Changing tables

In views containing tables, you can make changes as simple as modifying the height of the rows or switching to a different table. Or, you can modify the appearance of the default table by moving columns around, hiding columns, or adding columns — and save your changes in a new table.

Changing row height

This feature helps you out whenever information is too wide to fit within a column. When you change the height of a row, the data wraps to fit within the taller row

Note The capability to change the height of a row in a table is new to Project 2000.

Notice that the task names for Tasks 5 and 7, shown in Figure 7-1, don't fit within the Task Name column. If I increase the height of those rows, both names wrap so that they are visible, as shown in Figure 7-2.

Figure 7-1: You can change the height of a row when the mouse pointer looks like a double-headed arrow.

To change the height of a row, select the row and move the mouse pointer into the Task ID number column at the bottom of the selected row. The mouse pointer changes to a pair of arrows pointing up and down (as shown in Figure 7-1). Drag down, and when you release the mouse button, Project increases the height of the row and wraps any text in that row that didn't fit within its column.

To change the height of more than one row, select each row that you want to change. Use Windows selection techniques to select the rows. For example, to select two noncontiguous rows, click the ID of the first row and then press and hold Ctrl while you click the ID of the second row. When you change multiple rows simultaneously, Project assigns a uniform height to the selected rows.

Figure 7-2: When you change the height of more than one row at a time, Project assigns a uniform height to all selected rows.

Note You can change row heights only in full row increments. In other words, you can make a row twice its original size but not one and a half times its original size.

Hiding and inserting columns

You can temporarily remove a column from a table by hiding it. Right-click the column, and choose Hide Column from the menu that appears. Project doesn't remove the data in the column from the file; instead, the data is hidden from view. To see the column again (or to add a different column to your table), right-click the column heading that you want to appear to the right of the column that you're going to insert. Then, choose Insert Column from the shortcut menu that appears. You see the Column Definition dialog box, as shown in Figure 7-3.

Figure 7-3: Use this dialog box to add a column to your table.

In the Field name list box, select the name of the column that you want to add. You don't need to make any other changes; click the Best Fit button to make sure that Project provides enough space for the column title. Project inserts the column to the left of the selected column.

Switching tables

Tables don't appear in every view. For example, neither the Network Diagram view nor the Resource Graph view has a table that displays columns of information. However, views that have tables, such as any Gantt view or the Task Usage view, shown in Figure 7-4, also have a Select All button. Right-click the Select All button to list the standard tables that you can display as well as the More Tables option.

Tip Clicking (instead of right-clicking) the Select All button selects all information in

% the table portion of the view.

Creating new tables or editing existing tables

As with views, Project has dozens of built-in tables, with a wide variety of information included to help you focus on issues of scheduling, resources, tracking, and so on. The More Tables window enables you to switch to tables that don't appear on the shortcut list of tables. You also can use the More Tables window to modify the fields of information displayed in the columns of tables, and even to create new tables. Creating new tables in Project is remarkably similar to editing existing tables; you use the same dialog box for both operations.

Note How do you decide whether to create a new table or modify an existing one? If you can find a predefined table with a similar focus that has several of the fields that you want to include, start with a copy of that table. Then delete, rearrange, modify, or add fields as needed. If you can't find an appropriate model, you may need to create a new table. I suggest using a copy of the table because someone else who is using your schedule will expect to find the default fields in Project's original tables instead of the fields that you establish.

Select All button

Select All button

Figure 7-4: Switch to a different table by selecting it from this shortcut menu.

Suppose that the view would be more meaningful if the columns appeared in a different order than the order in which Project shows them. For example, many tables list baseline information first and then list actual information, resulting in this sequence of columns: Baseline Start, Baseline Finish, Actual Start, Actual Finish. Comparing this information may be easier if you create a table that presents the information in this order: Baseline Start, Actual Start, Baseline Finish, Actual Finish — and so on.

