Project Information: Customizing and Printing

1. Project Information: Customizing and Printing Lesson 7

2. Skills Matrix

3. Microsoft Project’s Page Setup Dialog Box Insert Current Date button Insert Total Page Count button Insert Page Number button Format Text Font button Software Orientation

4. Software Orientation Microsoft Project’s Page Setup Dialog Box (cont.) Page Setup main tabs Preview pane Alignment tabs Legend Labels format button

5. Software Orientation Microsoft Project’s Page Setup Dialog Box (cont.) Insert Time button Insert File Name button Insert Picture button Legend Width box

6. Software Orientation Microsoft Project’s Page Setup Dialog Box (cont.) • 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

7. Customizing and Printing a View Customize and Print a Gantt Chart View Click File Click Print Preview • Project displays the Gantt Chart view in the Print Preview window

8. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Page Right button Page Down button Page Setup button One Page button Legend Multiple Pages button

9. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Click Page Right button three times Click Page Down button once Click Multiple Pages button

10. Customize and Print a Gantt Chart View (cont.) The Status bar indicates that there are two rows of pages by five columns of pages Status bar Customizing and Printing a View

11. Customize and Print a Gantt Chart View (cont.) Click the One Page button Click the Page Setup button Click the Header tab Customizing and Printing a View

12. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Select the Center alignment tab Click on Company Name in the General box Click the Add button next to the General box • Project places the &[Company] code into the header and shows a preview in the Preview window

13. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Click the Legend tab Select the Left Alignment tab to review the information Select the Right Alignment tab

14. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Click in the Right Alignment box Key Start Date: followed by a space Select Project Start Date from the General box Click the Add button next to the General box

15. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Press Enter Key Duration: followed by a space Select Duration from the Project Fields box Click the Add button next to the Project Fields box

16. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Key or click 3 in the Width box Review selections on the Legend tab

17. Customize and Print a Gantt Chart View (cont.) Click OK when finished reviewing selections OK button Customizing and Printing a View

18. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Move your mouse cursor to the lower left corner of the page preview Click on the lower left corner of the page

19. Customize and Print a Gantt Chart View (cont.) Custom Legend box Customizing and Printing a View

20. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) Click Close on the Print Preview toolbar Close button

21. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) • 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

22. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) • 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

23. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) • 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

24. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) • 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

25. Customizing and Printing a View Customize and Print a Gantt Chart View (cont.) • 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

26. Customizing and Printing Reports Customize and Print a Report Click Report on the Project Guide Click the Select a view or report link Click the Create a project report button Under Select a report, click the Display Reports link

27. Customize and Print a Report(cont.) Click Custom in the Reports dialog box Click Select Select Task in the Custom Reports dialog box Click Preview Customizing and Printing Reports

28. Customizing 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

29. Customizing and Printing Reports Customize and Print a Report(cont.) Select Task in the Custom Reports box Click Copy Select the displayed text in the Name box Key Custom Task Report

30. Customizing and Printing Reports Customize and Print a Report(cont.) Select Months in the Period box Select Summary in the Table box Click OK Select Custom Task Report

31. Customizing and Printing Reports Customize and Print a Report(cont.) Click Preview The Custom Task Report displays tasks divided by month

32. Customizing and Printing Reports Customize and Print a Report(cont.) Click Close on the Print Preview toolbar Click Close in the Custom Reports dialog box Click Close in the Reports dialog box Click Done in the Views and Reports pane

33. Customizing 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

34. Customizing 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

35. You Learned How to • Customize and print a view • Customize and print reports Summary