On the Plan view of a project, the menu bar is the area near the top with the buttons that help you to enter and track tasks. Here is a list of menu options (from left to right) along with a detailed description of each:

  • Add Task: When you click this button, a new task will appear in the task list below. While you can create a new task simply by clicking on the task list in an empty available row and typing in a task name, you can also click on this Add Task button to achieve the same result. If you already have a task selected before you click on the Task button, then the new task will be created directly above it.
  • Assign: Click on a task and use this button to assign team members to it. You can assign as many people to each task as you would like.
  • Attach: You can attach almost any file type to a specific task. Click on the task and then click the paperclip icon to attach your files. You'll then see a paperclip icon in the Task Info column where you can click to view any attached files. Note: if you have not enabled your Task Info column, you will not see these file icons. You can do so by clicking the Columns icon and then turn on the Task Info tab.
  • Notes: You can click on any task and add a note to it. When you have added a note, the note icon will appear in the Information column (marked with a grey notepad icon). Your entire team can then see the notes you have added.
  • Comment: When you click the "Comment" button then this feature allows you to hold a discussion with other people in your team about this particular task. Those comments then appear as a comment icon in the Task Info column and will appear when viewing the task in the List and Board Views.
  • Undo & Redo: As you are working on tasks, you can undo and redo the changes that you make. You can undo up to 15 times in a row.
  • Cut: The "Cut" button allows you to cut and paste a task into another location. Select a task by clicking on that task's row and select the "Cut" button, which will outline the task with a dashed line. You can then click the target location in the data grid you'd like to add the task and use the Paste function as described below.
  • Copy: To "Copy" button allows you to create a new task identical to the one you've copied. Click the task's row and select the "Copy" button, which will outline the task with a dashed line. You can thick click the target location you'd like to add the new task and use the Paste function as described below.
  • Paste: After you have performed either a Cut or Copy operation, you will be able to perform a Paste. You can either select an empty task to paste the content into, or select an existing task and paste the cut or copied task into the row immediately below it.
  • Delete: To delete a task, simply click on the task and click the delete button. All links with this task will also be deleted.
  • Color:Using this button you can assign a color to one or more tasks which you can use to color code tasks by, for example, person or team.
  • Indent: If you have two tasks and you want one task to appear indented underneath the other one, then select the task that it lower down on the list and click the Indent button. This will make the task above it a Summary task whose hours, start/end dates, and duration are a roll up of the tasks under it. When a task becomes a Summary task, any entered assignee, date, hour, or duration data is deleted, though the Name, Description, Files and Comments will be retained.
  • Outdent:This button performs the opposite function of an Indent. It aligns the selected task to the left and removes the task from the Summary task it rolled up into.
  • Columns: Use this feature to turn columns on and off.
  • Print: Use this button to print your project plan to PDF format

ELLIPSIS MENU

  • Link: To add links (also known as "dependencies") between tasks, use the Link button. You will be able to select the tasks that you want to link to this task, from a list provided.
  • Unlink: If you select a task that has links from or to other tasks, then you can click "Unlink" to remove all of these links immediately.
  • Milestone: A "Milestone" is typically defined as a minor or major achievement in a project. When you make a task a Milestone, it will change the view of the task in the Gantt area, from a bar to a diamond. This represents the date that your achievement is due.
  • Filter: Set filters for your tasks so that you can limit your task list to just those that are important to you. You can also edit some of your task information while in filtered view.
  • Share: A quick way to email a link to this plan, out to other users on your account. In a future release this will also include a PDF copy of your project.
  • Save to: Save a PDF copy of your project to any of your online folders.
  • Settings (See below)
  • Import: To import a Microsoft Project plan, simply click on the Import button and select the plan you wish to import.
  • Export: You can export your project plan into Microsoft Project format, by clicking on this button.

SETTINGS MENU

When you click this button, you have the following options:

