Microsoft
Project 98
Support
Course
Microsoft Project Support Course
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PUBLISHED BY
Microsoft Corporation
One Microsoft Way
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© 1998 Microsoft Corporation. All rights reserved.
Microsoft Project 98 Support Course
Part Number: 098-80553
June, 1998
Written By:
Andy Rabun and Jim Sommers

Microsoft Project Support Group
Created Date 6/18/98
II
Microsoft Project Support Course
Table of Contents
MODULE 1 - INTRODUCTION ................................................................................................................ 1
LESSON 1.1: INTRODUCTION TO PROJECT MANAGEMENT ........................................................................... 3
Overview ................................................................................................................................................. 4
LESSON 1.2: INTRODUCTION TO MICROSOFT PROJECT ...............................................................................11
How Microsoft Project Helps ................................................................................................................12
New/ Improved Features .......................................................................................................................13
Usage Features ................................................................................................................................................... 13
Scheduling and Costing Features: ...................................................................................................................... 13
Data Import/Export Features.............................................................................................................................. 15
Visual Basic Applications Features ................................................................................................................... 15
Workgroup Features .......................................................................................................................................... 15
MODULE 2 - SETUP ................................................................................................................................... 1
LESSON 2.1: SETUP...................................................................................................................................... 3
Microsoft Project 98 Setup ..................................................................................................................... 4
System Requirements .......................................................................................................................................... 4
Setting Up Microsoft Project on a Network ......................................................................................................... 6
Installing the Workgroup Message Handler ...................................................................................................... 10
New Microsoft Project 98 Limits ...................................................................................................................... 12
Tools Options Registry Settings .............................................................................................................14
LESSON 2.2: UPGRADE ISSUES....................................................................................................................21
Overview of Microsoft Project 98 file system ........................................................................................22
File Formats Supported in Microsoft Project 98 ................................................................................................ 22
Automatic Updating........................................................................................................................................... 28
Global Upgrade Mode in the Organizer ............................................................................................................. 31
Cross-Language Upgrading ............................................................................................................................... 32
MODULE 3 - IMPORT AND EXPORT .................................................................................................... 1
LESSON 3.1: OVERVIEW OF THE FILE SYSTEM ............................................................................................. 3
Overview of Microsoft Project 98 file system ......................................................................................... 4
File Formats Supported in Microsoft Project 98 .................................................................................................. 4
Code Page Support .............................................................................................................................................. 9
LESSON 3.2: IMPORT-EXPORT INTERFACE ..................................................................................................19
The Microsoft Project 98 Import-Export Interface................................................................................20
ODBC Interface ................................................................................................................................................. 20
Reading and Writing Data in Microsoft Project 98 ............................................................................................ 20
Changes to the File Open and File Save Dialogs ............................................................................................... 21
The Read and Write Process .............................................................................................................................. 23
Saving a Complete Project to an Arbitrary Database via ODBC ....................................................................... 26
Concurrent Usage and Project Locking ............................................................................................................. 30
Database Permissions ........................................................................................................................................ 32
Database Modification or Corruption ................................................................................................................ 32
LESSON 3.3: DATABASE STRUCTURE FOR FULL SAVES ..............................................................................66
Saving Entire Projects to a Database ....................................................................................................67
Supported ODBC Databases .............................................................................................................................. 67
Database Overview ............................................................................................................................................ 67
Database Table and Field Names ....................................................................................................................... 74
Enumerated Types versus Text Strings .............................................................................................................. 74
Enumerated to Text Conversion Tables ............................................................................................................. 75
Note Fields......................................................................................................................................................... 94
Custom Fields .................................................................................................................................................... 95
Project_Information table ................................................................................................................................ 102
Reserved_CommandBars table ........................................................................................................................ 109
Reserved_ExternalDataLinks table .................................................................................................................. 109
Reserved_ImportExportMaps table ................................................................................................................. 111
Reserved_Filters table ..................................................................................................................................... 111
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Reserved_Modules table .................................................................................................................................. 112
Reserved_Reports table ................................................................................................................................... 112
Reserved_Tables table ..................................................................................................................................... 113
Reserved_CustomForms table ......................................................................................................................... 113
Reserved_V_iews table.................................................................................................................................... 114
Calendars table ................................................................................................................................................ 115
Calendar_Working_Times table ...................................................................................................................... 116
Calendar_Exceptions table .............................................................................................................................. 117
