Tài liệu Project 2010 part I docx

Project to web data and sharepoint information is available to be built in to the project ile so that the project can be managed across continents via the internet or intranet allowing t

Project 2010 Introduction

Part I

ISBN 978-87-7681-826-5

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Guide information

Introduction

Project 2010 is a powerful application that allows you to plan, resource, manage and report on a project no matter how large, it contains calculations, graphs Project to web data and sharepoint information is available to be built in to the project ile so that the project can be managed across continents via the internet or intranet allowing the use of a central pool of common resources to enable the project managers to eiciently interact and plan through project diiculties.How To Use This Guide

his manual should be used as a point of reference following attendance of the introductory level Project 2010 training course It covers all the topics taught and aims to act as a support aid for any tasks carried out by the user ater the course

he manual is divided into sections, each section covering an aspect of the introductory course he table of contents lists the page numbers of each section and the table of igures indicates the pages containing tables and diagrams

Keys are referred to throughout the manual in the following way:

Where a command requires two keys to be pressed, the manual displays this as follows:

Commands

When a command is referred to in the manual, the following distinctions have been made:

When Ribbon commands are referred to, the manual will refer you to the Ribbon –

E.G “Choose home from the Ribbons and then B for bold”

When dialog box options are referred to, the following style has been used for the text –

E.G.“In the Page Range section of the Print dialog, click the Current Page option”

Dialog box buttons are Emboldened – “Click OK to close the PRINT dialog and launch the print.”

Notes

Within each section, any items that need further explanation or Points for extra attention devoted to them are denoted

by shading For example:

“Project will not let you close a ile that you have not already saved changes to without prompting you to save.”

or

• “Project will not let you close a ile that you have not already saved changes to without prompting you to save.”

The Project screen

When the mouse is over the border, the pointer changes from a single to a double-headed arrow – clicking and dragging with this shape allows the window to be resized

TITLE BAR he coloured bar that appears at the top of the Project window he title bar tells you which application

you are using and if the document you are in is maximised, it will also contain the name of the document If the Project window is not maximised, by positioning the mouse over the title bar and clicking and dragging, you can move the Project

window to a new location on the screen.

window and a document window You can maximise both windows to capitalise on the space you have on-screen If you would like the window that your Project application is in to ill up the whole screen, click the outermost maximise button You may ind that the document you are in can still be bigger – click the inner maximise button to ill the remaining space within the Project application window

application without closing Project down completely Click the minimise button to shrink Project to an icon on the task bar; you will then be able to view other icons and applications you may wish to Project When you are inished and ready

to continue, click the Project icon from the task bar to resume he innermost minimise button will minimise the current document window

and you cannot see what is behind it If you want to put the window back inside its border so that you can move and size it, click the restore button

close the document he last button will close the Project application

category will be named such as FONT, CLIPBOARD, etc

Project settings, opening, saving, printing and closing iles his will be looked into much further later in the manual.Project Window Components

Project 2010 appears as displayed below when a new Project ile is created here is a pane on the right called the Gantt chart which displays the graphical representation of your project and on the let a table which allows you to enter the information to build and plan your project, above these is a timeline giving you an quick view of how long your project will run and above that you have the ribbons giving you access to all of the commands in project

Figure 1-1: The Project Window

➢ To Activate A Button On he Ribbon

will display the relevant topics

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Look at a group type on the ribbon such as font and in the bottom right hand corner of that group you may see a small box with an arrow, clicking this is the method to call up a dialog box as mentioned Within the group clicking on a drop down arrow will give access to a menu, any choice with three dots ater it as in “more tables…” is another way of opening

a dialog box

Toolbars

here are only two toolbars within the new version of Project 2010 there is the Quick Access toolbar seen here next to the FILE tab, and there is the mini toolbar

Quick Access Toolbar

By default there are only three buttons on the Quick Access toolbar but these can be edited and other regularly used buttons can be placed there Using the drop down menu next to the Quick Access toolbar will allow the customisation

of this toolbar adding your most oten used commands

Mini Toolbar

Whenever text is selected within Project a small formatting toolbar will appear above the highlighted text it will disappear if the mouse cursor is moved away from the toolbar and will reappear when the mouse cursor is moved over the highlighted text again

