How to Use Microsoft Project

2016
For this tutorial, we’ll be using the most recent version, Microsoft
Project 2016. There are many versions available, so you’ll want to
check which one you’re using. There are similarities in the steps for
some of the releases, so some of the steps will translate well among
the various versions. If you’re using Project 2010 or Project 2013, you
shouldn’t have any issues importing them to 2016 (if you plan on
upgrading) since they use the same file format. However, Project 2016
is a bit more robust and has more timeline features, a handy search
tool called “Tell Me” for finding features, improved resource
management, and office add-ins. This MS Project tutorial will just cover
the basic features that are found in most versions.

How to Use Microsoft Project 2016

Microsoft Project has a lot of features for setting up projects and

running automated reports based on progress, budget, time tracking,
and more. We’ll take you through the steps needed to set-up a
timeline, add and schedule tasks, add resources, setup dependencies,
generate reports, and track progress. As an example, we’ll use a
common business requirement when dealing with vendors: tracking the
progress of calling for RFPs.

How to Create a Timeline in

Microsoft Project Tutorial
Microsoft Project doesn’t have a Timeline template, so you’ll need to
enter data manually to build a Microsoft Project Timeline. It’s probably
because it’s the most basic feature and a template isn’t needed to get
started.

1. Create a Task List

You’ll need to build a list of required tasks. While building the list, try to
prioritize them in the order they need to be completed. To get started,
open Microsoft Project, click Blank Project, and type each task into a
cell under Task Name.

2. Add Start and Finish Dates to Each Task

To enter start and end dates, click the Start cell that corresponds to the
first task and enter a date (if you click the down arrow in the cell, a
calendar will appear and you can use that to select a date). Then tab
over to the Finish row and enter an end date. Microsoft will
automatically enter the amount of time it will take to complete the task
in the Duration row. You’ll notice that as you add the dates, bar charts
will be added to the timeline in the right-hand pane.

3. Add Tasks to the Timeline

To add tasks to the Timeline, click the View tab and click
the Timeline bar that appears above the task list. Then right-click on a
Task cell and choose Add to Timeline from the list and click it to add
the task to the timeline.
Tip: You can select all tasks in the list and then right-click on the
mouse and select Add to Timeline to add all the tasks simultaneously.
How to Set Up Resources in
Microsoft Project
Now that you have the basic structure for your project, we’re going to
add the resources you need to get the job done. The term “resources”
typically refers to people, but can also mean documentation or a
certain type of work that will be needed to complete the project.
1. Open the Resource Sheet
From the View tab, click Resource Sheet. The Resource Sheet will
appear on the screen.

2. Add Resources
Type the name of the resource needed in the Resource Name field
and complete the remainder of the information: Type, Material (if it’s a
material), Initials, Max (max amount of time), Standard Rate, Overtime,
Cost/Use, Accrue, Base, and Code.
Once your resources are added to the project, you can easily view who is available to
take on the task based on their workload, and manage how much time each team
member will spend on tasks in the Resource Management view. (Smartsheet is an ideal
tool for project managers because the Resource Management feature provides real-time
information about your team’s availability in one sheet, so you can easily make
decisions on assignments and update responsibilities to maximize your team’s time.)

How to Assign Tasks in MS

Project
Once you have a list of resources for your project, you’ll want to assign
tasks. This will help you better manage the project and get work done
in a specific time period. One of the benefits of MS Project is that it can
calculate how long it will take a person to complete the task based on
their availability. If it’s a particularly important part of the project that
needs to be done quickly, you can assign multiple people to it and
Microsoft Project will decrease the time it takes to complete the task
based on how many resources are assigned. This also lets the people
assigned to the project know how much time is required of them.

1. Switch to the Gantt chart

To assign tasks, you’ll need to switch to the Gantt chart. Click the
Gantt chart icon in top left corner of the window.
2. Open the Task Form
You should still be in the View tab. Click the Details box in the ribbon.
The Task Form should appear on the lower half of the screen. If it
doesn’t appear, click the down arrow in the Details box and select Task
Form.

3. Select a Task to Assign

Click a task in the Gantt chart view and it will appear in
the Name section of the Task Form. Click the box under Resource
Name and choose a resource from the drop-down menu. Then
click OK.
You can add another person to the same task by clicking the area under Resource
Name and choosing the name you want. Click OK. As you assign tasks, the amount of
time will be added to the Gantt chart.
Repeat steps to assign all the tasks.

Note: Clicking the Next button (located on the right side of

the OK button) will load the next task in the Gantt chart.

How to Schedule Tasks

Automatically or Manually
With Microsoft Project 2016 you can schedule tasks manually or
automatically. When you opt to manually schedule tasks it’s up to you
schedule all new tasks and track them to ensure they are being
completed on time. If you choose Automatic scheduling, Project will
schedule tasks based on dependencies, calendars, and constraints
among other things. The default option when creating tasks is to
schedule them manually, so we’ll show you here how to change the
setting to automatic.
1. Access Microsoft Project Settings
Click File on the menu bar and choose Options (it’s the last choice in
the left column). Click Edit project settings.

2. Change Schedule Options

When the Project Options form appears on the screen, click Schedule in the left
column.
Next, under Scheduling Options for this Project section, click the drop-down menu
for New Tasks Created. The default is set to Manually Scheduled. Select and click Auto
Scheduled and click the OK button.
How to Create Task
Dependencies
Dependencies occur when one task can’t move on to the next phase
until a particular task is completed before it. Creating dependencies
involves linking tasks in the Gantt chart view. In Microsoft Project, you
can link any two tasks. Once tasks are linked, every change made to
the predecessor affects the successor.
1. Switch to Gantt Chart View
You should still be in the Gantt chart view. If you’re not, click the Gantt
chart icon in top left corner of the window.

2. Select Tasks to Link

Click the Task tab in the menu bar. Identify the two tasks in the list that
you want to link. Click the first task and press and hold the Ctrl key and
select the second task. Click the chain icon in the ribbon to link the
tasks. You’ll see an arrow appear on the Gantt chart that connects the
items.

Follow the same steps to link additional items.

Generate a Cost Report in

Microsoft Project 2016
Once you’ve entered time and resources information to the best of
your ability, you can use Project to run a Cost Overview report. Here’s
how to create a Resource Cost Overview report:

1. Select the Report Tab

Click the Report tab to get a quick overview of the reports you can run.

2. Choose a Cost Report to Run

Click the arrow below Costs in the ribbon and click Resource Cost
Overview.
A report like the one below will be generated.
Track the Progress of Your MS
Project
With Microsoft Project, you can keep an eye on tasks to see if things
are running on time or behind schedule. This will be easy to view as
long as you keep the status of tasks updated during the length of your
project.
1. Mark Tasks That Are on Track
Click the Task tab in the menu bar to see all the task options. Click a
task that you want to update. If the task is on track, click the Mark on
Track button in the ribbon.

2. Use Predetermined Percentages to Track Tasks

To the left of the Mark on Track option, there are percentages that you
can use to denote the progress of a task. Click a task to update and
click 0%,25%, 50%, 75%, or 100%. You’ll see a line drawn through the
corresponding bar on the Gantt chart that signifies how much of the
task is complete.

3. Update Tasks
Sometimes tasks fall behind or get accomplished ahead of schedule.
You can use the Update Task option to update the status. Click the
down arrow next to Mark on Track and click Update Tasks.

A dialogue box will appear where you can update status and change
start and end dates. Make any changes and click OK.
These are all the steps you need to get started and create a project,
assign and manage tasks, and run reports in Microsoft Project 2016.