Hyperlinking to Websites or Other Documents
by Teresa S. Stover, Bonnie Biafore, and Andreea Marinescu
Microsoft® Project 2010 Inside Out
- Microsoft® Project 2010 Inside Out
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- A Note Regarding Supplemental Files
- Introduction
- I. Project Fundamentals
- 1. Introducing Microsoft Project 2010
- 2. Understanding Projects and Project Management
- II. Developing the Project Plan
- 3. Starting a New Project
- Getting from Idea to Proposal to 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
- Understanding Project Information Categories
- Accessing Your Project Information
- Switching Between Views
- Using Views
- Scheduling with Gantt Charts
- Highlighting Tasks with the Timeline
- Flowcharting with Network Diagrams
- Visualizing the Project with the Calendar
- Reviewing Assignments with the Team Planner
- Charting Team Availability with the Resource Graph
- Tabling with Sheet Views
- Timesheeting with Usage Views
- Seeing Details with Forms
- Cross-Referencing with Combination Views
- Using Tables
- Using Fields
- Arranging Your Project 2010 Window
- Navigating to a Specific Location in a View
- Rearranging Your Project Information
- 5. Scheduling Tasks Manually or Automatically
- 6. Building Your Schedule
- 7. Setting Up Resources in the Project
- Understanding the Impact of Resources in the 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
- 8. Assigning Resources to Tasks
- Assigning Work Resources to Tasks
- Assigning Material Resources to Tasks
- Assigning Cost Resources to Tasks
- Reviewing Assignment Information
- Changing Resource Assignments
- Contouring Resource Assignments
- 9. Planning Resource and Task Costs
- 10. Checking and Adjusting the Project Plan
- Working with the Critical Path and Critical Tasks
- Controlling Schedule Changes with Task Types
- 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
- 11. Setting a Baseline and Updating Progress
- Saving Original Plan Information Using a Baseline
- Updating Task Progress
- Updating Actual Costs
- 12. Responding to Changes in Your Project
- 11. Setting a Baseline and Updating Progress
- IV. Reporting and Analyzing Project Information
- 13. Reporting Project Information
- Establishing Your Communications Plan
- Using Views to Report Project Information
- Generating Text and Visual Reports
- Generating the Right Reports
- 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
- Sharing Project Reports Electronically
- 14. Analyzing Progress Using Earned Value
- 13. Reporting Project Information
- V. Managing Multiple Projects
- 15. Managing Master Projects and Resource Pools
- Structuring Master Projects with Subprojects
- Consolidating Project Information
- Opening Multiple Project Files as a Set
- Sharing Resources by Using a Resource Pool
- 16. Exchanging Information Between Project Plans
- 15. Managing Master Projects and Resource Pools
- VI. Integrating Project 2010 with Other Programs
- 17. Exchanging Information with Other Applications
- 18. Integrating Project 2010 with Excel
- 19. Integrating Project 2010 with Visio
- 20. Integrating Project 2010 with Outlook
- 21. Collaborating as a Team by Using SharePoint
- Creating a Project Tasks List on a SharePoint Site
- Exchanging Project Information with SharePoint
- Synchronizing Changes Between Project and SharePoint
- Opening and Viewing Connected Project Information
- Collaborating with Team Members on Task Updates
- Assigning Tasks to Team Members
- Updating Task Progress
- Updating Task Progress in SharePoint
- Updating Task Progress in Project
- VII. Managing Projects Across Your Enterprise
- 22. Understanding Enterprise Project Management
- 23. Administering Your Enterprise Project Management Solution
- Signing In and Out
- Configuring Project Server Security
- Administering the Enterprise Resource Pool
- Establishing the Enterprise Portfolio
- Setting Up Project Workflows
- Standardizing Enterprise Project Elements
- Setting Up Team Member Work Pages
- Managing Pages, Views, and Reports
- 24. Managing Enterprise Projects and Resources
- Connecting to Your Project Server
- Working with Enterprise Projects
- Following a Project Workflow
- Building Your Enterprise Project Team
- Finding Resources to Meet Your Needs
- Building Your Project Team in Project Professional
- Building Your Project Team in Project Web App
- Identifying Resource Attributes by 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
- Review Resource Assignments and Availability
- 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
- 25. Participating on a Team Using Project Web App
- Getting Started with Project Web App
- Working with Your Assignments
- Submitting Text-Based Status Reports
- Logging Time by Using Timesheets
