Quick look column in Microsoft Project for the Web!

Hello,

today I will show you one new Column which is part of Microsoft Project for the Web: Quick look.

As always, I will create new Project and I will get:

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As you can see, this new Column is placed right beside Name Column by default. Now I will ad one Task:

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As you can see, Quick Look is empty. And you cannot put a value in it like, for example, typing a text. This column is read only!

I will attach a document for this Task:

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and after I choose a file which I want to attach I will have:

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As you can see, my attachment is shown, and I also added a simple comment to the Task.

So I have:

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If I hoover my mouse on Quick look field, I will get:

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and:

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If I click on Note or Attachment, I will in both case get Task Detail screen opened:

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I found this column very useful. Why? Because without it, I should open Task Detail Screen for each and every Task for which I want to check if there is a note or attachment for it. With this new column I see it right away!

Regards!

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

Task attachment in Microsoft Project for the Web!

WOW! It’s here.

Today I will show you how to attach document or link into Task with Microsoft Project for the Web!

First of all, as always, I will create simple Project:

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After I open Task Detail I will see:

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So I can choose:

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As you can see I can attach file from my computer, or from Team files, or I can add a link.

First I will choose: From Computer:

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and here it is:

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If I click on the attachment it will open, and if I click on the tree dots I can remove the attachment:

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Now I will add a link to URL:

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and I will get:

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So, for each Task I can have many attachments, and they can be same or different type!

Great feature!

Regards!

Posted in Microsoft Project for the Web, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

Non working hours bug in Microsoft Project for the Web

Hi

Today I will show you a bug in Microsoft Project for the Web.

Let’s say that we have two Resources: John and Ellen. At 01/15/2021 John is suppose to work from 01:00 PM to 05:00 PM, and Ellen is not suppose to work at all.

So, let me setup a Resource Calendar for that:

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and:

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and:

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and here we are:

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and finally:

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For John, I will repeat steps above and I will setup non working times like this:

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So, working time for John looks like:

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Now I will create new Project with two Tasks:

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Ellen is going to work 32 hours form Monday to Thursday, and that is OK! BUT” Joh is going to work 32 hours as well, which is not OK, because he is suppose to work From Monday to Thursday 8 hours per day which is 4 days * 8 days per day = 32 hours PLUS 4 hours (from 01:00 PM to 05:00 PM) at Friday, which means that John total effort should be 36 hours, not 32 hours.

If you try this scenario in MS PROJECT 2013/2016/2019/ONLINE the result will be correct!

Regards!

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Start and Finish time for Task in different Project Calendar using Microsoft Project for the Web!

Hi,

today I will explain something that can seems as a bug, but it is not in Microsoft Project for the Web! It is a bit tricky, and I got an explanation directly from Microsoft.

Let me show you!

Firs I will setup a calendar template from 09 AM to 01 PM:

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and:

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I will use this Generic Resource to create the Calendar Template:

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Now I will setup Resource calendar for Ellen which will be from 09:00 AM to 05:00 PM:

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Let me create a simple Project, using previous Calendar template:

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Finally I will create a single Task with 1 day Duration:

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As you can see Start date is 1/4/2021 (at 09:00 AM which cannot be seen because I couldn’t grab it, but if you hoover mouse on start date you will se this), and End date is 1/5/2021 at 01:00 PM. WHY?

Project defines one day of duration as 8 hours of work (I.e. the scheduling engine ensures there is time in the project calendar for 8 hours of work). Given my calendar, each working day can only support 4 hours of work (according to the project calendar). Therefore, the scheduling engine is scheduling 8 hours of working time, which takes place over 2 days on my project calendar (as there are only 4 hours of work each day).

Now I will assign Ellen to the Task and I will get:

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As you can see, Effort is 12 hours. WHY?

The scheduling engine is scheduling 1 day of duration according to the project calendar. Therefore, as above, the task is scheduled from 1/4/2021 9am – 1/05/2021 1pm as that is 8 hours of work according to the project calendar

After the task is scheduling according to the project calendar, the effort is calculated based on the resource calendar. Effort is determined by scheduling work for the resource any time between the task start and task finish when the resource can work. Therefore, Ellen is scheduled to work 1/4/2021 9am-5pm (even though 1pm-5pm is outside the project calendar) AND 1/5/2021 9am-1pm. This results in 12 hours of work for Ellen.

It seems a little bit confusing, and it is confusing. But, you must remember this logic when you are building a schedule like mine.

Regards

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

Time off for specific Resources in Microsoft Project for the Web

Hi,

I’m going to show you how to setup, for example, Vacation for specific Resource, using Microsoft Project for the Web.

Let’s say that Ellen will take day off at 01/01/2021, but everyone else will work at that Day.

To set Day off for Ellen, I should follow this steps:

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and then:

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and:

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and finally:

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So I will have:

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Now I will assign John to his Task, and Ellen to her Task in My Project:

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As you can see, john and Mary are going to work on the Task which has 5 days Duration, from 12/28/29 to 01/01/2021, but John has 40 hours effort, and Ellen has 32 hours effort since she will not work at 01/01/2021.

This is my last post for this very odd year.

I wish you a very happy New Year, and all the best to you and your families.

Smile

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

Effort calculation with different Calendars in Microsoft Project for the Web!

Hi,

today I will show you how Microsoft Project for the Web calculate effort when Resources have different Calendars.

