Master Microsoft Project in 20 Minutes – Beginner’s Guide to Project Scheduling, Resources, and Cost Management
Source: YouTube Video – Master Microsoft Project in 20 MINUTES! (FREE COURSE) by Alvin the PM. This article summarizes and organizes the key learning points into a structured reference for Microsoft Project beginners.
Introduction
Microsoft Project is one of the most powerful tools for planning, scheduling, tracking, and controlling projects. Whether you are managing a construction project, renovation project, engineering work, or a personal DIY project, Microsoft Project helps you:
✅ Create project schedules
✅ Define task relationships
✅ Assign resources
✅ Estimate project costs
✅ Track project progress
This guide uses a simple Dog House Construction Project example to explain the fundamental workflow of Microsoft Project.
Understanding the Microsoft Project Interface
Microsoft Project is divided into two main areas:
1. Task Table (Left Side)
This is where you enter:
Task Names
Duration
Predecessors
Resources
Costs
2. Gantt Chart (Right Side)
The Gantt Chart visually displays:
Project timeline
Task durations
Dependencies
Progress
The Gantt Chart is the heart of Microsoft Project because it allows you to see the entire schedule in one view.
Step 1: Create the Work Breakdown Structure (WBS)
The project was divided into five phases:
Phase 1 – Initiation
Select Location
Define Layout
Phase 2 – Design
Draft Design
Expert Design Review
Finalize Design
Phase 3 – Material Preparation
Identify Materials
Purchase Materials
Phase 4 – Construction
Cut Wood
Build Platform
Add Walls
Add Roof
Phase 5 – Finishing
Paint Exterior
Clean Up Debris
Inspect House
Additional testing tasks were later added:
Phase 6 – Testing of House
Floor Testing
Wall Stability Testing
Roof Waterproof Testing
Creating a clear WBS helps organize the project and improves schedule readability.
Step 2: Add Summary Tasks and Subtasks
Microsoft Project allows tasks to be organized using:
Summary Task
Acts as a phase header.
Example:
Testing of House
Subtasks
Tasks that belong under the summary task.
Example:
Floor Testing
Wall Testing
Roof Waterproof Testing
Useful Shortcut
Outdent Task:
Alt + Shift + Left Arrow
Indent Task:
Alt + Shift + Right Arrow
This structure creates a professional Work Breakdown Structure (WBS).
Step 3: Create Milestones
A milestone represents an important event or achievement.
Example:
Project Completion
Characteristics:
Duration = 0 Days
No actual work
Indicates project achievement
Milestones help management quickly identify major project targets.
Step 4: Enable Auto Scheduling
Before creating the schedule:
Select all tasks
Click Auto Schedule
Microsoft Project will automatically calculate:
Start Dates
Finish Dates
Task Relationships
based on:
Dependencies
Calendar
Resource Availability
This is the recommended scheduling method.
Step 5: Define Task Dependencies (Predecessors)
Dependencies tell Microsoft Project:
Which task must happen before another task can start.
Example 1
Draft Design can only begin after:
Select Location
Define Layout
Predecessors:
3,4
Example 2
Expert Design Review
Can start only after:
Draft Design
Predecessor:
6
Example 3
Finalize Design
Can start only after:
Expert Design Review
Predecessor:
7
Example 4
Purchase Materials
Can start only after:
Identify Materials
Predecessor:
10
Multiple Predecessors
Some tasks require several activities to finish first.
Example:
Build Platform
Requires:
Finalize Design
Purchase Materials
Cut Wood
Predecessors:
8,11,13
Microsoft Project waits until all three tasks are complete before allowing the platform construction to start.
Step 6: Use the Link Tasks Button
Instead of manually entering predecessors:
Select multiple tasks
Click Link Tasks (Chain Icon)
Microsoft Project automatically creates:
Task A → Task B → Task C
This is the fastest way to create sequential activities.
Step 7: Enter Task Durations
After defining dependencies, estimate the duration of each activity.
Example:
| Task | Duration |
|---|---|
| Select Location | 1 Day |
| Define Layout | 1 Day |
| Draft Design | 2 Days |
| Design Review | 1 Day |
| Finalize Design | 1 Day |
| Identify Materials | 2 Days |
| Purchase Materials | 3 Days |
| Cut Wood | 1 Day |
| Build Platform | 2 Days |
| Add Walls | 2 Days |
| Add Roof | 2 Days |
| Floor Testing | 1 Day |
| Wall Testing | 1 Day |
| Roof Testing | 1 Day |
| Paint Exterior | 1 Day |
| Clean Up Debris | 1 Day |
| Inspect House | 1 Day |
| Project Completion | 0 Days |
Once durations are entered, Microsoft Project generates the complete project timeline automatically.
