MS Project Tutorial: Lesson 4
-- Anjana Srikanth
In this lesson we will learn to customize how information in Project
is displayed, format and modify views (refer lesson 1 for a recap on views)
and print the finalized schedule. We will see how project files can be
saved as web pages and create hyperlinks to navigate to other files and
- Formatting Views
- Publishing Projects on the Web or Intranet
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There are dozens of predefined views available in Project 2000 that can
be customized to suit your needs. Selected text and timescales can be
formatted, one can zoom in and out to get a closer look at the view shown.
Formatting options help customize the way you want your information displayed.
You can use the Formatting toolbar buttons or the Format Menu options
to format selected text. The Format Painter on the standard toolbar helps
you copy the formatting style that you applied to any one section of text
- Select the cell that you want to format.
- Choose Format, Font to display the Font Dialog box. This allows you
to assign font attributes to selected text.
- Select a new Font type and make the necessary style, size and color
changes and click OK.
A timescale area on a Gantt Chart displays two time unit levels:
- Major Units scale
- Minor Units scale
The time units, dates can be formatted to fit into your viewing needs.
To format Timescale area:
- In the Gantt Chart View, choose Format, Timescale to open the Timescale
- In the Major and Minor scale sections, select the units of time you
- Each set of units has a Label and an Align box. Select the desired
values and click OK.
If you wish to adjust the appearance of the nonworking time, click the
Nonworking time tab of the Timescale Dialog box and choose your options
When information is displayed across rows and columns, the appropriate
placement of gridlines is very useful in obtaining a good view. Format
Gridlines will open the Gridlines dialog box
The different lines for Gantt Chart Rows are displayed in a row.
- Select the line you want to change from the list.
- In the Normal section of the dialog box, select the type and pattern
for the gridline.
- To get rid of an existing gridline, select it from the list and check
the blank area in the Type drop-down list.
- Select an Interval, line type and color.
- In the At Interval section, choose None to display all lines of the
selected type or choose an interval to display lines only at that interval.
- Click OK.
In addition to the above mentioned formatting methods you can format
Tables, fields and other views and modify them accordingly. The Drawing
Tools on the Drawing Toolbar can create objects and buttons that format
existing objects in interesting ways.
Okay, budget and schedule optimizations complete, your project is ready
for printing and distributing among workgroup members and stakeholders.
Views and Reports of various kinds from Project 2000 can be printed easily.
Let us explore printing options in a little detail
Before printing a view, it is important to select the type of view, do
the necessary formatting and change the page setup if necessary. In order
to change the print settings for an active view, File, Page Setup will
display the Page setup dialog box.
This box gives you information on margins, page headers/footers etc.
The Header/Footer tabs have 7 buttons and two drop-down lists that can
be used to format text, insert graphics into the header or footer.
Using File, Print Preview to display your View and choose Print to print
it. The Print Dialog box shows you choices for printing the current screen
Project 2000 allows you to set the starting page number for printouts.
To print Gantt Charts
The page Setup Dialog box gives you a few options regarding printing
a Gantt Chart View.
- You can choose to print all sheet columns of the Gantt Chart Table,
regardless of whether they are completely visible on the screen or you
may print specified number of columns on all pages.
- You can print the task notes on a separate page.
- Fit the Timescale to extend all the way to the right margin.
With Project 2000, you can print reports about every aspect of your project
- Overview reports, Top Level Tasks Report, Critical Tasks Report, Milestones
Report, Working Days Report, Cost Reports, Assignment reports and workload
As with printed views, you can change reports using tables and filters.
To print a Report:
- Choose View Reports to open the Report Dialog box and double-click
the category of report that you want to print.
- Double-click a report and Project opens it in the Print preview window.
- Click Print.
- If you choose to hide a few report details, once you click on the
report in the Report Dialog box, click the Edit button. The Report Definition
Dialog box appears and select the Details tab.
- Unclick the check mark in the check box next to the Details option
you choose to hide.
- Click OK.
To create a new Report:
- Select View, Reports.
- Double-click the Custom category to open the Custom Reports Dialog
box. It gives you a few options
¨ New Creates a completely new report
¨ Copy Creates a copy of the selected report.
¨ Organizer Shares reports in Project 2000.
- Type a name for the report created.
- Customize it using the Organizer button ( Opens the Organizer Dialog
PUBLISHING PROJECTS ON THE WEB OR INTRANET
As with all Microsoft Office applications, Project 2000 allows you to
save your Project as an HTML document that can be viewed on any browser
such as Microsoft Internet Explorer or Netscape Navigator.
