MODULE 12: PRINTING VIEWS

   

Overview

The printing views module introduces how to format the Gantt chart in order to include specific information to be printed on it. This module also looks at creating a new table that could be printed by the user .

Objectives

The participant will:

  • Be able to set up the information to be printed on the Gantt chart.

  • Be able to create a new table.

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 for each exercise and whether the level is suitable for basic or advanced users.

ACTIVITY

12.1 How to alter the width of a column.

EXERCISE 12.1 ¢ LEVEL: BASIC ¢ CHANGING COLUMN WIDTH

Method 1

  • Click on dividing line on right-hand side (RHS) of Task Name column and drag.

Method 2

  • Double click on dividing line on RHS of Task Name column.

  • The width will automatically adjust to best fit.

Dialog

Explain that it is convenient to be able to change the width of a column either when the text has been cut off or when the column is too narrow for the numbers within it and #### appear in the cell .

ACTIVITY

12.2 How to alter the computer display screen to set what will be printed.

EXERCISE 12.2 ¢ LEVEL: BASIC ¢ PRINT GANTT CHART VIEW

  • Amend the layout on screen to show up to Duration column.

  • Pick File menu.

  • Choose Print command.

  • Click on Print Preview button.

  • Note the cursor changes to a magnifying glass.

  • Click the mouse to examine the output in more detail.

Dialog

Explain that when the project file is printed it will only show the information that you have specified. If you drag the calendar section of the Gantt chart off to the RHS of your screen only the Gantt chart table will print.

Printing We now want to print the project plan in order to let others examine it. We will print this information in two different ways. First, we will print the Gantt chart and second, we will print a list of the tasks with their start and finish dates.
  MS Project 2000 provides two printing features, print views and print reports . We will use the print views in this section. As the name implies, this prints the view currently displayed on the screen.
Page setup For each type of view and report we can define the header, footer, margins, fonts, colors, etc. We will use the defaults initially.
Print preview The preview functionality allows us to view on the screen the appearance of the report prior to us sending it to the printer. Note that you should always preview before you print in order to check how many pages you will have. Note also that the Print functionality allow you to print information between certain dates.
  For this Gantt chart we will print a single page giving the project overview. We will show 3 columns of data: the task ID, the task name and the duration. We will not print a legend.

ACTIVITY

12.3 How to alter the timescale used when viewing/printing a Gantt chart.

EXERCISE 12.3 ¢ LEVEL:BASIC ¢ PRINT ANOTHER GANTT CHART VIEW

  • Amend the layout on screen to show up to Duration column.

  • Pick Format menu. Choose Timescale command.

  • Under Major Scale, pick Units: = days, Count 1.

  • Under Minor Scale, pick Units: = hours, Count 6.

  • Click OK button.

  • Pick File menu.

  • Choose Print command.

  • Click on Print Preview button.

    (We are showing the legend which we don't want)

  • Click the Page Setup button

  • Click the Legend Tab

  • Legend on = None, Click the OK button

  • Click the single page and multiple page icon to see the extent of the print.

Dialog

Explain that sometimes the user wishes to see more or less detail when they print the Gantt chart. Changing the timescale is a means to reflect the level of detail required.

For this Gantt chart we will print multiple pages showing the project with a daily timescale. We will show three columns of data: the task ID, the task name and the duration. We will not print a legend.

ACTIVITY

12.4 How to create a new table in the MS Project file.

EXERCISE 12.4 ¢ LEVEL: ADVANCED ¢ CREATE NEW TABLE

  • Pick View menu.

  • Choose Table command.

  • Pick More tables. Select Entry.

  • Click copy button and change name to Task & List.

  • Select the Title column of Name Field Name entry.

  • Change Task Name to Activity Name.

  • Select the Width column of Predecessors Field Name entry and change to 8.

  • Select the Title column of Predecessors Field Name entry and set to Pred.

  • Select the Title column of Duration Field Name entry and set to Effort.

  • Select Name Field Name entry. Select insert row button.

  • Select the option button (the drop-down arrow at the right-hand end of the blank edit line).

  • Scroll down to WBS (Work Breakdown Structure) and select.

  • Select Resource Names Field Name entry.

  • Click delete row button. Click OK button.

Dialog

Explain that the user may wish to create a table that shows specific information from the database. Tables can be created or revised to suit the user.

Before we print the table of dates we need to amend the layout. We will create a new table to suit our own requirements. The information we need is similar to that in the task sheet table but we don't need the resource details.

ACTIVITY

12.5 How to look at the new table in the view display.

EXERCISE 12.5 ¢ LEVEL: ADVANCED ¢ CREATE A VIEW DISPLAYING NEW TABLE

  • Pick View menu.

  • Choose More Views command.

  • Select Task Sheet. Apply.

  • Pick View menu.

  • Choose Table command.

  • Select More Tables.

  • Select Task List. Apply.

Dialog

This exercise shows the user how to see the new table.

ACTIVITY

12.6 How to format information that is to be printed.

EXERCISE 12.6 ¢ LEVEL: ADVANCED ¢ FORMAT AND PRINT NEW TABLE

  • Pick File menu.

  • Choose Page Setup command.

  • Click on Header tab, click on Font button ( A ).

  • Item to change = Header Center (Line 1).

  • Font = Times New Roman, Size = 14, Bold.

  • Item to change = Header Center (Line 2).

  • Font = Times New Roman, Size = 10, Italics.

  • Click OK button.

Insert a second Header Line

  • Move cursor after & [Project Title], hit CR.

  • Enter Task List, hit CR.

  • Add line for project manager.

  • Pick Print Preview and view the changes.

Insert a Footer Line

  • Click on Footer tab.

  • Choose Left tab.

  • Type Printed on: and, using the icons, add date, time.

  • Choose Right tab.

  • Go to drop-down list and pick File name =. Add.

  • Pick Print Preview and view the changes.

  • If you are satisfied with the result, pick Print.

Dialog

This exercise shows how to format information that is to be printed. The formatting details will be saved in the MS Project file memory.

   


How To Run Successful Projects III. The Silver Bullet
How to Run Successful Projects III: The Silver Bullet (3rd Edition)
ISBN: 0201748061
EAN: 2147483647
Year: 2001
Pages: 176

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