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Managing the task list

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Professional Dynamic Project Management

To work with Gantt Chart switch to Gantt Chart view first.

Gantt Chart view

Gantt Chart consists of two parts: the left part is the task list, the right one is their graphic representation. The field headings are in the upper part.

Gantt Chart view

The left part contains the following columns: Task Number, Task Name, Start Date, End Date, Duration, Percent Completed, and Total Cost. The right side displays tasks as graphic timelines. The length of time bars indicates task duration and their location on the calendar during their completion.

The width of columns is adjustable: set the cursor on the right margin of the column you’d like to adjust ( the cursor changes) and drag the column border (in the necessary direction) to where you need.

You can also adjust the width of the left/right side of the diagram.

Adding/deleting task/subtask

In this Lesson we will learn how to edit Gantt Chart. Let’s start task operations. You can operate selected tasks only. The bigger part of commands is available via menu, context menu and toolbar.

In this part we’ll find out how to add/delete tasks and subtasks. We first select a task, and then we make the necessary move by one of the following:

To add task:

  • Use Insert New Task in menu Tasks.
  • Use Insert Task in the context menu.
  • Use Insert Task button New Task on the toolbar Task.

Note: when added the new task will appear before the selected one.

To add task at the end of the task-list:

  • Use Add Task in menu Tasks.
  • Use Add Task in the context menu.

To add subtask:

  • Use Add New Subtask in menu Tasks.
  • Use Add New Subtask in the context menu.
  • Use Add New Subtask button on the toolbar Task.

Note: the repeated tasks can be copied and then pasted to the needed place. For this use Copy / Paste in menu Edit. To copy all the tasks, for their quick selection simultaneously use Select All in menu Edit.

To delete task:

  • Use Delete Task(s) in menu Tasks.
  • Use Delete Task in the context menu.
  • Use Delete Task button on the toolbar Task.

Task: Let’s add task "Arrange the trip" to our example. Select "Buy food" and add a new task. Activate edit mode by double-clicking and enter the name of the new task.

Note: before saving the document it’s necessary to quit the edit mode or the name of the task edited will not be saved.

Then add more subtasks to the given task: "Hire a bus to take people there and back", "Buy food" and "Buy lacking equipment".

We’ll also add subtask "Find out about the equipment on hand and the equipment to buy" to the end of the task "Plan the picnic". For this, select "Plan the picnic" and use Add Subtask.

And finally, delete the unnecessary "Buy Food" task.

Buy Food task

Moving task up/down. Changing task hierarchy

If you are not satisfied with the order tasks are arranged in, it then can be changed.
Select a task and use one of the three following methods:

  • In menu Tasks choose Move Up or Move Down.
  • Call the context menu and use Move Up or Move Down.
  • On the toolbar Task use Task Up and Task Down buttons .
  • Use Cut, and then Paste in menu Edit.

Task: In our example change places for the tasks "Make up the list of participants" and "Choose a place". Select "Make up the list of participants" and move it up or select "Choose a place" and move it down.

Changing task hierarchy can be done by one of the following (select a task first):

To make task a subtask:

  • Use Indent in menu Tasks.
  • Call the context menu and use Indent.
  • Use Indent Task button on the toolbar Task.

To make subtask a task:

  • Use Outdent in menu Tasks.
  • Call the context menu and use Outdent.
  • Use Outdent Task button on the toolbar Task.

Task: In our example let’s change task "Fix the budget" into subtask "Arrange the trip".

Changing task hierarchy

Showing/hiding subtasks

If the Gantt Chart is too long or if it contains several similar tasks with subtasks, such a task can be shown folded up, i.e. with subtasks hidden. If necessary they can be shown again.

To hide all subtasks use one of the following:

  • Choose Hide subtasks in menu Tasks.
  • Call the context menu and choose Hide subtasks.
  • Use the Hide Subtasks button on the toolbar Tasks. Hide All Subtasks button allows to hide all the subtasks at the same time.

To show subtasks use one of the following:

  • Choose Show subtasks in menu Tasks.
  • Call the context menu and use Show subtasks.
  • Use Show Subtasks buttons on the toolbar Tasks. Show All Subtasks button allows to show all the subtasks at the same time.

Task: In our example let’s try to hide and show subtasks to the tasks "Plan the picnic" and "Arrange the trip".

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