- Microsoft® Office Project 2007 Inside Out
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- A Note Regarding Supplemental Files
- Your All-in-One Resource
- Acknowledgments
- About the CD
- Conventions and Features Used in This Book
- I. Project Fundamentals
- 1. Introducing Microsoft Office Project 2007
- 2. Understanding Projects and Project Management
- II. Developing the Project Plan
- 3. Starting a New Project
- Focusing the Project Vision
- Creating a New Project Plan
- Entering Tasks
- Sequencing and Organizing Tasks
- Organizing Tasks into an Outline
- Setting Up Your Work Breakdown Structure
- Adding Supplementary Information to Tasks
- 4. Viewing Project Information
- 5. Scheduling Tasks
- 6. Setting Up Resources in the Project
- Understanding the Impact of Resources in the Project Plan
- Adding Resources to the Project
- Removing a Resource from the Project
- Identifying Tentative, Generic, or Budget Resources
- Setting When Resources Are Available for Work
- Adding Detailed Resource Information
- 7. Assigning Resources to Tasks
- 8. Planning Resource and Task Costs
- 9. Checking and Adjusting the Project Plan
- Working with the Critical Path and Critical Tasks
- Bringing in the Project Finish Date
- Reducing Project Costs
- Balancing Resource Workloads
- Changing Project Scope
- Reviewing the Impact of Changes
- Obtaining Buyoff on the Project Plan
- 3. Starting a New Project
- III. Tracking Progress
- 10. Setting a Baseline and Updating Progress
- 11. Responding to Changes in Your Project
- IV. Reporting and Analyzing Project Information
- 12. Reporting Project Information
- Establishing Your Communications Plan
- Using Views to Report Project Information
- Generating Text and Visual Reports
- Running Reports for Your Requirements
- Summarizing with Overview Reports
- Focusing on Tasks with Schedule Progress Reports
- Using the Unstarted Tasks Report
- Using the Tasks Starting Soon Report
- Using the Tasks In Progress Report
- Using the Completed Tasks Report
- Using the Should Have Started Tasks Report
- Using the Slipping Tasks Report
- Using the Baseline Report in Visio
- Using the Baseline Work Report in Excel
- Using the Task Status Report in Visio
- Using the Budget Work Report in Excel
- Analyzing Budget Status with Cost Reports
- Using the Cash Flow Report
- Using the Cash Flow Report in Excel
- Using the Cash Flow Report in Visio
- Using the Baseline Cost Report in Excel
- Using the Budget Report
- Using the Budget Cost Report in Excel
- Using the Resource Cost Summary Report in Excel
- Using the Overbudget Tasks Report
- Using the Overbudget Resources Report
- Using the Earned Value Report
- Using the Earned Value Over Time Report in Excel
- Evaluating Resource Allocation with Assignment Reports
- Using the Who Does What Report
- Using the Who Does What When Report
- Using the To-Do List
- Using the Overallocated Resources Report
- Using the Resource Availability Report in Visio
- Using the Resource Work Availability Report in Excel
- Using the Task Usage Report
- Using the Resource Usage Report
- Using the Resource Work Summary Report in Excel
- Using the Resource Remaining Work Report in Excel
- Using the Resource Status Report in Visio
- Revising a Built-In Report
- Building a Custom Report
- Saving Project Data Fields
- 13. Analyzing Progress Using Earned Value
- 12. Reporting Project Information
- V. Managing Multiple Projects
- 14. Managing Master Projects and Resource Pools
- 15. Exchanging Information Between Project Plans
- VI. Integrating Microsoft Project with Other Programs
- 16. Exchanging Information with Other Applications
- 17. Integrating Microsoft Project with Microsoft Excel
- Copying Between Microsoft Project and Excel
- Embedding Between Microsoft Project and Excel
- Linking Between Microsoft Project and Excel
- Importing and Exporting with Excel
- Producing a Visual Report of Project Data in Excel
- 18. Integrating Microsoft Project with Microsoft Outlook
- 19. Integrating Microsoft Project with Microsoft Visio
- VII. Managing Projects Across Your Enterprise
- 20. Understanding Enterprise Project Management
- 21. Administering Your Enterprise Project Management Solution
- Logging On and Off
- Managing Users and Permissions
- Administering the Enterprise Resource Pool
- Establishing the Enterprise Portfolio
- Standardizing Enterprise Project Elements
- Setting Up Team Member Work Pages
- Managing Pages, Views, and Reports
- Managing and Maintaining the Server
- 22. Managing Enterprise Projects and Resources
- Connecting to Your Project Server
- Working with Enterprise Projects
- Building Your Enterprise Project Team
- Finding Resources to Meet Your Needs
- Adding Enterprise Resources by Name
- Identifying Resource Attributes Using Custom Enterprise Fields
- Using Generic Resources as Placeholders
- Adding a Team Assignment Pool to Your Project Resource List
- Finding Enterprise Resources That Meet Specific Criteria
- Replacing an Existing Project Resource with an Enterprise Resource
- Matching an Existing Project Resource
- Matching and Replacing Generic Resources
- Proposing Tentative Resources
- Assigning Tasks to Enterprise Resources
- Finding Resources to Meet Your Needs
- Collaborating with Your Project Team
- Creating Proposals and Activity Plans
- 23. Participating on a Team Using Project Web Access
- Getting Started with Project Web Access
- Working on Your Assignments and Updates
- Submitting Text-Based Status Reports
- Logging Time Using Timesheets
- Setting Up E-Mail, Reminders, and Calendars
- Managing Resources in Project Web Access
- 24. Making Executive Decisions Using Project Web Access
- Getting Started with Project Web Access
- Viewing Project Portfolio Information
- Working with the Project Portfolio
- Working with Resource Information
- Analyzing and Reporting on Project Information
- Setting Your Alerts and Reminders
- VIII. Customizing and Managing Project Files
- 25. Customizing Your View of Project Information
- Customizing Views
- Customizing Tables
- Customizing Fields
- Working with Outline Codes
- Customizing Groups
- Customizing Filters
- Sharing Customized Elements Among Projects
- 26. Customizing the Microsoft Project Interface
- 27. Automating Your Work with Macros
- 28. Standardizing Projects Using Templates
- 29. Managing Project Files
- 25. Customizing Your View of Project Information
- A. Installing Microsoft Office Project 2007
- B. Online Resources for Microsoft Project
- C. Keyboard Shortcuts
- D. Index to Troubleshooting Topics
- E. About the Authors
- Index
- About the Author
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
Saving a project file ensures that it’s stored on a hard disk for future access. The hard disk might be on your own computer or on your company’s network. It can be your project server as an enterprise project. Saving files to a consistent location can make finding your primary and backup files easy.
