Assigning Tasks through buckets in Microsoft Project for the Web

Hi,

today I will show you how to see Task assignments, and how to Assign Tasks automatically using Buckets in Microsoft Project for the Web.

Fist of all I will create a new Project, and some Tasks with some assignments:

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I will switch to Buckets, following next steps:

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and I will get:

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As you can see, here I can see Tasks grouped by assignees. Notice, for example, Task 4. Since Ellen, John, and Mary are assigned to that Task it is show under each of those Resources. So, this does not mean that I have three Tasks with name: Task 4, but it means that it is one Tasks assigned to multiple Resources.

Let’s say that I want to assign Task 5 to myself. The easiest way is to drag and drop this Tasks to the Column with my name, and I will get:

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But what if I want to assign this Task to Jim, as well? Then I will click on that Task and I will follow next steps:

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and I will get:

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As you see Tim’s Column is added and Task 5 is placed in this Column as well.

This is a great thing in Microsoft Project for the Web, because you can see who will work on which Tasks, and also it it easy to assign or reassign Tasks directly to the right person.

Regards!

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Can we change a Group in Microsoft Project for the Web?

Hi,

today I will show you how to handle the situation in which you assign wrong Group to the Project, using Microsoft Project for the Web!

First, I will create a simple Project:

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As you know, resources can be assigned Via Groups, so I will now choose a Group:

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OK, now I can assign anyone from this Group to any Task:

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Now, let’s say that you choose wrong Group, and you want to change it for the right one! How can you do it? Well, you can’t!

So what are the options? Of course you do not want to recreate the same Project from the Scratch! What you can do is to copy Project:

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After this action, you will have a Copy of your Project but without any Group, so you can choose the right one!

Regards!

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

What is not copied when you Copy Project in Project for the Web?

Hi,

today I will show you what is happening when you copy a Project in Microsoft Project for the Web!

Let’s say that I have Project like this:

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For this particular Project, I am using following Group:

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I also have attachment in Task 2:

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Now, I will going to copy this Project:

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and I will get:

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Notice that % Completeness are not copied (e.g. all Tasks are in not started state). As you can see there are no assignees to Tasks. Why? Because there is no group Associated with this copied Project. So, Group is not inherited form the old Project. And last, but not least:

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Calendar template is not copied, as well.

To conclude, when you copy a Project follow next steps:

  1. Rename a Project
  2. Assign Calendar Template
  3. Associate the Group for the Project

Regards!

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

Export Timeline to PDF in Microsoft Project for the Web

Hello,

as you know, Microsoft Project for the Web can be exported to Microsoft Excel (see my Blog Post: (How to export Project for the Web to Excel | Nenad Trajkovski (ntrajkovski.com).

Here is the new option: Export timeline to PDF. It is very easy. First, I will create new Project:

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I will choose the Timeline option, and I will get:

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After I click on tree dots, I will get:

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and, finally, I will get:

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Now, I will open PDF file, and I see, that I have two pages:

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and:

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As you can see, on the first page I have Name, Assigned To, Start, Finish % Complete fields, but on the second page I have only Name field and the rest of the Gantt Chart shown. It can be annoying. If I want to see whole Project in one page I should use Zoom:

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and now, after I export the Project Timeline to the PDF, I will get:

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Great feature from my point of view.

Regards!

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Projects related to Calendar templates–Project for the Web

Hello,

Let’s suppose that I have Projects related to two Calendar Templates:

  • Template from 09:00 AM to 05:00 PM GMT+1
  • Template from 09:00 AM to 05:00 PM GMT-8

I have two Projects related to Template from 09:00 AM to 05:00 PM GMT+1:

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and:

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I have another two Project related to Template from 09:00 AM to 05:00 PM GMT-8:

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and:

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OK. I want to know which Projects are related to each Template. To do that I should follow next steps:

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and:

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Now, I will choose:

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and then:

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Finally, I will get:

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So here are all Project related to specific Template, which I choose.

If I choose Template from 09:00 AM to 05:00 PM GMT-8, I will get:

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To conclude, when I have Projects in different Time zones, this is the way to see all Projects which belongs to specific Time zone.

Hope this helps.

Best Regards!

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Project and Resources in different Time zones with Project for the Web

Hi,

today I will show you how is Project affected when Resources from different time zones are assigned to the Task, using Microsoft Project for the Web!

First of all, I will create a Project:

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As you can see, I will use Calendar template which is GMT+1 hour.

Now, using Power Apps I will have three resources:

  • John – he will work in the same time zone (GMT+1)
  • Ellen – she will work in the GMT time zone
  • Mary – she will work in the GMT–6 time zone

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and:

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For Ellen:

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and for Mary:

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OK.

Now it’s time to change working hours for John, Ellen and Mary.

