Project 2013 Advanced

PROJECT 2013

A DVANCED

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

P ROJECT 2013

A DVANCED

Presented by OFFICEPRO, Inc.

Manual # MS13-731-01

Copyright 2014, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

•

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

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Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS...........................................................................................III

LESSON 1 -

FILTERING/SORTING/GROUPING INFORMATION ............................1 Using the AutoFilter Feature ....................................................................................2 Creating a Custom Filter ...........................................................................................4 Sorting a View...........................................................................................................7 Creating a Custom Sort.............................................................................................9 Grouping Resources or Tasks .................................................................................11 Creating a Custom Grouping ..................................................................................13 Deleting All Customization .....................................................................................18 Exercise...................................................................................................................20 USING MORE CUSTOMIZATION FEATURES ....................................23 Applying a Table to a View .....................................................................................24 Creating a Custom View .........................................................................................26 Creating a Custom Table ........................................................................................30 Adding a Table Column...........................................................................................34 Hiding a Table Column............................................................................................36 Using the Organizer to Reset Defaults ...................................................................37 Using the Organizer to Customize Templates ........................................................40 Using the Gantt Chart Wizard ................................................................................42 Creating Custom Outline Codes .............................................................................46 Exercise...................................................................................................................53 EVALUATING AND DISTRIBUTING DATA........................................55 Viewing Earned Value Data ....................................................................................56 Viewing Earned Value Indicators............................................................................59 Viewing Reports......................................................................................................62 Creating a Dashboard Report .................................................................................63 Creating a Custom Report ......................................................................................65 Using the Print Preview Window............................................................................67

LESSON 2 -

LESSON 3 -

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Changing Page Setup Options ................................................................................69 Printing a Report.....................................................................................................72 Exercise...................................................................................................................74 FINALIZING A PROJECT .................................................................77 Marking Tasks Complete ........................................................................................78 Correcting Actual Data ...........................................................................................79 Analyzing Final Data...............................................................................................81 Using Final Data in a New Project...........................................................................83 Copying Task Names to a New Project...................................................................87 Exercise...................................................................................................................90 WORKING WITH MULTIPLE PROJECTS...........................................91 Working with Master Projects................................................................................92 Creating a Subproject .............................................................................................92 Inserting a Project...................................................................................................96 Unlinking Subprojects.............................................................................................98 Consolidating Open Projects ................................................................................100 Linking and Unlinking Subproject Tasks ...............................................................102 Viewing Multiple Critical Paths.............................................................................105 Saving a Workspace File .......................................................................................106 Exercise.................................................................................................................110 WORKING WITH RESOURCE POOLS............................................. 113 Using Resource Pools ...........................................................................................114 Creating a Resource Pool......................................................................................114 Linking a Project to a Resource Pool ....................................................................115 Opening a Sharer File ...........................................................................................118 Updating a Resource Pool ....................................................................................120 Opening a Resource Pool......................................................................................122 Exercise.................................................................................................................124 WORKING WITH GRAPHICS AND WEB PAGES.............................. 127 Using Graphics ......................................................................................................128 Inserting a Graphic Image.....................................................................................129 Creating a Hyperlink to Another File ....................................................................133

LESSON 4 -

LESSON 5 -

LESSON 6 -

LESSON 7 -

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Creating a Hyperlink to a View .............................................................................136 Using Graphical Indicators....................................................................................139 Copying a Project to a Picture ..............................................................................145 Exercise.................................................................................................................149

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Lesson 1 - F ILTERING /S ORTING /G ROUPING I NFORMATION

This lesson covers the following objectives:

Using the AutoFilter Feature Creating a Custom Filter Sorting a View Creating a Custom Sort Grouping Resources or Tasks Creating a Custom Grouping Deleting All Customization Exercise

Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

U SING THE A UTO F ILTER F EATURE



Discussion

As you adjust or start your project, you may need to view certain information. In addition to using the Filter list on the View ribbon, you can also use the AutoFilter feature to view only the information you need. You can use this feature in most views, including the Gantt Chart and Resource Sheet views.