Do the following to save a project file to a drive on your local computer or to a network drive:
On the Standard toolbar, click File, Save As.
The Save As dialog box appears (see Figure 29-4).
In the Folders or the Save In box, click the drive or folder where you want to save the file.
If necessary, double-click the folder in which you want to save the file.
In the File Name box, type the name of the file.
Click Save.
After saving a file with a name and in a specific location, be sure to save continually during your work session. A good rule of thumb is to save about every five minutes, or whenever you make significant changes that you wouldn’t want to lose in the event of a system failure or power outage. On the Standard toolbar, click the Save button or press Ctrl+S.
Note
You can have Microsoft Project automatically and periodically save your file so that you don’t have to remember to do so. See the section titled Saving Project Files Automatically later in this chapter.
Save Options
Depending on what you’re trying to do, there are different ways to save your project file:
Save. When you click File, Save, you see the Save As dialog box. This is where you name the file and select the location where it is to be saved. For projects that are already saved, the Save command simply saves your changes to the existing file.
Save As. When you click File, Save As, the Save As dialog box appears. This is where you name the file and select the location where it is to be saved. Use this dialog box to save new project files as well as create an alternate or backup copy of your project. You can also save it as a different file type.
Save Workspace. When you open all the projects that you want to save and open together, and then click File, Save Workspace, you can combine individual projects into a group that’s always opened together. The Save Workspace As dialog box appears with Workspace (*.mpw) selected as the file type. Select the location of the workspace to be saved, enter the name, and click Save. Now whenever you open a workspace file, all the projects saved in this workspace are opened at the same time.
When working with an enterprise project, you first open the project from your project server. When you are finished with the project, you save and check in the file to the project server.
Note
This section applies only if you’re working with Project Professional set up for an enterprise environment.
To create a working draft version of a project, simply click File, Save to save it to the project server. If this is the first time you’re saving this project, the Save To Project Server dialog box appears (see Figure 29-5). Enter a name for the new project, specify that you’re saving the file as a project (rather than as a template), and select the name of the calendar for the project. Complete any custom field values as needed and then click Save. The project is saved to the project server.
Figure 29-5. The Save To Project Server dialog box enables you to save project plans in the enterprise environment.
If you want to work with the enterprise project while not connected to the project server, click File, Save As. In the Save To Project Server dialog box, click Save As File. Specify the location where you want to save the project, give the file a name if necessary, and click Save.
Whenever you save an enterprise project file, those changes are saved to the project server. However, until you give the command to publish the project, the changes you have made since the last time the project was published are just part of the working draft of the project. No one but you can see or work with the changes you’ve made. The project is not listed in the Project Center, and assignments have not yet gone to their resources.
Note
For more information about saving, publishing, and checking project files in and out of the project server, see the section titled Managing Your Project Files on the Server in Chapter 22.
What’s in a File Name?
In Microsoft Project, you can name a project just about anything you want, as long as the name doesn’t exceed 255 characters. Any combination of uppercase and lowercase letters can be used because Microsoft Project does not recognize case in file names. The following symbols cannot be used in a file name:
Asterisk (*)
Less-than symbol (<)
Backward slash ()
Question mark (?)
Colon (:)
Quotation mark (″)
Forward slash (/)
Pipe symbol (|)
Greater-than symbol (>)
Semicolon (;)
If you have a drive or folder dedicated to your project management files, you might want to make that your default save location. This default location will be the folder that is presented first whenever you open or save a project file. To set the default folder, do the following:
Click Tools, Options and then click the Save tab.
Under File Locations, click the Modify button.
In the Modify Location dialog box, browse to the drive and folder where you want your new project files to be saved by default. Click OK.
In the Options dialog box, click OK.
Note
If you regularly save your project files as something other than an MPP file (for example, a Microsoft Project 2002 file or a template), you can change the default file type from MPP to your file type of choice. Click Tools, Options and then click the Save tab. In the Save Microsoft Project Files As box, select the file type you want to use as the default.
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