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Chapter 16 - Printing and Reporting Introduction Should You Print a View or a Report? Print a View Print a Report What You Can Print Project Overviews Task Information Resource Usage Information Cost Information Progress Information Page Setup Headers, Footers, and Legends Add a Header, Footer, or Legend Remove a Header, Footer, or Legend Add Page Numbers to a Header, Footer, or Legend Adjust Your Pages Adjust Page Fit in a View Adjust Page Size Insert a Page Break Remove a Page Break Print Columns in a Sheet View Set Up a Printer or Plotter Microsoft Project 98 – Chapter 16 Page of 12 Introduction You’ve created and honed your project plan It contains all the information you require to manage your project effectively Now you’re ready to communicate that information to others Perhaps you want to show an overview of your plan to your manager, a detailed task schedule to each team member, or project costs to clients With Microsoft Project, you can print specific project information that meets the needs of a particular person or group, including overview, task, resource, cost, and tracking information To communicate project information effectively, you choose a view or a report that best meets your audience’s communication requirements Then you can fine-tune the layout, adjusting the various page elements Finally, you select and set up the printer or plotter you’ll be using Should You Print a View or a Report? Both views and reports can be printed They differ in the kinds of information they contain and in how they display that information Most often, a printed view includes only the information that’s displayed on your screen when you use the Print command (including parts of the screen to which you need to scroll in order to see the entire screen) If the project view you see on the screen meets your needs, go ahead and print it A printed report comprises a predefined set of detailed information about a specific aspect of your plan Microsoft Project comes with more than 20 predefined reports For example, the Who Does What report automatically includes each resource’s task assignments, as well as the work, delay, and start and finish dates for each assignment Further differences arise when you consider whether to print a report or a view Activity In a report In a view Printing You can print from the preview window or from the Custom Reports dialog box You can print from the project window or from the preview window Editing You can’t edit specific information in a report You can edit specific information before printing Formatting You can change the formatting of a category of text You can change the formatting of a category of text or specific text If you decide to print a view, it’s a good idea to check the pages in the preview window first to see how they’ll look when printed Microsoft Project automatically displays a preview of a report when you select the report Microsoft Project 98 – Chapter 16 Page of 12 Print a View When you want to print what you see on your screen, you’ll print a view You can print sheet views, graph views, and most chart views — really any view except form views and the Task PERT view To print a view On the View Bar, click the view you want 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 File menu, click Print Select the printing options you want, and then click OK You can cancel printing at any time by pressing ESC See Chapter 15 for ways to change the look of a view To print the active view quickly, click Print To preview a view before printing • Click Print Preview Print a Report Sometimes printing a report is the best choice The information you want to print may not be available in any one view Or, you may simply prefer a format that is not available as a view The data displayed in a report is the same data you see in views Therefore, any change you make in a view will be reflected in a report that presents the same set of information To print a report On the View menu, click Reports Click the report type you want, and then click Select If you chose Custom as the report type, click a report in the Reports list, and then go to step Click the report you want to print, and then click Select If you’re asked for specific values, enter the values, and then click OK The report is displayed in the preview window Click Print If a report’s text doesn’t look the way you want it to, you can change its appearance For example, you can change some or all of a report’s text to bold You can also change the information that appears in a report as well as the report title, the period covered by the report, and the order in which the information appears You can only change the appearance of text in the Base Calendar and Project Summary reports You can’t, however, change the information in these reports To change the content and appearance of a report On the View menu, click Reports Click Custom, and then click Select In the Reports list, click the report you want to customize, and then click Edit If you chose the Base Calendar or the Project Summary report, the Report Text dialog box appears If you chose any other report, the Report dialog box for the selected report appears To change the look of a report’s text, click Text, make the changes you want, and then click OK To change the information contained in a report, enter the information you want in the appropriate boxes, and then select the options you want on the Definition and Details tabs To sort information, click the Sort tab, and then specify the sort options you want What You Can Print You can print all kinds of information about your project, from high-level summaries to details about tasks, resources, costs, and progress By printing the view or report that suits your needs, in combination with tables, filters, and other options, you can precisely tailor your output Microsoft Project 98 – Chapter 16 Page of 12 Project Overviews A project overview summarizes information about the entire project and its major phases For example, a project overview might include the total cost of the project but not the costs of individual tasks Print a project overview for people who require summary information and don’t have the time or need to read through the details Your manager, for