Microsoft Project: Complete Guide

Rick Akura on
Welcome to the ultimate guide to Microsoft Project. Sharpen your skills, learn new information, and get answers to your most frequently asked questions.

Welcome to SoftwareKeep’s ultimate guide to Microsoft Project. We’ve compiled all the information you need about the product to kickstart your career. With interest on the rise, staying informed about the tools at your disposal when using any Microsoft Office product is important.
Microsoft Project

This article is your #1 stop for information about Microsoft Project. Sharpen your skills, learn new information about the product, and get answers to your most frequently asked Project questions.

Table of Content 

What Is Microsoft Project

Microsoft Project is a task administration software. It’s most known for project management, creating financial plans, distributing and assigning different assets to projects, and managing workloads.

Microsoft Project creates financial plans and takes labor rates and resources into account. As you start assigning resources to projects and jobs have been estimated, the software begins to calculate costs equal to the rate of work times. This is accumulated up to task level, and then to any summary task, and finally to the level of the project itself.

When working on Project, no one’s left behind. The shared resource tool allows resource definitions (such as people, equipment, and materials) to be shared between different projects. Each resource can have a custom calendar, which defines the days or shifts it is available to.

With a quick and easy setup, incredible time and resource management, the possibility to collaborate with team members, and automated technology, Project is a must-have in just about any business.

Microsoft Project Versions

Every release of Microsoft Project is available in two different editions: Standard and Professional. They cater to different customers and businesses and offer affordable solutions to everyday problems and tasks in project and resource management. Both editions are available as 32bit or 64bit options.

Just like Office products, Microsoft Project has a three-year release cadence. A new Project release is expected to happen alongside Office 2022 in the second half of 2021, with more and improved features on the horizon.

Microsoft Project Features

Microsoft Project aims to make project management a breeze for both small and large businesses. With an impressive array of tools and features, you’re bound to find techniques to make your future projects run smoothly.

  1. With the main focus being on project management and planning, Microsoft Project comes with a plethora of features that enhance your experience:
    • Project managers are able to define the activities involved in a project and assign tasks to different team members or resources.
    • Assign your tasks based on resource availability and demand in mind. 
    • Manage project resources and resource availability with ease and adjust the commitment-specific resources to full or part-time.
    • Prioritize your project’s tasks and focus on addressing the most important matters.
  2. Work with a shared team calendar and get a better overview of how your project is advancing and changing. Stay on the same page with each member of the team, no matter how far away they are from the office.
  3. Track your project’s costs and expenses to effectively budget using a type of resource called Budget Cost Resources.

What Are the Benefits of Using Microsoft Project?

Microsoft Project can help your business or even personal life improve substantially using advanced features and technologies to help you manage, budget, and plan ahead.

If you work with the Microsoft Office suite, Project is the perfect addition to your arsenal of applications. It includes full integration with Office apps, creating a seamless workflow as you switch between different applications.

Harness the power of technology thanks to Project’s inbuilt automation, and handle repetitive, mundane tasks without having to manually power through it all. The automated scheduling tools also aim to reduce the total time spent on training for new employees and beginners to Project.

If you want to stay on top of your tasks, Project is definitely the choice for you.

How to Get Microsoft Project

There are multiple ways to acquire Microsoft Project and start using 2020’s most innovative and cutting-edge diagramming and planning software. Each purchase method is more suitable for different groups of people — review your options and buy your Microsoft Project software today.

Purchase Online

Online retailers and resellers all over the world distribute many versions of Project. If you’re looking for a way to acquire the latest and even older Project releases, your best bet is looking for a trusted reseller in the online market.

Here at SoftwareKeep, you can find many Project products, as well as Office 365 with Project Online included. Our prices are affordable, and we strive to provide you with top-quality customer service, installation help, and Project guides.

Our stock consists of multiple versions of Project, as well as earlier releases such as Project 2016 and even Project 2013, for prices unmatched by other online retailers.

