Microsoft® Project Online: Reference Guide

Installing Project Online 5. In the Project Web App Accounts dialog, click
1. Go to https://portal.office.com and login with the Add button. Give the account/connection
your account (you should have administrator a name and specify the URL for your Project
rights). Server/PWA/Project Online instance. Also,
2. Choose: Other install options. check the Set as default account option and
click OK.

3. Choose: View apps & devices.

6. Select the Choose an account option and click
OK.

4. Choose: Project.

7. Close Microsoft Project Online.

Set application default options

1. Open Microsoft Project Online and click OK on
Before Starting Your First Project
the login dialog.
Create a profile to connect to Project Server 2. When the application has opened, press the
or Project Online Esc key on your keyboard.
1. Open Microsoft Project Online. 3. Click on the File tab in the upper left corner.
2. When the application has opened, press the 4. Click Options to open the Project Options
Esc key on your keyboard. dialog.
3. Click on the File tab in the upper left corner.
4. On the Info tab, click the Manage Accounts
button.

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 Microsoft® Project Online: Reference Guide
5. In the General tab, uncheck “Show the Start 11. Select the Advanced tab.
screen when this application starts.”

12. Select All New Projects from the Display

6. Select the Schedule tab. options for this project dropdown.

7. Select All New Projects from the Calendar

options for this project dropdown.
13. Check the Show project summary task
option.

8. Set the calendar options for your organization.

14. Click OK.

15. Close Microsoft Project.

9. Select All New Projects from the Scheduling

Starting Your First Project
options for this project dropdown.
Create a new project
1. Open Microsoft Project Online.
2. Upon opening, Project will automatically set
you up with a blank project.

Open a project from an existing file

10. Select Auto Scheduled from the New tasks 1. Open Microsoft Project Online.
created dropdown. 2. Click on File in the upper left corner.
3. Click on Open.

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 Microsoft® Project Online: Reference Guide

4. Select the appropriate folder and file and click 4. by clicking Details while selecting the holiday
Open. entry.
5. To change daily working time, click on Work
Open a Project from a template Weeks at the bottom. Click on Details. Select
days of the week to be changed. Click the
1. Open Microsoft Project Online.
third radio button on the right and change
2. Select the File tab.
the working times. Click Enter.
3. Select the New menu item and click on the 6. Click OK to close the box.
template icon.

4. Select and download your template.

Set the Project Start Date and apply the
Project Calendar
1. Click the Project tab. Then click Project
Information.
2. Enter the project Start Date.
3. Select the project Calendar and click OK.

Adjust the Calendar Create Tasks

1. The default Microsoft Project calendar is called 1. Ensure the Gantt Chart view is active by
Standard. To view and change this calendar selecting the Task tab on the ribbon and
within Project, select the Project tab on the clicking the Gantt Chart button.
ribbon under Properties. Click on the Change
Working Time button.

2. Click in the Task Name cells of the first empty

task row and enter the name for the
2. Once the Change Working Time dialog box task/summary task.
opens, you will be viewing the Standard
Calendar.
3. To set a holiday as a non-working day, click on
the Holiday Date. Click an Open Exception
line at the bottom. Enter the holiday name.
Click Enter. Recurring holidays may be entered

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 Microsoft® Project Online: Reference Guide
3. Press the Tab key to move to the duration Multiple tasks and milestones can be linked by
column and enter the duration in days. selecting multiple rows (hold down the Shift and/or
Ctrl keys) when selecting task rows.

4. Create additional tasks and milestones as

required for your project. Milestones are
created by specifying zero days of duration.

Best Practice Tip: Do not link summary tasks.

Inserting and Deleting Tasks

Creating a WBS/Outline Structure
To insert a new task row into the middle of your
Make a task (or milestone) a subtask of the preceding
project schedule, select a task and either:
one by selecting it and clicking on the Indent Task
button from the Task ribbon tab. You can select • Press the Insert key on your keyboard, or
multiple tasks if there is more than one subtask. • Right click the row and select Insert Task.

A blank row will be inserted above the selected task.

To delete a task from your project schedule, right click

on the task and select Delete Task.

