Viewing Data in Microsoft Project

MS Project Training

Ok, so you’ve defined your project, setup all the tasks and resources but now you need to monitor the progress and check that everything is going to plan (or not as the  case may be!!).

Microsoft Project offers you several ways of viewing the project, depending on the information you need to see, this is done via the ‘View’ menu.  Here we look at how to access the different views.

To learn more about Views, and loads more in MS Project, why not attend our MS Project Training course here in Brighton, Sussex?

Different Ways of Viewing a Project

The VIEW tab on the Ribbon provides different ways of viewing a Project Plan.

A VIEW BAR also appears on the left hand side of the Gantt Chart, enabling you to change to different views.

Yet another way on the TASK TAB on the Ribbon, select the view from the Gantt Chart button.

Views are split into different types, either Task or Resource Views.

Useful Views

• Gantt – Main View used for reporting data on a timescale
• Calendar – Shows every task in the project on a day to day basis in a diary format
• Network Diagram – Shows the tasks as a Flow Chart
• Task Usage – Shows tasks with the list of resources working on them.   Can be used to view working times and costs of tasks
• Resource Usage – Shows resources and the tasks they are working on.  Can be used to view resource working times and availability.
• Resource Graph – Used to identify days when a resource is busy or over allocated
• Resource Sheet – Used to enter information about resources
• Tracking Gantt – Displays the original plan against the actual.  Used for comparison and updating when running the project.

Available Tables

Many views are made up of tables.   The Resource Sheet is a table, the Gantt Chart has a table.   The table that is initially viewed in any view is the ENTRY table.

• To change a table, select the VIEW TAB on the Ribbon
• Select TABLES
• Choose from one of the nine tables

Useful Tables

• Cost – Shows a breakdown of cost – relative to task or resource
• Work – Shows a breakdown of work hours – relative to task or resource
• Entry – The initial data entered for a task or resource
• Summary – Shows work and cost together – relative to task or resource
• Variance – Shows variances between the original plan and the running plan

Note: The Default Table for the Gantt Chart is ENTRY.   A quick way of switching tables is to right click in the square at the top left hand side of the current table.

Keystrokes for moving around Views & Tables

• CTRL+HOME – Goes to the top of a table
• CTRL + END – Goes to the bottom of a table
• ALT+HOME – Shows the Start Date on the Gantt Chart, or in any graphical view
• ALT+END – Shows the End Date on the Gantt Chart, or in any graphical view

Combination Views

More than one view may be shown in the screen at a time.  For example you could have the Gantt Chart showing in the top part of the screen and the Resource Sheet in the bottom.   Thus it is possible to see information about a Resource working on a task without having to switch between views.   A split is created in the screen and the appropriate view displayed in the relative pane.

• Select the VIEW TAB from the RIBBON
• Select The DETAILS box from the SPLIT VIEW options

Initially a Task Form is display in the lower part of the screen.   This can be changed in the drop down box to the right of Details

• To remove the Split, un-tick the Details Box

Related posts:

1. How to Change the Working Hours in Microsoft Project 2007
2. PRINCE2 Training Resources – Free Downloads
3. Download Free PRINCE2 Ebook – Managing a Project
4. Starting Up a Project (SU) PROCESS
5. Directing a Project (DP) PROCESS

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Related posts:

1. How to Change the Working Hours in Microsoft Project 2007
2. PRINCE2 Training Resources – Free Downloads
3. Download Free PRINCE2 Ebook – Managing a Project
4. Starting Up a Project (SU) PROCESS
5. Directing a Project (DP) PROCESS

Tags

brighton, Microsoft Office, microsoft office training, microsoft project 2007, Microsoft Project 2010, microsoft project training, Microsoft Project Views, MS Project Training, PRINCE2, PRINCE2 Foundation Training, PRINCE2 Practitioner Training, Prince2 training, Project management, sussex, Views in Microsoft Project

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