Subscribe to Office 365 / Microsoft 365

While Project isn’t a part of Office 365’s application array, subscribing to the suite allows you to use Project Online. You can purchase an Office 365 subscription on our website, or visit the official Microsoft store page for other options such as student discounts, family plans, or business plans.

Buy the Retail Box

You may be able to find retail boxed versions of Project in your local stores, or order the retail box product using their online stores:

How Much Does Microsoft Project Cost?

Microsoft Project is available in a number of different editions, as well as various different releases thanks to Microsoft’s Office upgrade cycle. Additionally, different licenses carry different costs with them as well. Below is a quick overview of your options when looking to purchase Microsoft Visio.

We recommend shopping here at SoftwareKeep to get the best value and an affordable offer on Microsoft Project:

  • The latest version, Microsoft Project 2019 Standard, is available for just $318.99 USD. The price contains a lifetime license for 1 Windows operating device, as well as an easy digital download with instant delivery.
  • Looking to upgrade? Purchase Microsoft Project 2019 Professional for no more than $428.99 USD and get a lifetime license, instant digital delivery, as well as immense support for installing the most advanced version of Project.
  • Upgrade your business server with Microsoft Project Server 2019 for $776.99 USD.

If you’re a fan of subscription-based services, we recommend purchasing one of Microsoft’s Project Online options:

  • Project Online Essentials: $7.00 USD per user per month.
  • Project Online Professional: $30.00 USD per user per month.
  • Project Online Premium: $55.00 USD per user per month.

How to Install Microsoft Project

Before you begin the installation process, make sure that your computer meets the PC requirements to install and run Project. If your device isn’t strong enough to meet these requirements, you might have issues when installing and working with Project. The requirements can be found under the installation instructions section.

  1. Redeem your product key by going to office.com/setup, then signing in with your Microsoft account. Enter your product key to associate the account with your license. (Note: You can't unlink this account in the future.)
  2. If you're not already signed in, sign in to your associated Microsoft account on office.com by clicking on the Sign-in button.
  3. Navigate to the Office home page, then click on the Install Office button.
  4. Select Services and subscriptions.
  5. Locate your version of Project, then select Install.
  6. Launch the installer file. If you're prompted by the User Account Control Do you want to allow this app to make changes to your device? select Yes.
  7. Wait for the installation to complete. You'll know the installer has finished running once you see the "You're all set! Project is installed now" phrase on the screen.
  8. Follow the on-screen instructions to launch Project and begin working. You might be required to sign in with your Microsoft account in order to properly license your Project product and use online functionality.

Microsoft Project System Requirements

The requirements below apply to Project Standard 2019 and up. Older versions of Project might run on machines that don’t meet these requirements. If you’re unsure, don’t hesitate to reach out to our customer service to get more information.

  • Computer and processor: 1.6 gigahertz (GHz) or faster, 2-core
  • Memory: 4 GB RAM (64-bit) or 2 GB RAM (32-bit)
  • Hard disk: A minimum of 4 GB of available disk space
  • Display: At least 1280 x 768 screen resolution. 32-bit requires hardware acceleration for 4K and higher.
  • Graphics: Graphics hardware acceleration requires DirectX 9 or later.
  • Operating system: Windows 10, Windows Server 2019
  • .NET version: Some features may require .NET 3.5 or 4.6 and higher to also be installed on your device.
  • Other requirements:
    • Online functionality requires an internet connection.
    • A touch-enabled device is required to use any multitouch functionality. Note that touch features are optimized for use with Windows 10.
    • Cloud file management features require OneDrive, OneDrive for Business, or SharePoint.
    • A Microsoft account or organizational account is required for license assignment.

How to Use Microsoft Project

Project is an incredibly innovative application, providing each user with ease of use, accessibility tools, and familiar functions.

