Microsoft Project 2021 From Beginners to Advanced

1. Course Introduction

This course introduces Microsoft's Project management tool, Project 2021. The course covers the core functionality of Project 2021, including task and resource management, budget tracking, progress tracking, and more.

2. Project Plans Explained

This video overviews project plans and the costs incurred in using Project 2021. It covers task creation and management, setting dependencies and constraints, allocating resources, and creating visualizations.

3. What's New in Project 2021?

In this video, explore the latest features of Project 2021, including resource management tools, collaboration features, and improved scheduling capabilities. Learn how to use these new features to manage projects more effectively.

4. Exercise 01

In this demonstration video, we will learn to download and install Project 2021, download and save the course and exercise files, and review the settings and options for Project 2021.

1. The Project 2021 Interface

This video overviews the Project 2021 user interface and its various elements. We will become familiar with the ribbon, backstage view, and the interface's multiple panes and views.

2. Work with the Project Ribbon and Commands

This video illustrates the Project 2021 ribbon and its commands. Learn to use the ribbon to access commands and customize it to suit your needs. Learn how to work with contextual tabs that appear when specific objects are selected.

3. Customize the Quick Access Toolbar

In this video, we will learn to customize the Quick Access Toolbar (QAT) to access commonly used commands quickly. Learn to add and remove commands from the QAT and rearrange their order.

4. Work Quickly with Keyboard Shortcuts and Key Tips

This video demonstrates how to use keyboard shortcuts and key tips to work more efficiently in Project 2021. Understand how to access commands using keyboard shortcuts and key tips to access commands with just a few keystrokes.

5. Switch Views

This video explains switching between different views in Project 2021, such as the Gantt Chart view, Task Usage view, and Resource Sheet view. Explore how to customize views, save custom views, and quickly switch between views.

6. Switch Between Tables

This video covers switching between different tables in Project 2021, such as the Task table, Resource table, and Assignment table. Learn to customize tables, save custom tables, and switch between different tables quickly.

7. Exercise 02

In this demonstration exercise, we will create a blank project, familiarize ourselves with project ribbons and commands, add commands to the Quick Access Toolbar, and practice switching between views and tables.

1. Set Project Plan Options

This video explores how to set project plan options in Project 2021, including project information, schedule, and display options. We will learn to customize these options to suit the needs of our projects.

2. Create, Save, Open, and Close a Project

In this video, we will learn to create a new project in Project 2021, save it, open it, and close it. We will learn to use templates and customize project properties to suit our requirements.

3. Set Up Your Project Calendar

This video explains how to set up a project calendar in Project 2021, including setting work and non-workdays and defining working hours. Learn to customize project calendars to reflect the unique requirements of your projects.

4. Define Exceptions

In this video, we will learn to define exceptions in Project 2021, including holidays, vacation time, and other non-work periods. We will understand how to create exception calendars and apply them to specific tasks.

5. Sync Project Calendar Options with Project Calendar

This video illustrates how to sync project calendar options with the project calendar in Project 2021 and customize options such as the start and end dates, and default working time, to ensure that the project calendar accurately reflects the project requirements.

6. Exercise 03

In this demonstration exercise, we will use the 'new project launch.mpp' resource and change the working time of the calendar, add a part-time calendar, sync project calendar options, and close the project file.

1. Automatic Versus Manually Scheduled Tasks

This video discusses the differences between automatically and manually scheduled tasks in Project 2021. We will understand when to use each task type and switch between them.

2. Create an Auto-Scheduled Task

We will explore how to create an auto-scheduled task in Project 2021. We will learn to define task duration, set task dependencies, and use the task information dialog box to set task properties.

3. Create a Manually Scheduled Task

In this video, we will learn to create a manually scheduled task in Project 2021 and understand how to set task start and end dates and task constraints.

4. Create a Milestone Task

This video explains how to create a milestone task in Project 2021. We will learn to set milestone properties, including the task name, duration, and completion date.

5. Create Summary and Subtasks

In this video, we will learn to create summaries and subtasks in Project 2021. We will learn to use indent and outdent commands to complete a task hierarchy and to use the task information dialog box to set task properties.

6. Import Task Information from Word

This video covers importing task information from a Word document into Project 2021. We will learn to map Word headings to project tasks and adjust the imported task properties.

7. Reorganize the Structure

In this video, we will reorganize the task structure in Project 2021, use cut, copy, and paste commands to move tasks, and use drag and drop to rearrange tasks.