instance, may want only project overviews To print Use Task and resource counts, project cost, total amount of work, and project start and finish dates Project Summary report (in Overview reports) Highest-level summary task list, with scheduled start and finish dates, percent completed, cost, and work hours required Top-Level Tasks report (in Overview reports) Project phase list (all summary tasks) with durations and the chart portion of the Gantt Chart view Gantt Chart view, with Entry table and Summary Tasks filter Milestone task list sorted by start date Milestones report (in Overview reports) Scheduled working and nonworking time Working Days report (in Overview reports) Task Information Task information is helpful for team members who require detailed information about all project tasks or a specific subset of tasks, such as critical tasks Supervisors often require detailed task information to manage tasks To print Use Task and duration list with Gantt Chart showing tasks, durations, task dependencies, and assigned resources Gantt Chart view, with Entry table and All Tasks filter Scheduled tasks in a calendar format Calendar view, with All Tasks filter List of tasks with assigned resources and the amount of work assigned to each resource per week Task Usage view List of tasks with start and finish dates and assigned resources Task Sheet view, with Entry table and All Tasks filter List of critical tasks with scheduled start and finish dates, and predecessors and successors of each task Critical Tasks report (in Overview reports) Flowchart with all tasks and task dependencies PERT Chart view Resource Usage Information Resource usage information is valuable for team members who need to know the details about task assignments, the amount of work each resource is scheduled to over a given time period, the cost of each resource, and pay rates Supervisors often require detailed resource usage information to track and manage the workload of each resource To print Use List of resources with work information summarized for each resource Resource Sheet view, with Work table and All Resources filter Microsoft Project 98 – Chapter 16 Page of 12 List of resources with tasks to which each resource is assigned and the amount of work assigned in a specified time period Resource Usage view List of resources with assigned tasks, work scheduled for each task, start and finish dates, and additional information Who Does What report (in Assignments reports) or Resource Usage view List of resources with assigned tasks, daily work scheduled, and start dates Who Does What When report (in Assignments reports) or Resource Usage view List of resources with total resource use over time plus cost, work, Resource Usage view, with Summary table and pay rate of each resource and All Resources filter Graph showing the amount of work assigned to each resource over time Resource Graph view, with All Resources filter Periodic resource task list To-do List report (in Assignments reports) List of overallocated resources and task assignments Overallocated Resources report (in Assignments reports) Cost Information Putting cost information into the right hands can help ensure project approval and keep costs to a minimum Print cost information for team members who need to approve or keep track of project costs, such as your manager or members of the accounting department To print Use Summary of resource costs Resource Sheet view, with Cost table and All Resources filter Cost information broken down by task and resource over time Resource Usage view, with Cost table and Cost details displayed in the timescale List of planned and actual resource costs Resource Sheet view, with Cost table Cost of each task per specified time period, total cost of all tasks per time period, and total cost of each task Cash Flow report (in Cost reports) List of resources whose costs will exceed baseline cost Overbudget Resources report (in Cost reports) Graph of the cumulative cost per resource over the life of the project Resource Graph view, with Cumulative Cost List of the cumulative cost per task Task Usage view, with Cumulative Cost details displayed in the timescale List of tasks showing whether you’re ahead of or behind schedule as compared with the actual costs incurred Earned Value report (in Cost reports) List of tasks showing the budgeted cost of each task and variance between budgeted costs and current costs Budget report (in Cost reports) List of tasks whose costs will exceed the baseline cost Overbudget Tasks report (in Cost reports) Progress Information Knowing the current status of your project is key to bringing it to a successful conclusion One of the best ways to keep up to date on what’s happening in your project is to print information showing task progress Most likely, you’ll want to share this information periodically with your manager as well as with task supervisors To print Use Microsoft Project 98 – Chapter 16 Page of 12 List of tasks currently in progress showing the months in which each task occurs Tasks In Progress report (in Current Activities reports) List of tasks showing actual start and finish dates, the percentage of each task completed, and actual and remaining task durations Gantt Chart view, with Tracking table and All Tasks filter List of tasks starting within a specified time period Tasks Starting Soon report (in Current Activities reports) List of tasks that haven’t started Unstarted Tasks report (in Current Activities reports) List of tasks that should have started by a specified date Should Have Started Tasks report (in Current Activities reports) List of tasks with scheduled start and finish dates, baseline start and finish dates, and differences between scheduled and baseline dates Task Sheet view, with Variance table and All Tasks filter List of tasks that have been rescheduled to occur after their baseline start dates Slipping Tasks report (in Current Activities reports) List of completed tasks Task Sheet view, with Entry table and Completed Tasks filter List of completed tasks showing the time period in which each task occurred Completed Tasks report (in Current Activities reports) Page Setup After you decide which view or report to print, you can change its appearance to conform with company standards or to make it