Project 98 Tips

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How many Base Calendars can be used in MS Project?

How many base calendars can be created in Project?

There is no limit to the number of MS Project base calendars which can be used.

   
What is the maximum cost value for a MS Project currency field?

Highest value in a currency field in MS Project

The maximum cost value which can be used in a currency field is 999,999,999,999.

   
What does the F11 key do in MS Project?

Uses for the F11 key in MS Project

The F11 key in MS Project activates the New command.

Shift - F11 activates the New Window command.

   
What does the F1 key do in MS Project?

Uses for the F1 key in MS Project

The F1 key activates the Microsoft Project Help function.

Shift - F1 activates the "what's this" context sensitive help pointer.

Alt - Shift - F1 activates the New Window command (under the Window menu).

   
Introduction to Creating Dependencies

Step 3 - Creating Dependencies in Project

However straightforward your project, even given unlimited resources, it will not be possible to start all tasks at the same time.

There will be dependencies between tasks and the next step is to create those dependencies within your project plan.

For more information, refer to the Creating Dependencies section.

   
How many tasks can I have per project?

Number of tasks per project file in MS Project

The number of tasks per project file is limited only by available memory.

   
How many MS Project windows can be open at one time?

Maximum open windows in MS Project

The maximum number of Project windows which can be open at once is 50.

   
An Introduction to Assigning Resources

Step 4 - Assigning resources in MS Project

When you've created dependencies between your tasks in MS Project, you have a project plan which could be delivered if you had an unlimited supply of adequately skilled resources.

This is probably not realistic.

The next step is to assign resources to each tasks to create a realistic plan which better represents what will really happen.

   
An Introduction to Levelling your plan

Step 6 - Levelling your plan in MS Project

Once all resources and costs have been assigned in MS Project, you need to ensure that your plan is actually achieveable with the resources you have assigned.

Do you have any resources assigned to deliver more work than they can actually achieve?

Do you have resources assigned to work when they are not available?

For further information, refer to the Levelling your plan section.

   
Introduction to Managing Tasks

Step 2 - Adding your task list in Project

Once you have Project set up effectively, you need to add your list of tasks. This can either be done by starting with a list of categories and adding tasks to each category (Top Down) or by adding all tasks you can think of then categorising them afterwards (Bottom Up).

For more information, refer to the Managing Tasks section.

   
What does the F5 key do in MS Project?

Uses for the F5 key in MS Project

The F5 key in Project activates the Go To command.

Shift - F5 activates the Find menu.

Ctrl - F5 activates the Restore Window command.

Ctrl - Shift - F5 will scroll to the current task on the Gantt Chart.

Alt - F5 will go to the next overallocation.

   
How many files can connect to an MS Project resource pool?

Maximum files connected to a MS Project resource pool

The maximum number of Sharer files which can be connected to a resource pool is 999.

   
How many tasks can be printed in a Project monthly calendar?

Maximum printable tasks in a Project monthly calendar

The maximum number of printable tasks in a Project monthly calendar is 4000.

   
What does the F7 key do in MS Project?

Uses for the F7 key in MS Project

The F7 key in MS Project activates the spelling command.

Ctrl - F7 moves the project window.

   
What does the F4 key do in MS Project?

Uses for the F4 key in MS Project

The F4 key in MS Project activates the entry bar to edit text in a field.

Ctrl - F4 will close the project window.

Shift - F4 will Activate the Find Next command from the Edit menu.

Ctrl - Shift - F4 will activate the Find Previous command from the Edit menu.

Alt - F4 will close the program window.

   
An Introduction to setting a baseline

Step 7 - Setting your Baseline in MS Project

Once you have completed all of the above steps, you are ready to set your baseline in MS Project.

The baseline is a record of:

1) The tasks which will be carried out
2) Who will do each task
3) When they will do it
4) How much it will cost

and is used to track and manage the progress of your project against.

For more information, refer to the Setting a baseline section.

   
How do I bring up the task information box quickly using the keyboard?

Shortcut to task information in Project

Ever wanted to find a quick way of bringing up the task information box in Project quickly using the keyboard?

Well all you need to do is move the cursor to the task that you want to view information for, hold down the Shift Key and press F2.

   
How many rates can I apply to each rate table in MS Project?

