Project Information: Sorting, Grouping, and Filtering Lesson5

Skills Matrix SkillsMatrix Skill Sort dataSort data in a resource view Group dataGroup data in a resource view Filter dataCreate and apply a filter in a view Create a custom filter

Software Orientation Primary sort Secondary sort Tertiary sort Sort button Permanently renumber resources check box Ascending and descending buttons for each sort Microsoft Project’s Sort Dialog Box

Sorting Data Sort Data in a Resource View Click View  Resource Sheet Click View  Table:Entry  Summary

Sorting Data Sort Data in a Resource View (cont.) Resource Sheet view showing Summary table Cost per resource column

Sorting Data Sort Data in a Resource View (cont.) Click Project Point to Sort Click Sort by The Sort by dialog box appears

Sorting Data Sort Data in a Resource View (cont.) In the Sort by section, select Cost In the same section, click Descending Make sure that the Permanently renumber resources check box is NOT selected Click Sort

Sorting Data The Summary table is sorted from the highest to the lowest value in the cost column Sorted by cost in descending order Sort Data in a Resource View (cont.)

Sorting Data Click Project Point to Sort Click Sort by The Sort by dialog box appears Sort Data in a Resource View (cont.)

Sorting Data In the same section, click Descending In the Sort by section, select Group In the same section, click Ascending In the Then by section, select Cost Make sure Permanently renumber resources is NOT checked Sort Data in a Resource View (cont.)

Sorting Data Sort dialog box with two-level sort choices Permanently renumber resources is turned off Sort Data in a Resource View (cont.)

Sorting Data The Resource Sheet view is sorted to display resources sorted first by Group (Equipment, Talent) and then by Cost within each group Click Sort Sort Data in a Resource View (cont.)

Sorting Data Sorted first by Group… …and then by Cost in descending order Sort Data in a Resource View (cont.)

Sorting Data The data is restored to the original order Click Undo Sort Data in a Resource View (cont.)

Sorting Data Sort — A way of ordering task or resource information in a view by the criteria you specify You can sort using predefined criteria OR You can create you own sort order with up to three levels Sort Data in a Resource View (cont.)

Sorting Data Except for one instance, sorting does not change the actual data of your project plan  The one instance is when you select to reorder resource or task IDs after sorting No visual indicator that a view has been sorted other than the order in which the rows of data appear You cannot save custom sort settings Sort Data in a Resource View (cont.)

Sorting Data Multiple Level Undo is new to Project 2007 Allows you to undo sets of actions  Undo intended changes  Reverse mistakes Enables you to experiment with different scenarios without causing permanent undesired effects Even more useful when used in combination with Visual Change Highlighting Sort Data in a Resource View (cont.)

Grouping Data Group Data in a Resource View Click Project Point to Group by: No Group Click Resource Group

Grouping Data Summary data rows shaded yellow Group Data in a Resource View (cont.)

Grouping Data Click Project Point to Group by: Resource Group Click More Groups Select Resource Group Group Data in a Resource View (cont.)

Grouping Data Click Copy Point to Group by: Resource Group Click More Groups Select Resource Group Group Data in a Resource View (cont.)

Grouping Data In the Names box, key “Resource Groups by Cost” Select this field and then select or key “Cost” Select Descending Click this button last Group Data in a Resource View (cont.)

Grouping Data In the Define Group Intervals dialog box In the Group on box, select Interval In the Group interval box, key 500 Click OK Group Data in a Resource View (cont.)

Grouping Data Click Apply in the More Groups dialog box Click the Best Fit button Double-click the Resource Name column heading Group Data in a Resource View (cont.)

Grouping Data …and then by cost at $500 increments Data grouped first by resource… Group Data in a Resource View (cont.)

Grouping Data Click Project Point to Group by: Resource Groups by Cost Click No Group Group Data in a Resource View (cont.)

Grouping Data Group — Way to reorder task or resource information in a table and display summary values for each group according to selected criteria Grouping does not change the structure of the project plan You can use predefined groups or create your own Group Data in a Resource View (cont.)

Filtering Data Create and Apply a Filter Click View Click Gantt Chart Click the Auto Filter button on the Formatting toolbar Adjust the Gantt Chart width so that the Task Name, Duration, and Start columns are visible

Filtering Data Create and Apply a Filter (cont.) Click the down arrow in the Task Name column heading and then click (Custom…) AutoFilter arrow

Filtering Data Create and Apply a Filter (cont.) Select “contains” Key “shoot” Click OK when finished

Filtering Data Create and Apply a Filter (cont.) Filter shows only tasks that contain the word “shoot,” as well as their summary tasks Filtered column heading appears in blue

Filtering Data Create and Apply a Filter (cont.) Click the AutoFilter button AutoFilter is turned off and all of the tasks in the project are displayed

Filtering Data Create and Apply a Filter (cont.) Filter — Tool that enables you to see in a table only the information that meets selected criteria Filtering only changes the data’s appearance There are two ways to apply filters to a view  Predefined filters  AutoFilter

Creating a Custom Filter Create a Custom Filter Point to Filtered for: All Tasks Click Project Click More Filters Click New

Creating a Custom Filter Create a Custom Filter (cont.) Key the filter name Key or select “Name” Key or select “contains” Key “shoot” Select “And” Key or select “Actual Finish” Key or select “equals” Key “NA”

Creating a Custom Filter Create a Custom Filter (cont.) The new filter you have created is applied to the project plan Click OK Click Apply

Creating a Custom Filter Create a Custom Filter (cont.) Note the gaps in the task IDs. This is one way to tell that a filter has been applied Gantt Chart view with Unfinished Shoots filter applied

Creating a Custom Filter Create a Custom Filter (cont.) Project removes the filter Click Project Point to Filtered for: Unfinished Shoots Click All Tasks

Summary You Learned How to Sort data Group data Filter data