The AutoFilter feature is always enabled, arrows appear next to the column headings. A list of filtering options appears when you select an AutoFilter arrow. After selecting the desired filtering option, the column heading and arrow appear in blue, indicating that an AutoFilter is in use, and only those items meeting the filter criteria appear in the current view. For example, if you only want to see resources that have an overtime rate of $40.00 per hour in the Resource Sheet view, you can select the arrow next to the Ovt. Rate column heading and choose the $40.00/hr option. After using an AutoFilter, you can choose the (All) option from the AutoFilter list to redisplay all items in the view.

Fitter drop down for Duration



Procedures

1. Switch to the desired sheet view.

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

2. Select the AutoFilter arrow for the desired column. 3. Select the desired filtering option.



Step-by-Step

From the Student Data directory, open HOUSE12.MPP . Use the AutoFilter feature.

Switch to the Resource Sheet view.

Steps

Practice Data

1. Select the AutoFilter arrow for the desired column. A list of filtering options appears. 2. Remove the check mark from Select All . All of the groups are deselected. 3. Select the desired filtering option. The desired filtering options are applied.

Click Group

.

Click to uncheck the .

Click

.

4. Click OK.

Click

.

The drop-down box closes and the filter is applied.

Notice that only the resources in the Contractor group appear in the Resource Sheet view. Change Group back to Select All.

Practice the Concept: Select the AutoFilter arrow for the Std. Rate column and select $30.00/hr . Notice that only those resources that receive a standard rate of $30.00/hr appear in the view. Change Std. Rage back to Select All.

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

C REATING A C USTOM F ILTER



Discussion

While Microsoft Project contains filters, you may not find a filter to display exactly the information you need. You can use the Filter Definition dialog box to create custom filters. You can create custom filters either by creating a new filter or by making a copy of an existing filter and modifying it. New custom filters automatically display in the Filter list. A filter consists of a field, a test, and a value. In the Filter Definition dialog box, the Field Name field specifies the field with the information you want to test, the Test field indicates the test for the condition, and the Value(s) field specifies the information against which you want to compare the field data. You can type information into any of these fields, or you can select from a list of options for each field. When you create a filter, the data in the Field Name and Value(s) fields must be of the same type. For example, if the field name is Start Date (a date field), the value cannot be Cost (a number field). You can create an interactive filter by typing the text for the value in quotation marks, followed by a question mark. An interactive filter will prompt you to complete the filter criteria each time you use it. The Group resource filter is an example of an interactive filter.

You can create multiple criteria to use with your custom filter. If you define three or more criteria, the And statements are considered before the Or statements.

Creating a custom filter

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

NOTE To create a custom filter based on an existing filter, select the filter you want to copy in the More Filters dialog box and then select the Copy button. Then, name the new filter and make the changes to the existing filter criteria as desired. To delete a custom filter, open the More Filters dialog box and select the Organizer button. On the Filters page, select the custom filter in the < filename > list box, select the Delete button, select Yes to confirm the deletion, and then close all open dialog boxes. If you chose to display the filter on the Filtered: submenu on the View ribbon, the filter will also be removed from the submenu when you delete it. Microsoft Project also provides highlighting filters and interactive filters. To use a highlighting filter, choose the filter in the More Filters dialog box and then select the Highlight button. All items remain in view; however, those items meeting the filter criteria are highlighted in blue. To use an interactive filter, select a filter followed by an ellipsis ( ... ). Then, respond to the prompts to filter for the desired information.



Procedures

1. Switch to a task view to create a task filter or switch to a resource view to create a resource filter. 2. Select the View ribbon. 3. Point to the Filter: [No Filter] dropdown in the Data group. 4. Select the New Filter command. 5. Enter the desired filter name in the Name box. 6. Select the Show in menu option to display the filter on the Filtered: submenu, if desired. 7. Select the Field Name field. 8. Enter the field name or select the Field Name list. 9. Select the desired field name from the Field Name list, if applicable. 10. Select the Test field in the same row. 11. Enter the desired test or select the Test list. 12. Select the desired test from the Test list, if applicable.

