Inserting and Deleting Tasks Project Management Help

To insert a row, select the row below where you want the new row by clicking the row number choose Insert> New Task, or right-click and choose New Task from the shortcut menu. If you want to insert multiple rows, select the number of rows you want to insert by clicking the first row number and dragging to select additional rows.
To delete entire tasks, select the row or rows you want to delete, and choose Edit> Delete Task or press the Delete key on the keyboard. You can also choose Edit> Clear to delete tasks or parts of tasks. The Clear menu, shown here, has options for clearing formats, contents, notes, hyperlinks, or the entire task.

Using the Outlining Features

To organize the tasks of a project into summary tasks and subtasks Project uses outlining. Outlining has several advantages; you can

• Create multiple levels of subtasks that all roll up into a summary task
• Collapse and expand summary tasks so that you can focus on specific phases of the project
• Move, copy, or delete entire groups of tasks.
• Apply WBS (Work Breakdown Structure) numbering (see Chapter 2, “Understanding Projects,” for more about WBS) Outlining is not a feature you have to turn on-it is already active when you launch
Project. The Outlining tools occupy the space on the left end of the Formatting toolbar


The major activities related to outlining involve demoting (indenting) and promoting (out denting) tasks to create summary tasks and subtasks. You can have multiple levels of sub tasks. When you demote a task to a subtask, the task above it becomes a summary task. You can no longer edit the data related to that task. As a summary task, it derives its values from its sub tasks. The Start Date, for example, is determined by the earliest Start Date of any of its subtasks. Its Finish Date is the latest Finish Date of its sub tasks. The duration of a summary task is the total of all its sub tasks’ durations.

Creating Sub tasks

To enter a new sub task, enter the task in a blank cell in the Task Name column and click the Indent button on the Outlining toolbar. In addition to indenting the new task, it automatically changes the task above it to a summary task.

A summary task, such as the one shown in Figure 7.9, is outdented to the left cell border, it is bold, and it has a Collapse (Hide Subtasks) button (-) in front of it. The task bar in the Gantt Chart changes to a solid black bar with start and finish markers.

lim!Z3DIII By indenting the second -"--7.-'=-=:-'r=--:-:-:----~r7""~-,-~"rJon:-O-':2:-:,oo=----=--r.-Jan-,9:c-:z::-----,-:-Jon-::18:-:,oo=---r:Jon-::023:-c'OO=-- task, the first task auto- ,. S S iii t T F S S III T T F S S III T T F S S iii T T' matically becomes a •••••• summary task.

By indenting the second
matically becomes a
summary task.

In Figure 7.9, the Identify Major Competitors task has a duration of three days, as does its Marketing Plan summary task. Because there is only one subtask, the summary task assumes the duration of the subtask. In Figure 7.10, notice that the durations for both these tasks have changed to one day. The third task, Establish Contact with Chamber of Commerce, has a duration of one day, so both the immediate summary task and the first-level summary task assumed that duration. As more tasks and subtasks are added, the duration for both summary tasks will change, as you can see in Figure 7.11.

As more subtasks are added, th- durations for the summary tasks increase

As more subtasks are
added, th- durations
for the summary tasks

Showing and Hiding Outline Levels One of the advantages of using outlining is that you can hide outline levels and then show them again as you want to focus on a particular task group. When you create a summary task, a Hide Subtasks button is added to the task. Click the button next to the task or click the Hide Subtasks button on the Formatting toolbar to hide all the subtasks under the summary task.

When thesubtasks are hidden, as they are in Figure 7.12, you can focus your attentionon the major areas of the project. The button next to the task changes to a plus symbol. Clickmg it again or clicking the Show Subtasks button shows the subtasks again.

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You can also use the Show menu to display the outline levels that you want to see and to show all the tasks without having to go through each one to display the subtasks. Click. the Show button to access the menu of choices.

Displaying WBS Numbering

If you use WBS (Work Breakdown Structure) to define project tasks and work packages, you can display a WES column in the task table. To display the WBSnumbering Columbus follow these steps:
1. Click in the column to the right of where you want the new column to appear.
2. Click the Insert menu and choose Column.
3. Select WBS from the Field Name drop-down list in the Column Definition dialog box that opens.


4. Enter a Ti.tle for the new column, such as .WBS.
5. Make.any desired modifications to the title alignment, data alignment, and width.
6. Click OK to insert the column. Defining the WBS Coding Schema Project’s d!fault WBS coding schema is 1, l.l, 1.2, 2, 2.1, and so on. To change this coding definition, follow these steps:
1. Choose Projec.l :> WBS :> Define Code.
2. In the WBS Code Definition dialog box, enter the Project Code Prefix if you would like to use one

3. Enter a Code Mask (excluding prefix), if desired.
4. Click in the Sequence field to choose a sequence from the drop-down list. S. Click in the Length field, and select a length or choose Any.
6. Click in the Separator field and choose a separator.
7. Repeat Steps 4 through 6 for each additional level you want to define. If you do’ not define additional levels, Project applies the first-level definition to subsequent levels by using the indicated separator.
8. Check to see that the first check box is checked if you want Project to generate a WBS code for each new task.
9. Check to see that the second check box ·is checked if you want Project to verify the uniqueness of each WBS code. 10. Click OK to apply the new coding definition to the WBS column .

Posted on November 26, 2015 in Entering Project Tasks

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