Project 98 Tips
Read these 36 Project 98 Tips tips to make your life smarter, better, faster and wiser. Each tip is approved by our Editors and created by expert writers so great we call them Gurus. LifeTips is the place to go when you need to know about Software tips and hundreds of other topics.
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.
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.
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.
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).
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.
Number of tasks per project file in MS Project
The number of tasks per project file is limited only by available memory.
Maximum open windows in MS Project
The maximum number of Project windows which can be open at once is 50.
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.
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.
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.
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.
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.
Maximum printable tasks in a Project monthly calendar
The maximum number of printable tasks in a Project monthly calendar is 4000.
Uses for the F7 key in MS Project
The F7 key in MS Project activates the spelling command.
Ctrl - F7 moves the project window.
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.
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.
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.
Number of rates per rate table in MS Project
The maximum number of rates per rate table in Project is 25.
Maximum outline levels per file in MS Project
The maximum number of Outline levels in any MS Project file is 65,535.
Uses for the F12 key in MS Project
The F12 key in MS Project activates the Save As command.
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.
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).
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.
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.
Maximum exceptions per Project calendar
The maximum number of exceptions which can be added to any Project calendar is 1000.
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.
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.
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.
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.
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.
Number of rate tables per resource in MS Project
The maximum number of rate tables for each resource in Project is 5.
Maximum predecessors and successors per task in MS Project
There are no limits to the number of predecessors and successors per task in Project.
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.
Maximum dependencies per Project file
There is no limit on the number of task dependencies within a project file in 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.
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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