Task_Dependencies table ................................................................................................................................ 118
Reserved_AssignmentPoolInfo table ............................................................................................................... 119
Task_Information table .................................................................................................................................... 123
Resource_Information table ............................................................................................................................. 129
Assignment_Information table......................................................................................................................... 133
Resource_Rates table ....................................................................................................................................... 137
Assignment_Remaining_Work table ............................................................................................................... 138
Assignment_Actual_Work table ...................................................................................................................... 139
Assignment_Overtime_Work table.................................................................................................................. 140
Assignment_Actual_Exceptions table ............................................................................................................. 141
Assignment_Baseline_Work table ................................................................................................................... 141
Assignment_Baseline_Cost table..................................................................................................................... 142
Assignment_Actual_Cost table ........................................................................................................................ 142
Resource_Baseline_Work table ....................................................................................................................... 143
Resource_Baseline_Cost table ......................................................................................................................... 144
Task_Baseline_Work table .............................................................................................................................. 145
Task_Baseline_Cost table ................................................................................................................................ 146
Task_Percent_Complete table ......................................................................................................................... 146
Task_Baseline_Interim_Splits table ................................................................................................................ 147
LESSON 3.4: HTML FILE TYPE ................................................................................................................152
Selective Export to HTML ...................................................................................................................153
Exporting With and Without a Template ......................................................................................................... 157
The Charset Tag............................................................................................................................................... 160
The HTML Output........................................................................................................................................... 161
Exporting Special Characters ........................................................................................................................... 163
MODULE 4 - VIEWING AND EDITING ................................................................................................. 1
LESSON 4.1: USER INTERFACE OVERVIEW .................................................................................................. 3
User Interface Overview ......................................................................................................................... 4
Menus ................................................................................................................................................................ 10
Microsoft Project 98 default menus ................................................................................................................... 10
Toolbars ............................................................................................................................................................. 19
Outline symbols in Usage views ........................................................................................................................ 42
Double-clicking task, resource, and assignment records.................................................................................... 43
Expanding Inserted Projects .............................................................................................................................. 43
LESSON 4.2: CUSTOMIZING THE USER INTERFACE .....................................................................................51
Custom Fields ........................................................................................................................................52
How to Create/Modify the Menu Bar and Toolbars........................................................................................... 59
LESSON 4.3: FORMATTING IMPROVEMENTS ...............................................................................................62
Rich Edit Features .................................................................................................................................63
LESSON 4.4: FILTER IMPROVEMENTS AND AUTOFILTER ............................................................................78
New Microsoft Project 98 Filter Features .............................................................................................79
Filters in Usage Views ....................................................................................................................................... 85
LESSON 4.5: PRINTING AND REPORTS.........................................................................................................96
Printing Improvements in Microsoft Project 98 ....................................................................................97
Maximum number of rows in the header, footer, and legend........................................................................... 103
Crosstab Report Definition Improvements ...................................................................................................... 104
Duration and Work Labels ............................................................................................................................... 106
Changes to the Task and Resource Reports ..................................................................................................... 107
Report Gallery Improvements.......................................................................................................................... 109
New Shipping Reports ..................................................................................................................................... 109
Printing Resource Cost Rate Tables................................................................................................................. 109
Usage views as an alternative to crosstab reports ............................................................................................ 110
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LESSON 4.6: VIEW CHANGES AND IMPROVEMENTS ..................................................................................113
View Changes and Improvements ........................................................................................................114
View Overview ................................................................................................................................................ 114
New and Improved View Types in Microsoft Project 98................................................................................. 116
Changes in the Microsoft Project 98 More Views list ..................................................................................... 116
LESSON 4.7: USAGE VIEWS ......................................................................................................................126
Introduction to Usage Views ...............................................................................................................127
Column Widths ................................................................................................................................................ 129
Timescale Zooming and Nonworking Time .................................................................................................... 130
Outlining and Grouping ................................................................................................................................... 131
The Unassigned Resource ................................................................................................................................ 132
Displaying and Formatting Different Sets of Timephased Data ...................................................................... 132
Default Format of the Task Usage View......................................................................................................... 136