8. Delete Tasks

This video explains how to delete tasks in Project 2021. We will learn how to use the task inspector to select and delete tasks and the cut and delete commands to remove tasks from the project.

9. Use Work Breakdown Structure (WBS) Codes

In this video, we will use Work Breakdown Structure (WBS) codes in Project 2021. We will learn how to add WBS codes to tasks, create custom WBS codes, and use WBS codes to sort and filter project tasks.

10. Exercise 04

In this exercise demonstration, we will use the new business plan.xlsx file, create a blank project and save it, add tasks to a spreadsheet, mark milestone tasks, and create summaries and subtasks.

1. Link Tasks and Add Dependencies

In this video, we will learn to link tasks, add dependencies in Project 2021, and create Finish-to-Start, Start-to-Start, Finish-to-Finish, and Start-to-Finish dependencies between tasks, as well as use the task inspector to view and edit task dependencies.

2. Add Lag or Lead Time

This video explains adding lag or lead time to task dependencies in Project 2021. We will use the task inspector to add a lag or lead time to task dependencies and use the Gantt chart view to visualize task dependencies and lag/lead time.

3. Deadlines and Constraints

In this video, learn to use deadlines and constraints in Project 2021, and add constraints to tasks, such as Start No Earlier Than (SNET), Finish No Later Than (FNLT), Must Start On (MSO), and Must Finish On (MFO), and use the task inspector to view and edit task constraints.

4. View Task and Deadlines

This video covers how to view tasks and deadlines in Project 2021. We will use the Gantt chart view and the task inspector to view task information, including task durations, start and finish dates, and deadlines.

5. Exercise 05

In the exercise demonstration, we will create task dependencies based on information from a spreadsheet, practice adding lag and lead times, and use filters to show all milestone tasks.

1. What are Resources?

In this video, we will customize table columns in Project 2021 by adding, removing, and rearranging columns in the Gantt chart view. We will also learn to set column properties, such as width, alignment, and formatting.

2. Create a Work Resource

This video continues with customizing table columns in Project 2021, focusing on adding and removing fields in the task inspector and resource sheet views. We will set column properties, such as width, alignment, and formatting.

3. Create a Material Resource

In this video, we will learn to work with the Timeline view in Project 2021, create and customize timelines, add tasks and milestones to timelines, and format timelines to suit our requirements.

4. Set Costs for Resources

This video explains how to add another timeline to a project in Project 2021. We will create and customize multiple timelines and add tasks and milestones to each timeline.

5. Create a Cost Resource

This video covers sorting, grouping, and filtering tasks and resources in Project 2021. We will use the Gantt chart's sorting, grouping, and filtering tools and other views to organize and analyze project data.

6. Manage Resources

This video focuses on managing resources. Resource management is a crucial aspect of project management as it involves identifying, allocating, and tracking the resources needed to complete project tasks.

7. Assign Resources to Tasks

In this lesson, the focus is on assigning resources to tasks. This step is essential in project management because it ensures that resources are effectively utilized to complete tasks on time and within budget.

8. Use Team Planner to Assign Resources

This video focuses on using the Team Planner view to assign resources to tasks, a useful tool in project management because it allows project managers to view and manage resource assignments across multiple tasks and projects in one centralized location.

9. Resource Overallocations

Here, the focus is on resource overallocations, which occurs when a resource is assigned to more work than they can realistically complete in the given timeframe. Resource overallocations can lead to delays, and increased project costs.

10. Effort Driven Scheduling

In this video, an effort-driven scheduling technique adjusts the duration of a task based on the number of resources assigned to it. In an effort-driven schedule, adding more resources to a task will decrease its duration.

11. Exercise 06

In this exercise demonstration, we will add resources to a plan, practice assigning resources to tasks, and identify and deal with any resource over-allocations.

1. Customize Table Columns: Part 1

This video covers the basics of customizing table columns in Project 2021, including adding, removing, and rearranging columns. This video also shows how to apply built-in filters to our project and create custom filters.

2. Customize Table Columns: Part 2

This continuation of part 1 covers how to create custom fields and formulas in Project 2021. This video demonstrates how to create a custom field using a formula and use the custom field in a table.

3. Work with Timeline View

This video demonstrates how to work with the Timeline View in Project 2021. This video shows how to customize the Timeline View, add tasks and milestones, and format the timeline.

