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Microsoft Project Tutorial Part 25 – Print setup

2009/05/22 1 comment

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:

BarStylesStar

Then you move on to File—>Page setup. On the first page you can set the number of pages and orientation.

PageSetup1

If you click on the Margins tab, you can set the margins.

PageSetup2

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.

PageSetup3

The Footer tab is very much the same as the Header tab, but here you set the footer instead.

PageSetup4

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.

PageSetup5

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.

PageSetup6

Confirm with OK and go on printing. Printing Project is a hassle so go get yourself a A3 printer and exercise print training.

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Categories: Agile

Microsoft Project Tutorial Part 24 – Exploring the toolbars

There are lots of nice commands in the toolbars . So here are some suggestions on commands to use:

CopyPicture Copy Picture – enables you to save a picture to Computer clipping. When you chose this command, a dialog box is displayed and you can select what to copy. If you chose clipboard, you can next open for example word and select CTRL+P to paste the picture in your document.

CustomForms  Toolbar for custom forms. Displayed by selecting Tools—>Customize—>Custom forms. You can now select a task in Gantt chart and click one of the butcon. You can now update your tasks easily concerning costs, work status, etc.

GotoOverallocation Excellent butcon if you use Resource Usage or Task Usage views. If you select a cell, clicking this butcon will mark the next over allocated cell.

GotoSelectedTask Mark a task in the table of your favorite view and the chart will show the selected task.

ResourceTracking Toolbar for tracking progress. Is displayed when you select View—>Toolbars—>Tracking. Observe the butcons with the %:s. These are used to quickly set % Complete. The second, third and forth butcon requires some extra explaining, which I’ll perhaps discuss in upcoming posts. As for now: don’t use them if you don’t understand what they do.