Organizing and Formatting Project Details

Core Training for Microsoft Office Project 2003

Sorting Project Details

1	To begin sorting resources, click the View menu, point to Table: Entry, and then click Summary.
2	To sort resources by using customized sorting criteria, click the Project menu, point to Sort, and then click Sort by.
3	To select the sorting criteria, in the Sort dialog box, under Sort by, click the Name arrow to display the list.
4	To sort by cost, in the Sort by list, click the Up scroll arrow and hold down the mouse button until Cost displays, and then click Cost.
5	To sort in descending order by cost, and renumber the resources after sorting, in the Sort by section, click Descending, and then select the Permanently renumber resources check box, and click Sort.
6	To apply a two-level sort order, click the Project menu, point to Sort, and click Sort by.
7	To sort first by Group, in the Sort dialog box, click the ID arrow under Sort by, and in the Sort by list, click the Up arrow and hold down the mouse button until Group displays, and then click Group.
8	To set a second criterion for sorting, click the arrow in the box under Then by to display the list.
9	In the Then by list, click the Down scroll arrow and hold down the mouse button until Cost is displayed, click Cost, and then click Descending next to it.
10	To avoid renumbering the resources after this sort, click the Permanently renumber resources check box to clear it, and then click Sort.
11	Notice that the Resource Sheet view is sorted by group, and then by cost within each group. To view the list sorted by resource ID again, click the Project menu, point to Sort, and click by ID.

Grouping Project Details

1	To group resources by their group name, click the Project menu, point to Group by: No Group, and then click Resource Group.
2	Notice that summary cost displays for each group, and data displays in an expanded form. To create a new group, click the Project menu, point to Group by: Resource Group, and then click More Groups.
3	To use the selected item, Resource Group, as the basis for the new group, in the More Groups dialog box, click Copy.
4	To name the new group, in the Group Definition in 'Short Film Project' dialog box, for the purposes of this exercise, press SPACEBAR to have the new group name typed for you in the Name box.
5	To specify a secondary grouping field for this group, click the first Then By cell, and then, click the Then By arrow.
6	To group resources by group and then by cost, click and hold the Down scroll arrow in the Then By list until Cost displays, and then click Cost.
7	To specify an order for the Cost field, in the Order column of the Cost row, click the Ascending cell, click the Order arrow, and then click Descending.
8	To fine-tune the cost intervals by which Project will group resources, click Define Group Intervals, and then, in the Define Group Interval dialog box, click the Group on arrow, and click Interval.
9	To specify an interval of 1000, double-click the contents of the Group interval box, press SPACEBAR and wait as 1000 is typed for you, and then click OK.
10	To accept the options in the Group Definition in 'Short Film Project' dialog box, click OK.
11	To apply the new grouping that you created, in the More Groups dialog box, notice that the new grouping is selected by default, and click Apply.
12	To widen the Resource Name column to better read the groups and intervals, double-click the Resource Name column heading, and in the Column Definition dialog box, click Best Fit.
13	To return to the original Resource Sheet view without grouping, click the Project menu, point to Group by: Resource Groups by Cost, and then click No Group.

