Rollup views

In Project 98, you could display symbols on a summary task bar that represented subtask dates: Effectively, you "rolled up" the subtasks onto a summary task bar when you collapsed the outline of the Gantt view. However, rollup wasn't an easy process in Project 98 because you needed to mark each individual task that you wanted to roll up.

Starting in Project 2000, you could allow for rollup behavior at a project level and avoid editing all the tasks. While viewing the Gantt Chart view of your project, choose FormatOLayout. Project displays the Layout dialog box, as shown in Figure 6-32.

Figure 6-32: Use this dialog box to enable rollup behavior for all tasks in your project.

To allow for rollup behavior at a project level and avoid editing all the tasks, select the Always roll up Gantt bars check box. If you don't want see the rollup bars when you expand the project outline to view all tasks, also select the Hide rollup bars when summary expanded check box.

Using the summary task bar

When you enable rollup behavior and collapse the outline, Project displays a summary task bar that contains symbols that represent subtask dates. Compare Figures 6-33, 6-34, and 6-35, which show various effects of collapsing the outline and rollup behavior. In particular, compare Figures 6-34 and 6-35.

Figure 6-33: In this figure, the outline is completely expanded.
Figure 6-34: In this figure, I collapsed the outline for the Selection task, but I didn't enable rollup behavior.

Note You can still specify rollup behavior at the task level (using the General tab of the Task Information dialog box) so that Project doesn't roll up all tasks to summary bars when you collapse the outline. Remember that the changes you make in the Layout dialog box don't affect tasks whose rollup behavior you specified at the task level.

Figure 6-35: In this figure, I collapsed the outline for the Selection task and enabled rollup behavior.

Using the Rollup_Formatting macro

Project contains a special macro called Rollup_Formatting. When you run this macro, Project displays, on the Gantt Chart view, a summary bar that contains symbols that represent tasks; you can think of these tasks as being rolled up onto the summary bar. This type of view helps you to create a summarized version of your project and makes important dates visible. The following views help you to see your focus on your project's summary tasks:

♦ Milestone Date Rollup 4- Milestone Rollup

Note A rollup view displays only the tasks that you format as rollup tasks in the Task Information dialog box. If you format rollup behavior for tasks in the Task Information dialog box, changing rollup behavior in the Layout dialog box (as discussed in the previous section) doesn't affect the appearance of your Gantt Chart.

This macro doesn't work unless you first mark tasks on the project as tasks that you want to roll up. Follow these steps to mark tasks and run the

Rollup_Formatting macro:

1. Select tasks in the Gantt Chart view.

Tip You can use Windows selection techniques to select several tasks simultaneously.

Click the first task that you want to select. Then, to select contiguous tasks, press * Shift and click the last task. Or, to select noncontiguous tasks, press Ctrl and click each task.

2. Click the Task Information button on the Standard toolbar to open the General tab of the Multiple Task Information dialog box, as shown in Figure 6-36.

Figure 6-36: Use the General tab of the Multiple Task Information dialog box to mark tasks for rollup.

3. Select the Roll up Gantt bar to summary check box.

5. Choose ToolsOMacros. Then choose Macros from the submenu to open the Macros dialog box, as shown in Figure 6-37.

6. Select the Rollup_Formatting macro, and click Run. Project displays the Rollup Formatting dialog box, as shown in Figure 6-38.

Macro name:

Ro!lup_Formattrig

Run

Format Ojration

ResMonri TaskEntry

Cancel

Toggle Read Only

Step Into

(Jpdate_File

Edit

Create. |

Delete j

Options..,

Macros in: | AI Open Projects

Figure 6-37: Run macros from the Macro dialog box.

Figure 6-38: Choose the style of formatting that you want for your rollup.

7. Select Bars to display rolled up tasks as bars, or select Milestones to display rolled up tasks as milestones, and click OK. Project displays the rolled up version of your project, as shown in Figure 6-39.

Figure 6-39: When you format rollup tasks as milestones, Project displays your project using the Milestone Rollup view.

Note Using the Rol 1 up_Formatti ng macro can produce unpredictable results if your task start dates are close together. Task names may appear on top of one another — and be unreadable.

Switching rollup views

When you use the Rollup_Formatting macro, Project displays only those tasks that you formatted for rollup. The table that you see in the sheet portion of all of these views is the Rollup table, but you can switch to another table by using the techniques that are explained in the section "Changing a Table," earlier in this chapter. Figure 6-39 showed the Milestone Rollup view that Project displays if you selected Milestones in Step 7. If you select Bars in Step 7, Project displays the Bar Rollup view, as shown in Figure 6-40.

Figure 6-40: When you format rollup tasks as bars, Project displays your project using the Bar Rollup view.

Tip To redisplay all subtasks in a typical Gantt Chart view, click the Show button on the

\ Formatting toolbar and choose All Subtasks.

Using the More Views dialog box (click the More Views button on the View bar or choose ViewOMore Views), you can display the Milestone Date Rollup view, as shown in Figure 6-41.

Figure 6-41: Use this view to see rollup tasks along with their start dates.

^Note

If your start dates are close together, Project overwrites the task names, thus making them difficult or impossible to read.

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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