Ms Project 8

8/10/2019 Ms Project 8

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View, Tables, Filters

PAN-AFRICAN INSTITUTE OF PROFESSIONAL STUDIES. Email: [email protected] Page 1

Section 8

Views, Filters, Tables


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Section Objectives

Upon completion of section 8, you will be able to:

Understand the types of view, and apply them

Understand and Apply Filters

Access Tables

Create a New Table

Customize a Table

Use the Auto-Filter


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Views, Tables, and Filters

There is an extraordinary amount of date available in Microsoft Project. You can choose to

display data in several different ways using different views and tables, as well as select the

specific data wish to display, by using the MS Project Filtering function.

Views

There are three types of views:

1. Task views

2. Resource views

3. Assignment views

Task Views

A view displaying task information

Examples of commonly used task views: Gantt Chart, Detail Gantt, Tracking Gantt, Task Entry


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To access task Views

Click on the appropriate task view on the view Bar to the left of the Gantt chart, or click

on the More Views icon at the bottom of the View Bar

Or

Click View on the command line, and More Views.

A more Views dialogue box appears

Scroll through the list, and choose the appropriate view

Click on the Apply button (the view will appear)

View

Bar

You can create anew view edit orcopy an existing

view


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Organizer

If you create a new view, that view will only be accessible to the project in which it was created,

unless you click on the organizer button, choose the appropriate tab, and copy that new view

from the project side, to the Globar.mpt side of the organizer dialogue box. Any view in the

Globar.mpt side of the organizer can be used across all projects using the same global database.

Notice that you can Rename and Delete views as well, using the organizer function.

Task Entry View

A task entry view is a special kind of view, in that it splits the screen showing two views (one

view on the top, and one view on the bottom). You can activate this view in two days

1 Click on Views, and More Views (and select the Task Entry View)

Or

2 Click on Window (on the command line) and Split(if you are in the Gantt Chart View)


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The Task Entry View appears

To View Other Details

Right Clickin the Entry Form part of the dual pane (you will see list of details)

Choose the desireddetails and they will be displayed.

Choose anon

summary

task in the

Gantt.


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Resource Views

Views that display resource information

Examples of commonly used resource views: Resource sheet, resource graph, resource

forms.


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To change the Graph Details

Right Click on the Graph, and choose the desired details

Resource Forms View

Information by resource is shown in this view, including cost rate, maximum units, calendar,

group, accruals types, and a list of all task assigned to the resource.

For other details in the resource Forms view, Right click on the form and choose the desired

details from the list.


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Assignment Views

Shows the resource assigned to the task, and time phased work information.

Examples of commonly used assignment views: Task Usage, and Resource Usage.

Task Usage View

Click on Task Usage in the View Bar (a Task Usage View Appears)

In the Task Usage View the tasks are the primary focus, with the resources that have

been assigned, listed below each task.


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The total effort hours are shown for each task

The effort hours for each resource are also listed at a summary level in the work

column, as well as the individual assignment per day, week, month, etc, dependent on

the zoom level.

Resource Usage View

Click on the Resource View in the View Bar

In the Resource Usage View the resources are the primary focus, with the tasks

that they have been assigned, listed below each resource name.

The total hours per resource are displayed at a summary level, as well as the

work hours per individual task.


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Tables or Sheet Views

Tables or sheets display data in the form of columns and rows. Tables resemble spreadsheets

and are often preferred by those that are comfortable.

Examples of commonly used tables are: Entry Table, Cost Table, Usage Table, SummaryTable.

Usage Table

Details include estimate for work hours, duration, start and finish dates.

Summary Table

Details include estimate for duration, start, finish, as well as % complete, and estimated cost.

This is a useful table to glace at the projects key information.


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To Access Other Tables

Click on View, and Table

Select More Tables

The following More Table dialogue box appears


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Choose the desired table, and click on the Apply button

Customizing Table

You have the capability of creating new a table, or modifying an existing table. Microsoft

Project even gives you the opportunity to set up custom fields. Custom fields provide the user

with the capability to input, analyze and extract data that is very specific to their own needs.Senior managers or customer may request information by region, by product, by department

name or code, etc, and these field plus dozens of others can be set up manually.

Creating New Table

In the More Tables dialogue box

Click on the New button (a Table Definition dialogue box appears)

Type the nameof the new table

Click show in menu if you wish this new table top appear in the original list of choices.

Choose each field name and customize the alignment, width, and title details click on

Ok.

Apply the new table

Hint: Type a Title if you wish the column header to appear differently than the field name.

Exercise:

a)

Create a new table and name it My Tracking Table

b) Have the table show in the original drop down list of table choices

c) Select the field names and alignment data as defined in the dialogue box below


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d) Save the table

e) Apply the table

By providing a Title name in the column, you are clarifying the meaning of the field name. When

the new table is applied, it should appear as the illustration does on the following page.


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My Tracking Table

Customizing a Table

There are many customizable fields in Microsoft Projects database, just waiting for you to use

them in order to customize tables to meet your needs and reporting requirements.

Customizable Field Number Available

Text 30

Number 20

Start 10

Finish 10

Cost 10

Date 10

Duration 10


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Outline codes 10

Flag (yes or No values) 20

Exercise:

a) Customize your new table My Tracking Table and as a customized text column (Text 1)

to track information by Region.

The table definition should now appear as follows

b) Save and Apply the table (you should see the new column Region added)

You can now identify regions by manually typing the name of the region in the

appropriate cells.

c) Type in the names of the regions for the tasks that you see in the example below


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Table with Region type into the cell

Auto-filter

The auto-filter feature can be used to extract data by category. For instance your client has

asked for all the work to be performed by Vancouver staff

Click the Auto-filterbutton on the formatting toolbar

The auto-filter arrow in the appear in the headers of each column

Click the Auto-filterarrow in the Region column

Select Van (you will see only the van work)

To select another Region, simply click the auto-filter arrow again, and choose another.

To show all tasks, click the auto-filter arrow and choose All


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Filters

Using Filters enables you to extract the data from the database that you want to view.

To filter information, the filter button on the standard Toolbar is used. By default this filter

displays All Tasks.

Click the down arrow of the filter bar (scroll through the list and select the filter).

A list of filters appears.


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Commonly used filters include, Summary Tasks, Milestone, and Using Resource

Summary Task Filter

Milestones Filter

Using Resource

The following Filter shows only the work that Kathy Wilson is performing independently, or if

Kathy was working with another resource, that work would be displayed as well.


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Interactive Filters

Any time you see the ellipsis (.) after the filter name, this will be an interactive filter. After

choosing the filter, you will receive another dialogue box asking you for more information

For example the using resource filter that we applied to view Structural Engineer work

was chosen (a second dialogue appears as follows)

Choose the resource name

Click on the Ok button.

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