Printing Project Information

Core Training for Microsoft Office Project 2003

Preparing to Print a Project Plan

1	To compare the page setup options for different views and reports, click the File menu, click Page Setup, and in the Page Setup dialog box, click the View tab.
2	Note that the dialog box’s title bar reads Page Setup – Gantt Chart because Gantt Chart is the active view. To close the Page Setup dialog box, click Cancel.
3	To switch to another view, click the View menu, and then click Calendar.
4	To see how page setup options differ in the Calendar view, click the File menu, and then click Page Setup.
5	Note that the Calendar page setup has options relating to how calendar details are organized when printed. To close the Page Setup dialog box, click Cancel.
6	To review the printing options for the Calendar view by using the Project Guide, on the Project Guide toolbar, click Report, and then in the Report pane, click Print current view as a report.
7	To keep the default settings for sizing, in the Print Current View pane, click Save and go to Step 2.
8	To set a header, in the Print Current View pane, click below the scroll box on the scroll bar, and then click Page Setup.
9	On the Header tab of the Page Setup dialog box, in the Alignment area, click the Right tab.
10	To assign the file name as a header, click the General arrow, click below the scroll box on the General list scroll bar until File Name displays, and then click File Name.
11	To add the file name to the Preview box, click the top Add button.
12	To assign a footer, in the Page Setup dialog box, click the Footer tab, and in the Alignment area, click the Right tab.
13	To assign the system date as part of the footer, click the General arrow, click below the scroll box on the General scroll bar until System Date displays, and then click System Date.
14	To add the system date to the Preview box, click the top Add button.
15	To assign system time as part of the footer, click the General arrow, and then click System Time.
16	To add the system time to the Preview box, click the top Add button.
17	To apply the settings for the header and footer, in the Page Setup dialog box, click OK.
18	To continue printing the current view, at the bottom of the Print Current View pane, click Save and go to Step 3.
19	To accept the default width, at the bottom of the Print Current View pane, click Done.
20	Now, to view the page setup options for a report, click the View menu, and then click Reports.
21	To choose one of the built-in assignment reports, in the Reports dialog box, click Assignments, and then click Select.
22	In the Assignment Reports dialog box, notice that Who Does What is already selected, and then click Select.
23	The report displays in the Print Preview window. To view the page setup options for this report, click Page Setup.
24	Click the Footer tab, note the Footer settings, and then click the Header tab.
25	Note the Header settings. To close the Page Setup dialog box, click Cancel, and then, to close the Print Preview window, click Close.
26	To close the Reports dialog box, click Close.

Printing Views

1	To preview the Gantt Chart view, click the File menu, and then click Print Preview.
2	To view all pages at a glance, on the Print Preview toolbar, click the indicated Multiple Pages button.
3	To return to the single-page view, on the Print Preview toolbar, click the indicated One Page button.
4	To display the page to the right, which is the second column, first row of the 21 pages just previewed, on the Print Preview toolbar, click the indicated Page Right button.
5	To display the page below, which will be the second column, second row of the 21 pages, on the Print Preview toolbar, click the Page Down button.
6	To view print setup options, click Page Setup.
7	To add the company name to the header, in the Page Setup dialog box, click the Header tab.
8	To add a center-aligned, Company Name header, in the Alignment area, note that the Center tab is selected, then click the General arrow, click Company Name, and then click the adjacent Add button.
9	To set options for the legend, click the Legend tab.
10	To align the project start date and duration on the right side of the legend box in the lower left area of each page, in the Alignment area, click the Right tab.
11	To add the project start date, click inside the Right Alignment box, and for the purposes of this exercise, press SPACEBAR to have the text typed for you.
12	To add the duration of the project, click the General arrow, click Project Start Date, and then click the upper Add button.
13	To add the duration on a second line in the legend, press ENTER, and then press SPACEBAR to have Duration typed for you.
14	To have Project enter the duration from a field in the project, click the Project fields arrow, on the list scroll bar, click and hold the Down arrow until Duration displays, click Duration, and then click the lower Add button.
15	To increase the width of the legend box in the lower left area of each page, in the Width box, click and hold the Up arrow until 3 displays.
16	To apply the changes to the page setup, click OK.
17	To get a closer look at the legend, zoom in by clicking the area indicated.
18	The data you added to the legend will be printed on every page. To view all of the pages again, on the Print Preview toolbar, click the Multiple Pages button.
19	Note that several pages do not contain any Gantt bars. These pages don’t add any information, so you don’t need to print them. To change this, click Page Setup.
20	To print only the pages that contain Gantt bars, in the Page Setup dialog box, click the View tab, click the Print blank pages check box to clear it, and then click OK.
21	The blank pages that will not be printed are indicated by the gray pattern. To print the pages, click the Print button.
22	In the Print dialog box, click OK.

Printing Reports

1	To display a report in the Print Preview window, click the View menu, and then click Reports.
2	To choose from a list of all report types, in the Reports dialog box, click Custom, and then click Select.
3	To preview the Task report, in the Custom Reports dialog box, click below the scroll box on the scroll bar, click Task, and then click Preview.
4	This report is a complete list of project tasks, except for summary tasks. To close the report, on the Print Preview toolbar, click Close.
5	To create a copy of the Task report so that you can customize it, in the Custom Reports box, click Copy.
6	To enter a name for the custom report, in the Task Report dialog box, triple-click the text in the Name box to select it, and then, for the purposes of this exercise, press SPACEBAR to have the text typed for you.
7	To group tasks by the month in which they occur, click the Period arrow, and in the list, click Months.
8	To use a summary table in the report, click the Table arrow, click below the scroll box on the list scroll bar, and click Summary.
9	To save the custom report you have created, click OK.
10	To preview the report, in the Custom Reports dialog box, notice that the new Custom Task Report entry is already selected, so click Preview.
11	Notice that the mouse pointer now displays as a magnifying glass. To see the report in more detail, click the indicated area of the page with the pointer.
12	Notice the fields displayed in the Custom Task Report are divided by month. To print the report, on the Print Preview toolbar, click Print.
13	To print all pages and all dates, which are the default Print settings, in the Print dialog box, click OK.