Number of rates per rate table in MS Project

The maximum number of rates per rate table in Project is 25.

   
How many outline levels are available in an MS Project file?

Maximum outline levels per file in MS Project

The maximum number of Outline levels in any MS Project file is 65,535.

   
What does the F12 key do in MS Project?

Uses for the F12 key in MS Project

The F12 key in MS Project activates the Save As command.

   
What does the F3 key do in Project?

Uses for the F3 key in Microsoft Project

The F3 key in Project will activate the All Tasks or All Resources filter.

Shift - F3 will reset the sort to ID order.

Alt - F3 will display the column definition dialog box.

Ctrl - F3 will apply the same filter again.

Ctrl - Shift - F3 will apply the sort order again.

   
What is the maximum resource units per assignment in MS Project?

Maximum resource units per assignment

The maximum resource units per assignment in Project is 10,000 units (or 1,000,000 percent if you have units set to percentage).

   
What does the F9 key do in MS Project?

Uses for the F9 key in MS Project?

The F9 key in MS Project will calculate all open projects.

Shift - F9 will calculate the active project.

Ctrl - F9 will toggle Auto Calculate on and off.

Alt - F9 will update all DDE links.

   
Do I need to set up Microsoft project before I start?

Step 1 - Set Up Microsoft Project

Before you enter any information into your project plan, there are a number of things which you should do to set up MS Project.

These involve setting up your working time, defining your calendars and customising the application to your own methods of working.

Refer to the Before You Start section for more details.

   
How many exceptions can be added to a Project calendar?

Maximum exceptions per Project calendar

The maximum number of exceptions which can be added to any Project calendar is 1000.

   
What does the F10 key do in MS Project?

Uses for the F10 key in MS Project

The F10 key in MS Project will activate the menu bar.

Ctrl - F10 will maximise the project window.

   
What does the F6 key do in MS Project?

Uses for the F6 key in MS Project

The F6 key in MS Project activates the other pane in a combination view.

Shift - F6 activates the Split Bar.

Ctrl - F6 activates the next project window.

Ctrl - Shift - F6 activates the previous project window.

   
Introduction to Assigning Costs

Step 5 - Assigning Costs in MS Project

While Project is not an accounting package, it has built in costing features which will allow you to manage the cost of your project against the original planned costs.

For further information, refer to the Assigning Costs section.

   
What does the F8 key do in MS Project?

Uses for the F8 key in MS Project?

The F8 key in MS Project toggles the Extend Selection mode on and off.

Shift - F8 toggles the Add To Selection mode on and off.

Ctrl - F8 sizes the project window.

Alt - F8 opens the Macros dialog box.

   
Add additional resources to a task without decreasing the duration?

Adding resources without decreasing the duration of a task in Project

When you add a resource to a task, Project's default action will be to reduce the duration of a task (in proportion to the number of resources added). If you want to keep the duration the same (and therefore increase the work), you must change the task type to fixed duration.

Select the task and bring up the task information dialog box (Shift F2), click on the Advanced tab and select fixed duration from the task type box.

   
How many rate tables can I use for each resource in MS Project?

Number of rate tables per resource in MS Project

The maximum number of rate tables for each resource in Project is 5.

   
How many predecessors and successors can I have for a task in Project?

Maximum predecessors and successors per task in MS Project

There are no limits to the number of predecessors and successors per task in Project.

   
How can I insert a new task with the keyboard?

Insert a new task in Project

The easiest way to insert a new task in Project is to put the cursor where you want the task to be inserted and press Insert. Much quicker than messing around with Insert, New Task or Right clicking or whatever.

   
How many task dependencies can I set within a project file?

Maximum dependencies per Project file

There is no limit on the number of task dependencies within a project file in Project.

   
What does the F2 key do in MS Project?

Uses for the F2 key in MS Project

The F2 key in Microsoft Project will activate the entry bar to edit text in a field.

Shift - F2 will bring up the Task/Resource/Assignment information box for the selected task/resource/assignment.

Ctrl - F2 will activate the Link Tasks command.

Ctrl - Shift - F2 will activate the Unlink Tasks command.

Alt - F2 will activate the Save As command.

   
How many resources can I add to an MS Project file?

Resources per project file in MS Project

The number of resources you can add to a project file is limited only by the available memory.

   
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