyperlinks in MS Project 2013

Hyperlinks are generally thought of as connections to a web page, but they can be used to connect to any kind of file e.g. Word or Excel.

MS Project allows you to create hyperlinks on tasks, resources and assignments.

When project plans contain hundreds of tasks or resources hyperlinks to other tasks or resources can be very useful. For example a hyperlink could you take you from a task to it's assigned resources or could link from a design task to a related prototype task. You will need the task or resource ID of the task/resource that you want to link to.

for step by step instructions see

Tuesday, November 25, 2014

Manual schedule vs Auto schedule task mode

Typically you schedule a task by assigning duration estimates and resources, even though you might not have this information readily available.

With manually scheduled tasks, you can provide high-level task information for the task without assigning duration estimates and resources.

For example, you could enter "TBD" in the Start Date or "Go and ask to Prashant " in the Duration field until you know the estimated duration and start date. This allows you to start planning your project right away without knowing all the information about the manually scheduled tasks up front.

For manually scheduled tasks, changes to the schedule (such as task dependencies and the project calendar) will not automatically adjust task dates. So manually scheduled tasks will stay where you want them to stay in your project schedule.

1 : Shows Auto schedule task icon
2 : Shows Manual schedule task icon
3 : shows that for manual task if you don’t have information you can put text in duration/start/end fields
4 & 5 : button to convert a task in auto / manual mode.

By default, new tasks are manually scheduled in Project 2013. If you want to schedule a specific task to be auto-scheduled, select the task, then on the Task tab, in the Tasks group, select Auto Schedule, or change the scheduling option for the specific task in the Task Mode column.

If you want all of your new tasks to be automatically-scheduled, on the File tab, in the Backstage view, click on Options, Schedule.In the Scheduling options for this project section, select the current project that you have open, or select All New Projects for all projects going forward for the settings to be selected. In the New tasks created section, select either Manually
Scheduled or Auto Scheduled from the dropdown, depending on your preference.

Monday, November 24, 2014

Create Summary Task in MS Project 2013

Summary task are used to organizing work task for a project.

e.g. if you are having task and out of all task you want to put 4 task under one bucket. SO just select 4 task and just click “Summary” on the task tab.

MS Project added a new task “New summary task” you can just edit it and give the name what you want to call you it.

Duration of summary task is duration of sequence of its sub task.

We can collapse/expand summary task.

Saturday, November 22, 2014

Effort driven task field

The Task Effort is the sum of the Work (hours) of all Work Type resources assigned to a task.

The Effort driven option determines how the effort is calculated as resources are added or removed from a Fixed Units or Fixed Duration task.

When a resource is added or removed from a task, the Task Effort assigned to a task remains constant. Therefore the Work of existing Resources is reduced when a new resource is assigned.

Non Effort Driven - When a resource is added to or removed from a task, the Resource Effort or Work of other resources remains constant. Adding or deleting resources increases or decreases the total task effort and will not change the effort of assigned recourses.

Example You have a task to create a set of architectural drawings with a duration of four weeks, which is how long the task would take one drafter to complete.
Because the task is effort driven, you assign four drafters to the task and Project will schedule the task to be completed in one week. In this case, you click Yes in the Effort Driven field.

Daily meetings can not be effort driven tasks or Reviews can not be effort driven tasks because it do not depend on how many number of people are attending meetings or doing reviews.

Effort driven for tasks is Off by default however we can change this setting from Options.

Steps to set the task as an Effort driven

Task information -> Advanced -> “effort driven” task field.

OR there is another way

Select the task and go to View tab and select “Details” checkbox.
A Detail Pane will appear , and in this Pane we can select “Effort Driven” check box.

Friday, November 21, 2014

create a Milestone in MS Project 2013

Milestone is used to show key points in the project Production deployment date, customer Approval, Payment date etc.

- Milestone do not have any time duration that is duration column will always have 0

Steps to create a milestone.

1. First select the task where you want to create milestone. e.g. we want to create a milestone above        “Choose new location” task so just select “choose new location”.

2. Go to Task tab then in Insert Section click on Milestone.

Just type the name of the milestone let say “Project Scope Approved.”

We need to link this milestone to show that this task is achieved. e.g. if requirement is reviewed by management and they provide approval in that case “Requirement Approved milestone is approved.”

How to link two task , Please see my tomorrow's post.


Thursday, November 20, 2014

Change Column Settings in MS Project 2013

We can change few column setting like we can show different title for a field name .

e.g. if a field name is Start date then we can show as Planned Start date or anything else.

Also we can align column header as well as we can align column data.

Also there is a Best fit option which change the column width as per data in the column .

To Apply all those above option , right click on column header and select “Field Settings”

Wrap text in a column
Let say your column width is very small however you want to show full text of that column in that case we can wrap text apply by just right clicking on the column heading and choose Wrap text.