Microsoft Project is a versatile project management software designed to help individuals and teams plan, execute, and track the progress of their projects efficiently. It serves as a digital blueprint for managing tasks, resources, timelines, and budgets all in one place, allowing project managers to visualize the full scope of their work. With its rich array of tools, users can create detailed project schedules, set milestones, assign resources, and monitor the project’s health in real time.
Imagine you’re in charge of constructing a new office building. From gathering materials to managing contractors and adhering to deadlines, this project involves numerous tasks and dependencies. Microsoft Project allows you to break down this complex endeavor into manageable pieces. You can outline each phase of the construction—foundation, framing, electrical work, interior design—and assign the right personnel and resources for each step.
Using a Gantt chart, you can visually represent the entire project timeline, setting key milestones such as “Foundation Completed” or “Interior Finishing Begins.” Should one task, such as material delivery, get delayed, Microsoft Project will automatically adjust the subsequent tasks based on dependencies, giving you an updated picture of how the project timeline is affected.
Furthermore, the software provides a way to allocate resources like labor or equipment, ensuring that you’re not overloading any team member or piece of machinery. For instance, if multiple contractors are assigned to various tasks on overlapping dates, the system will notify you, preventing scheduling conflicts and ensuring efficient use of your workforce.
In short, Microsoft Project not only helps map out what needs to be done but also provides the tools to monitor the execution, giving project managers a clear path from the initial concept to the final completion of any project.
300+ Microsoft Project Shortcuts
Here is an extensive list of Microsoft Project shortcut keys, divided into categories to help navigate various tasks:
General Shortcuts
Shortcut Key
Description
Ctrl + N
Create a new project
Ctrl + O
Open an existing project
Ctrl + S
Save the current project
Ctrl + P
Print the project
Ctrl + Z
Undo the last action
Ctrl + Y
Redo the last undone action
Ctrl + C
Copy selected tasks
Ctrl + V
Paste copied tasks
Ctrl + X
Cut selected tasks
Ctrl + A
Select all tasks
Ctrl + F
Open the Find dialog box
Ctrl + H
Open the Replace dialog box
F1
Open Help
Alt + F4
Close the Microsoft Project application
Microsoft project shortcuts
Task Management Shortcuts
Shortcut Key
Description
Insert
Insert a new task above the current task
Ctrl + Shift + F2
Insert a new task below the current task
Ctrl + Shift + N
Create a new recurring task
Ctrl + D
Display Task Information dialog box
Alt + Shift + F10
Move to the next task in the Task Inspector
Alt + Shift + F11
Move to the previous task in the Task Inspector
Alt + Enter
Open the Task Details dialog box
Ctrl + Shift + “+”
Insert a new subtask
Ctrl + Shift + “-“
Remove a subtask
Alt + Shift + Right Arrow
Indent a task
Alt + Shift + Left Arrow
Outdent a task
F3
Delete selected tasks
Navigation Shortcuts
Shortcut Key
Description
Tab
Move to the next field
Shift + Tab
Move to the previous field
Ctrl + Home
Move to the first task or resource
Ctrl + End
Move to the last task or resource
Alt + Page Down
Scroll one screen down
Alt + Page Up
Scroll one screen up
Ctrl + Arrow Key
Move one cell in the arrow’s direction
Ctrl + G
Open the Go To dialog box
Ctrl + F5
Refresh the project display
Formatting Shortcuts
Shortcut Key
Description
Ctrl + B
Apply bold formatting to selected text
Ctrl + I
Apply italic formatting to selected text
Ctrl + U
Underline selected text
Ctrl + Shift + >
Increase font size
Ctrl + Shift + <
Decrease font size
Ctrl + Shift + L
