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How to Customize Views in Microsoft Project
Edited 4 months ago by ExtremeHow Editorial Team
Microsoft ProjectCustomizationViewsProject ManagementWindowsUser InterfacePlanningEfficiencyOrganizationLayoutTools
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Microsoft Project is a powerful project management software that helps project managers plan, monitor, and manage projects efficiently. One of the key features of Microsoft Project is its ability to display information in different views, allowing users to focus on different aspects of a project. Customizing these views can increase productivity and make it easier to quickly access the information you need. In this guide, we'll explore how to customize views in Microsoft Project to get the most out of your project planning and management.
Introduction to visuals in Microsoft Project
Before diving into customization, it is essential to understand what views are in Microsoft Project. Views allow you to look at your project data from different perspectives. By switching views, you can choose to focus on tasks, resources, calendars, and more. Microsoft Project comes with several predefined views such as Gantt charts, calendars, network diagrams, and resource sheets, among others.
Each view is designed to highlight different aspects of the project management process. For example, the Gantt chart is excellent for getting a timeline overview of tasks, while the resource sheet view provides information about the resources used in the project.
Why customize visuals?
Customizing visuals can help optimize performance to suit your organization's specific needs or your unique project requirements. Here are several reasons why you might want to customize visuals in Microsoft Project:
- Focus on relevant information: You can filter out irrelevant data and focus only on the most relevant information for your current analysis.
- Improved productivity: Having access to customized views allows team members to quickly find the information they need without having to sift through unnecessary data.
- Better visualization: Custom visualizations can help present data to stakeholders in a more understandable and engaging format.
- Streamlined reporting: Creating specific views helps simplify the reporting process and ensures consistency in what is being reported.
Steps to customize visuals in Microsoft Project
1. Access the view tab
To start customizing, switch to the View tab on the ribbon. This tab provides access to most of the visual customization tools that Microsoft Project provides.
2. Select the view you want to customize
Decide which existing view you want to modify. For example, if you are working primarily with task schedules, you can choose to customize the Gantt chart. To choose a view, click the desired view icon in the Task View or Resource View sections.
3. Use the zoom and timescale options
The Zoom slider on the status bar and the Timescale menu under the View tab allow you to adjust the view so that it displays data for different periods of time, such as days, weeks, or months.
4. Add or remove columns
Customize the columns in your view to show only the information you need. Right-click any existing column header, and choose Insert Column to add a new column. You can choose from a variety of data points like start date, duration, cost, and more.
To delete a column, right-click the column header and select Hide Column. This will hide the column from view without deleting any data.
5. Filter the data
Filters help you display only tasks or resources that meet certain criteria. Go to the Filter drop-down menu in the View tab to apply a predefined filter. You can also create your own custom filter by selecting New Filter and setting the criteria you need.
6. Group information
Grouping allows you to organize tasks or resources into categories. For example, you can group tasks by stage, resource, or priority. To group the data, select the Group By drop-down menu in the View tab and choose the grouping option you want.
7. Sort the data
Sorting is another useful feature for customizing views. Sort tasks or resources by clicking the Sort drop-down menu in the Data group under the View tab. You can sort by criteria such as start date, end date, duration, or cost. Sorting makes it easier to analyze data and identify trends.
8. Use the format tab for additional customization
Once you've set your basic visual preferences, you can fine-tune the look of your visualization using the Format tab. This includes adjusting the gridlines, font style, and colors. You can also use options such as Bar Style to change the look of Gantt bars, customize the information that is displayed on them, and enhance the visual appeal of your chart.
9. Save your custom view
Once you've completed your customizations, it's a good idea to save the configuration so you can easily go back to it when needed. To do this, go to the View tab, click the Save View drop-down menu, and select Save View As. Give your custom view a name for future use.
Examples of customized visuals in Microsoft Project
Let's look at some examples of how you can customize visuals for different scenarios:
Example 1: Customized Gantt chart for weekly meetings
In a company where weekly project update meetings are necessary, you can create a Gantt chart view that displays only the tasks scheduled for the current week. You can do this by applying a filter for tasks with start dates that fall in this week and adjusting the deadline to focus on days. Group tasks by assigned resource, making it easier to discuss individual contributions during the meeting.
Example 2: Resource sheet view for budget
If you're focused on budget, a customized resource sheet view can be invaluable. Add columns such as standard rate, cost per use, and total cost, and remove irrelevant columns such as calendar. Use sorting and filtering options to focus on specific resources or departments when analyzing costs.
Example 3: Worksheet view for deadline management
For tighter deadline management, create a task sheet view that highlights overdue and upcoming tasks. Apply conditional formatting to color-code tasks based on status. You can sort tasks by their deadlines and group them by priority, helping you decide which tasks require immediate attention.
Best practices for optimizing views
- Simplicity: Keep your customizations simple to avoid cluttering your view with too much information.
- Reusability: Create views that can be reused across different projects or by team members with similar needs.
- Documentation: Document your custom view settings for future reference. This is useful if you need to recreate the view or share it with others.
- Backup: Periodically back up your .mpp files to ensure that custom scenes and project data are not accidentally lost.
Conclusion
Customizing views in Microsoft Project allows you to customize information display to your needs and streamline your project management process. Through the proper use of columns, filters, grouping, and formatting, you can focus on the areas most critical to your project's success. Whether presenting project data to stakeholders or managing detailed schedules, customized views in Microsoft Project are an indispensable tool. By following the steps and examples provided, you can increase your project management efficiency, improve communication with your team, and ultimately lead your projects to successful completion.
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