'Formula Bar' and 'Entry Bar' - Two Different Functionalities in MS Project, Not Same!

Takeaway – Frequently entry bar and formula bar are considered to be same, whereas they are completely two different functionalities in MS Project 2013. Both serve different purposes and are differently enabled in MS Project. While on former, many articles you would find on the web or other publication, the latter remains a relatively unknown item. In this post, both will be explored.

In many articles, journals and even by professionals on MS Project, you would find that Entry bar is frequently considered to be the Formula bar. They are not same! Formula Bar is a separate command available in MS Project 2013 (and also in MS Project 2010). As Entry bar looks like the Formula Bar in MS Excel and provides some functionalities of it, there is interest in finding out this bar. But, it is NOT same as the Formula Bar. Let us see.

Entry Bar in Project 2013/2010/2007:

Entry bar is long available in Microsoft Project.  As the name suggests, entry in cell of a table can be given through this bar. You can edit the contents of a selected cell in the entry bar. This gives you the functionality of a popular shortcut key – "F2", which is to edit the content of the cell. 

By default, Entry bar is not enabled in Project 2013. You have to enable it. For that: Go to File (Backstage View) – Options – Display – 'Show these elements' and enable the “Entry bar”.

Enabling Entry Bar in MS Project 2013

After you enable, it will be available below the Ribbon in MS Project. 

Entry Bar in Project 2013 - Below the Ribbon

You can enter texts in the Task Sheet below and can edit/delete it – like you do in Excel. 

How does it happen for MS Project 2010?It is similar to that of MS Project 2013. It is available under File – Options – Display – 'Show these Elements' – and then enable "Entry bar".

How about MS Project 2007? MS Project does not have the Ribbon or Backstage view concept. It is available under Tools – Option from the menu list.  Then go to the View tab in the Options dialog box.

Enabling Entry Bar in MS Project 2007

Above, left side is for selection of Option from Tools menu and right side is for enabling in the View tab. It will be shown in MS Project 2007 just below the menu options, as Project 2007 does not have a ribbon concept.

Entry Bar in Project 2007 - Below the Menus

Now let us get to Formula Bar. This is where it gets interesting. As mentioned before, it is not same as Entry Bar, but many say so!

Formula Bar in Project 2013/2010:

Formula Bar again is not available in the Ribbon by default in MS Project. However, it is one of the commands which can be added to your Ribbon or Quick Access Toolbar (QAT). Note that I have mentioned Formula Bar is available as a command – like other commands that are available in various Groups under multiple Tabs of the Ribbon,e.g., Indent, Outdent, Link, Unlink etc.

For this post, I am going to add the Formula Bar command to the QAT, not the ribbon, though that too can be done. And we will see shortly – it is a great utility. 

Go back to again File (Backstage View) – Options – Quick Access Toolbar. Now, select “Commands Not in the Ribbon” from “Choose commands from:” drop down menu. 

Formula Bar from the List of Commands - Project 2013

Now, scroll down the list of commands and select the “Formula bar” command. Add this command through “Add>>” button available as shown. And then click “OK” below in the dialog box.

Adding the Formula Bar to QAT in Project 2013

Once you do that, it will be available as an icon in your QAT as shown below. 

Formula Bar in QAT; Entry Bar Below the Ribbon - Project 2013

That is it. You are done. As you can see, both Entry Bar and Command Bar are now available for your view in MS Project 2013 and they are NOT same. So, what is the utility of Formula Bar?

Just click on it. It will launch "Options" directly! You do not have to go to Backstage view and then select option – anytime you want to make any global change. Is not that a great utility – to directly access Options in place of going through multiple clicks?

Now, how does it happen in MS Project 2010? It is quite similar to MS Project 2013. You have follow the same steps as mentioned above and you will have an icon in your QAT (or if you want to have it in your ribbon). It will look the one as shown below.

Formula Bar in QAT - MS Project 2010

It has the same functionality. It will launch the Global options directly without going through the Backstage view.


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Synergy Between MS Project and PMBOK Guide

I have been asked many times on the white paper that appeared for the Synergy between MS Project and PMBOK Guide, in 2009.

Some are unable to find it and have requested for an access. This is the ONLY paper of its kind that appeared ever in a typically theoretical driven publications and stands out as it emphasizes on practicality of PMBOK using the MS Project tool.

This white paper has been referred many times in many other management books and publications.

Excepts:

3.1.1. Project (PMBOK®) Vs Project Summary Task (MSP):

A “Project” is at the highest level when a WBS is created in the “Create WBS” Knowledge Area
Process (KAP) of “Scope Management” KA as per PMBOK® guide. A project can be further broken down into phases or deliverables and it is considered to be at Level-0 in the WBS.

Similarly in MSP, a Project is known as “Project Summary Task” and it can be viewed by selecting the “Show Project Summary Task” option in the View tab of Tools -> Options menu.

3.1.2 Work Package (PMBOK®) Vs Summary Task (MSP):

A “Work Package” is created in the “Create WBS” KAP of “Scope Management” KA. As per PMBOK®, a work package can be assigned to multiple people and can be broken down to “Activity” level. A “Work Package” in PMBOK® corresponds to “Summary Task” in MSP. A Summary Task can also be broken down to individual task levels.

Complete Link:

Complete Link To the White Paper is HERE (see link), for everyone to access. 

I'll update on the new version of it shortly - MS Project 2010 with PMBOK 5th Edition, which is expected to come this month. Stay tuned on this blog!

Important Note:

Please note that this is ONLY from Schedule Management (or Time Management as PMBOK calls it) perspective. If you are interested to know on how exploit MS Project with various PMBOK principles, please get in touch with me. MS Project covers many aspects of PMBOK - Time, Scope, Cost, Integration, Quality, Resource et al and also various advanced principles such as EVM, Resource Leveling, What If Analysis as well!

You may also like:
1. PMBOK 5th Edition with MS Project 2013 - A Practical Guide
2. PMBOK Guide 5th Edition and MS Project 2010 - A Practical Step-by-Step Approach

Year End At Bangalore

The last management session, as luck would have it, happened in Bangalore! The team was small, but lively and asked innumerable questions. 

Everyone in the team came forward and participated in the practical areas and I can say that they learned. One feedback give was that the session was short and need to be elongated. I think it is a good idea, and will see what can be done.

BANGALORE, INDIA - DECEMBER, 2012 

Nothing beats a team who is ready to make its hands dirty and want to learn. And I'll also mention that this is the only team who came completely prepared with installed MS Project software before the session. Bravo!

Collaboration, Courage and Candor in Chennai

I was in Chennai for around 5 years and this is the city where I started my software career. In-spite of its shortcomings, there is a strong emotional attachment to this city and I feel it whenever I come here. 

This city loves education and is passionate about it. True to its stand, my fellow mates in the session, though initially skeptical, participated in an intense discussion on MS Project. Everyone of them came forward to work as a team doing practicals. Never felt so good!