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The Best Microsoft Project Tutorials — Training & Courses
You’ve done it. You’ve taken the time to enter all your tasks, create dependencies, enter your resources, and assign your resources to tasks. Now you get your reward for all that work. Now you get to run reports. Standard reports are predesigned reports that Project offers you. They offer a lot of choices regarding the information you can add, so at the same time that we say they’re predesigned, they’re also customizable.
You can choose the format for standard reports, such as a table, chart, or comparison report. Some let you choose the orientation landscape or portrait. In addition, you can also customize standard reports by changing their name, the periods they cover, the table of information, and the filters.
You can also add themes, formatting, images, and shapes to standard reports. To run a dashboard report, click the Dashboard dropdown arrow under the Report tab , then select which report you want. If you can’t find the standard report that covers what you need, you can also create a new report. Your report is on the left. On the right is the Field List pane where you can choose fields for your report. Go to the Select Category section in the Field List pane.
Next, go to the Select Fields category and chose the fields you want in your report by checking the boxes. Finally, choose how you want the data sorted.
This is the order you want the data presented based on the fields you chose. As we told you, you can also customize standard reports.
There are three categories that you can edit or modify in a standard report. Once you create a report in Project , a new tab will appear on the ribbon.
This is the Report Tools Design tab, pictured below. Using the tools in this tab, you can customize your standard report by adding a theme, changing the font, adding effects, etc. You can also add images, shapes, and text box. What’s more, you can add page breaks, adjust the margins, and set the orientation or paper size.
These are all tools common to all Microsoft Office products. We can be almost That said, instead of covering how to use these tools, we are going to cover three important guidelines for customizing and formatting your reports. Visual reports are a lot like Pivot tables in Excel. They allow you to view data from different perspectives beyond the standard report capabilities.
These perspectives are very useful for data analysis. Project offers you six categories of Visual reports. Some of these are based on time phased data, or data distributed over time, and some are not. These categories are:.
To create and generate a Visual report, go to the Report tab, then click the Visual Reports button. Select if you want the report template created in Excel or Visio, then select the report you want to view.
The first thing you always need to do before you print anything in Project is to view the page setup so you know that all the information you need will be printed on the page. As you can see, there are six tabs in this dialogue box. The Page tab will help you set the paper size, orientation, and scaling. If you need to adjust your margins, click on the Margin tab. If you need more room for your report to display, you can always reduce margins.
You can increase margins if you have a brief report, but do not want to hand out a report that only fills a small part of the page. If you’ve used headers and footers in your report, you will find the Headers and Footers tabs helpful.
The Legend tab will help you create a legend to explain the various graphic elements. The legend is automatically created for you. All you have to do is specify the text that goes with the legend. The View tab allows you to select if you want to print all columns, how many columns per page, print notes, and print blank pages. You can also choose to print column totals. This pertains to the Usage views. When you have your page setup, click OK. To print, click the Print button at the top of the window.
In Project, a resource pool can mean one of two things. It can be resources that are bundled as a group and assigned to a project, or it can mean a group of resources that are created and made accessible to anyone who has access to your company’s server.
In this section of the article, we are going to focus on the second definition and learn how to create a resource pool that you and others can access. However, before we delve into creating a resource pool, we need to discuss a few terms that you need to know in order to be able to understand how to add to or access resources in the resource pool.
The first term is “Resource Pool Project. If you add resources from your current project to the pool, the project that you use to add resources is the “Resource Pool Project. The other term is “sharer. Creating a resource pool is very easy and not nearly as complicated as it sounds. You can create a resource pool using a blank project and adding resources to it. Do this using the Resource Sheet. Next, save this to a location that those who will use the resources in their own projects can access.
Resource engagements are new to Project and are only available to you if you’re using Project Professional or Project Pro for Office In addition, you must also be connected to Project Online or Project Server A resource engagement is an agreement between you and a resource manager that gives you permission to use a resource from a resource pool when the resource has limited availability.
When there’s an enterprise resource pool, the resource manager can select some resources that must have approval in order to be used within a project. You, as the project manager, would have to request use of that resource. You would contact the resource manager to gain that permission by sending an engagement request in Project. You’ll give the dates you’ll need the resource, plus a percentage of the resource’s time during those dates or a set number of hours for those dates.
