This month we’ll have a look at printing reports and views. Project defines
printing a report as a listing of selected scheduling data and is purely
textural in format with alphanumeric characters, whereas printing a view
refers mainly to printing data in a graphical form as seen on the active window.
Reports are a series of built-in layouts
that can be edited, or new ones created. To print a report, go to View > Reports and select accordingly. Use the preview facility before
printing to check the output.
Selecting Custom will give a pick
list of all the built-in reports.
Note the New and Edit buttons.
If Edit is chosen, then be sure to give the report a new name so that
the original report remains available. Note also the Organizer button
that will allow the edited report to be deleted or made available in other projects.
To print a View, set up the view
required, adjusting the graphics to meet needs, and printing will reproduce
that screen. Starting from a View table, insert or delete columns as
required. Select the appropriate Fonts, Filters and Sort.
Views with calendars might need adjustment to the timescale. Always use File > Print Preview or click the Print Preview tool button,
as it is easy to print out many pages if the timescale is unnecessarily detailed.
In the Format menu, there are options
to select Bar... or Bar Styles..., and Font... or
Text Styles.... The difference is that the Styles options change
the way whole projects appear, whereas Bar and Font change the
way selected data appears.
To change fonts from Text Styles...,
first select the drop-down arrow to choose the categories of Items To Change:,
then select the font details. For Font...
first select All, individual Rows, Columns or Fields,
then click on the Font... and select the changes needed.
To change bar styles,
click on Bar Styles...
select the bar type to change and then the details. To change the style of
selected bars, click
and then the details required.
To zoom in or out to show a greater or lesser
View > Zoom...,
or right-click on the timescale
and select Zoom....
dialog box, select the scale desired.
click on the +
tool button to see more or less detail.
greater control is required, double-click
on the timescale,
or right-click and select Timescale...
or select Format > Timescale....
dialog box will open allowing changes to the representation of the calendar.
To change the field criteria, click on the down arrow next to the appropriate
field and select from the pick list the new criteria needed. To compress or
expand the timescale, type a new percentage in the Size:
To change the way Nonworking time
is shown, click the Nonworking Time tab.
Bars can be shown in front of or behind nonworking
time shading, or none can be selected. Note how the representation changes in
the Prieview section. Different calendars can also be applied, including resource
When the view is ready, if certain of the
output, select File > Print or select the Print tool button.
However, if unsure always select File > Print Preview, or select the Print Preview tool button.
In the status bar, you can see how many
pages will be printed. To view the way multiple pages will appear, click the
Multiple Pages tool button.
If the preview is not right, click on the
Close button and re-edit the view criteria. When the preview is satisfactory,
select the Page Setup button. All settings apply to the active view.
The name of the active view appears in the Page Setup title bar.
When the project is saved, all page setup
settings are also saved. Choose the appropriate tab for the kind of information
wanted or to be specified. Use the Print Preview button to check any
changes made. When satisfied with the preview settings, click the Print button.
Well, we have now covered the very basics of getting a project up and running.
Next month we'll begin looking into more detailed stuff, beginning with ways of
manipulating tasks to meet specific requirements. But before I finish, I'd like
to remind you that you can get help from the Microsoft Project newsgroups that
have just been re-organized. We have listed them in FAQ number 24 - Project
Newsgroups, to be found on the MVP Project web site at:
http://www.mvps.org/project/faqs.htm. Also, if you have specific areas in
the operation of Project at a basic level (i.e., not networking or server questions)
email Tech Trax an I'll try to incorporate answers in future editions.