- Working with Issues and Risks
- Setting Up E-Mail Reminders and Outlook Tasks
- Managing Resources in Project Web App
- 26. Making Executive Decisions Using Project Web App
- 27. Managing and Analyzing Project Portfolios
- VIII. Customizing and Managing Project Files
- 28. Customizing Your View of Project Information
- Customizing Views
- Changing the Content of a View
- Creating a New View
- Saving a View
- Changing Text Formatting in Views
- Formatting a Gantt Chart View
- Modifying the Timescale
- Modifying a Network Diagram
- Modifying the Timeline
- Modifying the Team Planner
- Modifying the Resource Graph
- Modifying the Calendar
- Modifying a Sheet View
- Modifying a Usage View
- Customizing Tables
- Customizing Fields
- Working with Outline Codes
- Customizing Groups
- Customizing Filters
- Sharing Customized Elements Among Projects
- Customizing Views
- 29. Customizing the Project 2010 Interface
- 30. Automating Your Work with Macros
- 31. Standardizing Projects by Using Templates
- 32. Managing Project Files
- Saving Project Files
- Opening Project Files
- Saving and Opening with Different File Formats
- Comparing Project Plans Side by Side
- Safeguarding Your Project Files
- 28. Customizing Your View of Project Information
- IX. Appendixes
- D. Index to Troubleshooting Topics
- E. About the Authors
- Index
- About the Authors
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
In your project file, you can insert a hyperlink to jump to a website or to a file on your computer or network. Inserting a hyperlink can be useful for including relevant reference material for tasks and resources in your project plan. It’s also useful for linking project-related documents, such as the scope document and bill of materials, to your project plan.
Note
Although this method refers to a hyperlink, the item you link to does not have to be a web page and does not have to be in HTML or XML format. It can be any document in any file format. You do need to have the application for that file on your computer, but it does need to be in a stable location.
To create a hyperlink in your project, follow these steps:
In Project 2010, display the view that contains the task, resource, or assignment to which you want to add a hyperlink.
Right-click the task, resource, or assignment name to which you want to add the hyperlink, and then click Hyperlink from the drop-down menu that appears.
The Insert Hyperlink dialog box appears.
By default, the Hyperlink command is not available in the ribbon, although you can add it to a custom group or to the Quick Access Toolbar.
In the Text To Display box, type a short description of the page you’re linking to.
If you’re linking to a file, in the Look In list, browse to the file on your computer or network system. (See Figure 17-18.)
If you’re linking to a website, enter the web address starting with http:// in the Address box.
Click OK.
The Hyperlink indicator appears in the Indicators column of the current view. If you rest your mouse pointer over the Hyperlink indicator, the display text for the hyperlink appears.
To go to the document or website referenced by a hyperlink, click the Hyperlink indicator in the Indicators column. If the Indicators column is not shown, you can apply the Entry table to a task sheet or resource sheet as applicable.
You can also right-click the task, resource, or assignment, point to Hyperlink in the drop-down menu, and then click Open Hyperlink. The hyperlinked document or website appears in its own window.
If you want to view more details about your hyperlinks, or if you have several hyperlinks throughout your project, you might find it useful to apply the Hyperlink table to a sheet view. On the View tab, in the Data group, click Tables, and then click Hyperlink. To go to the file or website pointed to by the hyperlink, simply click the Hyperlink indicator.
To delete a hyperlink, right-click the task, resource, or assignment with which the hyperlink is associated, point to Hyperlink in the drop-down menu, and then click Clear Hyperlinks.
Set Up a Document Library
If you’re using Project Professional 2010 with Project Server and Microsoft Project Web App 2010 for enterprise project management, the preferred method for keeping all project documents together is the document library. In Project Web App 2010, you can set up and maintain a document library by using Microsoft SharePoint 2010. This way, all your team members and other stakeholders can view the documents through their web browsers. They can also check documents in and out, providing vital version control.
Note
For more information about setting up a document library, see Controlling Project Documents.
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