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Customizing Microsoft Project. Lesson 17. Skills Matrix. Skills Matrix. 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.

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Customizing microsoft project

Customizing Microsoft Project

Lesson 17




Software orientation

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


Software orientation1
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


Defining general preferences
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 preferences1
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 preferences2
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 preferences3
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 preferences4
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


Working with templates
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 templates1
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 templates2
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 templates3
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 templates4
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 templates5
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 the organizer
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 organizer1
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 organizer2
Working with the Organizer

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

Click Tools

Click Organizer


Working with the organizer3
Working with the Organizer

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


Working with the organizer4
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 organizer5
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 organizer6
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 organizer7
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 organizer8
Working with the Organizer

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

Click Copy


Working with the organizer9
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 organizer10
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 organizer11
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 organizer12
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 organizer13
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 macros
Working with Macros

Record and Run a Macro

Click View

Click Gantt Chart

Click Tools

Point to Macro

Click Record New Macro


Working with macros1
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 macros2
Working with Macros

Record and Run a Macro(cont.)

Click OK


Working with macros3
Working with Macros

Record and Run a Macro(cont.)

Click View

Click Zoom

Click Entire Project

Click OK


Working with macros4
Working with Macros

Record and Run a Macro(cont.)

Click Tools

Point to Macro

Click Stop Recorder


Working with macros5
Working with Macros

Record and Run a Macro(cont.)

Click View

Click Zoom

Click Reset

Click OK


Working with macros6
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 macros7
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 macros8
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 macros9
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


Summary

You Learned How to

  • Define general preferences

  • Work with templates

  • Work with the Organizer

  • Work with macros

Summary


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