Step 8: Create Resources
Switch to:
Resource Sheet View
Resources can be:
Work Resources
People performing the work.
Example:
Michael
Jim
Dwight
Material Resources
Physical materials.
Example:
Wooden Planks
Nails
Cost Resources
External service providers.
Example:
Contractor A
Microsoft Project can calculate labor, material, and service costs simultaneously.
Step 9: Assign Resource Rates
Example:
| Resource | Type | Rate |
|---|---|---|
| Michael | Work | $30/hr |
| Jim | Work | $25/hr |
| Dwight | Work | $25/hr |
| Wooden Planks | Material | $3.50/ft |
| Nails | Material | $7/box |
| Contractor A | Cost | $20 |
These rates are used to calculate project costs automatically.
Step 10: Assign Resources to Tasks
Instead of assigning resources one-by-one:
Recommended Method
Go to:
Resource Tab
→ Assign Resources
Advantages:
Assign multiple tasks at once
Faster workflow
Easier management
Example:
Michael
Assigned to:
Select Location
Define Layout
Inspect House
Dwight
Assigned to:
Draft Design
Design Review
Finalize Design
Paint Exterior
Clean Up Debris
Jim
Assigned to:
Material Preparation
Construction Activities
Testing Activities
Contractor A
Assigned to:
Cut Wood
Microsoft Project immediately calculates labor costs based on assigned resources and durations.
Step 11: Assign Material Quantities
Materials can have quantities.
Example:
Wooden Planks
Rate:
$3.50 per linear foot
Required Quantity:
10 linear feet
Cost Calculation:
10 × $3.50
= $35
Microsoft Project automatically updates the project budget.
Step 12: Identify Resource Overallocations
Microsoft Project displays:
🔴 Red Person Icon
This means:
A resource is scheduled to perform more work than available.
Common causes:
Same worker assigned to multiple tasks simultaneously
Excessive workload
This is one of the most important schedule checks in project management.
Step 13: Use Resource Usage View
Switch to:
Resource Usage View
This view shows:
Resource workload
Task assignments
Daily allocation
It helps identify exactly where overallocations occur.
Step 14: Resolve Resource Conflicts
Example:
Jim was assigned to:
Add Walls
Floor Testing
Add Roof
Wall Testing
at the same time.
Solution:
Reassign:
Floor Testing
Wall Testing
to Dwight.
This removes the overallocation problem.
Step 15: View Project Costs
Change the table to:
Cost Table
Microsoft Project displays:
Task Cost
Summary Task Cost
Total Project Cost
This provides an instant project budget estimate.
Step 16: Set Project Start Date
Go to:
Project Tab
→ Project Information
Example:
Project Start Date
9 January 2023
After changing the start date:
✅ All task dates update automatically
✅ Entire schedule shifts correctly
This saves significant planning time.
Step 17: Review Project Statistics
Project Information → Statistics
Microsoft Project provides:
Start Date
Finish Date
Total Duration
Total Work Hours
Total Cost
% Complete
This gives project managers a quick executive summary of the entire project.
Key Lessons Learned
This Microsoft Project tutorial demonstrates the complete beginner workflow:
Create Tasks
Build a WBS Structure
Add Milestones
Create Dependencies
Define Durations
Assign Resources
Assign Material Costs
Detect Resource Overallocations
Balance Resource Workloads
Generate Cost Estimates
Set Project Dates
Review Project Statistics
Following this workflow helps project managers create professional schedules that are realistic, resource-balanced, and cost-controlled.
Conclusion
Microsoft Project is more than a scheduling tool—it is a complete project planning and control system. By mastering task creation, dependencies, resources, costs, and reporting, project managers can improve productivity, reduce scheduling conflicts, and deliver projects more successfully.
For construction professionals, engineers, and project managers, learning Microsoft Project is one of the most valuable skills for managing projects efficiently and professionally. 🚀
Reference
Video: Master Microsoft Project in 20 MINUTES! (FREE COURSE) 🎥