Other than the basic gestures in the application and use of Project, there are some prominent functions that you should learn the ins and outs of from the get-go. Knowing these features allows you to take full advantage of Project’s user-friendly and productive workflow to improve your projects and performance.

How to Add Tasks to Your Project

When working on Project, your plans and outlines will consist of different tasks. There are different ways to insert these tasks into your projects and charts, which are outlined below.

First, let's learn how to add individual tasks:

  1. After launching Project and opening your file, select the row below where you want a new task to be placed.
  2. Click on Task → Task from the ribbon menu on top of the interface.
    • Tip: You can also choose to add a Recurring Task that happens on any regular schedule. Doing so allows you to automate task management with Project.
  3. Type the desired task name in the inserted row.

If you wish to add multiple tasks at once, you must use the Task Form. This can be helpful if the tasks have resource assignments and task dependencies. Here’s how to add tasks in bulk:

  1. Select View → Gantt Chart from the ribbon menu on top of the interface.
  2. Place a checkmark in the Details checkbox. The window will split, showing the Gantt Chart on top and the Task Form on the bottom.
  3. In the Gantt Chart on top, click the first empty row at the end of your task list.
  4. In the Task Form on the bottom, type all the required information about the new task:
    • Name: The new task's name.
    • Duration: The task duration.
    • Effort driven: Check this box if you want the task duration to stay fixed even if resource assignments are changed.
    • Add any additional details about the task in the form columns.
  5. Click OK to save the task, then click Next to move to the next row and continue adding more tasks.

How to Link Tasks to Each Other

Some tasks are related to each other, which means they need to be linked manually in order to show this relationship (also called task dependency).

 

  1. Select View → Gantt Chart from the ribbon menu on top of the interface.
  2. Hold down the Ctrl key on your keyboard, then select the two tasks you want to link (from the Task Name column).
  3. Choose Task → Link Tasks.

How to Add a Milestone

Establish major goals for your project by adding milestones. There are two types of milestones you can add to your project: a milestone with zero duration, and a milestone with a duration.

  1. Click View in your ribbon header, then in the Task Views group, select Gantt Chart.
  2. Type the milestone name in the first empty row, or select an existing task you want to turn into a milestone.
  3. Type 0 in the Duration field, and then press Enter.
  4. To change your milestone into one with a specified duration:
    1. Select the milestone, and then click Task.
    2. In the Properties group, click Task Information.
    3. Click the Advanced tab and type the milestone duration in the Duration field.
    4. Check the Mark task as a milestone box and click OK.
  5. You can adjust your milestones by following the steps above.

Want more Project tutorials? Don’t forget to check out our Help Center and Blog for Project guides, news, and tips from experts.

Frequently Asked Questions (FAQ)

Q. Is Project a Microsoft product?

Yes. Project is developed and published by Microsoft. See the official Project website.

Q. Is Microsoft Project part of Office 365?

No. Project is not part of any Office bundle and does not come with your Office 365 subscription. It must be purchased separately as an individual application.

Q. Is Microsoft Project free for students?

No. Students need to purchase Microsoft Project or sign up for a free trial using an Office 365 account.

Q. Is Microsoft Project available on Mac?

No. Microsoft Project is currently only available on Windows operating systems. You can still work on Project files on a Mac in your web browser using Project Online.

Q. Can Microsoft Project integrate with Teams?

Yes. The project works with Teams to support collaboration. You’re able to manage all aspects of a team project, including file sharing, chats, meetings, and much more.

Q. Is Microsoft Project cloud-based? 

Microsoft Project is available in both on-premises and cloud-based versions.

Final Thoughts

If you need any further help with Project, don’t hesitate to reach out to our customer service team, available 24/7 to assist you. Return to us for more informative articles all related to productivity and modern-day technology!

Would you like to receive promotions, deals, and discounts to get our products for the best price? Don’t forget to subscribe to our newsletter by entering your email address below! Receive the latest technology news in your inbox and be the first to read our tips to become more productive.

Tags: Product guides