Sorting ............................................................................................................................................................. 136
Filtering ........................................................................................................................................................... 139
Usage Views as Master and Slave Panes ......................................................................................................... 141
Moving (changing the cell with focus) in a Timescaled Grid .......................................................................... 144
Selection Behavior in a Timescaled Grid......................................................................................................... 145
Fill Up/Down/Left/Right in a Timescaled Grid ............................................................................................... 146
Inserting and Deleting in a Timescaled Grid ................................................................................................... 147
Deleting Rows in Usage Views ....................................................................................................................... 147
Inserting Rows in Usage Views ....................................................................................................................... 148
Editing Names in Usage Views ....................................................................................................................... 148
Adding Duplicate Assignments ....................................................................................................................... 148
Drag and Drop in Usage Views ....................................................................................................................... 149
Cutting, Copying and Pasting Records ............................................................................................................ 152
Task Fields Shared with Assignments ............................................................................................................. 155
Resource Fields Shared with Assignments ...................................................................................................... 156
Timephased Usage Fields ................................................................................................................................ 157
LESSON 4.8: OLE AND COPY PICTURE .....................................................................................................162
OLE Support ........................................................................................................................................163
Inserting a Project object ................................................................................................................................. 164
Project as an In-Place Container ...................................................................................................................... 173
LESSON 4.9: OFFICE ASSISTANT ...............................................................................................................201
Office Assistant ....................................................................................................................................202
Introduction to Office Assistant ....................................................................................................................... 202
General Behavior ............................................................................................................................................. 203
Office Assistant Alerts Format ........................................................................................................................ 208
PlanningWizard Interface....................................................................................................................210
MODULE 5 - SCHEDULING ..................................................................................................................... 1
LESSON 5.1: SCHEDULE FROM PROJECT START/FINISH DATE ..................................................................... 3
Scheduling a Project from Finish ........................................................................................................... 4
ASAP and ALAP task behavior. .......................................................................................................................... 5
Task Leveling Delay ............................................................................................................................................ 5
Resource Assignment Delay ................................................................................................................................ 8
No Later Than Constraints ................................................................................................................................... 8
Flexible vs. Fixed Durations ................................................................................................................................ 9
LESSON 5.2: CALENDARS AND AVAILABILITY............................................................................................11
Calendars Overview ..............................................................................................................................12
Selecting Weekday letters versus date cells ....................................................................................................... 13
Working Time Formatting ................................................................................................................................. 14
The New command (in the Change Working Time dialog) ............................................................................... 16
The Options command (in the Change Working Time dialog) .......................................................................... 16
Week Starts On .................................................................................................................................................. 18
Fiscal Calendar .................................................................................................................................................. 20
LESSON 5.3: CONSTRAINTS ........................................................................................................................27
New setting: Tasks will always honor their constraint dates.................................................................28
LESSON 5.4: TASK TYPES AND EFFORT DRIVEN OPTIONS ..........................................................................31
Task Type and Effort Driven settings ....................................................................................................32
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Fixed Work and Effort Driven Settings ............................................................................................................. 34
Interface changes related to the Type and Effort Driven fields .......................................................................... 34
Increasing the value in the task Duration field ................................................................................................... 35
Decreasing the value in the task Duration field ................................................................................................. 37
Extending a task or task part in the Gantt Chart ................................................................................................ 39
Reducing a task or task part in the Gantt Chart.................................................................................................. 40
Summary Tasks and Subproject Tasks .............................................................................................................. 40
Effort Driven Calculations ................................................................................................................................. 40
Adding/Removing assignments if the task has Actual Work ............................................................................. 42
Restrictions When Assigning a Resource to an Effort Driven Task .................................................................. 45
Summary Tasks and Inserted Project tasks are Never Effort Driven ................................................................. 46
LESSON 5.5: RESOURCE CONTOURING .......................................................................................................48
Resource Contouring .............................................................................................................................49
Smallest Timeslice ............................................................................................................................................. 50
Technical Definition of a Contour ..................................................................................................................... 50
Even Distribution of Edited Timescaled Data.................................................................................................... 51
Preservation of Contour Shape .......................................................................................................................... 51
Assignment Information General Tab ................................................................................................................ 55
Assignment Information Tracking Tab .............................................................................................................. 57
Assignment Information Notes Tab ................................................................................................................... 58