Create Task Dependency Relationships

Creating relationships between tasks creates the Best Practice Tip: Pressing the Del key will remove
timeline of the project. Select a task, hold the Ctrl key the contents of the selected cell; it does not delete
down, and select a second task. Then click the Link the task.
button on the Task ribbon tab. The first task becomes a
predecessor, and drives the start date of, the second.
Working with Resources
Build a team using enterprise resources
1. With Microsoft Project open, click on the View
tab on the ribbon bar and select Resource
Sheet under Resource Views.

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 Microsoft® Project Online: Reference Guide
2. Click on the Resource tab on the ribbon, select 2. Click in the Resource Name’s cell of a task you
Add Resources under Insert, and choose wish to assign and click the dropdown arrow.
Build Team from Enterprise. Select the resource or resources you wish to
assign to the task.

3. In the Build Team dialog, select one or more

enterprise resources from the list on the left
side. Use the Shift and/or Ctrl keys to select 3. Alternatively, you can type resource names
multiple resources at once. directly into the Resource Name cell. If you
4. Press the Add button to move the selected need to enter more than one, separate the
resources to the list on the right side of the
resources with commas.
dialog.

View all Task and Resource assignments for a

project
1. To view resource assignments for tasks, click
the Task Usage button on the View ribbon.

5. Select additional resources, if required, and

then click OK.

2. To view task assignments for resources, click

the Resource Usage button on the View
ribbon.

Assign resources to tasks

1. Click the Gantt Chart button on the Task
ribbon to return to the Gantt Chart view.

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 Microsoft® Project Online: Reference Guide
Assign a Calendar to a Task 2. You can also filter a view using the quick filter
Note that when a task needs to be performed outside for one or more columns. Click the down
of normal working hours of the Project Calendar, a arrow in the column header to show filter
options.
Task Calendar may be assigned to alter the timeframe
for an individual task.

1. To assign a Task Calendar, with Microsoft

Project open, select the Gantt Chart view.
2. Select the Task you wish to assign to the
calendar.
3. Double click the task or click the Information
button on the Task ribbon tab.

4. Select the Advanced tab and change the

Calendar in the Calendar dropdown menu.

3. To sort a view, select a sort order from the

Sort dropdown on the View ribbon tab.

5. Click OK.

Working with Views

4. Alternatively, sort using the column dropdown
Select a View
menu.
1. With Microsoft Project open, select the View
ribbon.
2. Under the Task View and Resource View
sections, select the view you wish to use.

Create a new View

1. With Microsoft Project open, click on the
Change the way the data is viewed View tab.
1. You can apply predefined filters and grouping 2. To create a new task view, click on the More
to the view by using the Filter and Group By Views option in the Other Views dropdown in
dropdowns in the Data section. the Task Views section. To create a new
resource view, click on the More Views option
in the Other Views dropdown in the Resource
Views section.

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 Microsoft® Project Online: Reference Guide
3. To add a task or milestone to the timeline,
right click it (in the Gantt Chart view) and
select Add to Timeline.

3. When the dialog box opens, click on the New

button.

4. By default, a timeline view has only one

timeline. You can add additional timelines by
clicking the Timeline Bar button on the
Format ribbon tab. Note that the Format
4. Select Single View and click on OK. ribbon is context-sensitive, so ensure that the
Timeline view has the proper focus by clicking
within it.

5. When the view definition dialog box opens,

name your new view, select the Screen (type
of view) you want displayed, and (when
appropriate) the table to be displayed. Then,
click OK. 5. If you have multiple timelines, ensure you have
checked the appropriate one before adding a
task or milestone. Tasks and milestones can be
moved between timelines simply by dragging
and dropping them.

Add a Timeline
1. To view the timeline, check the Timeline
option on the ribbon’s View tab.

Managing a Project
Set a Baseline
1. With Microsoft Project open, select the Project tab.
2. The timeline will then appear under the ribbon. 2. Under the Schedule section, click on Set Baseline.

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3. The Set Baseline dialog box will open. Select the 1. Under the View Reports section, select one
Baseline you wish to set. of the canned reports from Dashboards,
4. Select whether the Baseline will be for the Entire Resources, Costs, or In Progress.
Project or just for Selected Tasks. Click OK.

2. To create a new report, select the report

style from the New Report dropdown.

Enter progress using Percent Complete

1. With Microsoft Project open, go to the
Tracking Gantt chart view and select the Task
Name column.
2. Click on a task you wish to update.
3. On the Task tab, click the appropriate update
percentage for the task in the Schedule
section. Create a visual report
1. Click on Visual Reports, under the Project tab.

