Microsoft KB Archive/135835

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PRJ4: Project 4.0 for the Macintosh Usage Questions and Answers

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Q135835

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The information in this article applies to:


 * Microsoft Project for the Macintosh, version 4.0

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SUMMARY
This article contains usage questions and answers for Microsoft Project for the Macintosh, version 4.0.

MORE INFORMATION
Q. Can I share files between Microsoft Project for Windows and Microsoft Project for the Macintosh?

A. Yes. You can exchange files between Microsoft Project for the Macintosh and Microsoft Project for Windows, regardless of which platform was used to create the file. To move files between a Macintosh computer and a personal computer running Windows, use Apple File Exchange, PC Exchange, a local area network (LAN), or any other product designed to exchange files between the Macintosh and Windows platforms.

Q. How do I return to my original set of Global views, filters, tables, toolbars, and menus without reinstalling Microsoft Project?

A. In addition to the Global Template file that comes with Microsoft Project, there is a file called "Backup of Global Template." This file is a backup of the default Global Template file that is created when Microsoft Project is installed. You can use this file to restore the Global Template file.

To restore the original views, filters, tables, toolbars, and menus stored in the Global Template file, follow these steps:


 * 1) Close Microsoft Project if it is running.
 * 2) From the Finder, rename the Global Template file (located in the Microsoft Project folder) or drag the file to the trash.
 * 3) Select Backup Of Global Template, and click Duplicate on the File menu.

NOTE: The Backup Of Global Template file is created in the Microsoft Project folder.
 * 1) Change the name of the "Backup Of Global Template" file to "Global Template."

When you start Microsoft Project, the original views, filters, tables, toolbars, and menus are restored.

Q. I have started tracking actual information in my project. What should I be aware of when I enter new information?

A. When you update actual information, such as Actual Work for a particular resource, you should make sure that the task is not already 100-percent complete. When a task reaches 100-percent complete status, some calculations are no longer performed. When you update information in a task, you should set the value in the Percent Complete box to some number less than 100 percent (for example, 99 percent). Changing this value ensures that Microsoft Project is able to calculate all the necessary fields when the information is changed; it also ensures that resource views show the correct information.

Q. How do I show fiscal years on the timescale?

A. To show fiscal years on the timescale, follow these steps:


 * 1) On the Tools menu, click Options.
 * 2) Click the Calendar tab.
 * 3) In the Fiscal Year Starts In list, select the month in which you want the fiscal year to start.
 * 4) Click OK.

When you select Quarters under Units in the Timescale dialog box, the first quarter will start in the month you selected.

Q. How do I select all the tasks in my project using Microsoft Project version 4.0?

A. To select all the tasks in your project, press COMMAND+A.

You can also assign the SelectAll command to a toolbar button. You can either add a new button (if there is room on your toolbar), or you can change the command assigned to an existing button.

To assign the SelectAll command to a new or existing button, follow these steps:


 * 1) Hold down COMMAND and click the button you want to change, or click a blank area on a toolbar where you want to add your button.
 * 2) In the Command list, click the SelectAll command.
 * 3) Click OK.

Q. In Microsoft Excel versions 4.0 and 5.0 and in Microsoft Word version 6.0, I can use shortcut menus. Does Microsoft Project 4.0 have any shortcut menus?

A. Yes. In Microsoft Project for the Macintosh version 4.0, you can hold down CTRL and click the mouse button to choose the most commonly used commands in almost any situation. The menu commands available depend on where you click. To find what shortcut menus are available, try pressing CTRL and clicking the mouse button when the mouse pointer is on the toolbar, the timescale, the Gantt Chart, or the Gantt bars; shortcut menus are available nearly everywhere you can click.

Q. I created some templates in Microsoft Project and now I want to add information to one of them. However, each time I open the template file, I get a copy of the template file with a number following the template filename. How can I modify the template file directly?

A. To add information to a template file, follow these steps:


 * 1) Open the template file (you will get a copy of the template file).
 * 2) Modify the information in the file.
 * 3) On the File menu, click Save As.
 * 4) In the Formats list, select Template. In the Save Project As box, type the name of the existing template file.
 * 5) Click OK.

When you open a template file, an identical copy of that template file is opened. So, when you save the resulting file as a template file with the same name, you update the information in the template file.

Q. When I manually resolve a resource overallocation, and I then click Level Now to resolve other overallocations automatically, Microsoft Project ignores my change. How can I continue leveling automatically without overriding the change I made?

A. When you manually resolve resource overallocations, it is best to add delay to a task just as Microsoft Project does when it levels resources. However, if the Automatically Remove Delay check box is selected in the Resource Leveling dialog box, Microsoft Project removes any delay previously entered in the Delay field before leveling continues. If you have resolved overallocations manually, any changes you have made will be removed, and the conflicts that you resolved manually will reappear in your project.

If you manually resolve resource overallocations in your project, follow these steps to ensure that a good schedule is calculated when you level your project:


 * 1) On the Tools menu, click Resource Leveling.
 * 2) Click to clear the Automatically Remove Delay check box.
 * 3) Click Clear Leveling. In the Clear Leveling dialog box, click Entire Project, and click OK.
 * 4) On the Tools menu, click Resource Leveling, and then click Level Now.

If Microsoft Project displays the error message "Cannot Resolve Overallocation," follow these steps:


 * 1) Click Stop and resolve the conflict manually.
 * 2) On the Tools menu, click Resource Leveling, and then click Level Now to restart leveling.
 * 3) Repeat steps 1 and 2 for each conflict.

If you do not want Microsoft Project to inform you of conflicts that cannot be resolved when it is leveling, follow these steps before you choose the Level Now command:


 * 1) On the Tools menu, choose Options. Select the Schedule tab.
 * 2) Click to clear the Show Scheduling Messages check box and click OK.

Microsoft Project will resolve as many overallocations as it can without displaying any conflict messages. After leveling is complete, select the Show Schedule Messages check box again so that other scheduling problems can be identified.

If your resource is still overallocated, you can then click the Goto Overallocation button on the Resource Management toolbar to locate the overallocations in your project.

Q. When I update a publisher, sometimes the edition doesn't reflect all my changes to the view. What is updated?

A. When you update a published view, the edition file will reflect any changes to the information contained in the view, and it will also reflect formatting changes, such as Gantt chart bar style changes, text style changes, and guideline changes. Edition files do not reflect changes made to the sort order of a published view. Additionally, if you change the base view, table, filter, or a published view, the changes are not reflected in the edition file.

Additional query words:

Keywords : kbdta

Issue type : kbinfo

Technology : kbHWMAC kbOSMAC kbProject400Mac kbProjectMacSearch