MODULE 8: USING VIEWS

Overview

The using views module introduces how to manipulate the way data is being displayed to suit the work being done. This module discusses how views are used by MS Project 2000 to provide control and flexibility. It also reviews the use of tables and forms.

Objectives

The participant will:

• Be able to split the screen.

• Be able to access the underlying database.

• Be able to add customized fields to a table.

• Understand how information is displayed in Microsoft Project 2000.

Preparation

Review the contents of this module and do each of the exercises at least once to familiarize yourself with the logic and outcome.

Presentation

The activities in this module cite the aims of each exercise. The level is suitable for basic users.

ACTIVITY

8.1 How to change to a new view.

EXERCISE 8.1 ¢ LEVEL: BASIC ¢ CHANGE TO A DIFFERENT VIEW

• Pick View menu.

• Choose Calendar.

• Pick View menu.

• Choose Network Diagram.

• Pick View menu.

• Choose Gantt chart.

Dialog

Explain that the variety of views only change the way the user sees the information in the underlying database. Note that one can work in any view and that each view can be printed exactly as it is seen on the computer display screen.

Up to two views can be displayed at one time and when information is changed in one view, it is reflected in the other view showing on the computer display screen. Views are a most powerful feature of MS Project 2000. The view is the means of entering, changing and displaying the contents of the underlying database in MS Project 2000. By using a variety of views, you can look at the same project information in different ways as you organize your project. There are two types of view: single pane and combination.

In a combination view, MS Project 2000 binds together the data in the two different parts of the combination. When you move from one row to another in the top view (using either the arrow keys or selecting with the mouse), the data displayed in the bottom view will reflect the change.

You use the View menu to change from one view to another. Alternatively, you can click on the buttons on the left of your screen to go from one view to another.

ACTIVITY

8.2 How to split the computer display screen to show two views at a time.

8.3 How to return to a single view by removing the split.

8.4 How to split the computer display screen without using the menu bar.

EXERCISE 8.2 ¢ LEVEL: BASIC ¢ CHANGE TO A COMBINATION VIEW, METHOD 1

• Pick Window menu.

• Choose Split.

EXERCISE 8.3 ¢ LEVEL: BASIC ¢ CHANGE TO A SINGLE VIEW

• Pick Window menu.

• Choose Remove Split.

EXERCISE 8.4 ¢ LEVEL: BASIC ¢ CHANGE TO A COMBINATION VIEW, METHOD 2

• Move the cursor to the inside square box in the bottom right corner. (The shape of the cursor will change to a double arrow).

• When the cursor changes, hold down the mouse button and drag up.

Dialog

Explain that when you display two views at a time, you can determine which view you are working in by the dark blue border on the left-hand side (LHS) of the screen. There are a couple of ways to split and unsplit your computer display screen.

Combination

You change to a combination view by using the Window menu. Note that only one view of a combination view is current at a time. This is indicated by the blue border down the LHS. You can also change to a combination view by dragging in the small square in the bottom right-hand corner of the window.

ACTIVITY

8.5 How to alter the single view to see more or less of the table section of the Gantt chart.

EXERCISE 8.5 ¢ LEVEL: BASIC ¢ LOOKING AT THE TABLE BEHIND THE GANTT CHART

• Move the cursor to the vertical line at the LHS of the Gantt chart. The shape of the cursor will change to a double arrow.

• When the cursor changes, hold down the mouse button and drag right.

Dialog

Explain that when the cursor changes shape, it allows you to do an number of different things, such as show more or less of the table section of the Gantt chart. There are a number of predefined tables already set up in MS Project; however, each can be altered to suit the requirements of the user.

Manipulating views	You change from a combination to a single view by dragging the horizontal divider line to the bottom of the screen.
Tables	Tables are spreadsheets used in views to display information on either tasks or resources. The rows are either task or resource names and the columns are fields of information about the task or resource. We will return to tables in a later exercise (see Module 12).

ACTIVITY

8.6 How to add another view to the View menu list.

EXERCISE 8.6 ¢ LEVEL: BASIC ¢ PUTTING THE TASK SHEET VIEW ON THE VIEW MENU

• Pick View menu.

• Choose More Views.

• Select Task Sheet.

• Click Edit button.

• Select Show in Menu option. Click OK button.

• Click Close button.

• Pick View menu.

• Choose Task Sheet.

Dialog

Explain that the views that are used most often by the user can be added to the View menu list. This means that views can also be removed, as well.