Project for the Web Extra Features

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About this lesson

A run-through of some additional features in Project for the Web.

Quick reference

Project for the Web Extra Features

Explore some additional features of Project for the Web. 

When to use

These additional Project for the Web features are useful to know so we have a much broader, in-depth knowledge of all the functionality available. 

Instructions

Let's explore some additional features of Project for the Web that we haven't covered yet. 

People View

The People view is a new addition to Project for the Web. This view allows us to see all plan members, how many tasks are assigned to them, how many are incomplete, and how many are late. We can also see any unassigned tasks from here and move them to the correct assignee by dragging and dropping the card. 

View options

When working in People view we can change our view options. 

  • Click the View options button. 

We can choose how to show the workload either by hours or by number of tasks. The default is to show by number of tasks but it can be helpful to switch to hours to see how many hours of incomplete or late tasks we have. 

We can also choose to show our view in Compact mode which reduces the size of the cards and hide any completed tasks. 

Export to Excel

We can export any project plan to Excel. This can be helpful if we want to analyze our project data using Excel's array of analysis tools like Pivot Tables and charts. 

  • Click the three dots next to Members. 
  • Click Export to Excel. 

Change the Project Start Date

Once we have created a project in Project for the Web and added tasks, we might decide to change the start date of the entire project. 

This is a simple task in Project for the Web as all tasks will shift along to accommodate the new start date. 

  • Click the three dots next to Members. 
  • Click Project details. 
  • Click the calendar icon in the Start field. 
  • Choose a new start date from the date picker. 

Copy a Project

We can copy a project in Project for the Web. When we copy a project we are effectively duplicating the project. This is helpful if we need to create a new project plan that has lots of similarities to the original. 

  • From Project Home, hover the mouse over the project to copy. 
  • Click the three dots. 
  • Click Copy Project. 

The new project will have the same name as the original but it will say 'Copy'. 

  • Click on the project name. 
  • Rename the project.

Hints & tips

  • We can also export a project file to Excel from Project Home. 
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  • 00:04 We're coming to the end of this section on Project for the Web.
  • 00:07 And I'd just like to finish up just by tidying up some loose ends and
  • 00:12 a couple of features that we haven't yet been through.
  • 00:15 Now, at this stage,
  • 00:16 we should be getting pretty familiar with switching between different views.
  • 00:20 We've been working predominantly in grid view.
  • 00:23 But we've seen how we can organize our tasks and
  • 00:26 view different buckets in board view, how we can get a sense of the overall
  • 00:30 project by looking at the project in timeline view.
  • 00:33 And then we have a charts view just here.
  • 00:36 And again, this is going to update as we start completing different tasks.
  • 00:41 Because we've only really changed a few of these in the project,
  • 00:45 most of these are showing as not started and just a couple of them are in progress.
  • 00:50 But obviously,
  • 00:51 this is going to look a lot fuller when you're working on your real life projects.
  • 00:55 The charts view is a really nice way of getting a visual overview of what's going
  • 00:59 on in your project.
  • 01:00 Now, a view we haven't really looked at much is the people view.
  • 01:03 And this is a reasonably new view that's been added into Project for the Web.
  • 01:07 We can view our tasks by the person that they're assigned to.
  • 01:12 So for example, I can say that the majority of tasks assigned to me,
  • 01:16 I have 25 that are incomplete, but I have 0 that are late.
  • 01:20 I can see how many tasks Ben Lee has assigned to him,
  • 01:24 it's 29 with 0 late tasks.
  • 01:26 Jack has seven tasks, and Olivia has four.
  • 01:29 And then underneath, we have our task displayed in those buckets again.
  • 01:34 Now, also notice, when we're in this people view,
  • 01:37 we can change our view options.
  • 01:39 So if we click on this, we can choose to show our workload by hours or
  • 01:44 number of tasks.
  • 01:45 So if I switch this across to hours, you can see that those totals update.
  • 01:50 So it's telling me how many hours of work I've got incomplete, so
  • 01:55 812 hours, which feels like a lot.
  • 01:57 Now, I'm going to switch this back to number of tasks.
  • 02:01 I can also choose if I want to display this view in compact mode.
  • 02:05 So if I toggle this off, I get a slightly different view.
  • 02:09 I can also choose if I want to hide or unhide completed tasks.
  • 02:14 So we have a few different options when we're working in people view.
  • 02:18 Also notice that regardless of which view we're working in, so
  • 02:22 I'm going to switch back to grid view, if we go all the way over to the right-hand
  • 02:26 side where we have group members, next to that, we have three dots.
  • 02:30 And when we click this, it's going to open up the More Actions menu.
  • 02:34 So from here, I could choose to export this project plan out to Excel.
  • 02:40 And we saw how we can do this when we were working in Planner.
  • 02:42 It's exactly the same, it's going to download the kitchen renovation project,
  • 02:48 and when I open the file, it's going to open up in Excel.
  • 02:52 And I can go through, I can start tidying this up and
  • 02:56 use Excel Utilities to analyze this data.
  • 02:59 And remember, at any stage,
  • 03:00 if we need to change the entire start date of our project, we can do that as well.
  • 03:05 And modifying the start date will move all of our tasks relative to
  • 03:09 the new start date.
  • 03:11 Now, if we click the three dots again next to group members and
  • 03:15 go into Project Details, I can change the start date.
  • 03:18 So maybe I decide that this project now needs to start in March, 2023.
  • 03:24 So I'm going to jump across to March, and I'm going to say March, the 6th.
  • 03:29 And when I click on Close,
  • 03:31 the entire project is going to be moved forward by a month.
  • 03:36 And if we go to timeline view, we should be able to see this reflected.
  • 03:40 So I'm going to go to date, and this time, let's go to March.
  • 03:44 So March the 6th, I've moved it to, there is the start date of my project,
  • 03:49 and everything has shifted along accordingly.
  • 03:52 And the final couple of details I want to point out is if we go back to Project
  • 03:56 > Home and click the three dots next to our kitchen renovation project,
  • 04:01 remember this is where we can copy our project link.
  • 04:05 We can remove from favorites, we can make a copy of the entire project.
  • 04:08 So maybe I want to do a bathroom renovation project.
  • 04:12 Instead of starting from scratch, I could say Copy Project, and it's going to
  • 04:17 create Kitchen Renovation- Copy, which I could then rename to Bathroom.
  • 04:21 I have the basic structure of the project,
  • 04:24 I just need to change the tasks and the durations.
  • 04:28 So that is another way of quickly creating a project.
  • 04:31 And finally in here, we also have the Export to Excel option as well.
  • 04:35 So that is pretty much everything you're going to need to know at this stage when
  • 04:39 working with Project for the Web.
  • 04:41 In the next section of the course,
  • 04:43 I'm going to show you how you can take advantage of the Power Platform to
  • 04:48 produce some really visually stunning reports and dashboards.

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