more useful Microsoft Project makes it easy to check margins, headers, and footers and determine exactly how best to fit information on a page Any appearance change you make is automatically accepted when you click Print or Print Preview in the Page Setup dialog box Headers, Footers, and Legends You can add your company logo, page numbers, and other information to each page of a printed view or report, making your page look more professional and often more useful With Microsoft Project, you can add information to the header (text that prints at the top of every page) or to the footer (text that prints at the bottom of every page) Microsoft Project 98 – Chapter 16 Page of 12 You can also add your project’s legend The legend is an explanatory list that, by default, appears on every page of a printed view You can choose to print the legend on every page, on a separate page, or on none of the pages of your view You can add legends only to the Calendar, Gantt Chart, and PERT Chart views Add a Header, Footer, or Legend You can type or paste text, add project information (such as project subject, author name, and project keywords) and document information (such as page number, date, time, and file), and paste or insert graphic images into headers, footers, and legends You can format text and information before or after placing them into the header, footer, or legend Headers can have five lines of information; footers and legends can have three lines You can also adjust the width of the legend’s text box from to inches To add a header, footer, or legend to a view On the View Bar, click the view you want 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 File menu, click Page Setup Click the Header, Footer, or Legend tab Under Alignment, click the Left, Center, or Right tab In the text box, type or paste text, add document or project information, or insert or paste a graphic To change the appearance of text, select the text you want to change in the text box, click , select the font options you want, and then click OK To add common information such as the page number, total page count, date, time, and file name, click the appropriate button below the text box To add information such as the project title, company name, project start date, view or report name, and last saved date, select the information you want from the list below the text box, and then click Add To add a header or footer to a report On the View menu, click Reports Click the report type you want, and then click Select Click the report you want, and then click Select Click Page Setup, and then click the Header or Footer tab Under Alignment, click the Left, Center, or Right tab In the text box, type or paste text, add document or project information, or insert or paste a graphic To change the appearance of text, select the text you want to change in the text box, click font options you want, and then click OK , select the Microsoft Project 98 – Chapter 16 Page of 12 To add common information such as the page number, total page count, date, time, and file name, click the appropriate button below the text box To add information such as the project title, company name, project start date, view or report name, and last saved date, select the information you want from the list below the text box, and then click Add Remove a Header, Footer, or Legend You can delete the text, information, or picture that appears in each header or footer When no data appears in a header or footer, no header or footer is printed in the associated view or report You can delete any text, information, or picture that appears in the legend’s text box; suppress the entire legend when you print the view; or print the legend on a separate page If you delete the data in the legend’s text box, only the legend’s symbol box appears when you print the view (or use Print Preview) If you suppress the entire legend when you print the view, the legend doesn’t appear If you print a legend on a separate page, a page that contains only the legend is printed after the view is printed To remove a header, footer, or legend from a view On the View Bar, click the view you want To select a view that doesn’t appear on the View Bar, click More Views the Views list, and then click Apply On the File menu, click Page Setup Click the Header, Footer, or Legend tab Under Alignment, click the Left, Center, or Right tab Select the text or graphic, and then press DELETE , click the view you want in To remove a header or footer from a report On the View menu, click Reports Click the report type you want, and then click Select Click the report you want, and then click Select Click Page Setup, and then click the Header or Footer tab Under Alignment, click the Left, Center, or Right tab Select the text or graphic, and then press DELETE To print a view without printing its legend On the View Bar, click the view you want To select a view that doesn’t appear on the View Bar, click More Views the Views list, and then click Apply On the File menu, click Page Setup, and then click the Legend tab Under Legend on, click None Click Print , click the view you want in To print a legend on a separate page On the View Bar, click the view you want To select a view that doesn’t appear on the View Bar, click More Views the Views list, and then click Apply On the File menu, click Page Setup, and then click the Legend tab Under Legend on, click Legend page , click the view you want in Add Page Numbers to a Header, Footer, or Legend Adding page numbers to a document gives it a more professional appearance and makes it easier to keep track of page sequence You can also add the total number of pages To add page numbers to a header, footer, or legend On the File menu, click Page Setup Click the Header, Footer, or Legend tab Microsoft Project 98 – Chapter 16 Page of 12 Under Alignment, click the Left, Center, or Right tab In the text box, place the insertion point where you want to add the information Click Page Number , Total Number of Pages , or both You can add both the page number and total number of pages to show each page’s place in the overall page count (such as of 3, of 3, of 3) To add a running page count • Type of between the Page Number symbol and the Total Number of Pages symbol: &[Page] of &[Pages] Adjust Your Pages