First of all let’s see Calendars for two Resources: Tim and Ellen:

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and:

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Let’s see Ellen’s Calendar:

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and finally:

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Believe me, Ellen has this work hours for each and every working day, because I set it up Calendar for her.

Now, let’s see Tim’s Calendar:

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OK, let me create brand new Project:

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First of all I will put 4 days duration for all Tasks:

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So, for Ellen’s Task Effort is 16 hours (4 days * 4 hours per day – from 09:00 AM to 01:00 PM). For Tim’s Task Effort is 32 hours (4 days * 8 hors per day – from 09:00 AM to 05:00 PM). Finally for Ellen’s and Tim’s Task Effort is 48 hours (Ellen’s 16 hours + Tim’s 32 hours),

Now I will erase Duration, so I will have:

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Now I will put 16 hours for Ellen’s Task, 32 hours for Tim’s Task and 48 hours for Ellen’s and Tim’s Task, and I will get:

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WOW! Duration for every Task is 1 day! Do not forget, that in Project for the Web, Task Type is Fixed Duration. and cannot be changed!

I will now change duration for ever Tasks from 1 to 4 days, and I will get:

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As you can see now, Calendars are not respected, but instead effort is multiplied by 4, e.g.:

  • Ellen’s Task has 64 hours (1 day was 16 hours, so 4 days is 64 hours)
  • Tim’s Task has 128 hours (1 day was 32 hours, so 4 days is 128 hours)
  • Ellen’s and Tim’s Task ad 192 hours (1 day way 48 hours, so 4 days is 192 hours)

To conclude, you can get confused when Duration and effort is combined. The best expected result will be if you enter Duration, and Let Project for the web to calculate effort!

Regards

Posted in Microsoft Project for the Web, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

How to create an useful To-Do list for Project Manager using Microsoft Lists?

As a Project Manager, I have a long list of Tasks. I can use Microsoft To-Do, Planner, or something else. I decided to create my own, and for that purpose I use Microsoft Lists. Let us say that I need these fields:

  • Task Name
  • Person to consult (e.g. who can help me to fulfill the Task, or have additional information)
  • Due Date
  • Project Name
  • Status (TO-DO, Doing, Done, Urgent)
  • Comment

I will create new TO-DO list from the scratch:

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and:

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Now I will setup some basic things, like List name, Color, Icon:

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and I landed here:

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I have, by default, one Column (Field) called Title. I will rename it to Task Name:

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and:

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OK, now I will add column named Person to consult:

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I choose single line of text, and I get:

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and:

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So, I do not have to put a value in this field.

Now, I will add column called Due Date:

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and:

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So, I will need to enter Due Date every time, and Time will not be displayed.

Now I will create Project name field in a same way as I created the Person to consult (and it will be required), and I will get:

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Now I will create Status field and it will be populated with:

  • TO-DO (default)
  • Doing
  • Done
  • Urgent

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and:

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Now, I want, to change colors for choices:

  • TO-DO (I will leave as is)
  • Doing (Yellow)
  • Done (Green)
  • Urgent (Red)

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After I do it for all choices I will get:

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Finally, I will choose TO-DO, as default value:

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Finally, I will add Comment field, like a Multiple line of text:

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OK, I will now add some rows (in grid):

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This is just a simple example hot to create a list. Of course there are much more possibilities which goes beyond of scope of this article.

List is very powerful tool, which I use very day, and it is much more simple and user friendly than old SharePoint List.

Posted in Microsoft Lists, PMI | Tagged | Leave a comment

Go to date function and dates in Timeline–Project for the Web!

Hello,

today I will show you the Go to date function and dates in Timeline using Project for the Web.

First, I will create a simple project:

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I will switch to Timeline view:

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Now, let’s say that I want to see what will happen on Jan 4th, 2021. I can scroll, or I can use Go to date function like:

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and here it is:

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As you can see, Tasks are not highlighted, but the whole Project is scrolled to the. specific date.

One more interesting thing. In Timeline View, there are only two fields on the right side of the Screen: Task Name and Resources. To see additional information about specific Task I should use Task Details:

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and I will get:

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or I can just highlight the Task on the Gantt Chart:

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So, when I hoover the mouse over the Task, time period is shown whit Task Start and End date highlighted, and the Duration is shown as well.

Regards.

Posted in PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

How to export Project for the Web to Excel

Hi,

the new feature for Microsoft Project for the Web is Export to Excel. Let me show you how is this possible. First I will create a simple Project:

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Tasks are in separate Buckets:

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Now, I will export this Project to Excel:

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And I will get (since it don’t fit on one screen I will show excel file in two screens):

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and:

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Since that there is no option for printing a Gantt Chart, or anything else (as you can with desktop or online version), this is a good start for reporting purpose. BUT! If you create any custom field it will be not exported to the excel file!

Regards!

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How to create Project for the Web in Teams

Hi,

today I will show you how can a Project for the Web be created for Team.

First of all I will open my Team in Microsoft Teams:

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and then I will look for the Project:

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Next step is:

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and then:

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and finally:

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I can now create Project like in the native application:

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and:

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and some Tasks:

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To conclude, you have everything like in native application.

Now I will go to native application:

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Here it is.

Now I will create a simple Project here:

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How can I have this Project in MS Teams?

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and:

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and finally:

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Here it is:

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What if I do not need a Project in Tams anymore?

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and:

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As you can see, Project will not be deleted, but it will be removed form Teams.

Regards!

Posted in Microsoft Project for the Web, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment