MS Project 2013 - Lesson 8

Microsoft® Project 2013
Lesson 8
Customizing Views
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Objectives
By the end of this lesson, you will be able to:
● Customize existing views
● Create new views
● Share a view with another project
● Create new tables
● Customize existing tables
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Views
Views in Microsoft® Project 2013 are designed to display information in a logical manner. The following options are
provided for selecting a view when you click the View tab:
Task View
• It allows to select the Gantt Chart, Network Diagram, Task Usage,
Calendar, Timeline View, or Task Sheet
Resource View
• It allows to select the Resource Usage, Resource Sheet, Team
Planner, or Resource Form View
Other Views
• It allows to change Timescale, zoom into a view, sort data etc.,

Views (contd.)
Some views in Microsoft® Project 2013 are used more than others. The commonly used views in Microsoft® Project
2013 are as follows:
Commonly used views
Gantt Chart Network Diagram Graph

Views (contd.)
Gantt Chart : it is used to plan and review a project schedule. An example of a Gantt chart view is shown below.

Views (contd.)
Network diagram : it is used to fine-tune a project plan. An example of a Gantt chart view is shown below.

Views (contd.)
Graph: It is used to display remaining work or availability of resources. An example of a Graph view is shown below.

Work with Views
The various options to work with views in Microsoft® Project 2013 are highlighted in the screenshot.
Sort command
Data ribbon
Arranges items in
a particular order Changes the data
displayed in a view
Outline command
Shows or hides
subtasks

Customize Existing Views
View in Microsoft® Project 2013 can be customized to display specific type of information.
Views for specific information
Task Usage Report Resource Usage Report Group by Command

Customize Existing Views (contd.)
Task Usage Report : It is used by the Project Manager to view all the resources assigned to a particular task. An example
of a Task Usage report is shown below.

Resource Usage Report : It is used by the Project Manager to group all tasks performed by a particular resource. An
example of a Resource Usage report is shown below.

Group by command : It is used by the Project Manager to group items according to a specific criterion. An example of a
Group by command is shown below.

Resource Usage View (contd.)
Views can be customized using the following options.
• Modifies information in the sheet pane, and the chart pane.

Working with Panes
• Displays information near task bars in the chart pane.
• Resizes or enlarges panes as per requirements

Resizing Panes
• Displays more information in a single area.
• Resets the view to the original settings

Resetting Views
• Revert to the default view, even after the changes are saved.

The following is an example of resizing panes in Microsoft® Project 2013.
Before resizing the pane After resizing the pane

The following is an example of resetting views in Microsoft® Project 2013.
Before resetting the view After resetting the view

Apply Filters to Views
Filters can be applied to views in Microsoft® Project 2013 to sort and locate data quickly in a view. Steps to apply filters
are shown here:
Click Filter Select the

1 Click View 2 dropdown
menu
3 desired filter
option

AutoFilter
The AutoFilter option can be used to sort information alphabetically, numerically, or chronologically and find data quickly
in a view.
Keep the following points in mind while applying AutoFilter:
• To filter data by specific values, ensure the AutoFilter checkboxes

for those values are selected and all other checkboxes are
unselected.
• To apply the filter, click OK.
• To clear all the filters, click the Clear All Filters option.

Create a New View
Creating a new view is essential when information of a plan is required to be viewed in a way that is not defined in the
predefined views.
Elements used to create a

new view

Share a View with Another Project
In Microsoft® Project 2013, a view can be shared with another project in the following ways:
● By sharing views, reports, and calendars, with other projects or copying the view to the global MS Project template.
● By clicking the File  Organizer to see all the elements that are in the global template and the elements that are
specific to the views in the project.
● By using the Organizer to copy reports, tables, filters, calendars, groups, and custom text styles to the global template.

Create a New Table
Tables can be used to find specific information quickly without having to sift through data. The steps to explore the table
option in Microsoft® Project 2013 is shown below.

Customize a Table
Tables in Microsoft® Project 2013 can be customized in the following ways:
Ways to Customize a Table
By hiding columns
By adding columns
By rearranging columns
By adjusting Timescale
By formatting text
By using highlights

Customize a Table (contd.)
The various ways to customize a table are explained in detail below:
Columns in a table can be hidden by

By hiding right clicking the “column name” and
columns
selecting “Hide Column” from the
Columns can be added by right clicking a “column
context menu.
name” and selecting “Insert Column.” The Project
Manager will need to select the column name from
By adding
the column list. The column will get added to the columns
left of the column name that was clicked. Columns
can also be added from the Format  Columns 
Insert Column command. By Columns in a view can be rearranged by
rearranging highlighting a column and dragging it to
Columns
the desired location.

Customize a Table (contd.)
Some more ways to customize a table are explained in detail below:
The timescale can be adjusted to show

By smaller or greater time units, from
adjusting
hours all the way up to years through
Timescale
the View  Zoom  Timescale
command.
Text styles in a view can be By
changed from the Format  Text formatting
Styles command. text
Project Manager can highlight specific

By using information, such as late tasks or
highlights
milestones in the graphs by using the
View  Highlight command.

Knowledge Check-1
Which of the following options is used by a Project Manager to remove a group?