Derivation of the Equation ................................................................................................................................. 64
Formulas for Edited Contours............................................................................................................................ 67
Usage Records that Can be Edited ..................................................................................................................... 67
Editing Assignment Timephased Work ............................................................................................................. 67
Editing Assignment (Total) Duration, Units, and Work .................................................................................... 68
Editing Task Timephased Work ........................................................................................................................ 70
Editing Task Total Work ................................................................................................................................... 71
Edits to Task Duration ....................................................................................................................................... 79
Microsoft Project 4.x default assignment work ................................................................................................. 82
Microsoft Project 98 default assignment work .................................................................................................. 85
Actual and Remaining Duration ........................................................................................................................ 89
Editing Assignment Start and Finish Dates ....................................................................................................... 89
Editing Assignment Actual Start and Actual Finish Dates ................................................................................ 90
Predefined versus Edited ................................................................................................................................... 93
Editing Assignment Timephased Actual Work .................................................................................................. 93
Editing Assignment Remaining Work ............................................................................................................... 94
Editing Assignment (Total) Actual Work .......................................................................................................... 95
Editing Assignment % Work Complete ............................................................................................................. 95
Editing Task Timephased Actual Work ............................................................................................................. 95
Editing Task Actual Work ................................................................................................................................. 96
Task Remaining Work ....................................................................................................................................... 96
Task Actual Start Date ....................................................................................................................................... 96
Task Actual Finish Date .................................................................................................................................... 97
Task % Complete............................................................................................................................................. 100
Update Task Status Updates Resource Status .................................................................................................. 100
Task % Work Complete ................................................................................................................................... 101
In Schedule From Start Projects: ..................................................................................................................... 102
In Schedule From Finish Projects: ................................................................................................................... 102
How Overtime is Scheduled ............................................................................................................................ 104
How Changes Task Duration impacts OT ....................................................................................................... 108
How Changes to Assignment Units impacts OT .............................................................................................. 108
How OT is Scheduled Within a Day ................................................................................................................ 108
Actual Overtime .............................................................................................................................................. 108
How OT is related to other Assignment Fields ................................................................................................ 109
The Microsoft Project 98 Save Baseline Command ........................................................................................ 113
Microsoft Project 4.x Baseline Features .......................................................................................................... 113
Microsoft Project 98 Improved Baseline Features ........................................................................................... 113
Increases/decreases in Work always occur at the end of the Assignment. ....................................................... 115
LESSON 5.6: TASK SPLITTING ...................................................................................................................121
Task Splitting and Scheduling .............................................................................................................122
Splits Caused by Leveling ............................................................................................................................... 126
Stop and Resume Fields ................................................................................................................................... 128
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Split In-Progress Tasks .................................................................................................................................... 134
Baseline and Interim Plan Split Information .................................................................................................... 134
Task versus Assignment Splits ........................................................................................................................ 137
Splits and Predefined Work Contours .............................................................................................................. 137
Basics of Dragging .......................................................................................................................................... 138
Summary Tasks Do Not Support Splits ........................................................................................................... 138
Splitting an existing task or split part............................................................................................................... 138
Dragging to reschedule the remaining part ...................................................................................................... 140
Creating a new split part .................................................................................................................................. 144
Linking ............................................................................................................................................................ 151
Assigning Resources ........................................................................................................................................ 151
Gantt Chart Bar Styles for Split Tasks ............................................................................................................. 152
Calendar View ................................................................................................................................................. 156
LESSON 5.7: MULTIPLE CRITICAL PATHS .................................................................................................161
Multiple Critical Paths ........................................................................................................................162
LESSON 5.8: LEVELING.............................................................................................................................165
Leveling ...............................................................................................................................................166
Task, Resource and Assignment Fields Related to Leveling ........................................................................... 166
Resource Leveling Dialog ............................................................................................................................... 168
Leveling and Hard / Soft Constraints ............................................................................................................... 177
Examples of the interaction between leveling related settings ......................................................................... 176
Leveling from a Finish Date ............................................................................................................................ 181
