Thông tư Quản lí chapter15

Chapter 15 - Changing the Look of Your Project Introduction Format Text Elements in Sheet Views Change the Wording and Fit of Column Headings Format Individual Text Format a Category of Tasks or Resources Format Gantt Bars Change the Color, Shape, and Pattern of Gantt Bars Which takes precedence, individual or category formatting? Change the Height of Gantt Bars Change the Appearance of Link Lines Add Information to Gantt Bars Create a Custom Gantt Bar for a Task Category Roll Up a Gantt Bar to a Summary Task Bar Format Timescales Format Gridlines Format a Gantt Chart Automatically Sort a View Copying Graphics Between Programs Copy a Graphic from Another Program Copy a Microsoft Project Graphic to Another Program Microsoft Project 98 – Chapter 15 Page of 12 Introduction Microsoft Project automatically applies an effective and eye-pleasing format to your views, whether you’re viewing them on screen or in print But the default format may not meet your needs You might, for instance, want to highlight certain information or print project documents so that they’re consistent with corporate standards Using Microsoft Project’s powerful formatting tools to modify your project plan, you can: • Format text elements, including the appearance of individual pieces of information and column headings in sheet views • Format Gantt bars, changing their shape and pattern, adding text to them, changing the look of link lines, and so on • Format timescales to view your project at the level of detail you want • Format gridlines, changing their color, pattern, and other characteristics • Sort a view, so that information appears in an order that’s useful to you You can also focus attention by applying formatting to text or Gantt bars that identify all tasks or all resources that belong to predefined Microsoft Project categories For instance, critical tasks, milestone tasks, and summary tasks are among the task categories you can format Allocated resources and overallocated resources are two of the resource categories you can format To spice up your views even further, you can import graphics from other programs In addition, you can capture selected portions of your views and export them as graphics to other programs Because you’re likely to use the Gantt Chart view to perform many of your project management tasks, this chapter focuses on ways to format the Gantt Chart But you’ll be able to apply many of these formatting methods to other sheet views as well The special role of the Gantt Chart is underscored in this chapter by a discussion of the GanttChartWizard, which helps you redesign the Gantt Chart view exactly as you want it to appear Format Text Elements in Sheet Views Microsoft Project 98 – Chapter 15 Page of 12 Microsoft Project does some sheet-view formatting for you automatically; for example, it makes summary tasks bold But if this automatic formatting doesn’t highlight the information you want in just the way you want it, you can format these elements yourself Column headings, individual pieces of information, and even entire categories of information can easily be rewritten, realigned, and reformatted Change the Wording and Fit of Column Headings For sheet views, such as the Gantt Chart view and the Resource Usage view, Microsoft Project supplies default names for column headings, such as Task Name and Resource Name From time to time, a default heading might not accurately convey to you the type of information contained in that column For example, you might call that type of information by another name Or, a heading might not conform to your business standards "Activity" could be used instead of "Task Name," for example If a default column heading isn’t suitable, you can change its content as well as its format Any changes you make to a column’s title or width appear only in the table in which you make the changes For example, if you change the name of the Duration column to Length in the Entry table, the Duration column in the Summary table still appears with the title Duration To change the wording and fit of column headings On the View Bar, click the view you want to modify To select a view that doesn’t appear on the View Bar, click More Views , click the view you want in the Views list, and then click Apply Double-click the column heading whose text or fit you want to change To change the text of the column heading, type a new column heading for the field in the Title box To change the alignment of the column heading, click the alignment you want in the Align title box To change the column width, enter the width you want in the Width box Format Individual Text If one particular piece of information in your view deserves special notice — such as the completion date of a slipped task — you have the flexibility to call attention to that information by formatting it individually To apply formatting to individual text On the View Bar, click a sheet view To select a view that doesn’t appear on the View Bar, click More Views the Views list, and then click Apply Select the text you want to reformat On the Format menu, click Font Select the formatting options you want , click the view you want in Microsoft Project 98 – Chapter 15 Page of 12 Format a Category of Tasks or Resources Sometimes you may want to format one particular category of tasks or resources so that it stands out from the rest For example, to keep a sharp eye on critical tasks you may decide to make all critical task names italic You can format categories of tasks and resources in all views except form views To apply formatting to a task or resource category On the View Bar, click the view you want to reformat To select a view that doesn’t appear on the View Bar, click More Views , click the view you want in the Views list, and then click Apply On the Format menu, click Text Styles In the Item to Change box, click one task or resource category to reformat, and then select formatting options for that category Repeat step to change the formatting of other categories of information Format Gantt Bars Microsoft Project applies default formatting to Gantt bars, which is suitable for many situations But if you want to change the appearance of Gantt bars to include or highlight certain information, or to conform with corporate standards, you can format Gantt bars manually or use the GanttChartWizard Using either method, you can: • Change the color, shape, and pattern of a category of Gantt bars • Change the height of Gantt bars • Change the appearance of the link lines that connect Gantt bars • Add the date or other text to a category of Gantt bars Change the Color, Shape, and Pattern of Gantt Bars To call attention to all tasks of a certain predefined Microsoft Project category, you can change the format of all Gantt bars that represent that task category on the Gantt Chart Microsoft Project 98 – Chapter 15 Page of 12 To change the color, shape, or pattern of a Gantt bar category On the View Bar, click Gantt Chart On the Format menu, click Bar Styles In the table, select the category row (such as Task or Milestone) you want to change, and then click the Bars tab In the Shape boxes under Start shape, Middle bar, and End shape, click the Gantt bar shapes you want In the Pattern box under Middle bar, click a Gantt bar pattern In the Color boxes under Start shape, Middle bar, and End shape, click the Gantt bar colors you want Some categories, such as Milestone and Task, have only a start shape Others, such as Summary Task, have shapes for the start and end elements as well as for the middle bars Draw attention to a specific task that has special requirements or significant project implications by formatting the associated Gantt bar differently from other bars in that category To change the color, shape, or pattern of an individual Gantt bar On the View Bar, click Gantt Chart In the Task Name field, select the tasks whose Gantt bars you want to reformat On the Format menu, click Bar, and then click the Bar Shape tab In the Shape boxes under Start shape, Middle bar, and End shape, click the Gantt bar shapes you want In the Pattern box under Middle bar, click a Gantt bar pattern In the Color boxes under Start shape, Middle bar, and End shape, click the Gantt bar colors you want Microsoft Project 98 – Chapter 15 Page of 12 Which takes precedence, individual or category formatting? Individual Gantt bar formatting overrides category formatting For example, if you format all critical task bars as black, you can still format some of those bars as red Change the Height of Gantt Bars Gantt bars appear on your screen with a certain predefined height so that they can be displayed and printed clearly In some cases, though, you might want to change the height For example, if the Gantt bar area is cluttered with information, you could reduce the height of the bars to cut down on distractions If you want the Gantt bars themselves to stand out more in a printout, you might increase their height To change the height of Gantt bars On the View Bar, click Gantt Chart On the Format menu, click Layout In the Bar height box, click the height of the Gantt bars in points Change the Appearance of Link Lines When you link tasks, Microsoft Project displays link lines on the Gantt Chart to show the task dependencies of the linked tasks You can change the look of link lines, even hiding the link lines completely To change the appearance of link lines On the View Bar, click Gantt Chart On the Format menu, click Layout Under Links, click the link line style you want Add Information to Gantt Bars Microsoft Project 98 – Chapter 15 Page of 12 You can identify predefined categories of project information on the Gantt Chart by adding the information to the Gantt bars themselves You might choose to add task names, resource names, completion percentages, and start dates, for instance This text can appear at the top, bottom, left, and/or right of the Gantt bars, as well as inside them To add dates or other information to a Gantt bar category On the View Bar, click Gantt Chart On the Format menu, click Bar Styles In the table, select the type of Gantt bars (such as Milestone or Summary) to which you want to add text, and then click the Text tab In the Left, Right, Top, Bottom, and Inside boxes, click the fields whose data you want to display on the Gantt bar If you display dates for a Gantt bar category, you can change the format for those dates For example, you can change the start date format from 2/18 to Wed 2/18/98 8:00 AM To change the format of dates on Gantt bars On the Format menu, click Layout In the Date format for bars box, click the date format you want You may want to spotlight one specific Gantt bar instead of all of them You still have the option of adding text directly inside the Gantt bar and to the left, right, top, and bottom For example, you can display the task name above a Gantt bar and display the task duration or the start date to the left of the bar To add dates or other information to an individual Gantt bar On the View Bar, click Gantt Chart In the Task Name field, select the task whose Gantt bar you want to annotate On the Format menu, click Bar, and then click the Bar Text tab In the