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

13. Select the Value(s) field in the same row. 14. Enter the desired value or select the Value(s) list. 15. Select the desired value from the Value(s) list, if applicable. 16. Continue to add filtering criteria, using the And/Or column.

17. Select . 18. Select Apply to apply the filter or Close to close the More Filters dialog box.



Step-by-Step

Create a custom filter.

If necessary, switch to the Resource Sheet view.

Steps

Practice Data

1. Select the View tab.

Click

.

The View ribbon appears.

Point to Filter: [No Filter]

2. Point to the Filter: [No Filter] dropdown. The Filter: submenu appears.

.

3. Select the New Filter command. The Filter Definition dialog box opens with the appropriate Task or Resource option selected. 4. Enter the desired filter name in the Name box. The filter name appears in the Name box.

Click

.

Type Overtime.

Click in the first available field below Field Name.

5. Select the Field Name field.

The selected Field Name field appears with a list arrow.

6. Select the Field Name list.

Click Field Name

.

A list of available field names appears.

Scroll as necessary and click Overtime Cost.

7. Select the desired field name.

The desired field name appears in the Field Name field.

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

Steps

Practice Data

Click in the adjacent Test field.

8. Select the Test field in the same row. A list arrow appears in the Test field.

9. Select the Test list.

Click Test

A list of available test conditions appears.

Click

10. Select the desired test.

.

The desired test condition is selected.

Click in the adjacent Value(s) field

11. Select the Value(s) field in the same row. A list arrow appears in the Value(s) field.

Type 35.00.

12. Enter the desired value.

The value appears in the Value(s) field.

13. Select Apply to apply the filter.

Click

.

The Filter Definition button is closed and if applicable, the custom filter is applied to the current view.

Notice that only those resources with overtime rates greater than or equal to $35.00 appear in the Resource Sheet view. Use the Filter list to display all resources.

S ORTING A V IEW



Discussion

In most views, Microsoft Project provides default sort options that you can use to organize your data. For example, in the Resource Sheet view, you can list the resources in alphabetical order using the by Name sort option.

When you sort a view, only the current view is affected. When you close and save the project file, the data will remain in the current sort order.

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013



Procedures

1. Switch to the desired view. 2. Select the View ribbon. 3. Select the Sort button. 4. Point to the Sort command. 5. Select the desired default sort.



Step-by-Step

Sort a view.

If necessary, switch to the Resource Sheet view.

Steps

Practice Data

1. Select the View tab.

Click

.

The View ribbon appears.

2. Click to the Sort command in the Data group. The Sort submenu appears.

Click

.

3. Select the desired sort command.

Click

.

The sort command is selected and the view is sorted accordingly.

Notice that the resources are sorted in alphabetical order.

Practice the Concept: Switch to Gantt Chart view. Apply the Cost table to the view and drag the split bar as far right as possible. Sort the task list by Cost . View the Total Cost column to see that the subtasks are sorted by cost in descending order.

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

C REATING A C USTOM S ORT



Discussion

If the default sort options available on the Sort submenu do not meet your needs, you can create a custom sort. In the Sort dialog box, you can specify up to three fields by which to sort. In addition, you can indicate if the sort order is ascending or descending, as well as permanently renumber tasks or resources according to the sort. You can also choose to keep the outline structure when sorting, or sort tasks and resources, regardless of the outline structure.

Unlike other custom options in Microsoft Project, such as a custom filter, you cannot save a custom sort. However, if you apply a custom sort and save your project file, the data will be saved in the custom sort order.

The Sort dialog box



Procedures

1. Switch to the desired view. 2. Select the View tab.

3. Point to the Sort command. 4. Select the Sort by… command. 5. Select the Sort by list. 6. Select the field by which you want to sort. 7. Select the Ascending or Descending option in the Sort by section. 8. Continue to select sort options as desired. 9. Select Sort .

