Customizing Microsoft Project Lesson 17

Skills Matrix Skills Matrix Skill Define general preferences Specify the default path for use in the Open and Save As dialog boxes Work with templates Create a new template based on a current project plan Skills Matrix

Skills Matrix Skills Matrix Skill Work with the Organizer Copy a custom view from one project plan to another using the Organizer Work with macros Record and run a macro Skills Matrix

Lists of available elements for the selected tab and file Microsoft Project’s Organizer Dialog Box Organizer tabs Copy button Lists of available elements for the selected tab and file The Global.mpt template is the default file in the left Views available in box Software Orientation

Microsoft Project’s Organizer Dialog Box The Organizer dialog box enables you to copy views, tables, filters, and other items between The Global.mpt template and other Project files Two different Project files Software Orientation

Defining General Preferences Specify the Default Path in the Open and Save As Dialog Boxes Click Tools Click Options Click the Save tab Defining General Preferences

Defining General Preferences Specify the Default Path in Open and Save As Dialog Boxes (cont.) Select Projects to modify the default folder location for Project files Defining General Preferences

Defining General Preferences Specify the Default Path in Open and Save As Dialog Boxes (cont.) Select Projects Click Modify Select desired folder location Click OK (Click Cancel if not changing folder location) Click OK Defining General Preferences

Defining General Preferences Specify the Default Path in Open and Save As Dialog Boxes (cont.) Click File Click Open Verify the new default folder location Click Cancel Defining General Preferences

Defining General Preferences Specify the Default Path in Open and Save As Dialog Boxes (cont.) Specifying the default folder for the Open and Save As dialog boxes can be very helpful if you tend to keep most or all of your Project files in one location Defining General Preferences

Working with Templates Create a New Template Based on a Current Project Plan Click File Click Save As Key Music Video Template in the File name box Select Template in the Save as type box Click Save Working with Templates

Working with Templates Create a New Template Based on a Current Project Plan (cont.) Select the Values of all baselines check box Select the Actual Values check box Select the Fixed Costs check box Working with Templates

Working with Templates Create a New Template Based on a Current Project Plan (cont.) Select options in these check boxes to specify the data you want to remove from the template Click Save Working with Templates

Working with Templates Create a New Template Based on a Current Project Plan (cont.) Based on the options you selected, Project removes the data you chose not to include in the template The task list, relationships, resources, and assignments are conserved as entered in the original file Working with Templates

Working with Templates Create a New Template Based on a Current Project Plan (cont.) Confirm Music Video Template is the active file Click File Click Close If prompted to save changes, click Yes Click File Click Don Funk Music Video 17 Working with Templates

Working with Templates Create a New Template Based on a Current Project Plan (cont.) Template — Project file format that lets you reuse an existing project plan as the basis for a new project plan A template can include any of the types of information you might expect to find in a Project plan You can save any Project file, at any time, to use as a template Working with Templates

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer Click Window Click Don Funk Music Video 17 Click View Click More Views Select Music Video Schedule View Click Apply Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Music Video Schedule View shows uncompleted shoots in the project plan Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Click Tools Click Organizer Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Each tab in the Organizer dialog box is structured in the same way Elements (views and tables) appear on the left and right sides of the dialog box By default, the elements from the Global.mpt file appear on the left Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Corresponding elements from the active project file appear on the right Selecting an element from the left side and then clicking Copy will copy that element to the right and vice versa Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Click the Views tab Select Adventure Works Promo 17 from the Views available in list Click Music Video Schedule View Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Music Video Schedule View selected Adventure Works Promo 17 selected Don Funk Music Video 17 selected Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Click Copy Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Music Video Schedule View in both project plans Click Close Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Organizer — Feature you use to organize elements between Project files so that they can be shared, edited, and reset The tabs in the Organizer dialog box indicate the elements you can copy between project plans Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) The global template (Global.mpt) provides the default views, tables, and other elements in Project files Originally, all elements are contained in the global template The first time you display an element in a project plan, it is copied from the global template to that file Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) Two primary actions you can accomplish with the global template Create a customized element and make it available in all project plans with which you work by copying the custom view into the global template Replace a customized element in a project plan by copying the original, unmodified element from the global template to the project plan in which you’ve customized the same element Working with the Organizer

Working with the Organizer Copy a Custom View from One Plan to Another with the Organizer (cont.) If you want to share a data map, VBA module, or toolbar with another Project user, copy it from the global template to a Project plan and send the project plan to the other user If you attempt to overwrite an element in the Global template, Project will alert you It is best to rename a customized element so that it does not affect existing default elements stored in the global template Working with the Organizer

Record and Run a Macro Working with Macros Click View Click Gantt Chart Click Tools Point to Macro Click Record New Macro Working with Macros

Record and Run a Macro (cont.) Leave the Shortcut key box blank Select This Project in the Store macro in box Select existing text in the Description box Key Zooms to view the entire project Working with Macros

Record and Run a Macro (cont.) Click OK Working with Macros

Record and Run a Macro (cont.) Click View Click Zoom Click Entire Project Click OK Working with Macros

Record and Run a Macro (cont.) Click Tools Point to Macro Click Stop Recorder Working with Macros

Record and Run a Macro (cont.) Click View Click Zoom Click Reset Click OK Working with Macros

Record and Run a Macro (cont.) Click Tools Point to Macro Click Macros Select Don Funk Music Video 17.mpp!Zoom_Entire_View Click Run Working with Macros

Record and Run a Macro (cont.) Timescale is condensed (zoomed) so that the entire project can be viewed in the width of one screen Working with Macros

Record and Run a Macro (cont.) Macro — Recorded or programmed set of instructions that carry out a specific action when initiated In Project, macros use VBA: Visual Basic for Applications, the built-in programming language of the Microsoft Office family of desktop applications Working with Macros

Record and Run a Macro (cont.) You can record and play back simple macros without ever directly seeing or working with VBA code By default, macros are stored in the global template You can use the Organizer to copy the macro from the global template to another project plan Working with Macros

You Learned How to Summary Define general preferences Work with templates Work with the Organizer Work with macros Summary