Left, Right, Top, Bottom, and Inside boxes, click the fields whose data you want to display on the Gantt bar Create a Custom Gantt Bar for a Task Category Sometimes you’ll want to highlight a particular task category that is not represented by its own Gantt bar When this happens, you can create a new Gantt bar For example, you can add a Gantt bar to show available slack or to call attention to delayed tasks To create a custom Gantt bar for a task category On the View Bar, click Gantt Chart On the Format menu, click Bar Styles Select the row in front of which you want to insert a new Gantt bar, and then click Insert Row In the Name field of the new row, type a name for the new bar, and then press ENTER In the Show For Tasks field of the new row, click the category that the bar is to represent In the From and To fields, click the fields you want to use to position the start and finish points of the new Gantt bar To create a symbol that represents a single date, click the same field in both the From and To fields Microsoft Project 98 – Chapter 15 Page of 12 Click the Bars tab In the Shape boxes under Start shape, Middle bar, and End shape, click the Gantt bar shapes you want In the Pattern box under Middle bar, click a Gantt bar pattern 10 In the Color boxes under Start shape, Middle bar, and End shape, click the Gantt bar colors you want Roll Up a Gantt Bar to a Summary Task Bar In a project that contains many tasks, you can see only a small percentage of the tasks on the screen without scrolling An effective way to see information about more tasks on one screen is to roll up task bars; that is, display them on their summary task bars This gives you a quick overview of the scheduled finish dates for selected subtasks On the summary task bar, the rolled-up tasks are represented by bars and milestone dates are represented by diamonds To roll up a Gantt bar to a summary task bar On the View Bar, click Gantt Chart In the Task Name field, select the subtask you want to roll up Click Task Information , and then click the General tab Select the Roll up Gantt bar to summary check box The task bar is displayed as part of the summary task bar To hide the original subtask bar, select the Hide task bar check box Format Timescales At the top of the Gantt Chart view (and most other time-related views), you’ll see a timescale consisting of two components: a major scale on top and a minor scale beneath it The timescale determines how much of your project is visible on the screen You can adjust the major and minor scales independently to view your project at the level of detail you need Microsoft Project 98 – Chapter 15 Page of 12 To format the timescale on your Gantt Chart 10 11 12 13 14 To quickly zoom in and out of a view, click Zoom In or Zoom On the View Bar, click Gantt Chart On the Format menu, click Timescale, and then click the Timescale Out tab In the Units boxes under Major scale and Minor scale, click the units of time you want to use To display only the major scale time unit, click None in the Units box under Minor scale In the Label boxes under Major scale and Minor scale, click the labels you want to use In the Align boxes under Major scale and Minor scale, click the alignments you want In the Count boxes under Major scale and Minor scale, type the numbers of intervals you want between the unit labels on the major scale and on the minor scale For example, if the major scale unit is weeks, and you type 2, the scale will be separated into 2-week segments To display vertical lines between unit labels, select the Tick lines check boxes To display a horizontal line between the major and minor scales, select the Scale separator check box To reduce or enlarge the timescale so that you can see more or less time in the same space, type a new percentage in the Enlarge box Major and minor scales are adjusted by the same amount To format nonworking time, click the Nonworking Time tab Under Draw, select whether you want the nonworking time bars to appear behind or in front of task bars or not at all In the Calendar box, click the base or resource calendar to which you want to apply the nonworking time format In the Color box, click the color of the nonworking time In the Pattern box, click the pattern of the nonworking time Format Gridlines To enhance the readability and clarity of a view, you can specify different patterns and colors for the gridlines You can change gridlines that appear only once in a view (such as the horizontal line that divides column headings from fields) and gridlines that appear repeatedly (such as the lines that divide a sheet view into rows) The view you’re using will determine the gridline options you can change Microsoft Project 98 – Chapter 15 Page of 12 To format gridlines On the View Bar, click any view except the PERT Chart, Task PERT, or a form view To select a view that doesn’t appear on the View Bar, click More Views , click the view you want in the Views list, and then click Apply On the Format menu, click Gridlines In the Line to change list, click the type of gridline you want to change In the Type box under Normal, click the line pattern you want to use If you don’t want a gridline for the selected line type, click the blank option in the Type box In the Color box under Normal, click the line color you want to use If the gridline appears repeatedly and you want contrasting gridlines at specified intervals, click an interval, line type, and line color under At interval To skip a gridline at certain intervals, click the blank option in the Type box under At interval Format a Gantt Chart Automatically When you want to