Video summary

Learn Microsoft Project - Full Course Beginner to Master in 20 Minutes

Main summary

Key takeaways

Technology

Overview

This tutorial provides a fast “beginner to master” walkthrough of building a complete project plan in Microsoft Project, using an example mobile app project (“Pet Buddy” that matches pet sitters and pet owners).

Setup: Project scheduling + Gantt readability

  • Create a new blank project.
  • Change scheduling from Manual (manual scheduled mode) to Automatic scheduled.
  • Customize the Gantt chart for readability:
    • Enable gridlines / clearer Gantt rows.
  • Enter deliverables/features into the Task Name column (example features include):
    • User profiles
    • User search & matchmaking algorithm

Build a Work Breakdown Structure (WBS)

  • Use Insert Task to add task rows under each high-level feature.
  • Indent tasks to create a hierarchical WBS, for example:
    • User Profiles → multiple sub-tasks
    • User Search & Matchmaking Algorithm → multiple sub-tasks
  • Add an overall parent task at the top (e.g., “Pet Buddy project”) and indent the feature items under it.
  • Format feature rows by applying colors so features stand out visually.

Durations + bulk editing

  • Estimate Duration for tasks (example values: 3–4 days).
  • Understand why a parent task may show a question mark when subtasks aren’t fully estimated.
  • Bulk set durations:
    • Select multiple tasks under a feature
    • Use Task Information / edit duration to apply values across tasks

Tip: Parent task indicators (like a question mark) often reflect missing or incomplete subtask scheduling details.

Dependencies, sequencing, and milestone releases

  • Note that parallel scheduling can make total duration seem unrealistically short.
  • Convert parallel tasks to sequential by linking them:
    • Task → Link the selected tasks
    • This produces a start-to-finish style sequence pattern.
  • Add a milestone/release task:
    • Create a task (e.g., Release for User Profiles)
    • Set Duration = 0 (it displays as a milestone (diamond))
  • Use Predecessors to control when milestones/tasks occur:
    • Select dependency type (default noted as Finish-to-Start, but it can change)
    • Example: setting a predecessor using a task number (e.g., “profile photos” as item #7)
  • Adjust timing using:
    • Leads and Lags
      • Lag = delay (e.g., “3 days”)
      • Lead = advance (use a negative value, e.g., -3 days)

The tutorial also demonstrates changing predecessor logic (e.g., Finish-to-Finish) and how it affects schedule outcomes.

Critical path + slack/float (wiggle room)

  • Use Gantt Chart Format → Critical Tasks to highlight the critical path.
  • Use Slack view to display float/slack:
    • On the critical path: typically no slack
    • After adjusting predecessors: some tasks gain slack and move off the critical path
  • Shows how changing dependencies updates which tasks are critical.

Alternative schedule view: Network Diagram

  • Switch from Gantt to a Network Diagram view:
    • Displays task order and dependencies as a graph
    • Red elements indicate tasks on the critical path
  • Updates dynamically as the schedule changes.

Additional structure columns (WBS IDs)

  • Add a WBS column:
    • Right-click → Insert Column
    • Label it WBS
  • This provides hierarchical numbering/IDs for WBS items.

Resources and cost estimation

1. Project calendar

  • Set working time using Project → Change Working Time.
  • Add exceptions/public holidays (these appear grayed out and affect scheduling/cost impacts).
  • Configure default working weeks and hours (example: Mon–Fri, 8am–5pm, with a break).

2. Resource sheet

Create resources as a mix of:

  • Work types (e.g., project manager, developer, business analyst, quality analyst, SME)
    • Assign rate per hour
  • Materials/general costs (e.g., computer/desk setup per person)
    • Assign standard upfront cost (example: desk+computer cost $14,000 per person)
  • Clarifies that:
    • Some costs are upfront (not prorated)
    • Work costs accrue over time

3. Assign resources to tasks

  • Demonstrate assigning resources via the task’s Resources tab.
  • Example allocation:
    • 100% = one person
    • 400% = four developers
    • 200% = two quality analysts, etc.
  • The tutorial simplifies by assigning resources at the overall project level (not per task), including counts like:
    • project manager, developers, business analysts, quality analysts, SME
    • plus associated computer/desk counts for those roles

4. Cost column + totals

  • Add a Cost column.
  • Show aggregated project cost (example figure: 639,200).

5. Baseline

  • Use Project → Set Baseline (baseline #1).
  • Later changes can be compared against the planned baseline for variance tracking.

Main speakers / sources

  • Single presenter/host (unnamed; speaks directly throughout the tutorial).
  • Microsoft Project (product) is the primary source/topic (no external reviewers mentioned).

Original video