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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

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

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

Printing You can print from the preview window or from the

Custom Reports dialog box You can print from the project window or fromthe 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

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

1 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

2 On the File menu, click Print

3 Select the printing options you want, and then click OK

You can cancel printing at any time by pressing ESC

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

1 On the View menu, click Reports

2 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 5

3 Click the report you want to print, and then click Select

4 If you’re asked for specific values, enter the values, and then click OK

The report is displayed in the preview window

5 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

1 On the View menu, click Reports

2 Click Custom, and then click Select

3 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

4 To change the look of a report’s text, click Text, make the changes you want, and then click OK

5 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

6 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

See Chapter 15 for ways to change the look of a view

To print the active view quickly,

click Print

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

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

Task and duration list with Gantt Chart showing tasks, durations, task

dependencies, and assigned resources Gantt Chart view, with Entry tableand 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 do 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

List of resources with work information summarized for each

resource Resource Sheet view, with Work table and AllResources filter

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,

and pay rate of each resource Resource Usage view, with Summary table 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

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

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 tableand 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)

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 0 to 5 inches

To add a header, footer, or legend to a view

1 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

2 On the File menu, click Page Setup

3 Click the Header, Footer, or Legend tab

4 Under Alignment, click the Left, Center, or Right tab

5 In the text box, type or paste text, add document or project information, or insert or paste a graphic

6 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

7 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

8 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

1 On the View menu, click Reports

2 Click the report type you want, and then click Select

3 Click the report you want, and then click Select

4 Click Page Setup, and then click the Header or Footer tab

5 Under Alignment, click the Left, Center, or Right tab

6 In the text box, type or paste text, add document or project information, or insert or paste a graphic

7 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

8 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

9 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

1 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

2 On the File menu, click Page Setup

3 Click the Header, Footer, or Legend tab

4 Under Alignment, click the Left, Center, or Right tab

5 Select the text or graphic, and then press DELETE

To remove a header or footer from a report

1 On the View menu, click Reports

2 Click the report type you want, and then click Select

3 Click the report you want, and then click Select

4 Click Page Setup, and then click the Header or Footer tab

5 Under Alignment, click the Left, Center, or Right tab

6 Select the text or graphic, and then press DELETE

To print a view without printing its legend

1 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

2 On the File menu, click Page Setup, and then click the Legend tab

3 Under Legend on, click None

4 Click Print

To print a legend on a separate page

1 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

2 On the File menu, click Page Setup, and then click the Legend tab

3 Under Legend on, click Legend page

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

1 On the File menu, click Page Setup

2 Click the Header, Footer, or Legend tab

3 Under Alignment, click the Left, Center, or Right tab

4 In the text box, place the insertion point where you want to add the information

5 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 1 of 3, 2 of 3, 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

1 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 , click the view you want in

the Views list, and then click Apply

2 On the File menu, click Page Setup, and then click the Page tab

3 Under Scaling, click Fit to

4 In the pages wide by box, type the number of pages you want

5 In the tall box, type the number of pages you want

Adjust Page Size

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

1 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

2 Under Scaling, click Adjust to

3 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

1 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

2 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

3 On the Insert menu, click Page Break