Filtering Project Details

1	To apply a filter that displays only the critical tasks in your project, click the Project menu, point to Filtered for: All Tasks, and then click Critical.
2	Note that in the Task Name column, only the critical tasks are now displayed. To remove filtering, click the Project menu, point to Filtered for: Critical, and then click All Tasks.
3	To turn on AutoFilters, click the Project menu, point to Filtered for: All Tasks, and then click AutoFilter.
4	To create a custom AutoFilter that will display all of the film shoots in the project, click the arrow in the Task Name column heading, and click Custom.
5	To filter for all tasks that contain the word shoot, in the Custom AutoFilter dialog box, for the purposes of this exercise, press SPACEBAR, and shoot will be typed for you in the box to the right of contains.
6	To apply the custom AutoFilter, click OK.
7	To turn off the AutoFilter, on the Formatting toolbar, click the indicated AutoFilter button.
8	To create a custom filter, click the Project menu, point to Filtered for: All Tasks, and then click More Filters.
9	Notice the list of predefined filters in the More Filters dialog box. To define a new custom filter, click New.
10	To enter a name for the custom filter, in the Filter Definition in 'Short Film Project' dialog box, press SPACEBAR, and Uncompleted Shoots will be typed for you in the Name box.
11	To specify the first filter criterion, click the first cell in the Field Name column, click the Field Name arrow, click and hold the Down scroll arrow in the list scroll bar until Name displays, and then click Name.
12	Click the first cell in the Test column, click the Test arrow, and then in the list, click contains.
13	To specify that the task name must contain the word shoot, click the first cell in the Value(s) column, click in the text box, and press SPACEBAR to have shoot typed for you.
14	To specify a second filter criterion, click the second cell in the And/Or column, click the arrow, and then click And.
15	To continue, click the second cell in the Field Name column, click the Field Name arrow, and in the list, click Actual Finish.
16	Click the second cell in the Test column, click the Test arrow, and in the list, click equals.
17	To finish creating the custom filter, click the second cell in the Value(s) column, click in the text box, press SPACEBAR, wait as NA is typed for you, and then click OK.
18	To apply the newly created filter to your data, in the More Filters dialog box, click Apply.
19	To highlight tasks in blue if they meet the filter criteria, click the Project menu, point to Filtered for: Uncompleted Shoots, and then click More Filters.
20	In the More Filters dialog box, click Highlight.
21	Notice that Scene 7 shoot is highlighted in blue. To view more uncompleted shoots highlighted in blue, in the project window, click below the scroll box on the scroll bar.
22	To remove the filter, click the Project menu, point to Filtered for: Uncompleted Shoots, and then click All Tasks.

Creating a Custom View

1	To create a custom table that presents schedule information, on the View menu, point to Table: Entry, and then click More Tables.
2	To modify the current table, in the More Tables dialog box, click Copy.
3	In the Table Definition in 'Short Film Project' dialog box, to name the new table, for the purposes of this exercise, press SPACEBAR to have text typed for you in the Name box.
4	To delete a field from the custom table, in the Field Name column, click Indicators, and then click Delete Row.
5	To delete another field, in the Field Name column, click Duration, and then click Delete Row.
6	To add a field, in the empty cell below Start, click the arrow, and then on the list scroll bar, click and hold the Down scroll arrow until Cast (Text9) displays, and then click Cast (Text9).
7	To right-align the data, click the Align Data column in the Cast row, click the Right arrow, and click Left.
8	To specify the column width, click the Width column in the Cast row, and click and hold the Up arrow until 25 displays.
9	To add another field, click the empty cell below Cast, click the arrow, and on the list scroll bar, click and hold the Down scroll arrow until Location (Text10) displays, and then click Location (Text10).
10	To left-align the data, click the Align Data column in the Location row, click the Right arrow, and then click Left.
11	To change the column width, click the Width column in the Location row, and click and hold the Up arrow until 15 displays.
12	To reorder the fields, in the Field Name column, click Start, click Cut Row, and in the Field Name column, click Name, and then click Paste Row.
13	To change the date format and finish creating the table, click the Date format arrow, click 1/28/02 12:33 PM, and then click OK.
14	To apply the new table, in the More Tables dialog box, note that Shooting Schedule Table is selected, so click Apply.
15	To remove the pound signs (####) in the Start column, double-click the split line between the Start and Task Name columns.
16	To create a custom view, on the View menu, click More Views.
17	In the More Views dialog box, click New, and in the Define New View dialog box, note that Single view is selected, and click OK.
18	To name the custom view, in the View Definition in 'Short Film Project' dialog box, press SPACEBAR, and the text will be typed for you in the Name box.
19	To select the view type, click the Screen arrow, and in the list, click Task Sheet.
20	To select the table, click the Table arrow, and on the list scroll bar, click and hold the Down arrow until Shooting Schedule Table displays, and click Shooting Schedule Table.
21	To select the group, click the Group arrow, and in the list, click No Group.
22	To select a filter, click the Filter arrow, and in the list, click and hold the Down arrow until Uncompleted Shoots displays, and then click Uncompleted Shoots.
23	To have the custom view display on the View menu, select the Show in menu check box, and click OK.
24	To apply the new custom view, in the More Views dialog box, notice that Shooting Schedule View is selected already, and click Apply.
25	To confirm that Table: Shooting Schedule Table is listed on the View menu, click the View menu, and then click the View menu again to close it.
26	To adjust row height and column width to display information more clearly, hold down the CTRL key and click the task ID numbers for tasks 27, 39, 51, 57, and 63.
27	To properly view all the data, double-click the right edge of the Cast column heading, and then double-click the right edge of the Location column.