Recurring Tasks Default to Do Not Level ....................................................................................................... 181
Leveling Progress Indicator ............................................................................................................................. 181
Leveling Gantt View........................................................................................................................................ 180
Overtime .......................................................................................................................................................... 182
Leveling Alerts/Messages ................................................................................................................................ 182
Changing Project Type or Changing Task Type .............................................................................................. 184
MODULE 6 - TRACKING .......................................................................................................................... 1
LESSON 6.1: PROGRESS ............................................................................................................................... 2
Status Date Setting ................................................................................................................................. 3
Status Date and the Update Project dialog ........................................................................................................... 4
Status Dates and Inserted Projects ....................................................................................................................... 4
The effect on timephased Actual Work ............................................................................................................... 7
Distribution of timephased % Complete edits within a cell ................................................................................. 9
Calculating Summary task total and timephased % Complete ........................................................................... 16
Editing Summary task total % Complete ........................................................................................................... 18
Changes from Microsoft Project 4.x .................................................................................................................. 25
BCWS, BCWP, and ACWP Calculations .......................................................................................................... 27
BCWS (Budgeted Costs of Work Scheduled).................................................................................................... 29
BCWP (Budgeted Costs of Work Performed) ................................................................................................... 30
ACWP (Actual Costs of Work Performed) ........................................................................................................ 31
Calculations Related to Summary Task Progress .............................................................................................. 37
Calculating Summary Progress dates ................................................................................................................. 38
Calculations Involving Summary Task Total and Timephased % Complete ..................................................... 43
Setting Progress Dates and Formatting Progress Lines ...................................................................................... 51
Dates and Intervals tab in the Progress Lines dialog,......................................................................................... 51
Line Styles tab in the Progress Lines dialog ...................................................................................................... 60
Progress Line Drawing Calculations.................................................................................................................. 64
Filtering and Sorting .......................................................................................................................................... 64
Progress Line Z-ordering ................................................................................................................................... 64
How to Calculate Progress Points ...................................................................................................................... 64
Split Tasks ......................................................................................................................................................... 69
Excessive Calculation Time Alert...................................................................................................................... 69
Printing Progress Lines ...................................................................................................................................... 70
LESSON 6.2: COSTING ................................................................................................................................74
Cost Rate Tables ....................................................................................................................................75
Rate Tables and the Resource Rate Fields ......................................................................................................... 75
Default Resource Cost Rate Tables ................................................................................................................... 76
Editing Rate Tables............................................................................................................................................ 76
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Resource Cost Accrual Setting .......................................................................................................................... 78
Resource Pools .................................................................................................................................................. 79
Printing the Variable Costs ................................................................................................................................ 80
Default Fixed Cost Accrual ............................................................................................................................... 82
Fixed Cost Accrual setting for individual tasks ................................................................................................. 82
Prorated Fixed Cost Contribution to Actual Cost .............................................................................................. 83
Importing Old Microsoft Project Files ............................................................................................................... 83
Actual Cost Calculations .......................................................................................................................84
The 'Actual costs are always calculated by Microsoft Project' option ............................................................... 84
The 'Edits to total Actual Cost will be spread to the status date' option ............................................................. 85
Edits to timephased Actual Cost ........................................................................................................................ 88
Actual Cost calculations that roll up or down .................................................................................................... 89
Summary Actual Costs ...................................................................................................................................... 89
Remaining Actual Costs .................................................................................................................................... 89
How changing Actual Start effects Actual Cost ................................................................................................. 89
LESSON 6.3: RECURRING TASKS IMPROVEMENTS ......................................................................................92
Recurring Tasks Improvements .............................................................................................................93
MODULE 7 – DATABASE MODIFICATIONS ....................................................................................... 1
LESSON 7.1: WORKING WITH PROJECTS IN A DATABASE ............................................................................. 2
Supported Databases .............................................................................................................................. 3
Performance Tuning ............................................................................................................................................ 7
LESSON 7.2: ADDING AND CHANGING RECORDS IN THE DATABASE ..........................................................15
Working with Microsoft Project Data in the Database .........................................................................16
MODULE 8 - MULTIPLE PROJECTS ..................................................................................................... 1
LESSON 8.1: INSERTED PROJECTS ............................................................................................................... 3
Inserted Projects ..................................................................................................................................... 4
Definitions ........................................................................................................................................................... 5
Overview of Features ........................................................................................................................................... 5