Add or remove a list style
Ctrl + 1
Open Task Information dialog box
Ctrl + 2
Open the Task Information dialog box
View Shortcuts
Shortcut Key
Description
Ctrl + Shift + F3
Open the Timescale dialog box
Ctrl + Shift + T
Display the Timeline view
Alt + F5
Toggle between the Gantt Chart and the Network Diagram
Ctrl + Shift + G
Open the Gantt Chart view
Ctrl + Shift + N
Open the Network Diagram view
Ctrl + Shift + W
Open the Work Breakdown Structure (WBS) view
Ctrl + Shift + C
Open the Calendar view
Ctrl + Shift + R
Open the Resource Sheet view
F8
Zoom in/out on a view
Scheduling and Timeline Shortcuts
Shortcut Key
Description
Ctrl + Shift + F2
Display the Project Information dialog box
Alt + Shift + +
Expand the selected summary task
Alt + Shift + –
Collapse the selected summary task
Alt + F10
Display the Task Inspector
Ctrl + T
Show/hide the Timeline pane
Ctrl + K
Insert a hyperlink
Ctrl + D
Duplicate selected task(s)
F9
Recalculate the entire project schedule
Shift + F9
Recalculate the selected task
F6
Move between the Timeline and Gantt Chart view
Resource Management Shortcuts
Shortcut Key
Description
Alt + F10
Open Resource Information dialog box
Ctrl + R
Assign resources to selected tasks
Ctrl + Shift + F6
Open the Resource Usage view
Alt + Shift + Right Arrow
Increase resource allocation for a task
Alt + Shift + Left Arrow
Decrease resource allocation for a task
F2
Edit resource names
Ctrl + Shift + F5
Show overallocated resources
Alt + Shift + F7
Move between resource usage views
Alt + R + A
Add new resources
Reports and Analysis Shortcuts
Shortcut Key
Description
Ctrl + Shift + R
Generate a report
Ctrl + Shift + F1
Open the Visual Reports dialog box
Alt + V + P
Print a visual report
Ctrl + Shift + C
Copy a report to clipboard
Alt + N + R
Insert a custom report
Alt + V + D
Display the project data analysis dialog
Collaboration and Communication Shortcuts
Shortcut Key
Description
Alt + Shift + M
Share the project with others
Ctrl + Shift + M
Send the project via email
Ctrl + Shift + U
Upload the project to SharePoint
Alt + Shift + S
Sync with SharePoint
Ctrl + F3
Add a project note
Ctrl + Shift + F3
Add a task note
Field and Data Entry Shortcuts
Shortcut Key
Description
F2
Edit the selected field
Ctrl + ;
Insert the current date
Ctrl + Shift + :
Insert the current time
Ctrl + Shift + Space
Select the entire column
Ctrl + Space
Select the entire row
Ctrl + –
Delete selected tasks
Ctrl + Shift + V
Paste values only
Alt + F8
Insert a comment
Ctrl + F2
Preview the project before printing
Macros and Customization Shortcuts
Shortcut Key
Description
Alt + F8
Open the Macro dialog box
Alt + F11
Open the Visual Basic editor
Ctrl + Shift + F8
Run a specific macro
Alt + F11
Record a new macro
Ctrl + Shift + P
Customize the ribbon
Ctrl + Shift + A
Add a new custom field
microsoft project shortcuts
Miscellaneous Shortcuts
Shortcut Key
Description
Alt + Shift + D
Display the project start and finish dates
Ctrl + E
Edit the selected task
Ctrl + Shift + T
Toggle Task Inspector on/off
Ctrl + Shift + P
Open the Project Options dialog box
Alt + Shift + Q
Display critical path tasks
microsoft project shortcuts
Conclusion for Microsoft Project shortcuts
In conclusion, mastering Microsoft Project shortcuts can significantly enhance productivity and streamline project management tasks. By integrating these shortcuts into daily workflows, users can navigate the software more efficiently, manage tasks with precision, and focus on delivering successful outcomes. Whether adjusting timelines, allocating resources, or generating reports, these time-saving commands empower project managers to maintain control over complex projects with ease and agility. With the right knowledge of these shortcuts, managing even the most intricate project plans becomes a more intuitive and seamless experience.