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013



Step-by-Step

Create a custom sort.

Switch to the Resource Sheet view.

Steps

Practice Data

1. Select the View ribbon. The View ribbon appears. 2. Point to the Sort command. The Sort submenu appears.

Click .

Point to

.

3. Select the Sort by command. The Sort dialog box opens.

Click

.

4. Select the Sort by list.

Click Sort by

A list of available fields appears.

Scroll as necessary and click .

5. Select the field by which you want to sort. The field is selected. 6. Select the Ascending or Descending option in the Sort by section. The Ascending or Descending option is selected. 7. Continue to select sort options as desired. The desired options are selected.

Click

in the

Sort by section.

Select the first Then by list and select the

field and select , if necessary.

8. Select Sort .

Click

.

The view is sorted according to the selected criteria.

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

Notice that all the work resources are listed first, followed by all material and then cost resources. Also notice that the types are sorted by name in ascending order.

Sort again by selecting the by ID command from the Sort submenu on the View ribbon.

G ROUPING R ESOURCES OR T ASKS



Discussion

You can group tasks or resources to better organize your project information. In many task or resource views, Microsoft Project includes a list of default grouping criterion that you can use to group data. For example, in the Resource Sheet view, you can choose the Standard Rate criterion to organize resources in groups, according to the standard rate set for the resource. After selecting a criterion, a yellow border displays the group name and type of group followed by a list of the tasks or resources within the group. You can expand or collapse groups just as you do summary tasks using the plus (+) symbol or minus (-) symbol that appears to the left of the group name. In addition, you can use some of the outlining buttons on the View ribbon to collapse and expand groups. By default, summary tasks do not appear when you apply a group to a view. However, you can change the settings for a criterion to display summary tasks if desired.

Grouping resources by type

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

NOTE

To edit the properties of a criterion, select the View ribbon, point to the Group by command, and then select the More Groups command. Select the Task or Resource option, select the criterion you want to edit, and then select the Edit button. After making the desired changes, select OK and close any open dialog boxes. If you cannot see all the information in a field, you can adjust the column width by double-clicking its right border.



Procedures

1. Switch to the desired task or resource view. 2. Select the View tab. 3. Point to the Group by command. 4. Select the desired criterion.



Step-by-Step

Group resources or tasks.

If necessary, switch to the Resource Sheet view.

Steps

Practice Data

1. Select the View tab.

Click

.

The View ribbon appears.

Click the Group by: [No

2. Select the Group by list.

The Group by submenu appears.

Group ] .

Click

3. Select the desired criterion.

The criterion is selected and the resources or tasks are grouped accordingly.

.

Notice that the view changes to display a yellow border that surrounds each group. Click the minus (-) symbol to the left of Type: Work to collapse the work resource

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

group. Notice that all the work resources are hidden. Click the plus (+) symbol to redisplay the work resources.

Practice the Concept: Group the resources by the standard rate. Then select the No Group option on the Group by submenu on the View ribbon to remove the grouping. Switch to the Gantt Chart view. Group the tasks by the constraint type. Drag the split bar to the right and then double-click the right border of the Task Name column in the field name row at the top to view the group names. Select the Outline button on the View ribbon and select the Outline Level 1 command. Then, select the No Group command from the Group by submenu to remove the grouping.

C REATING A C USTOM G ROUPING



Discussion

If the default list of grouping criterion does not meet your needs, you can create your own custom criterion. When you create a custom criterion in the Group Definition dialog box, you name it and then select the fields by which you want the project information grouped. You can also set the font for the criterion, as well as indicate the desired cell background and pattern. You can then apply the new criterion to the desired view.

By default, summary tasks are not included when tasks are grouped. If desired, you can select the Show summary tasks option to display summary tasks in a group.

