project information: customizing and printing lesson 7
TRANSCRIPT
Skills MatrixSkills Matrix
Skills Matrix Skill
Customize and print a view Customize and print a Gantt Chart view
Customize and print reports Customize and print a report
Software OrientationSoftware Orientation
Insert Current Date
button
Insert Total Page Count
button
Insert Page Number button
Format Text Font button
Microsoft Project’s Page Setup Dialog Box
Software OrientationSoftware Orientation
Preview pane
Legend Labels format button
Alignment tabs
Page Setup main tabs
Microsoft Project’s Page Setup Dialog Box (cont.)
Software OrientationSoftware Orientation
Insert Time button
Insert File Name button
Insert Picture button
Legend Width box
Microsoft Project’s Page Setup Dialog Box (cont.)
Software OrientationSoftware Orientation
Page Setup dialog box provides options for customizing the appearance of views and reports
Specify page options, such as margins, as well as paper orientation and size
Customize headers, footers, the legend, and view formatting
Microsoft Project’s Page Setup Dialog Box (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Click FileClick File
Click Print PreviewClick Print Preview
Project displays the Gantt Chart view in the Print Preview window
Customize and Print a Gantt Chart View
Customizing and Printing a ViewCustomizing and Printing a View
Page Right button
Page Down button
One Page button
Multiple Pages button
Page Setup button
Legend
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Click Page Down button onceClick Page Down button once
Click Page Right button three timesClick Page Right button three times
Click Multiple Pages buttonClick Multiple Pages button
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
The Status bar indicates that there are two rows of pages by five columns of pages
Status bar
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Click the Page Setup buttonClick the Page Setup button
Click the One Page button Click the One Page button
Click the Header tabClick the Header tab
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Click on Company Name in the General boxClick on Company Name in the General box
Select the Center alignment tab Select the Center alignment tab
Click the Add button next to the General boxClick the Add button next to the General box
Project places the &[Company] code into the header and shows a preview in the Preview window
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Select the Left Alignment tab to review the informationSelect the Left Alignment tab to review the information
Click the Legend tabClick the Legend tab
Select the Right Alignment tab Select the Right Alignment tab
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Key Start Date: followed by a spaceKey Start Date: followed by a space
Click in the Right Alignment boxClick in the Right Alignment box
Select Project Start Date from the General boxSelect Project Start Date from the General box
Click the Add button next to the General boxClick the Add button next to the General box
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Key Duration: followed by a spaceKey Duration: followed by a space
Press EnterPress Enter
Select Duration from the Project Fields boxSelect Duration from the Project Fields box
Click the Add button next to the Project Fields boxClick the Add button next to the Project Fields box
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Review selections on the Legend tabReview selections on the Legend tab
Key or click 3 in the Width boxKey or click 3 in the Width box
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Click OK when finished reviewing selections
Click OK when finished reviewing selections
OK button
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Click on the lower left corner of the pageClick on the lower left corner of the page
Move your mouse cursor to the lower left corner of the page preview
Move your mouse cursor to the lower left corner of the page preview
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Custom Legend box
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Click Close on the Print Preview toolbar
Click Close on the Print Preview toolbar
Close button
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Data added to the legend will print on every page of the printed output
Even if you do not print, changes to the header and legend will be saved when you save the project plan
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
Printing information to share with stakeholders is common for project managers
Stakeholders are all people or organizations that might be affected by project activities
Resources
Higher-level management
Customers receiving the end result
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
You can print any view you see in Project except
Form views, such as Relationship Diagram or Task Form
If you have two views displayed in a combination view, only the view in the active pane will print
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
The part of the project plan seen on screen may be only a small part of the total project
To reduce printed pages, you can print just summary tasks or filtered data
You can also print a portion of the timescale
Timescale — Band across the top of the Gantt Chart that denotes units of time
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing a ViewCustomizing and Printing a View
You can change the number of pages required for printing by adjusting the timescale before printing
To adjust the timescale to show the largest time span in the smallest number of pages, click View Zoom Entire Project
Customize and Print a Gantt Chart View (cont.)
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report
Click the Select a view or report linkClick the Select a view or report link
Click Report on the Project GuideClick Report on the Project Guide
Click the Create a project report buttonClick the Create a project report button
Under Select a report, click the Display Reports linkUnder Select a report, click the Display Reports link
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
Click SelectClick Select
Click Custom in the Reports dialog boxClick Custom in the Reports dialog box
Select Task in the Custom Reports dialog boxSelect Task in the Custom Reports dialog box
Click PreviewClick Preview
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
The Task Report is a complete list of project tasks (Summary tasks are not included)
Click Close on the Print Preview toolbar
Click Close on the Print Preview toolbar
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
Click CopyClick Copy
Select Task in the Custom Reports boxSelect Task in the Custom Reports box
Select the displayed text in the Name boxSelect the displayed text in the Name box
Key Custom Task ReportKey Custom Task Report
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
Select Summary in the Table boxSelect Summary in the Table box
Select Months in the Period boxSelect Months in the Period box
Click OKClick OK
Select Custom Task ReportSelect Custom Task Report
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
Click PreviewClick Preview
The Custom Task Report displays tasks divided by month
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
Click Close in the Custom Reports dialog boxClick Close in the Custom Reports dialog box
Click Close on the Print Preview toolbarClick Close on the Print Preview toolbar
Click Close in the Reports dialog boxClick Close in the Reports dialog box
Click Done in the Views and Reports paneClick Done in the Views and Reports pane
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
Report — Predefined format intended for printing Microsoft Project data
Reports are intended only for printing or viewing data in the Print Preview window
You cannot enter data or work within reports
Customizing and Printing ReportsCustomizing and Printing Reports
Customize and Print a Report (cont.)
Keep in mind
If subtasks are hidden under summary tasks in a view, reports that contain task lists will include only the summary tasks
If assignments are hidden under tasks or resources in a usage view, the usage reports will also hide assignment details