format the Gantt Chart view in a certain way but you aren’t quite sure how, you can let the GanttChartWizard help you The GanttChartWizard is a series of interactive dialog boxes containing various options for formatting the Gantt Chart view When you finish selecting the options you want, the GanttChartWizard formats your Gantt Chart view for you For example, using the GanttChartWizard, you can format: • Noncritical tasks and critical tasks • The color, pattern, and end shapes of Gantt bars for various task categories • The appearance of text for a category of Gantt bars • Link lines To format your Gantt Chart view automatically On the View Bar, click Gantt Chart Click GanttChartWizard Follow the GanttChartWizard instructions Sort a View By default, tasks and resources are listed in ascending order by ID number If this order doesn’t meet your needs — for example, you want to see tasks in order from longest duration to shortest — you can sort the order by different criteria When you sort, you rearrange tasks or resources by specifying the fields that should control the order, such as Duration for a task or Standard Rate for a resource You cannot sort in a PERT Chart Sorting is maintained when you return to a view and is saved when you save your project file Microsoft Project 98 – Chapter 15 Page 10 of 12 To sort a view On the Project menu, point to Sort, and then click the sorting option you want To select a sorting option that doesn’t appear on the Sort submenu, point to Sort, and then click Sort by In the Sort by box, click a field by which to sort your data, and then click Ascending or Descending to specify the sort order To sort by an additional field, click the field in the first Then by box, and then click Ascending or Descending to specify the sort order To sort tasks within their outline structure so that subtasks remain with their summary tasks, select the Keep outline structure check box To permanently renumber your tasks based on the new sort order, select the Permanently renumber tasks check box You can renumber your tasks only if you select the Keep outline structure check box first To return your tasks to their original sequence, click Reset If you’ve permanently renumbered your tasks, you cannot return your tasks to their original sequence by clicking Reset Copying Graphics Between Programs Although Microsoft Project provides a number of ways to format your views, you may not be able to create exactly the image you want with Microsoft Project alone You might want to add a graphic created in another program Likewise, you might want to enhance another program with a graphic that can be created most easily in Microsoft Project For example, you might want to add a Microsoft Project graphic of resource costs to a Microsoft Excel spreadsheet With Microsoft Project, you can copy selected portions of your project plan into another program It’s also easy to copy a graphic from another program into your project plan Graphical information is copied between Microsoft Project and other programs as a static picture only — a snapshot of information that’s not linked to the document in which it was created You may, however, be able to edit the copied picture by double-clicking it and using the available editing tools Copy a Graphic from Another Program To provide useful information or consistency with other documents in your organization, you can include a graphic from another program For example, you may want to include a pie chart or your organization’s logo in your project plan You add graphical information from another program to a Microsoft Project graphics area, a section of a Microsoft Project file that is designated for adding graphics The main graphics area in Microsoft Project is the chart portion of the Gantt Chart view But you can also add graphics to the headers, footers, and legends of views; the headers and footers of reports; and task, resource, and assignment notes To copy a graphic from another program Open the program from which you want to copy a graphic Select the graphic you want to copy, and press CTRL+C On the View Bar, click Gantt Chart On the Edit menu, click Paste Special In the As list, click Picture The graphic is pasted in the upper left of the visible chart area Copy a Microsoft Project Graphic to Another Program By adding a Microsoft Project graphic to a document in another program, you add useful information that’s visually appealing You can copy and paste entire Microsoft Project views or selected view information as graphics into any program that is capable of displaying graphics information as images While you can’t copy and paste selected information as graphics from the Task PERT view, Task Form view, or Resource Form view, you can so from any other view Microsoft Project 98 – Chapter 15 Page 11 of 12 To copy a graphic from Microsoft Project to another program In Microsoft Project, select the graphic you want to copy Click Copy Picture To copy the selected information so that it can be printed, click For printer, and then click OK To copy the selected information as a GIF image file, click To GIF image file, and then click OK The default is to copy the information so that it can be displayed on the screen To copy only specific rows of information that you’ve selected, click Selected rows To copy only information that occurs between specific dates, click Date, and then enter the dates in the from and to boxes Switch to the document into which you want to paste the Microsoft Project information Paste the information using the program’s Paste command Microsoft Project 98 – Chapter 15 Page 12 of 12