With Microsoft Project 2000, you can do the following:
- Use a hyperlink (a place on a Web page that navigates you to another
- Select a specific task, resource and assignment using an Import/Export
map and publish it in your HTML document.
- Customize your HTML document to include graphics.
- Track progress by communicating among team members via your corporate
To save a project file as an HTML document:
- Choose Menu, File and Save as a Web Page.
- Click Save in the Save as Dialog box.
- Project displays the Export Mapping Dialog box that allows you to
select the map on which to base your document. This map instructs Project
about the type of Data saved in the document. Project comes with 12
predefined map files, but by default it saves your HTML file with the
extension -. html.
- From the Selective Data option on the Export Mapping Dialog box, select
the Task List with Embedded Assignment Rows map and click Save.
To view this saved document in a web browser, open any browser and select
File, open and Browse to navigate to the HTML file that you want to view.
In addition to the 12 maps defined in Project, to create your own Export
Map do the following:
- From Menu, File choose Save as Web page to open the Save as Dialog
box and select the filename and location for your HTML file and click
- From the Export Mapping Dialog box, click New Map. Define Import/Export
Dialog box will be displayed.
- Select Critical Tasks in the Name type.
- In the Data to Import/Export section, select the tasks check box.
- Select the Task Mapping tab to display mapping options for your projects
task data in the Define Import/Export Map Dialog box.
- In the Destination HTML Table Title field, type the text that you
would like to appear above the task table. (Critical Tasks in this case)
- From the Export Filter drop-down list, select Critical Filter.
- Click the Base on Table, button and select Base Table For field to
display the Field Mapping Dialog box.
- Select the schedule tab and click OK to include all the fields into
the Task Mapping tab.
- To display the total work for a task select Total Slack row and click
on the Insert Row button. In the From: Microsoft Project Field columns
select the Work Field from the drop-down list.
- In the To: HTML Table field column, change the text Scheduled
Work to Task Work Estimate. This text will become the new column header
for the Work Field in the HTML document.
- Click OK. The Export Mapping Dialog box will be displayed. Click on
Save and open any browser to view the critical task path.
To display Resource Assignments in your HTML document:
Follow all the steps listed earlier, in the Define Import/Export map
dialog box, check the Include Assignment Rows in the In Output option
in the HTML options section and click OK and save the document.
To display a Gantt Chart Graphic in a Web page:
- View the Gantt Chart and on the Standard Toolbar, click Copy Picture
button to open the Copy Picture Dialog box.
- Select To GIF Image File option. The image field will be given the
same name as the project file with a .GIF extension. (Graphic Interchange
Format is a compressed graphics file format)
- In the Timescale section, select the dates range or select As Shown
on Screen to capture the timescale that is currently displayed on the
- Click OK.
- On Menu, File, Save as HTML and select the filename and location and
- In the Export Mapping Dialog box, select the map file that you want
to modify and click on Edit.
- In the HTML options section, check the option Include Image File in
HTML Page and Project will display the information for the Gantt Chart
- Click OK and from the Export Mapping Dialog box, click Save.
- Open the saved document in the browser to view it.
As we described earlier, hyperlink fields navigate you to another document
or web site from your project. You can add hyperlinks to tasks, resources
or assignments in any of the Project Views.
To add a Hyperlink:
- Open a view.
- Select the task, resource or assignment that you want to add a hyperlink
to and open Menu, Insert, Hyperlink to open the Insert Hyperlink Dialog
- Enter a Web site URL or a filename from Microsoft Word or Excel in
the Type the File or Web Page Name Box.
- Enter information in the Text to Display and Screen Tip to Display
when the user moves the mouse over the hyperlink indicator.
- The Bookmark button enables you to insert hyperlinks to other Microsoft
- Click OK.
To delete a hyperlink select the task, resource or assignment and choose
Edit, Clear, Hyperlinks.
Navigating to a Hyperlink from a Task or Resource:
View, Table Hyperlink displays the Hyperlink table. This allows
you to navigate to a hyperlink associated with a task or resource in your
Click the blue, underlined hyperlink to navigate to the document referenced
Publishing documents on the Internet and Intranet
Use the Web Publishing Wizard included in the Microsoft Office 97 and
2000 CD ROMs that will help you publish all your web pages in easy-to-follow-steps.
To publish on the corporate Intranet, copy all HTML files to a location
on the network server to view from your Intranet.
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