4. Add Another Timeline

This lesson shows how to add another timeline to our project in Project 2021. This video demonstrates how to create a second timeline, link it to our project, and customize the timeline settings.

5. Sort, Group, and Filter Tasks and Resources

This video demonstrates how to sort, group, and filter tasks and resources in Project 2021. This video shows how to sort tasks by criteria, group tasks, and resources and apply filters to show only certain data types in our project.

6. Exercise 07

In this demonstration exercise, we will add cost and % work complete columns in the Gantt chart, move the cost column, turn on timeline view, add timelines with specific date ranges, and sort, group, and filter tasks.

1. The Critical Path

Let's understand the concept of the critical path and how it impacts the project schedule. Learn to identify critical path tasks and how to use the Task Inspector to investigate task details and constraints that affect the critical path.

2. Set and Clear a Baseline

Learn to set and clear a baseline in Project 2021, why setting a baseline is important, and how it can be used to track project progress and performance. Learn to compare baseline and current data to identify variances and make necessary adjustments to the project plan.

3. Exercise 08

In this exercise demonstration, we will turn on and view tasks on the critical path, filter tasks on the critical path, take project snapshots in their present state, assign them to the baseline, and then clear the baseline.

1. Use Task Inspector to Identify Issues

This video demonstrates how to use the Task Inspector feature in Project 2021 to identify and resolve issues with project schedules, navigate the Task Inspector pane, and use the suggestions provided by the Task Inspector to make changes to project schedules.

2. Delay a Task

This video shows how to delay a task in our project schedule by adjusting its start or finish date. It also discusses using the task information dialog box to set task properties, including the duration, start and finish dates, and predecessors and successors.

3. Inactive Tasks

In this video, learn to mark tasks as inactive in Project 2021. Inactive tasks are those that have been completed or are not currently in progress, but are kept in project schedules for historical purposes.

4. Add Notes to Tasks or Resources

This video explains how to add notes to tasks or resources in project schedules to provide additional information or instructions. It elaborates on accessing the notes field in the task or resource information dialog box and customizing notes using various text formatting options.

5. Exercise 09

In this demonstration exercise, we will add a five-day delay to work tasks in the schedule, select tasks and make them inactive, reactivate them, and practice adding notes to them.

1. Tracking and Managing Progress: Part 1

In this lesson, we will learn to update project progress, reschedule incomplete work, and analyze project performance using the earned value analysis technique.

2. Tracking and Managing Progress: Part 2

In this lesson, we will learn to use the tracking table, task usage view, and resource usage view to monitor project progress and resource utilization and resolve resource allocation.

3. Exercise 10

In this demonstration exercise, we will set a status date for a project, practice marking tasks as On-Track, and practice updating task information.

1. Find Schedule and Cost Issues

In this video, we will explore how to use the highlight feature to find schedule and cost issues, use the group and sort commands to filter data, and use the find feature to locate specific information in the project.

2. Work with Reports

This video demonstrates creating, customizing, and saving reports in Project 2021. We will learn to use the report view to preview and modify reports before printing or sharing them.

3. Print Views, Notes, and Reports

Here, we will learn to print views, notes, and reports in Project 2021. We will learn to use the print preview feature to adjust page layout and formatting and to use the print command to send projects to a printer or PDF file.

4. Exercise 11

In this demonstration exercise, we will mark tasks as complete, remove the % work complete column, add the % work complete column, run the work overview report and modify it, and print it to a PDF file.

1. Save Project as a Template

In this lesson, we will learn to save a project as a template and reuse it for future projects. We will learn to specify default settings, create custom fields, and save templates.

2. Export Projects to Other Formats

In this video, we will learn to export a project to other formats, such as Excel or PDF. Learn to choose which data to ship and how to customize the export options.

3. Project Security

Here, we will learn about project security and how to protect projects from unauthorized access or changes. Learn to set passwords, restrict user permissions, and encrypt project data.

4. Exercise 12

In this final exercise demonstration, we will save the project as a template, not including baseline and actuals. We will practice exporting the file to Excel by mapping fields and password-protecting the file.

1. Beginner's Level Summary

In the final video of the beginner-level course, a summary of the topics covered and some final thoughts and recapitulation of what concepts were covered are discussed. This video explores how to continue building skills in Microsoft Project.

1. Course Introduction

In this video, we will be introduced to the Microsoft Project 2021 advanced course. We will receive an overview outlining its objectives, topics, and what we will learn and achieve through the course.

