Showing and Hiding Information in a View

Whether you're using the Timesheet or Gantt Chart, you can customize your view of assignments to show or hide the information you want, as follows:

• To show only tasks for the current time period in your Tasks list, click Current Tasks in the side pane. This is the default.

• To show all tasks to which you are assigned, click All Tasks in the side pane.

• To hide a selected task, select the task in the table and then click the Hide button above the table, which is useful for moving completed tasks out of the way. When the project manager updates the task, it appears in your list again.

• To specify whether you want to show or hide different types of tasks such as To-Do List tasks or Outlook tasks, or certain types of information with your tasks such as time or scheduled work, click View Options above the table. The View Options section expands to show your choices. Select or clear the check boxes for the items you want to show or hide (see Figure 23-9).

^ Microsoft Office

Project Web Access

^ Microsoft Office

Project Web Access

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Ö I Task Name

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Figure 23-9. Select the items you want to show and clear the items you

Tip Search for task information

You can search for information in your Tasks list. In the Timesheet or Gantt Chart, click Filter, Group Search. In the expanded section that appears, enter the series of characters you're searching for in the Search For box. If you want to specify the search in a particular field, click the arrow in the In box and click the field. Click Find Next.

In either the Timesheet or Gantt Chart, you can sort, group, or filter your assignments by criteria you choose.

To sort assignments by a field in the Tasks table—for example, by Task Name or Finish Date—follow these steps:

1 In the Timesheet or Gantt Chart, click the heading of the field column you want to sort by.

The field is sorted in either ascending or descending order.

2 To sort in the other direction, click the column heading a second time. To group assignments by a particular field, follow these steps:

1 Display the Timesheet or Gantt Chart.

2 Above the table, click Filter, Group, Search.

3 In the expanded section that appears, click the arrow in the Group By box to see your grouping choices in the dropdown (see Figure 23-10).

Figure 23-10. Click the field by which you want to group your assignments. Click the field you want to group by. The task list changes to reflect your grouping.

5 If you want a subgroup within the group, click the second field in the Then By box.

6 When you want to return to the original nongrouped order, click None in the Group By box.

Figure 23-10. Click the field by which you want to group your assignments. Click the field you want to group by. The task list changes to reflect your grouping.

5 If you want a subgroup within the group, click the second field in the Then By box.

6 When you want to return to the original nongrouped order, click None in the Group By box.

To filter assignments by a built-in filter, follow these steps:

1 Display the Timesheet or Gantt Chart.

2 Above the table, click Filter, Group, Search.

3 In the expanded section that appears, click the arrow in the Filter box to see your filter choices.

4 Click the filter you want to use; for example, Overdue Tasks or New Tasks Added By Me. The task list changes immediately to show only those tasks that meet your filter criteria.

5 To see all tasks again, click All Tasks in the Filter box.

To create a custom filter, follow these steps:

1 Display the Timesheet or Gantt Chart.

2 Above the table, click Filter, Group, Search.

3 In the expanded section that appears, click Custom Filter.

4 In the More Filters dialog box, enter the field you want to filter by in the Field Name box (see Figure 23-11).

'3 More Filters -- Web Page Dialog

Show rows where:

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Task Name Work

% Work Complete Actual Work Remaining Work Start Finish

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v|| 1

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Figure 23-11. Click the field by which you want to filter your assignments.

5 In the Test field, enter the test criteria; for example, Equals or Contains.

6 In the Value field, enter the value for the field and then click OK.

The task list changes immediately to show only those tasks that meet your filter criteria.

7 To see all tasks again, click All Tasks in the Filter box. m

You can also select the AutoFilter check box to add the AutoFilter arrows to each column in £

the Tasks table. t o

To collapse the Filter, Group, Search section, click the - (minus) button in the upper-left corner of the section.

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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