New custom groups automatically display in the More Groups dialog box. You can access the More Groups by going to the View tab – Data Group. In addition, you can choose to display the custom group on the Group by submenu on the View ribbon, if desired.

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

The Group Definition dialog box

NOTE To create a custom criterion based on an existing criterion, select the criterion you want to copy in the More Groups dialog box and then select the Copy button. Then, name the new criterion and make the changes to the existing criterion as desired. To delete a custom criterion, open the More Groups dialog box and select the Organizer button. On the Groups page, select the custom criterion in the < filename > list box, select the Delete button, select Yes to confirm the deletion, and then close all open dialog boxes. If you chose to display the criterion on the Group by submenu on the View ribbon, the criterion will also be removed from the menu when you delete it. You can also create a custom grouping criterion by selecting the Customize Group By option on the Group by submenu on the View ribbon. You create the custom criterion just as you do using the Group Definition dialog box. However, this group appears as Custom Group in the More Groups dialog box.



Procedures

1. Switch to a task view to create a task criterion or switch to a resource view to create a resource criterion. 2. Select the View ribbon. 3. Point to the Group by command.

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

4. Select the More Groups command. 5. Select New . 6. Type a name for the criterion in the Name box. 7. Select the Show in menu option to display the group on the Group by submenu, if desired. 8. Select the first empty field in the Field Name column. 9. Select the Field Name list. 10. Select the field by which you want to group the tasks or resources. 11. Select the Order field in the same row. 12. Select the Order list. 13. Select Order in which you want to group the tasks or resources. 14. Click Save. 15. Select Apply to apply the criterion or Close to close the More Groups dialog box.



Step-by-Step

Create a custom group.

If necessary, switch to the Gantt Chart view and drag the split bar as far right as possible.

Steps

Practice Data

1. Select the View tab.

Click

.

The View ribbon appears.

Click the Group by: [No

2. Select the Group by list.

The Group by submenu appears.

Group ] .

Click

3. Select the More Groups command. The More Groups dialog box opens with the appropriate Task or Resource option selected.

.

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

Steps

Practice Data

4. Select New .

Click

.

The Group Definition dialog box opens with the text in the Name box selected. 5. Type a name for the criterion in the Name box. The desired name appears in the Name box. 6. Select the Show in menu option to display the group on the Group by submenu, if necessary. The Show in menu option is selected. 7. Select the first empty field in the Field Name column. The first empty field is selected and appears with a list arrow. 9. Select the field by which you want to group the tasks or resources. The desired field is selected. 10. Select the Order field in the same row. The Order field is selected and appears with a list arrow. 8. Select the Field Name list. A list of field names appears.

Type Resources Assigned to Tasks.

Click

, if

necessary.

Click in the first empty field in the Field Name column.

Click Field Name

.

Scroll as necessary and click

.

Click in the Order field.

11. Select the Order list.

Click Order

.

A list of options appears.

12. Select the order in which you want to group the tasks or resources. The desired order is selected.

Click

.

13. Click Save .

Click

.

The Group Definition dialog box closes and the new criterion appears selected in the More Groups dialog box.

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Lesson 1 - Filtering/Sorting/Grouping Information

Steps

Practice Data

14. Select Apply to apply the criterion or Close to close the More Groups dialog box. The More Groups dialog box closes and, if applicable, the new criterion is applied to the view and the tasks or resources are grouped accordingly.

Click

.

Scroll the task list to view the tasks grouped by resource names.

Select the No Group command from the Group by submenu on the View ribbon to remove the grouping. Display the Group by submenu again and notice that the Resources Assigned to Tasks custom criterion appears on the menu since you selected the Show in menu option. Click outside the menu to hide it.

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

D ELETING A LL C USTOMIZATION



Discussion

When you no longer need the customize MS Project filters, view or tables, it is best to remove them. The fastest way to delete all customization is to use the Organizer.



Procedures

1. Go Backstage by clicking on the

tab

2. From the Info group, click Organizer 3. Select the appropriate tab in the Organizer window 4. Select the object you wish to delete

5. Click

.

