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Access views and tables via the view tab and selecting icons located in the task views and resource views sections.
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2013, 2019/365.
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Using Views and Tables.mpp.mpp385.5 KB Using Views and Tables - Completed.mpp.mpp
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Quick reference
Using Views and Tables
Microsoft Project uses the word view as a means to describe views that display task or resource information. In most circumstances, a view will have a table of data that defines the columns you work with (e.g. task name, start, finish, and predecessor). You access these views via the view tab and selecting icons located in the task views and resource views sections.
There are two other types of views called the timeline and reports.
Steps
To access task views:
- Click the View tab and then select any icon in the task views section, like Gantt chart, Calendar, and Network diagram.
To access resource views:
- Click the View tab and then select any icon in the resource views section, like Team Planner and Resource Sheet.
To access the timeline:
- Click the View tab and then select the Gantt chart icon.
- Click the View tab once more and select the Timeline checkbox.
- You can add tasks to the timeline by right-clicking a task and selecting add to timeline.
To access reports:
- Click the Report tab, then select any report you wish to see.
- Reports take up a lot of real estate, so if you want to see them full screen, click the View tab, then de-select the timeline and details checkboxes.
- 00:05 In this lesson, I'm going to talk about views.
- 00:07 Now, there's essentially four different ways to view
- 00:11 information in Microsoft Project.
- 00:14 There is the traditional view, and
- 00:17 that's like this Gantt chart view down below here on this screen.
- 00:21 There is another type of view, which is called the resources view.
- 00:27 And then, we also have reports and timelines.
- 00:30 I'm going to walk you through those right now.
- 00:33 The first thing I'm going to do is remove the software development plan area at
- 00:37 the top.
- 00:38 I'm using the project template that Microsoft provided.
- 00:42 And I'm using the same one that I used in the previous lesson.
- 00:46 So, if I take this little splitter view here and move it up to the top,
- 00:50 we now just have the view being displayed.
- 00:53 Now, this view here is called Gantt chart.
- 00:56 I know that because it's displayed on the left hand side of the screen.
- 00:59 The Gantt chart is made up of two elements.
- 01:02 One is called the view.
- 01:04 So, the view is displaying this text on the left and the graphics on the right.
- 01:10 Then, there's a table, and
- 01:12 the table defines what columns of text get displayed.
- 01:17 So, let me explain.
- 01:18 If I click on the View tab, you can see I have Gantt chart selected.
- 01:24 And then, if I come over here to the data section, there's a tables picklist.
- 01:31 And here you can see I can choose to enter data in cost.
- 01:39 I can look at the schedule.
- 01:42 Work, and so on.
- 01:44 I'll go back to the default entry table.
- 01:47 So, the view is called the Gantt chart, and
- 01:50 the table displays the columns that get displayed.
- 01:54 There are two types of views.
- 01:56 There's task views, and this displays any information relating to the task.
- 02:01 So, for example, if I click network diagram Calendar,
- 02:06 it's always displaying the names of the tasks.
- 02:10 There's another type of view, and that's called the resource view.
- 02:13 And the resource view allows me to see resource related information.
- 02:19 So, for example, if I click on this resource sheet button icon,
- 02:23 you can see the list of resources in the project.
- 02:27 If I click on Team planner, I can see the list of resources on the left,
- 02:31 and what tasks they're assigned to on the right.
- 02:35 What we've looked at so far are what we call traditional views,
- 02:40 meaning there's task views and resource views.
- 02:43 If you open a book on Microsoft Project,
- 02:46 these are probably what's going to be talked about.
- 02:49 But there are two other types of views that I want to talk about.
- 02:52 And they may not be called views, but they really are.
- 02:56 And the first one we're going to talk about is the timeline view.
- 03:00 So, click the View tab, then click the Gantt chart.
- 03:03 This is going to bring us to our standard Gantt chart.
- 03:08 Now, you can see there's a lot of tasks here.
- 03:12 There's a lot of summary tasks with subtasks underneath them.
- 03:14 Asking someone to try and read this Gantt chart might become a little bit difficult.
- 03:20 So, sometimes you want to communicate what's going on in your project
- 03:25 by taking key elements of your project and displaying them for
- 03:29 a view that's maybe more focused just on communicating to management.
- 03:34 Or communicating to resource managers.
- 03:37 So, what you do is you click the View tab and click the timeline checkbox.
- 03:42 Now, you add tasks to the timeline, and
- 03:45 you can see it's actually very interactive.
- 03:48 This green bar here, I can move that around,
- 03:50 in order to move around the Gantt chart.
- 03:53 I can also stretch this out to see the entire Gantt chart.
- 03:57 But tasks are already on here.
- 03:59 Now, we started with the software development plan project template.
- 04:03 So, someone already put these tasks on here.
- 04:06 But to add a task yourself, just go ahead and find a task like this.
- 04:10 I'll right click,
- 04:15 and choose add to timeline.
- 04:22 Now, what I just did is I added this define preliminary resources task to
- 04:26 the timeline.
- 04:27 Now, the timeline is stretched out for the length of the project, but
- 04:29 you can see here this is the task, it's really hard to read.
- 04:30 So, I can just go ahead and click on this and drag it down with my mouse.
- 04:36 And now, I've called that task out.
- 04:40 Now, we don't want this to be too complicated.
- 04:42 So, if there's ever times when we think there's information we don't need
- 04:47 to display, we can always right click on this and say remove from timeline.
- 04:52 So maybe I want to bring this down.
- 04:54 This scope task over here is hard to see.
- 04:58 So, I can click and drag on that, and bring it up.
- 05:00 And then I could even move it over a little bit too.
- 05:03 So, that's the timeline view.
- 05:05 So, once again, you access that by clicking the View tab, and
- 05:09 then choosing the timeline checkbox.
- 05:11 The last view type I'm going to show you is the report view.
- 05:15 So, with the View tab selected, these select the timeline,
- 05:19 this way we have the whole page selected.
- 05:21 And click the Report tab.
- 05:23 And then, you can see there's a number of different built in reports that we can
- 05:28 select, that will show us information on our project.
- 05:31 We can create our own, and I'm going to show you that in future lessons.
- 05:34 But what I've shown you now is task views, resource views, the timeline, and reports.
- 05:41 And those all make up what I like to refer to as views in Microsoft Project.
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