4. Note the update values to the right of the

Gantt bars in the Tracking Gantt chart view.

2. When the Create Report Dialog opens, select

the desired report from the tabs and click
View.

Best Practice Tip: % Complete represents the

percentage of task duration that's complete. % Work
Complete is the percentage of task work hours that are
complete. You probably know that time can pass
without a corresponding amount of work getting done.
When the percent duration is updated, the percentage
of work completed is updated also.

Reporting
Create a project report
With Microsoft Project open, select the Report tab.

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 Microsoft® Project Online: Reference Guide
3. Your report will open in either Microsoft 7. Add a Task to the Board (under No Sprint
Excel or Microsoft Visio, depending on which Column) and move it to the proper Sprint
format you select. (drag and drop).

Sprint Projects
In Microsoft Project Online, you can build an
Agile/Sprint Projects.

Create new sprint project

1. Open Microsoft Project Online. Click OK on the
login dialog.
8. To see Sprint Progress for a Current Sprint,
2. Click on the File tab in the upper left corner.
3. Click New and choose Sprint Projects. click on the Sprints Tab and choose Sprint ->
Current Sprint. Set % Complete for the Not
Started, Next Up, and In Progress Columns.

9. You can move tasks around within these

4. The Sprint Planning Board View is created Columns. Once a task is done, move it to the
with three Sprints. Done Column and it will be marked as
5. To Manage Sprints, click on Sprint Tab, and completed.
then choose Manage.
10. To see all tasks (not only in the current
Sprint), click on the Task Board tab, and then
choose Task Board.

6. Change Sprint duration, Start Date, and/or

add a new Sprint.

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 Microsoft® Project Online: Reference Guide
Navigate in Project Online with Only Your Copy selection. Ctrl+C
Cut selection. Ctrl+X
Keyboard
Delete the selected Delete or Ctrl+V or Ctrl+Z
The following table lists keyboard shortcuts for Project data.
Online: Delete a row. Ctrl+Delete
Action Shortcut Move to the first field Home
in a row.
Move the selection Alt+J
between the links on Move to the first row. Ctrl+Up arrow key
the top link bar. Move to the last field End
Move the selection Alt+W in a row.
from one Web Part to Move to the last field Ctrl+End
the next Web Part on of the last row.
pages that use Move the selected Access key+> (Single
multiple Web Parts. items from the source right-pointing angle
Expand drop-down Alt+Down arrow key list to the target list. quotation mark)
lists. Move all items from Access key+W
Move to the next cell Right arrow key or Tab key the source list to the
or row. target list.
Move to the previous Left arrow key or Move all items from Access key+X
cell or row. Shift+Tab the target to the
Move up. Up arrow key source list.
Move down. Down arrow key or Enter Move the selected Access key+< (Single left-
item from the target to pointing angle quotation
Go to the URL in the Enter
the source list. mark)
selected cell.
Access the check Spacebar
Move to cell header. Ctrl+Y
boxes under the
Remove focus from Esc
Resource name check
the selected cell.
box.
Move to the last cell or Ctrl+End
Access the calendar in Alt+Down arrow key (for
row.
a table cell. example, start date or end
Move to the first cell Ctrl+Home
date)
or row.
Move to the next Alt+> (Single right-
Toggle row highlight. Ctrl+Spacebar
month. pointing angle quotation
Expand a drop-down Ctrl+Spacebar
mark)
menu in a cell header
Move to the previous Alt+< (Single left-pointing
Expand or collapse a Ctrl+Spacebar
month. angle quotation mark)
grouping.
> (Single right- Alt+A
Expand a group. Ctrl+Spacebar
pointing angle
Collapse a group. Ctrl+Spacebar
quotation mark)
Expand or collapse a Ctrl+Spacebar
>> (Right-pointing Alt+W
grid element with
double angle
children.
quotation mark)
Toggle a check box. Spacebar
<< (Left-pointing Alt+X
Open a drop-down Alt+Down arrow key
double angle
cell.
quotation mark)
Activate Edit Mode for F2
< (Single left-pointing Alt+O
a cell.
angle quotation mark)
Up one page. Page Up
Down one page. Page Down
Indent selected task. Alt+Shift+Right arrow key
Outdent selected task. Alt+Shift+Left arrow key
Cancel entry or edit. Esc

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