Or perhaps you want to add the table to the list of tables on the shortcut menu that appears when you right-click the Select All button. You may even want to add or delete some fields of information (columns) from the table. You can either edit an existing table or make a copy of it and edit the copy.

The More Tables window does not have a Table reset button; consequently, any changes that you make are permanent. I advise you to always make a copy of a table that you want to modify, rather than editing the original table. That way, the original tables remain intact.

Follow these steps to create a new table or edit an existing table:

1. Choose ViewOTableOMore Tables. Project displays the More Tables window, as shown in Figure 7-5.

Figure 7-5: Select a table to use, edit, or copy from this dialog box.

2. Click the New button to create a new table, or select a table that you want to edit. You can use the Task or Resource choices at the top of the dialog box to display the type of table that you need. Then click either the Edit button to edit the original table or the Copy button to edit a copy of the table. The Table Definition dialog box appears, as shown in Figure 7-6.

Name: |Copy of Baseline Table

Name: |Copy of Baseline Table

Field Name

Align Data

Width

Tide

Align Title

Header Wrapping

Center

6

Center

'Yes

terne

Left

24

Task Marne

Left

•Yes

Baseline Duration

Right

13

BaselneDur.

Center

;Yes

Baseline Start

Right

15

Center

i Yes

Baseline Finish

Right

15

Center

F Ves

Baseline Work

Right

14

Center

j Yes

Baseline Cost

Right

14

Center

Lock first column R ftuto-adiust header row height?

Lock first column R ftuto-adiust header row height?

bfelp

Cancel j

Figure 7-6: Use the Table Definition dialog box to make changes to the appearance of a table. When you create a new table, no information appears in the bottom portion of the dialog box.

Note |f you create a copy, you may want to rename it in the Name box instead of using

*""""' the default "Copy of" name that Project supplies.

3. Enter a name for the table in the Name field. To show this table in the shortcut menu that appears when you right-click the Select All button, select the Show in menu check box.

4. To add a field to the table, click a blank space in the area under the Field Name column; an arrow appears on the right side of the field. Click the arrow to display the drop-down list, as shown in Figure 7-7, and select a field name.

Figure 7-7: You can select fields of predefined information to build the columns in your table.

5. In the same row, click in the Align Data column. Project displays the default settings for alignment of data and title as well as the width of the column. Click the arrow on the right side of the field; then select Left, Center, or Right alignment for the data in the column.

6. Click the Width column and, if necessary, modify the width of the column to accommodate the type of information that you think will typically go there.

Tip If you aren't sure about the ideal column width, just accept the default. You can easily adjust column widths when the table is on-screen by dragging the edge of ' the column heading to the right or left.

7. Click the Title field, and enter a title for the column if you don't want to use the default field name. Otherwise, skip this step.

8. Click the Align Title column, and select a different alignment for the column title if you like.

9. Repeat Steps 4 through 8 to add more fields to your table. To edit your table, use the Cut Row, Copy Row, and Paste Row buttons to reorganize the order of fields in your table. Use the Insert Row and Delete Row buttons to add rows in between existing rows or to remove existing rows.

10. If you have included any columns that include dates, such as Start or Finish information, you can modify the date format by using the drop-down list of choices in the Date format field. You can also modify the height of all the rows with the Row height setting.

Note The Header Wrapping field — a Yes or No choice — controls whether long titles wrap within the column heading. If you set the Header Wrapping field to No, Project hides that portion of a column title that doesn't fit within the allotted space for the column.

11. If you want the first column of your table to remain on-screen while you scroll across your page, select the Lock first column check box. Typically, the Task ID column is the column that is locked in place in a table.

12. Click OK when you are finished. Then click Apply in the More Tables dialog box to display the new table on your screen.

Note By default, changes that you make to tables appear only in the current Project file.

If you want new or edited tables to be available to other schedules, you must use the Organizer function in the More Tables dialog box to copy these tables to the Global.mpt file. See Chapter 20 for more information.

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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