User Interface ...................................................................................................................................................... 5
Window New Window ........................................................................................................................................ 7
Inserted Project Information dialog ..................................................................................................................... 8
Inserted Project Display Behavior ....................................................................................................................... 9
Editing Rules ..................................................................................................................................................... 12
Navigating an Inserted Project ........................................................................................................................... 12
Saving Inserted Projects..................................................................................................................................... 13
Currency ............................................................................................................................................................ 13
Custom Fields .................................................................................................................................................... 13
Backwards Compatibility .................................................................................................................................. 14
Effects on Existing Commands .......................................................................................................................... 14
LESSON 8.2: CROSS PROJECT LINKS ..........................................................................................................19
Cross Project Linking ............................................................................................................................20
Terminology ...................................................................................................................................................... 22
Creating and Editing Cross Project Links .......................................................................................................... 23
Editing Ghost Tasks ........................................................................................................................................... 28
Link Updates and Maintenance ......................................................................................................................... 32
Project Calculations ........................................................................................................................................... 35
Circular Loop Detection .................................................................................................................................... 36
LESSON 8.3: RESOURCE POOLS..................................................................................................................38
Resource Pools ......................................................................................................................................39
Information stored in the Pool ........................................................................................................................... 39
Information stored in a Sharer ........................................................................................................................... 39
Viewing task, resources and assignments .......................................................................................................... 40
Opening a Pool or Sharer ................................................................................................................................... 40
Updating the Pool .............................................................................................................................................. 42
Refreshing the Pool............................................................................................................................................ 44
Local Options .................................................................................................................................................... 44
MODULE 9 - WORKGROUP FEATURES .............................................................................................. 1
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LESSON 9.1: OVERVIEW OF WORKGROUP FEATURES .................................................................................. 3
Workgroup Features Overview .............................................................................................................. 4
Web Workgroup Features .................................................................................................................................... 4
Web vs. E-mail .................................................................................................................................................... 4
LESSON 9.2: E-MAIL-BASED WORKGROUP MESSAGING .............................................................................. 7
E-mail-based Workgroup Messaging ..................................................................................................... 8
Updated Message Handler ................................................................................................................................... 8
Workgroup related fields ..................................................................................................................................... 9
New TeamStatus Features ................................................................................................................................. 13
Overtime ............................................................................................................................................................ 18
Additional Customizable Workgroup Fields ..................................................................................................... 18
Mapping between Microsoft Project 98 and Outlook fields .............................................................................. 19
Work-related calculations between Microsoft Project and Outlook................................................................... 19
Adding/Deleting Tasks ...................................................................................................................................... 21
Unsolicited TeamStatus Reports ........................................................................................................................ 21
Setting Reminders in Outlook ............................................................................................................................ 22
Outlook Journal Integration ............................................................................................................................... 24
Custom OLE Properties ..................................................................................................................................... 25
LESSON 9.3: WEB-BASED WORKGROUP MESSAGING .................................................................................32
Web Workgroup Messaging...................................................................................................................33
Supported Web Servers ..................................................................................................................................... 34
Supported Browsers ........................................................................................................................................... 34
The New Tools Options Workgroup tab ............................................................................................................ 35
Setting up the Microsoft Project Web Workgroup site ...................................................................................... 38
Sending Web workgroup messages from Microsoft Project .............................................................................. 41
Receiving Web workgroup messages in Microsoft Project ............................................................................... 42
Running MSPJHTTP.EXE ................................................................................................................................ 46
The Login page .................................................................................................................................................. 48
The TeamInbox page ......................................................................................................................................... 49
The Navigation Bar............................................................................................................................................ 53
Microsoft Project Web Workgroup Help ........................................................................................................... 54
Changing the Password ...................................................................................................................................... 55
The Task List page............................................................................................................................................. 56
The Task List Options page ............................................................................................................................... 58
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