6. Click

.



Step-by-Step

Deleting customizations.

Steps

Practice Data

1. Select the FILE tab.

Click

.

The Backstage view appears.

2. Select the Info button The Info screen opens

Click

3. Select the Organizer button. The Organizer opens.

Click

4. Select the tab of the objects you wish to remove. The items under the various objects are displayed.

Click

.

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Project 2013

Lesson 1 - Filtering/Sorting/Grouping Information

Steps

Practice Data

Select Overtime from the filter list on the right side.

5. Select the Object you wish to delete. The object is selected.

6. Delete the desired object The desired object is deleted

Click

7. Answer the “are you sure you want to delete?”

Click

,

Close the Organizer

8. Repeat the above steps till all the

customization you wish to remove has been deleted.

Use the Organizer to remove the following items: Resources – This is found in the Groups tab.

Close HOUSE12.MPP without saving.

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Lesson 1 - Filtering/Sorting/Grouping Information

Project 2013

E XERCISE

F ILTERING /S ORTING /G ROUPING I NFORMATION



Task

Filter, sort, and group project information.

1. Open Rooms12 . 2. Switch to the Gantt Chart view, if necessary. 3. Display tasks with durations that are greater than one day.

4. Switch to the Resource Sheet view. Create and apply the following new filter:

Name

Resource Supply

Field Name

Max Units

Test

is greater than or equal to

Value(s)

200

5. Display all resources again. 6. Switch to the Gantt Chart view.

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Lesson 1 - Filtering/Sorting/Grouping Information

7. Apply the Cost table to the view and drag the split bar as far right as possible to view the cost information. Then, sort the view by cost. 8. Switch to the Resource Sheet view. 9. Create a custom sort to sort the resources by group in ascending order, then by standard rate in descending order. 10. Sort the resources again by ID. 11. Group the resources by standard rate. Collapse and expand one of the resource groups, and then remove the grouping. 12. Switch to the Resource Usage view. 13. Create a custom grouping criterion to group the resources by work in descending order. Name the new grouping Work and then apply it to the view. Adjust the columns as necessary to view the groups. Then, remove the grouping. 14. Close the file without saving the changes.

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Lesson 2 - U SING M ORE C USTOMIZATION F EATURES

This lesson covers the following objectives:

Applying a Table to a View Creating a Custom View Creating a Custom Table Adding a Table Column Hiding a Table Column Using the Organizer to Reset Defaults Using the Organizer to Customize Templates

Using the Gantt Chart Wizard Creating Custom Outline Codes Exercise

Lesson 2 – Using More Customization Features

Project 2013

A PPLYING A T ABLE TO A V IEW



Discussion

Microsoft Project has task and resource tables which control the fields that appear in a sheet view. These tables consist of fields of related information. Task tables can be applied to any task view; resource tables can be applied to any resource view. The type of table you select determines the type of information that appears. For example, a Cost table contains only fields with cost information for the project.

The Tables command on the View ribbon consists of commonly used task and resource tables and the More Tables command on the Table submenu provides a list of other available tables. The following table lists the available task tables:

Table

Description of Task Table

Cost

This table contains fields for fixed cost and fixed cost accrual, as well as total, baseline, variance, actual, and remaining cost.

Entry This table contains fields for duration, scheduled start and finish dates, predecessors, and resource names. Hyperlink This table contains fields for hyperlink text, addresses, and sub addresses. Schedule This table contains fields for scheduled start and finish dates, late start and finish dates, and free and total slack.

Summary

This table contains summary fields for task duration, scheduled start and finish dates, percent complete, cost, and work. This table contains fields for actual start and finish dates, percent complete and physical percent complete, actual and remaining duration, and actual cost and work. This table contains fields for work, duration, and scheduled start and finish dates. This table contains fields for scheduled and baseline start and finish dates, as well as start and finish date variances. This table contains fields for scheduled, baseline, variance, actual, and remaining work, as well as the percentage of work complete.

