Microsoft Project Tutorial Part 25 – Print setup
I guess one of the main reasons for people using Microsoft Project is that they want to print the Gantt chart, and here people get really frustrated. They cannot get the right stuff on paper.
Well, the first advice is to specify a table definition which is suitable for printing. For example you can leave out the Indication field. How you define your tables is covered in the blog post on customizing your Gantt chart.
Next thing is that you can actually use your divider between the table and the chart. The columns which can be seen in full are normally visible on the print out.
Next thing you can do is that if you want to keep the legend at the bottom of the printouts but think the legend include to much is selecting Format—>Bar styles. If you add a * before the Name of a bar style, it would be included in the legend. Often, people understand most of the types, so just add the * to all styles which are not self explaining. Below, you can see some examples of how it looks like in the dialog box:
Then you move on to File—>Page setup. On the first page you can set the number of pages and orientation.
If you click on the Margins tab, you can set the margins.
On the Header tab, things start to get interesting. First you click the tab for the alignment for the text you wish to include. You can now add default text or field information by clicking the butcons or selecting a field and clicking the Add button. Observe that the last butcon enables you to include an image.
The Footer tab is very much the same as the Header tab, but here you set the footer instead.
When we head to the Legend tab you can specify if the legend is to be visible and for how many pages. Observe that besides the legend, this space also occupy an extra footer. One way to give more space to your Gantt chart on each page is setting the width of this area to 0. But also remember that the fewer items that are displayed on the legend, the smaller the legend becomes.
The View Tab can also be used to specify size. Here you can with the first two check boxes specify if you don’t want the visible columns to be printed and instead specify a number of columns. You can also select to print notes, that is the content of the field Notes. If this is selected, your printout will be complemented with an extra page with comments.
Unmarking Print blank pages is a way to remove unwanted printouts. When you make a printout, Project prints pages so you can tape all the pages together to make a large plan. This means that some pages of the Gantt chart can be without any bars. But remember that if you do mark this, a taped plan will have holes in it. Fit timescale can be used if you don’t want Project to take you timescale setting into consideration but instead trying to make the most of the space. I normally unmark this.
Confirm with OK and go on printing. Printing Project is a hassle so go get yourself a A3 printer and exercise print training.