Select the answer.
a. Sort command
b. No Group
c. Data Ribbon
d. Outline command

Knowledge Check-1
Which of the following options is used by a Project Manager to remove a group?
a. Sort command
b. No Group
c. Data Ribbon
d. Outline command
Answer: b. No Group
Explanation: Project Managers can use the “No Group” command to remove a group.

Knowledge Check-2
Which of the following views is used by the Project Manager to fine-tune a project plan?
Select the answer.
a. Gantt chart view
b. Graph view
c. Network Diagram view
d. Timeline view

Knowledge Check-2
Which of the following views is used by the Project Manager to fine-tune a project plan?
a. Gantt chart view
b. Graph view
c. Network Diagram view
d. Timeline view
Answer: c. Network Diagram view
Explanation: A Project Manager uses the Network Diagram view to fine tune the project plan.

Knowledge Check-3
Which of the following options is an appropriate reason for a Project Manager to apply a filter?
Select the answer.
a. To organize information in a way that it is easy to locate
b. To display information in a logical manner
c. To focus on a specific task or a resource in a view
d. To revert to the original setting of the view

Knowledge Check-3
Which of the following options is an appropriate reason for a Project Manager to apply a filter?
a. To organize information in a way that it is easy to locate
b. To display information in a logical manner
c. To focus on a specific task or a resource in a view
d. To revert to the original setting of the view
Answer: c. To focus on a specific task or a resource in a view
Explanation: A Project Manager applies a filter to focus on a specific task or a resource in a view.

Knowledge Check-4
Which of the following can be used to share a view with another project?
Select the answer.
a. By using the organizer to copy reports, tables, etc., to the global template
b. By adding the desired values in the given options in the View Definition window
c. By sorting information alphabetically and numerically
d. By selecting the Resource Usage and Resource Sheet

Knowledge Check-4
Which of the following can be used to share a view with another project?
a. By using the organizer to copy reports, tables, etc., to the global template
b. By adding the desired values in the given options in the View Definition window
c. By sorting information alphabetically and numerically
d. By selecting the Resource Usage and Resource Sheet
Answer: a. By using the organizer to copy reports, tables, etc., to the global template
Explanation: A view can be shared with another project by using the organizer to copy reports, tables, etc., to
the global template.

Knowledge Check-5
Which of the following commands can be used to change the text style in a view?
Select the answer.
a. Timescale
b. Text Styles
c. Highlight
d. Insert Column

Knowledge Check-5
Which of the following commands can be used to change the text style in a view?
a. Timescale
b. Text Styles
c. Highlight
d. Insert Column
Answer: b. Text Styles
Explanation: The “Text Styles” command can be used to change the text style in a view.

Knowledge Check-6
Which of the following statements is not true?

Select the answer.
a. The AutoFilter option is used to find data quickly in a view.
b. Resource view allows you to select the Resource Usage, Resource Sheet, etc.
c. Network Diagram view displays project information as a flowchart.
d. Several views have two panes.

Knowledge Check-5
Which of the following statements is not true?
a. The AutoFilter option is used to find data quickly in a view.
b. Resource view allows you to select the Resource Usage, Resource Sheet, etc.
c. Network Diagram view displays project information as a flowchart.
d. Several views have two panes.
Answer: b. Resource view allows you to select the Resource Usage, Resource Sheet, etc.
Explanation: Resource view allows you to select the Resource Usage, Resource Sheet, etc.

Summary
Let us summarize the topics covered in this lesson:
• The commonly used views in Microsoft® Project 2013 are Gantt Chart View,
Network Diagram View, and Graphs.
• Some options to customize views are working with panes, resizing panes, resetting
views, etc.
• Project Managers can apply a filter in Microsoft® Project 2013 to focus on a specific
task or a resource in a view.
• The AutoFilter option can be used to sort information alphabetically, numerically, or

chronologically and find data quickly in a view.
• Tables can be used to find specific information quickly without having to sift
through data.

Thank You

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Copyright © 2012-2014, Simplilearn, All rights reserved.

By the end of this lesson, you will be able to:

● Customize existing views

● Create new views

● Share a view with another project

● Create new tables

● Customize existing tables

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Commonly used views

Gantt Chart Network Diagram Graph

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Views for specific information

Task Usage Report Resource Usage Report Group by Command

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• Modifies information in the sheet pane, and the chart pane.

• Resizes or enlarges panes as per requirements

• Resets the view to the original settings

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The following is an example of resizing panes in Microsoft® Project 2013.

Before resizing the pane After resizing the pane

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The following is an example of resetting views in Microsoft® Project 2013.

Before resetting the view After resetting the view

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Click Filter Select the

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Keep the following points in mind while applying AutoFilter:

• To filter data by specific values, ensure the AutoFilter checkboxes

• To apply the filter, click OK.

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Elements used to create a

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Ways to Customize a Table

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The various ways to customize a table are explained in detail below:

Columns in a table can be hidden by

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Some more ways to customize a table are explained in detail below:

The timescale can be adjusted to show

Project Manager can highlight specific

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Which of the following options is used by a Project Manager to remove a group?

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Which of the following options is used by a Project Manager to remove a group?

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a. Gantt chart view

c. Network Diagram view

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a. Gantt chart view

c. Network Diagram view

Answer: c. Network Diagram view

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