Tracking

Usage

Variance

Work

The following table lists the available resource tables:

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Lesson 2 – Using More Customization Features

Table

Description of Resource Table

This table contains fields for total and baseline cost, as well as the variance in cost between them. It also displays fields for actual and remaining cost. Shows the difference between the projected cost and the actual cost required to achieve the current level of completion up to the status date or today's date. This table contains fields for type, material label, initials, group, maximum units, standard and overtime rates, cost per use, accrual method, calendar, and resource code. The same as Entry, but does not show the material columns.

Cost

Earned Value

Entry

Entry - Work Resources Entry – Work Material

The same as Entry, but does not show the Max units or the overtime rate.

Export Combines multiple tables – Cost, Entry and Work Hyperlink This table contains fields for hyperlink text, addresses, and sub addresses. Summary This table contains fields for resource group, maximum units, peak resource usage, standard and overtime rates, cost, and work.

Usage

This table contains a field for work data.

This table contains fields for percent complete, as well as total, overtime, and baseline work. It also displays fields for the variance in work, and actual and remaining work.

Work

NOTE If you cannot see all the information in a field, you can adjust the column width by double-clicking its right border.



Procedures

1. Switch to the desired task or resource view. 2. Select the View tab. 3. Click the Tables command. 4. Select the desired table command.

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Lesson 2 – Using More Customization Features

Project 2013



Step-by-Step

From the Student Data directory, open HOUSE13.MPP . Apply a table to a view.

Switch to the Resource Sheet view.

Steps

Practice Data

1. Select the View tab.

Click

.

The View ribbon appears.

2. Click Tables command in the Data group. The Table submenu appears.

Click

.

3. Select the desired table command. The selected table is applied to the view.

Click

.

Practice the Concept: Apply the Entry table to the Resource Sheet view. Then, switch to the Gantt Chart view and apply the Schedule table. Drag the split bar as far right as possible to view more of the table.

C REATING A C USTOM V IEW

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Discussion

Microsoft Project presents information in a variety of view formats. However, you may be unable to find a view that meets your particular needs. You can create a custom single or combination view to display the information you need. Creating custom views enables you to quickly access the information that best meets your project management needs.

To create a custom view, you can either create a new view or make a copy of an existing view and modify it. In addition, you can choose whether or not you want the view to appear on the Tables dropdown menu.

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Lesson 2 – Using More Customization Features

When you create a single custom view, you name it and select the screen you want to use in the view, such as Gantt Chart , as well as the table, group, and filter you want as the defaults. In addition, you can choose to have filtered items highlighted, which means that all items in a view appear, but those meeting the filter criteria appear in blue.

When you create a combination custom view, you name the view and then select the view to appear in the top pane and the view to appear in the bottom pane.

The View Definition dialog box

NOTE To create a custom view based on an existing view, select the view you want to copy in the More Views dialog box and then select the Copy button. Then, name the new view and make the changes to the existing view settings as desired. To delete a custom view, open the More Views dialog box and select the Organizer button. On the Views page, select the custom view in the < filename > list box, select the Delete button, select Yes to confirm the deletion, and then close all open dialog boxes.



Procedures

1. Switch to a task view to create a custom task view or switch to a resource view to create a custom resource view. 2. Click the View tab. 3. Select the More Views command from the Gantt Chart dropdown. 4. Click New . 5. Select the Single view or Combination view option.

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Lesson 2 – Using More Customization Features

Project 2013

6. Select . 7. Enter the name of the view in the Name box. 8. Select the Screen list. 9. Select the desired screen type. 10. Select the Table list. 11. Select the desired table. 12. Continue to set the view properties by selecting the group and filter options from the Group and Filter lists. 13. Select the Highlight filter and/or Show in menu options as desired. . 15. Select Apply to apply the custom view or select Close to close the More Views dialog box. 14. Select



Step-by-Step

Create a custom view.