2. Set Up for Success

This video is focused on preparing us for the advanced course, ensuring we have the tools to succeed in more advanced topics exercises that are downloaded and easily accessible on our PC. It explains how the activities are distributed and structured.

3. Exercise 01

In this exercise video, different from the rest of the exercises, we will download the exercise folders, save them on our PC, and review our system settings in the Project options for proper configuration.

1. Introduction to Consolidation and Resource Sharing

In this video, we will overview the topics covered in this section and understand the importance of project consolidation and resource sharing in complex project management scenarios.

2. Advanced Resource Sharing and Resource Pools

In this video, we will delve into advanced techniques for resource sharing and the use of resource pools. We will learn to optimize resource allocation across multiple projects and manage shared resources more effectively.

3. Project Consolidation

In this video, we will focus on consolidating multiple projects into a unified view, a critical skill for project managers handling complex projects with interdependencies.

4. Exercise 02

In this exercise video, we will create a master file to contain multiple sub-projects. We have a fashion show, a gala dinner planning, and a sports day. We will create a shared resource pool that all of them share.

5. Practical Sharing and Consolidation - Part 1

In this video, we will look at how to share resources and effectively consolidate projects in Microsoft Project 2021. We will look at the more practical aspects, consolidation of resource sharing, and a clearly defined set of rules and protocols.

6. Practical Sharing and Consolidation - Part 2

In this continuation video, we will examine another crucial fundamental question. How do we maintain a resource pool? We will discuss the different options for sharing, consolidating, or maintaining the resource pool.

1. Set Up Recurring Tasks

In this video, we will learn to set up and manage recurring tasks within a project. We will learn how to configure tasks that repeat on a schedule, ensuring that we are well-equipped to handle repetitive elements in our projects efficiently.

1. Creating a Custom Field

In this video, we will discover how to create custom data fields in Microsoft Project 2021. We will learn to define and set up custom fields to adapt the software to our unique project management requirements.

2. Calculated Custom Field - Part 1

In Part 1 of the calculated custom fields lesson, we will understand the concept of computed custom fields and how to create them to perform specific calculations related to project data.

3. Calculated Custom Field - Part 2

In this video, continuing from Part 1, we will explore calculated custom fields further. We will delve deeper into creating and configuring these fields to perform advanced calculations that enhance our project analysis capabilities.

4. Exercise 03

In this exercise video, we will create a custom field for a project we have not seen yet. We will save a baseline and change some estimates based on the plan. We will create a custom field of the type "flag" and summarize tasks with a finish variance.

1. Outline Numbering and WBS Codes

In this video, we will understand the concept of outline numbering and WBS codes. We will explore how to effectively structure and label project tasks using these codes, facilitating better organization and categorization of project elements.

2. Problems with Outline Numbering and WBS Codes

In this video, we will address common challenges and issues that may arise when working with outline numbering and WBS codes. We will gain insights into troubleshooting and resolving problems to ensure the accuracy and integrity of our project data.

3. Outline Codes

In this video, we will work with outline codes. We will learn to create, customize, and utilize outline codes to hierarchically structure and categorize project tasks, enhancing clarity and organization.

4. Exercise 04

In this exercise video, we will shift our focus back to custom task fields. We will use a custom field of the type "Outline Code" to reflect the project's structure to put a design into this project that is fixed and under control.

1. Fixed Task Costs

In this video, we will learn to work with tasks that have fixed costs associated with them. We will gain insights into managing and tracking expenses not subject to change during the project.

2. Cost Accrual

In this video, we will understand the concept of cost accrual in project management. We will understand different methods of cost accrual and how to apply them to ensure accurate tracking of project costs.

3. Budget Costs

In this video, we will learn to create and manage project budgets. We will acquire skills to effectively set, monitor, and control budgets within Microsoft Project 2021.

4. Cost Rates and Rate Changes

In this video, we will explore managing cost rates and how to handle rate changes within their projects. We will understand how to adapt to changes in resource costs and rates during project execution.

5. Overtime

In this video, we will focus on dealing with overtime scheduling in project management. We will discover strategies for managing and accounting for overtime hours within project tasks.

6. Variable Material Costs

In this video, we will gain insights into handling variable material costs within their projects. We will explore the management and tracking of materials with fluctuating costs.

7. Exercise 05

In this exercise video, we will apply knowledge and skills related to cost management. We will work on real-world scenarios related to budget work similar to cost budgets to practice tracking and managing project expenses effectively.