  • From: & To: This allows you to change the timescales for the Gantt. You can change the timescale that it starts From and goes To. This timescale can be anything from 3 years, right down to one day.
  • Top Tier & Bottom Tier: In the Gantt, by default it is set so that you are viewing weeks over days. You can change the setting so that you can view a wider period of time if you wish. For instance, you could show months over weeks.
  • Top Tier Label and Bottom Tier Label: In the Gantt, the timescale has a default date layout. You can change the label that is displayed for the State as you wish.
  • Show Today Line: If you have the today line showing, then it will display a subtle vertical line on today's date. This allows you to easily compare time before today versus time after.
  • Show Columns: If you only want to see the Gantt area and you want to hide the Columns area of the Task panel, then click on the "Hide Columns" button. You can click on "Show Columns" any time after that, to restore the Column view on the screen.
  • Show Gantt: If you only want to see the Columns area and you want to hide the Gantt area of the Task panel, then click on the "Hide Gantt" button. You can click on "Show Gantt" any time after that, to restore the Gantt view on the screen.
  • Show over-allocation message: When you have this option selected, the system will notify you via a pop up message when you over-assign a person on a task.
  • Show non-working day shading: If you want to easily see which days are not working days, select this option to shade non-working days a darker shade in the Gantt chart.
  • Show overdue task shading: When you select this options, the timeline bars for overdue tasks will display as red.
  • Mute change notifications: This will prevent the "Change have been made" warning from appearing if tasks have been updated by other users.
  • Set Baseline: Experienced Project Managers will often make a "Baseline" by clicking on this button. It stores the planned view of your tasks in the database and allows you to compare your current planned view against the baseline view, at any time.
  • Show Planned: As you create new tasks, the Gantt chart shows you the "planned" view of these tasks. When you start entering "actuals" or you set a "baseline", then you can select to instead show the Actual or Baseline view in the Gantt chart area.
  • Show Actual: When you complete the "Actual" Start and Finish dates for each task, then you will be able to see the "Actual" progress of the project by selecting this option.
  • Show Baseline: This allows you to show the Baseline view of the project in the Gantt area instead of the Actual and Planned progress to date.

RIGHT CLICK MENU

You also have the ability to select a task and right click to perform functions available in the Task Menu but also some additional features. You can:

  • Add Task: When you click this button, a new task will appear in the task list below. While you can create a new task simply by clicking on the task list in an empty available task and typing in a name, you can also click on this Task button to achieve the same result. If you already have a task selected before you click on the Task button, then the new task will be created directly beneath it.
  • Assign: Click on a task and use this button to allocate people to it. You can allocate as many people to each task as you wish.
  • Cut: The "Cut" button allows you to cut and paste a task into another location. You will need to select a task first (by clicking anywhere on the task row itself) before you click the Cut button. And when you do, the task will be removed from the list. Then proceed immediately to the target location in your task list and perform a Paste, as described below.
  • Copy: Like the Cut button, the "Copy" button allows you to move a task from one location to another. However the difference is that the Cut button will immediately remove the task from the list, whereas the copy button will simply take a copy of it and leave it as it was.
  • Paste: After you have performed either a Cut or Copy operation, you will be able to perform a Paste. You can either select an empty task to paste the content into, or select an existing task and paste the cut or copied task into the row immediately below it.
  • Delete: To delete a task, simply click on the task and click the delete button. All links with this task will also be deleted.
  • Milestone: A "Milestone" is typically defined as a minor or major achievement in a project. Like Microsoft Project, you can make a task a "Milestone". When you do this, it will change the view of the task in the Gantt area, from a bar to a diamond. This represents the date that your achievement is due.
  • Color: Using this button you can assign a color to one or more tasks as you wish.
  • Notes: You can click on any task and add a note to it. When you have added a note, the note icon will appear in the Information column (marked with a grey notepad icon). Your entire team can then see the notes you have added.
  • Lock Task: Locking a task preserves the task data as planned. For example it prevents the planned dates and also the person assigned from being changed; however, you can still update the percent complete and add actual effort.
  • Indent: If you have two tasks and you want one task to appear indented underneath the other one, then select the task that it lower down on the list and click the Indent button.
  • Outdent: This button performs the opposite function of an Indent. It aligns the selected task, to the left.
  • Link: To add links (otherwise known as "dependencies") between tasks, use the Link button. You will be able to select the tasks that you want to link to this task, from a list provided.
  • Settings: See above.
  • Undo: As you are working on tasks, you can undo the changes that you make. You can undo 15 times in a row if you want.

Understanding the Gantt chart's visual timelines

The Gantt chart is the visual area on the right-hand side of the Plan View that shows the sequencing of tasks on your task list. You can click on bars in the Gantt chart to change the task information, instead of changing this information in the Data Columns or Task Information area.

Actions you can take with the task bar:

Change the Planned Start Date:
When you click on the Start date slider and drag it to the left or right, you will automatically change the change the Planned Start Date for the task. Note: As you do this, it will automatically update the Planned Duration.

Change the Planned Finish Date:
When you click on the Finish date slider and drag it to the left or right, you will automatically change the change the Planned Finish Date for the task. Note: As you do this, it will automatically update the Planned Duration.

Change the Percent Complete:
When you click on the Percent Complete slider and drag it to the left or right, you will automatically change the Percent Complete for the task. You can change it to any percent complete, from 0% to 100%.

Link two tasks together:
Click anywhere within the task bar and drag down to reveal the dotted line dependency indicator. Pull the line to any other task to create a link between those two tasks.

Zoom
You can use the Zoom slider to customize your view of the Gantt.

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