For John:

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and:

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and finally:

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I will follow the same procedure for Ellen:

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and for Mary, as well:

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Now I will create three Tasks:

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  • Duration for all three Tasks is 1 day
  • John will work 8 hours, because his Time zone is aligned with Calendar Time zone
  • Ellen will work 7 hours, because she work in GMT Time zone which is –1 hour of Calendar Time zone, so she will start at 10:00 AM at Calendar Time zone (which is 09:00 GMT Time zone), and she will finish at 05:00 PM Calendar Time zone (which is 04:00 PM GMT Time zone)
  • Mary will work 1 hour, because she work in GMT-6  Time zone which is –7 hour of Calendar Time zone, so she will start at 04:00 PM at Calendar Time zone (which is 09:00 GMT-6  Time zone), and she will finish at 05:00 PM Calendar Time zone (which is 10:00 PM GMT-6 Time zone).

Now I will put two days in Duration field for all three Tasks:

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As you can see effort is increased 8 hours for every single Task. So, only first day is affected with this Time zone difference. So:

    • John will work 8 hours at first day, and second day because his Time zone is aligned with Calendar Time
      zone
    • Ellen will work 7 hours at first day, because she work in GMT Time zone which is –1
      hour of Calendar Time zone, so she will start at 10:00 AM at Calendar Time zone
      (which is 09:00 GMT Time zone), and she will finish at 05:00 PM Calendar Time
      zone (which is 04:00 PM GMT Time zone). At the Second day she will work from 09:00 AM to 05:00 PM according to her (GMT) Time zone
    • Mary will work 1 hour, because she work in GMT-6  Time zone which
      is –7 hour of Calendar Time zone, so she will start at 04:00 PM at Calendar
      Time zone (which is 09:00 GMT-6  Time zone), and she will finish at 05:00
      PM Calendar Time zone (which is 10:00 PM GMT-6 Time zone). At the Second day she will work from 09:00 AM to 05:00 PM according to her (GMT-6) Time zone.

Seems little bit complicated? Well, it is. But you have to understand this behavior before you apply different Time zone to particular resource!

Regards!

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Team files option in Microsoft Project for the Web!

Hit,

Today I will explain Team files option in Microsoft Project for the Web.

First of all I will create a Project:

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Now I will assign a Group to this Project. In my example, I have a Group which is already created:

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Now I will create a Task and I will attach a document to it:

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and:

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and:

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Finally I will get:

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Now, I will choose Team files option:

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and I will get:

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As you can see, I am at the SharePoint site, which belong to my Group not to my Project. What do I mean by that?

Let me create another Project:

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As you can see I use the same Group. Now I will attach a document to the Task, and I will get:

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If I choose Team files option in this Project I will get:

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As you can see, I have both files in this Group SharePoint site, from First Project, and from Second Project. Now, I will delete First Project:

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and:

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As you can see only Second Project is left:

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If I now choose this Project and go to Team Files I will get:

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As you can see, First Project has been deleted, but all the files which were attached to that Project remained.

What to do if you do not need them anymore? Well, erase them.

What to do if you want to see for each Project their associated  files only? In that case, you should create a group for each particular Project, and you shouldn’t use a common one for multiple Project. But, in that Case when you create a group for particular Project you will have to add Team members in it. If you choose common group, once when the Team member is assigned to that Group it can be “reused” for each project which belongs to that Group.

So, it’s up to you to choose the approach. But remember this: When you delete a Project, associated group is not deleted by default. You should delete it manually!¨

Hope this helps.

Regards!

Posted in MICROSOFT PROJECT, Microsoft Project for the Web, Project for the Web, Project for Web | Tagged | Leave a comment

Groups, Attachments and Microsoft Project for the Web

Hello,

Today I will show you connections between Task attachments in Microsoft Project for the Web, and Microsoft Groups.

First I will create brand new Project with one Single Task:

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IF I want to attach a Document to Task, I will get:¸

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As you can see, I can only add a link to the URL, not an Attachment! WHY?

To answer this question, let me assign a group to this particular Project:

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As you can see I am using existing group, but I could create a brand new one.

Now all three options for Task attachment are available:

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Now I will attach one simple picture From computer, and I will get:

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If I want to attach a file From  team files I will get:

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and:

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As you can see in Teams files I can see only file which I already attached.

Let me, for a moment jump to a Microsoft Group. To do that, I will jump to Outlook in my Office 365:

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and I will get:

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As you can see, file which was attached to the Project is here. Now I will jump to a SharePoint site created for this particular group:

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As you can see file attached to the Task is in SharePoint site created for the Group. So, the answer for the question above is: “Until I don’t have a group assigned to the Project, I cannot attach a file, because Project doesn’t now where to place it!”.

I will now upload two new files to the SharePoint site:

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Let’s go back to the Project. If I now try to add attachment from Team files I will get:

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To conclude, each file which is attached to the Task is stored to SharePoint site which belongs to the Group which is in turn, assign to a Project.

If I attach a file from my computer directly to the Task, it will be saved in that SharePoint, and if I save a file in that SharePoint, I can attach that file from Team files. SO, Team files = SharePoint files.

Regards!

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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!

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