Status Bar

he Status bar, across the bottom of the screen, displays diferent information at diferent times To the right is an indicator, which will display which view you are currently in and there are quick options to see which views are available and to

change the view you are in E.G Gantt chart, resource sheet, team planner etc

he Status bar information about the status of Project, if any particular lock keys are enabled on your keyboard, which view is currently active, and more

Task Pane

A task pane is a window that collects commonly used actions in one place he task pane Generally enables you to quickly create or modify a ile, perform a search, or view the clipboard the task pane is not used as much in Project as the needs

of the application are diferent It is a Web-style area that you can either, dock along the right or let edge of the window

or loat anywhere on the screen It displays information, commands and controls for choosing options

A task pane is displayed automatically when you perform certain tasks, for example when you choose Task Inspector from the task, Ribbon, to inspect your project for problems

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Using the Quick Access toolbar

In the previous lesson, we introduced the new layout changes to Project 2010 In this section, we will learn a little bit more about each part of the new interface and how it works his lesson will focus on features and customization options available with the Quick Access toolbar, located in the upper let-hand corner of the screen:

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About The Default Buttons

Access features three default commands in the Quick Access toolbar:

to have a particular command always available Project allows you to add the command to the Quick Access toolbar

For example, some of us have diiculty with spelling Fortunately, many programs (including Project) feature a spell checking feature In Project 2010, the spell checking feature is located in the Prooing section of the Project command tab:

➢ To Add his Command To he Quick Access Toolbar,

mouse

i Right-click the Spelling command and click ‘Add to Quick Access Toolbar:’

ii he command (denoted by the small ‘ABC’ icon) will be placed in the Quick Access toolbar:

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About ribbons

One of the biggest changes in Project 2010 is the removal of menus Instead of having a list of menu commands to choose from (including a number of options that are greyed out and not Accessible), Project 2010 features a more intuitive control system of tabs Each tab contains a certain group of commands relevant only to the tab he commands are listed in the ribbon

In the past, the Oice package made use of menus that contained a listing of commands At their core, the command tabs are essentially the same thing as menus but with a few big changes For starters, the grouping of commands in tabs

is much more intuitive he commands listed under each tab are also the only commands that are applicable to your current view of the Project ile

Project 2010 takes this one step further with the addition of contextual tabs he tab labelled format is a subset of the Gantt Chart tools and appears only when you have selected view with the Gantt chart hese tabs will contain even more speciic commands that can be used on a table being viewed and will only be visible when a table is being viewed

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Consider the Task ribbon tab that is selected in the diagram above Beneath the tab is a listing of all commands that are performed most oten on the currently selected object, contained in what Microsot refers to as the ‘ribbon’:

he ribbon was designed to allow access to all functionality of a tab at once Also, the commands in the ribbon are only the commands that are available for use at the time

We will learn in this lesson how the ribbon works and some of the tools that are available

Command Tabs

here are two main types of ribbons: general (or command) and contextual he general ribbons (and corresponding tabs) are always visible when you are viewing a Project ile in Project:

Along the top of the window are the command tabs:

he command tabs listed here include many of the most common commands you will perform in Project he Task ribbon contains the majority of the most common tasks relating to your project to switch views, formatting, and informational tools for the tasks

If you want to make a new Project ile, Save it or open an existing one, click the File tab and select what you wish to do

he views tab gives you control of the many ways you may view your information in Project, Using tabs saves the need

of remembering which menu to choose

Contextual Tabs

Contextual tabs appear only when a certain type of Project ile object is selected (or brought into context) For example,

if you are looking at a Gantt chart and wish to format it or adjust it in any way then use the Gantt chart tools, format tab: When using a command in the ribbon, simply click it with your mouse he command will be performed, or the appropriate tool or dialog box will appear to help you perform the task

Further Button Options

When using many of the buttons on a Ribbon further options will be found when using the Drop down arrows (igure 1-9) say on the gridlines or Format buttons Further options will appear

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The File Tab

he File Tab (Backstage) from this you can open and close iles, modify the Project program options, and close Project; all by using the File Tab (Backstage) If you have used Project in the past, the File Tab (Backstage) is very similar in functionality to the File menu (Project 2003) in previous versions Or the Oice menu in oice 2007

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Let’s take a look at the commands in the File Tab (Backstage)

Save

Saves any modiications you have made to the current database object

Figure 1-18: Open DialogPrint

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Clicking on the print option in backstage ofers a number of options

When in Print it allows the viewing of the data in its future printed form to allow changes to be made prior to it being printed the data will appear a little like page layout in word

Print sends any open object and its data directly to the printer his can be a dangerous option to choose if you have not previously seen how the data will appear in printed form as this choice will give no options for allowing changes to layout

or to where it will be printed it sends to the default printer

Printer Properties opens the print dialog to allow the choosing of a printer and various other options such as the range

of data to be printed

Settings his section allows you to the range of data to be printed you may only want speciic pages to be printed or a certain time period

Page setup allows the page setup dialog to be opened so you can change page size margins etc

We will look deeper into printing at various stages within the manual

Blank Project

At the Top of the window is a link to create a new Blank Project Use this link to make your own Project from scratch

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➢ To Create New Blank Project

mouse

i Click Blank Project to choose to create a new empty project ile

ii Click Create to create the ile

Available Templates

In the main part of the Project window are the accessible Template pane: Project has a number of templates built right into the program To access those click on the sample templates he diferent categories of templates are from oice online and will show those templates you can download from the internet, simply click a category to see the available template iles

Figure 1-21: Available Templates

➢ To Create A File From A Template

mouse

i Select my templates a dialog will open

ii Select a previously downloaded or created template from the available choices

iii Click ok to create a new ile based on that template

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he bottom of the Project window is a special area that extracts content from Microsot Oice Online (a service provided over the Internet) Microsot Oice Online provides quick links to diferent templates, training material, and other downloads It also provides links directly to Oice Online where you can read about updates to Oice 2010 as they become available

Recent Files

he let-hand side of the window lists any recently opened Project iles, just like the Old File menu (2003) or oice menu (2007: Click one of the Project iles to open the ile.or click on the recent link on the let to show even more of your recently used iles If you want to open a Project ile stored somewhere else on your computer or on another network, Using the pushpin to the right of the ile will ix this iles availability in the recent iles list and it will not disappear when the list ills and pushes older used iles from it

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Figure 1-24: Recent FilesClosing Microsoft Project

upper-right hand side of the Project window If you have any unsaved work still open, Project will allow you to save any changes you have made before the program shuts down

Save And Send

Send As Attachment

Save and send the current project as an email attachment

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Project Server Accounts

When connected to project server the option allows you to manage your accounts when connected update project information across your project infrastructure

Organise global Template

Using the Organiser to manage your tables, forms, reports, calendars etc moving the opjects between templtes and open iles to save having to reproduce the same object many times for many iles

Project Information

Following the link on the top right allows you to modify and view characteristics speciic to your Project:

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In File Tab

he Help here allows you to check on the status of the Project product and check for updates it also gives you another point to connect with the help window as well as using the Help button

Help Button

he Help button, located directly under the title bar on the far right , launches the Project help screen:

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• Click a topic to view help about that particular subject

• Enter a piece of text in the search bar and search for help on that topic

• As we explore more of the features and functionality of Project, we will discover how to use the rest of the interface

ToolTips

If you are unsure what a certain command does, point to it, but do not click it ater a quick moment a description will appear his is true for most of the commands:

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The Autocorrect feature

Microsot Project 2010 provides the AutoCorrect feature that used to belong only to Word AutoCorrect will assist you

in entering and editing tasks AutoCorrect automatically corrects mistyped words and expands abbreviations as you type Project provides an extensive list of predeined typing corrections and abbreviations, and enables you to customize the list by adding your own he AutoCorrect dialog box, as shown below, allows you to type an entry (the abbreviation or word that you want to replace) and a replacement (the text or graphic you want to use as a replacement)

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➢ To Enter An Autocorrect Entry:

mouse

i From the File tab, choose options

ii In the options dialog choose prooing on the let and from the options on the right, choose AutoCorrect options a dialog will appear

iii Type the name of the entry in the Replace text box

iv Type the name of the replacement in the With text box

v Choose Add

vi Choose OK

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About Smart Tags

Smart Tags, irst introduced in Microsot Oice XP, make it easier for you to complete some of the most common tasks

in Project 2010 and provide you with more control over automatic features

You do not have to complete any additional steps to make the Smart Tags appear or disappear in Project he Paste Options, AutoCorrect Options and AutoFit smart tags appear automatically to allow you to quickly choose actions and remain in place until you begin another action For example, when you complete a paste operation, the Paste Options smart tag (below) remains in place alongside your text until you begin typing new text

A “smart tag” is a type of button in Microsot Project 2010 that appears ater certain actions, such as an automatic text correction or a copy-and-paste, have taken place he button has a menu of options that help you control the result of the action For instance, if Project automatically capitalizes the irst letter of a word, but you want the word lowercased in this instance, you can click the “undo capitalization” option on the button menu to reverse the action

Project includes several of these smart tag buttons hey function similarly but their look can vary and each has a speciic purpose

Autocorrect Options Smart Tag

he AutoCorrect Options Smart Tag appears ater an automatic correction or change, such as a lowercased letter that’s changed to a capital or a network path that’s converted to a hyperlink he Smart Tag shows as a small, blue box when you rest the mouse pointer near text that was changed; it then becomes a button icon which, when you point to it and click it, displays a menu If you don’t want the correction, use the options on the menu to undo it; turn of this type of correction completely; or connect to the AutoCorrect dialog box to adjust settings

Paste Options Smart Tag

he Paste Options Smart Tag gives you greater control and lexibility in choosing the format for a pasted item he Smart Tag appears just below a pasted item, such as text, a table, or a slide, with options for formatting For example, if you copy and paste a slide and insert it ater a slide that uses a diferent design template, you can choose to retain the original design for the slide or let the pasted slide assume the design of the slide it now follows

Autoit Options Smart Tag

he AutoFit Options Smart Tag appears when Project resizes text you’re typing to make it it the current placeholder If you don’t want the text to be resized, you can select options on the Smart Tag menu to undo the resizing or to connect to the AutoCorrect dialog box to turn AutoFit settings of Also, for single-column layouts, you can change to a two-column layout, start a new slide to accommodate the text, or split the text between two slides

Automatic Layout Options Smart Tag

he Automatic Layout Options Smart Tag appears ater you insert an item, such as a picture, diagram, chart, or table, that changes the initial layout of the slide To accommodate the added item, Project will automatically adjust the slide layout

If you want, use the options to undo the automatic layout or turn it of completely

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2 Intro to Microsoft Project

Ater completing this section you will be able to:

• Start Microsot Project

• Open a Project File

• Change the View of a Project

• Use the Ribbons

What is Microsoft Project?

Microsot Project is a tool to help you to plan projects, manage and update project information, and communicate the status once the project is under way

he details of the project tasks and associated resources are entered into the system as a new project he system will then display the data in such a way that the relationships of the tasks and their time scales can clearly be seen and potential problem areas identiied

Project data can be entered and/or viewed in a number of ways; the three principal formats are charts, forms, and sheets.Charts

Charts can be either Gantt Charts or Network Diagram Charts both of which are a diagrammatic representation of the project data

Network DiagramResource Graph

Forms

Forms contain the data relevant to a single speciic task or resource hese display as dialog boxes

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Resource formSheets

Sheets are a table of all the Tasks or all the Resources that are part of the Project these appear in a spreadsheet manner

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Figure 2-3: The Task Sheet

Resource sheet

he previous views can be displayed separately or in any combination of the two e.g

You can combine any two single-pane views on the screen to create a combination view In a combination view, the information in the bottom relates only to the task or resources in the top view he reason for having combination views

is to make the job of entering and analysing information easier

Understanding Project Management

At the heart of every project management system is a scheduling algorithm An algorithm is a mathematical or logical equation that solves a complex problem by breaking down the problem into simple steps When scheduling resources and parameters are entered into it, the scheduling algorithm produces a project schedule that would be impossible for you to produce manually his Input/Output model is displayed below