If necessary, switch to the Gantt Chart view.

Steps

Practice Data

1. Select the View tab.

Click

.

The View ribbon appears.

Click

2. Select the More Views command from the Gantt Chart dropdown. The More Views dialog box opens.

.

3. Select New .

Click

.

The Define New View dialog box opens.

4. Select the Single view or Combination view option. The desired option is selected.

Click

, if

necessary.

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Lesson 2 – Using More Customization Features

Steps

Practice Data

5. Select OK .

Click

.

The Define New View dialog box closes and the View Definition dialog box opens with the text in the Name box selected.

Type Gantt Summary.

6. Enter the name of the view in the Name box. The desired name appears in the Name box.

7. Select the Screen list.

Click Screen

.

A list of available screens appears.

Click

8. Select the desired screen type.

.

The desired screen type appears in the Screen box.

9. Select the Table list.

Click Table

.

A list of available tables appears.

Scroll as necessary and click .

10. Select the desired table.

The desired table appears in the Table box.

Select

11. Continue to set the view properties by selecting the group options from the Group lists. The desired group options are selected. 12. Continue to set the view properties by selecting the filter options from the Filter lists. The desired filter options are selected. 13. Select the Highlight filter and/or Show in menu options as desired. The desired options are selected. The View Definition dialog box closes and the new view is selected in the More Views dialog box. 15. If the view exits a confirm to replace the existing view will appear. The view is replaced. 14. Select OK .

from the Group list.

Select

from the Filter list.

Click

.

Click

Click Yes if necessary.

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Lesson 2 – Using More Customization Features

Project 2013

Steps

Practice Data

16. Select Apply to apply the custom view or select Close to close the More Views dialog box. The More Views dialog box closes and the custom view appears in the project window.

Click

.

Drag the split bar as far right as possible to see the summary fields. Notice that the task list is grouped by noncritical ( Critical: No ) and critical ( Critical: Yes ) tasks. Also notice that the Tasks With Deadlines, the 4 Draft Proposal, is highlighted in yellow.

Practice the Concept: Create a custom combination view called Task/Resource Sheet . Select the Task Sheet view to appear in the top pane (primary view) and the Resource Sheet view to appear in the bottom pane (detail pane). Apply the view.

Remove the split and then switch to the Gantt Chart view.

C REATING A C USTOM T ABLE

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Discussion

While Microsoft Project contains many tables, there may not be one that shows the specific information you need to help plan and monitor your project. You can create custom tables to display the task or resource data that meets your needs.

You can use the Table Definition dialog box to create a table or make a copy of an existing table and modify it. In this dialog box, each row in the Field Name column represents a field in the table. You can add, insert, delete, cut, and copy rows to create a custom table. Once you identify the fields you want in your table, you can specify the desired alignment and width for each field, as well as enter a title and select the title alignment. If you do not enter a title, the field name becomes the column heading. You can type the information to define the fields in your table or, for some fields, you can choose from a list of available options.

If you want the custom table to appear on the Tables submenu on the View ribbon, you can select the Show in menu option in the Table Definition dialog box. In addition, if you do not want the first column locked into its current position, meaning it will scroll, you can deselect the Lock first column option.

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Lesson 2 – Using More Customization Features

The Table Definition dialog box

NOTE To create a new custom table, select the New button in the More Tables dialog box. Then, name the new table, add the desired fields to the table, and set the table properties. To delete a custom table, open the More Tables dialog box and select the Organizer button. On the Tables page, select the custom table in the < filename > list box, select the Delete button, select Yes to confirm the deletion, and then close all open dialog boxes. If you chose to display the table on the Table submenu on the menu, the table will also be removed from the menu when you delete it. You can scroll a Field Name list more quickly by typing the first letter in the desired field name.



Procedures

1. Switch to a task view to create a task table or switch to a resource view to create a resource table. 2. Select the View ribbon.

3. Click 4. Select the More Tables command. 5. Select the table you want to copy.

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