1. Customizing Microsoft Project
Lesson 17

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

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

21. 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

22. 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

23. 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

24. 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

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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

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

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

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

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

37. 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

38. 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

39. 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

40. 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

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