To send an engagement request, click the Add Engagement button under the Resource tab. Select the resource. You will then see a dialogue box where you can fill out the dates and other information.
Open the resource pool file and the sharer project. In the sharer project, go to Resource tab. Click the Resource Pool dropdown arrow and select Share Resources. Select if you want to use your own resources, or choose the project that you want to share resources from.
Next, decide what you want to occur if a conflicting resource setting exists, such as the resource base calendar. If you want your project’s settings to take precedence, choose Sharer Takes Precedence. You can also update assignments and tasks in your sharer file, or the project that’s sharing files with the resource pool. To do this, go to the View tab. Click Resource Usage button and then update assignments.
You can also update time phased, scheduled, or actual work by updating in the Resource Usage and Task Usage views. To consolidate projects means to take several projects and combine them into one to create a master project. At that point, all of the projects that you inserted into the master project become subprojects. Although we’ve already talked about inserting another project into a current project, we wanted to introduce the topic again as a way to consolidate several projects into one.
Click a task name. You should click the row below where you want to insert another project. This means the new project will be inserted in the row above where you click. Open Main Menu. Browse Courses My Classes. Sign In Subscribe Course Catalog. How to Run Reports in Microsoft Project Reports make it easier to communicate about your project. They make it easier to show the boss exactly how great you are doing.
What’s more, they show how costs are accumulating, what tasks are in progress, and which ones still need to start. They show progress and give you a picture of each element of the project and the project as a whole. This report is used to compare baseline work remaining to amount of work remaining and the number of tasks remaining compared with baseline tasks remaining. This helps you to see whether you are working at the pace you planned or if you are in danger of falling behind.
Interested in learning more?
How to Get the Most Out of Your Microsoft Project Reports – MPUG
For a quick preview, watch this video Report on progress. This report :. Shows :. To learn more about this report, see Create a burndown report. The current cost status of your project and its top-level tasks, showing planned costs, remaining costs, actual costs, cumulative costs, baseline costs, and percentage of completion to help you determine if your project will stay within budget.
How much of your project is complete, upcoming milestones, and tasks that are past due late tasks. The work that has been done in the current week, the status of any remaining tasks that were due, and what tasks are starting in the next week. The work status for all overallocated resources, showing their actual work and remaining work. You can then try to resolve these overallocations in the Team Planner View.
The costs and cumulative costs per quarter for all top-level tasks. Use the Field List to show other costs or different time periods. The cost variance for all top-level tasks and work resources, and indicates where actual costs exceed the baseline costs. Earned value, variance, and performance indices over time, comparing costs and schedules to a baseline to determine if your project is on track. The cost status of work resources people and material , showing cost details in a table and cost distribution data in a chart.
The cost status of top-level tasks, showing cost details in a table and cost distribution data in a chart. All tasks in your project that have milestones, showing which of them are late, due, or completed.
This re port template. Use the Report Tools Design tab to add charts, tables, text, and images. Use the Field List to pick different fields you want to compare in the chart.
Use the buttons next to the chart to customize the chart. Use the Field List to pick different fields you want to show in the table. In the Outline level box pick the number of project outline levels you want to show in the table. Use the Table Tools tabs to customize the table. In one of the charts, use the Field List to pick the fields you want to show side-by-side to compare them with fields in the other chart.
Tip: Reports you create appear in the list of custom reports. In Project , you can also view specific project data in a visual report in Excel or Visio, if you have those programs installed. In the Visual Reports dialog box, you can pick one of the following report templates. Need more help?
Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue. Clear instructions. Easy to follow. No jargon. Pictures helped. Didn’t match my screen. Incorrect instructions. Too technical. Not enough information.
Not enough pictures. Any additional feedback? Submit feedback. Thank you for your feedback! A blank canvas. A chart for your project data, showing actual work, remaining work, and work by default. Two charts side-by-side, showing the same project data. Excel report templates. Visio report templates.
Microsoft Project Tutorial for Beginners Smartsheet
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