1. Customize Tables

In this video, we will learn to customize tables within Microsoft Project 2021. We will discover how to modify table layouts and content to create data views that align with their project management requirements, enhancing data visibility and analysis.

2. Manage Custom Table Definitions

In this video, we will delve into managing custom table definitions. We will explore how to create, edit, and save custom table configurations to efficiently switch between tailored data views based on project tracking needs.

1. Use of Custom Views

In this video, we will explore using custom views in Microsoft Project 2021. We will learn to create, apply, and manage custom views to tailor their project data presentations, providing a more customized and insightful view of their projects.

1. Sort and Filter Tasks and Resources

In this video, we will explore the essential skills of sorting and filtering tasks and resources within project data. We will discover how to arrange and focus on specific project elements, enhancing data organization and analysis.

2. Group Tasks and Resources

In this video, we will delve into a grouping of tasks and resources to facilitate a more structured and organized view of project data. We will understand how to group related project elements for better project tracking and management.

3. Exercise 06

In this exercise video, we will create a combination view with the task details form in the lower pane and upper pane, grouped by duration in weeks, and we will customize, set a highlight filter for critical tasks, and apply some grouping.

1. Reporting Overview

In this video, we will explore an overview of the importance of reporting in project management. We will acquire insights into the types of reports available and their significance in project tracking and communication.

2. Create and Customize Reports - Part 1

In this video, we will learn how to create and customize reports in Microsoft Project 2021. We will explore creating custom reports in more detail and customize a prevalent report, the project overview.

3. Create and Customize Reports - Part 2

In this continuation video, we will further explore the customization of project reports. We will delve into more styling, discuss themes, which are important concepts, change the overall theme, and look at different templates that we can use.

4. Create and Customize Reports - Part 3

In the previous two videos, we have seen how to customize a project overview report using themes, colors, fonts, and effects. Here, we will concentrate on creating or building a new report from scratch and look at some of the elements we can add to a report.

5. Targeted Reporting

In this video, we will discover the concept of targeted reporting, which involves creating reports that address specific project reporting needs and objectives and looking at the different types of charts.

6. Compare Projects

In this video, we will compare different project plans using Microsoft Project 2021. We will acquire insights into analyzing project variations and discrepancies. We will compare two project versions with a quick demo of the project comparison feature.

7. Exercise 07

This video is related to report creation and customization in real-world project scenarios. This exercise reinforces the ability to generate tailored reports by comparing two reports, working on landscape and portrait versions, and formatting the margins of the reports.

1. Visual Reporting Using Excel

In this video, we will discover how to leverage Microsoft Excel to create visual reports that visually represent project data. We will learn to export project data to Excel and transform it into charts, graphs, and visualizations for project analysis.

1. Earned Value Analysis Basic Terminology

In this video, we will explore the fundamental terminology and concepts related to earned value analysis. We will acquire a foundational understanding of key terms and metrics used in this project management technique.

2. Example of Earned Value Analysis

In this video, we will explore a practical example of earned value analysis in action. We will see how this technique is applied to assess project performance and cost efficiency.

3. Exercise 08

In this exercise video based on the website project, we will change the resource sheet and the tasks. We will look at the earned value report to see if the schedule is better than the base sign.

1. Import Data to Project

In this video, we will explore the process of importing data into Microsoft Project 2021. We will learn to bring external data sources or project information into Project files, ensuring data consistency and integration.

2. Export Data from Project

In this video, we will understand how to export project data from Microsoft Project 2021. We will discover how to create output formats compatible with other applications and tools, facilitating data sharing and reporting with stakeholders.

3. Exercise 09

In this exercise video, we will practice exporting project data into a text file. We will use the standard math export table. In this exercise, we will produce a text file with resource information.

1. Record a Macro

In this video, we will learn to record macros in Microsoft Project 2021. We will discover the process of capturing and saving a series of actions, which can then be replayed to automate routine tasks.

2. Write a Macro

In this video, we will delve deep into macro creation by learning to write and customize macros using Microsoft Project's scripting language. We will create more advanced and tailored automation solutions.

3. Exercise 10

In this exercise video, we will practice recording and writing macros in real-world project scenarios. Through this exercise, we will reinforce the ability to automate repetitive tasks and streamline project management workflows effectively.

1. Course Close

In this video, we will summarize the key takeaways from the entire course. This video concludes by reflecting on what we have learned in the course and how we can apply it in our project management endeavors.