Project Information: Customizing and Printing Lesson 7

Project Information: Project Information: Customizing and Customizing and

PrintingPrintingLesson 7

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


Preview pane

Legend Labels format button

Alignment tabs

Page Setup main tabs

Microsoft Project’s Page Setup Dialog Box (cont.)


Insert Time button

Insert File Name button

Insert Picture button

Legend Width box



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


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


Page Right button

Page Down button

One Page button

Multiple Pages button

Page Setup button

Legend

Customize and Print a Gantt Chart View (cont.)


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



The Status bar indicates that there are two rows of pages by five columns of pages

Status bar



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



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



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



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



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



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



Click OK when finished reviewing selections

Click OK when finished reviewing selections

OK button



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



Custom Legend box



Click Close on the Print Preview toolbar


Close button



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



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



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



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



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


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


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



The Task Report is a complete list of project tasks (Summary tasks are not included)





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



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



Click PreviewClick Preview

The Custom Task Report displays tasks divided by month



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



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



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

SummarySummary

Customize and print a view

Customize and print reports

You Learned How to

Documents

Project Information: Customizing and Printing Lesson 7