Filtering Project Information

When you filter a view, you're excluding information you don't need to see so you can focus on what you do need to see. For example, if you want to see only tasks that use a particular resource so you can more closely analyze the workload, you can apply the Using Resource filter. Or if you're about to attend a status meeting and you want to discuss tasks that are either in progress or not started, you can apply the Incomplete Tasks filter to a task sheet.

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Built-in Task Filters

The most commonly used task filters appear on the Filtered For submenu of the Project

menu. All built-in filters are accessible in the More Filters dialog box. The following is a com

plete list of the built-in task filters:

• Completed Tasks

• Confirmed

• Cost Greater Than

• Cost Overbudget

• Created After

• Critical

• Date Range

• In Progress Tasks

• Incomplete Tasks

• Late/Overbudget Tasks Assigned To

• Linked Fields

• Milestones

• Resource Group

• Should Start By

• Should Start/Finish By

• Slipped/Late Progress

• Slipping Tasks

• Summary Tasks

• Task Range

• Tasks With A Task Calendar Assigned

• Tasks With Attachments

• Tasks With Deadlines

• Tasks With Estimated Durations

• Tasks With Fixed Dates

• Tasks/Assignments With Overtime

• Top Level Tasks

• Unconfirmed

• Unstarted Tasks

• Update Needed

• Using Resource In Date Range

• Using Resource

• Work Overbudget

You can also apply filters to a resource sheet. If you want to examine all resources that are running over budget, for example, you can apply the Cost Overbudget filter. Or if you want to see only your material resources, you can apply the Resources - Material filter to a resource sheet.

Built-in Resource Filters

The most commonly used resource filters appear on the Filtered For submenu of the Project

menu

. All built-in filters are accessible in the More Filters dialog box. The following is a com-

plete list of the built-in resource filters:

Confirmed Assignments

Cost Greater Than

Cost Overbudget

Date Range

Group

In Progress Assignments

Linked Fields

Overallocated Resources

Resource Range

Resources - Material

Resources - Work

Resources With Attachments

Resources/Assignments With Overtime

Should Start By

Should Start/Finish By

Slipped/Late Progress

Slipping Assignments

Unconfirmed Assignments

Unstarted Assignments

Work Complete

Work Incomplete

Work Overbudget

To filter information in a view, follow these steps:

1 Display the view whose information you want to filter. You can filter information in all views.

2 Click Project, Filtered For.

3 If the filter you want is listed on the submenu, click it. If the filter is not in the submenu, click More Filters and then find and click it in the More Filters dialog box (see Figure 4-22). Click Apply.

Figure 4-22. The More Filters dialog box lists all built-in filters.

4 Some filters require you to enter more information. For example, if you choose the Should Start/Finish filter, you need to enter start and finish dates and click OK.

Tip Apply a highlighting filter

By default, a filter excludes tasks or resources that do not meet the conditions of that filter. If you prefer, you can instead have the filter highlight tasks or resources that do meet the filter conditions. Click Project, Filtered For, More Filters. Click the filter you want and then click the Highlight button.

To remove a filter and show all tasks or all resources again, click Project, Filtered For and then click All Tasks.

Tip Use the Filter tool on the Formatting toolbar

You can also use the Filter tool on the Formatting toolbar. Display the view you want to filter; then use the tool to click the filter you want to apply. When finished, click the arrow in the Filter tool and select All Tasks (or All Resources).

Using AutoFilter, you can quickly filter by a value in a particular field. To do this, follow these steps:

1 Display the sheet view whose information you want to autofilter.

2 On the Formatting toolbar, click AutoFilter. The AutoFilter arrows appear in each column heading in the sheet view.

Duratior T j

Start

Finish ^J

Predecessor; T j

20 days

Mon 1/I 2/04

Fri 2/6/04

3

10 days

Mon 2/9/04

Fri 2/20/04

4

10 days

Mon 2/23/04

Fri 3/5/04

5

3 Click the arrow in the column whose information you want to filter by and then click the value you want to filter by.

For example, suppose you are displaying the Gantt Chart with the Entry table applied. If you want to filter for all tasks scheduled to start next month, click the AutoFilter arrow in the Start column and then click Next Month. When an AutoFilter is applied, the column heading changes color.

4 To show all tasks or resources again, click the AutoFilter arrow in the applied column heading and then click All.

The AutoFilter arrows remain handy in the column headings for all views throughout your project plan until you turn AutoFilter off. With AutoFilter on, you can always quickly filter tasks or resources in a sheet. If you want to turn AutoFilter off, click the AutoFilter button again.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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