Printing a view or report in a complex project can mean printing more pages than is convenient for getting an overview of your project By adjusting pages, you can control the number of pages on which a view or report prints, and thus the amount of information that appears on each page For both views and reports, you can adjust the page size by specifying a percentage of the normal page size For example, specifying 200 percent doubles the size of the image on a page, so that approximately twice as many pages are needed to print all the information For views only, you can adjust page fit by specifying the number of pages tall and wide you want your view to fit on Another way to adjust pages is to insert manual page breaks By inserting page breaks, you can ensure that information that logically belongs together appears on the same page Adjust Page Fit in a View One way you can reduce the size of a printed view is by specifying how many pages tall and wide the printed view will be If your printed view is, for example, four pages tall and two pages wide, you could condense it by changing the setting to two pages tall However, you can’t expand a view using this method For example, you can’t enlarge a two-page view to four pages You can, however, enlarge a view by adjusting page size To adjust page fit in a view On the View Bar, click any view other than Calendar or Resource Graph To select a view that doesn’t appear on the View Bar, click More Views the Views list, and then click Apply On the File menu, click Page Setup, and then click the Page tab Under Scaling, click Fit to In the pages wide by box, type the number of pages you want In the tall box, type the number of pages you want , click the view you want in Adjust Page Size Microsoft Project 98 – Chapter 16 Page of 12 Whereas adjusting the page fit enables you to print a view on a specific number of pages, adjusting the page size enables you to print a view or report as a specific percentage of the normal size The default setting is 100 percent Increasing the setting to, say, 125 percent will expand the image, printing less information on each page but enlarging the text and graphics Decreasing the setting to, say, 75 percent will condense the image, printing more information on each page You may want to condense a printed view to fit on fewer pages or expand a printed view to enlarge the text and graphics You can also condense a report so that all the columns fit on one page or expand a report so that one column fills a single page To adjust page size For a view, click Page Setup on the File menu, and then click the Page tab For a report, click Page Setup in the Preview window, and then click the Page tab Under Scaling, click Adjust to In the % normal size box, type the percentage at which you want information to appear on your printed pages Insert a Page Break It can be useful to keep certain information together (such as a summary task and its subtasks) on the same page You can accomplish this by inserting page breaks into your view You can use the page breaks that Microsoft Project automatically inserts in your view, or you can insert manual page breaks to keep information on the same page You can insert manual page breaks in any view except form views, graph views, the Calendar view, and the PERT views Inserted page breaks are marked with a specific gridline pattern for easy identification You can also remove manual page breaks individually or all at once You cannot insert a page break directly into a report However, page breaks inserted in a view appear in reports that contain the same kind of information as that view For example, if you select a task and then insert a page break in the Task Sheet view, the page break will occur before that task in the Task report When you filter or sort information in a view or report, each page break remains with the task or resource selected when you inserted the page break For example, if a task is not displayed when you apply a filter, the page break associated with that task does not appear in the view or report To insert a page break On the View Bar, click a sheet 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 In the Task Name or Resource Name field, select the task or resource that you want to appear at the top of a new page On the Insert menu, click Page Break Microsoft Project 98 – Chapter 16 Page 10 of 12 Remove a Page Break You can remove any manually inserted page break in a view These page breaks are marked with a specific gridline pattern for easy identification However, you can’t remove page breaks that have been automatically inserted by Microsoft Project To remove a page break On the View Bar, click a sheet 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 In the Task Name or Resource Name field, select the task or resource below the page break On the Insert menu, click Remove Page Break Print Columns in a Sheet View When you print a view that contains columns of information (such as the Gantt Chart or Resource Usage view), you can print or repeat certain information on each page To print columns in a sheet view On the View Bar, click a sheet 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 File menu, click Page Setup, and then click the View tab To print all columns even if some are hidden behind a timescale, select the Print all sheet columns check box To repeat a certain number of columns on each printed page, select the Print first check box, and then type the number of columns in the columns on all pages box Click Print Set Up a Printer or Plotter Microsoft Project 98 – Chapter 16 Page 11 of 12 Before you can print from Microsoft Project, you must set up your printer or plotter, if you haven’t already done so You can print on any printer or plotter supported by your system software In Microsoft Windows 95 and Microsoft Windows NT, you set up your printer for use with all your programs You can switch to a different installed printer or change printer settings as you work in Microsoft Project To select a printer or plotter and change its settings in Microsoft Project On the File menu, click Print In the Name box, click a printer or plotter, and then click Properties Select the options you want to use, and then click OK Click Close Microsoft Project 98 – Chapter 16 Page 12 of 12