Using grouping

Grouping is another technique that you can use to view information about your project. You may be able to solve a problem if you group tasks by some common denominator. In Figure 7-33, I've grouped tasks by duration to help identify shorter versus longer tasks.

Group Tasks Project
Figure 7-33: Group tasks in a view to help you identify information about your project.

Project contains some predefined groups. To use one of these groups to arrange tasks in a view by the group common denominator, follow these steps:

1. Display the view that you want to use to group tasks.

2. Choose ProjectOGroup By, or use the Group By tool on the Standard toolbar.

^Note

3. Choose the group that you want from the Group By menu.

Because Project enables you to group tasks only in task views and resources only in resource views, the Group By menu shows either task groupings or resource groupings, depending on the view that you displayed before starting these steps.

You're not limited to using the groups that appear on the Group By menu; you can group by almost any field. To group in a way that doesn't appear on the menu, follow these steps:

1. Display the view that you want to use to group tasks.

2. Choose ProjectOGroup byOMore Groups. Project displays the More Groups dialog box, as shown in Figure 7-34.

Figure 7-34: Use the More Groups dialog box to apply a group that doesn't appear on the Group By list or to create a new group by copying and editing an existing group.

3. Select the Task option button to apply a task grouping; select the Resource option button to apply a resource grouping.

Project doesn't let you apply a task group to a resource view or a resource group to a task view.

Select a group name from the list.

Click Apply to apply the filter or click Edit or Copy to edit a group or make a copy of a group so that you can edit it.

Like its cousins, the More Groups dialog box does not have a Group reset button; consequently, any changes that you make are permanent. I advise you to click the Copy button to make a copy of a group that you want to modify, rather than editing the original group. That way, the original groups remain intact.

6. If you simply want to apply a group, click OK. If you are creating a new group by copying an existing group, you see the Group Definition dialog box, as shown in Figure 7-35.

Figure 7-35: Use this dialog box to create a custom group based on an existing group.

7. Assign a name to the group that you're creating, and select the Show in menu box if you want the group to be available from the Group By menu.

8. Open the Field Name list box, and select a field on which you want Project to group.

9. In the Order column, choose Ascending or Descending.

10. (Optional) Select a font for the grouping title information.

11. (Optional) Change the cell background and the pattern that Project displays for the field.

12. (Optional) Click the Define Group Intervals button to display the Define Group Interval dialog box, as shown in Figure 7-36. In this dialog box, you can control the grouping intervals that Project uses. Click OK when you finish to redisplay the Group Definition dialog box.

Figure 7-36: Use this dialog box to specify the intervals at which you want Project to group the fields.

13. Select the Show summary tasks box to include summary tasks in the grouping.

14. Click OK to save your choices and redisplay the More Groups dialog box.

15. Click Apply to apply the group the you just defined.

Starting in Project 2002, you can group on assignment fields; follow these steps to do so:

1. Select either the Task Usage view or the Resource Usage view.

2. Choose ProjectOGroup byOCustomize Group By. You see the Customize Group By dialog box, as shown in Figure 7-37.

Figure 7-37: Use this dialog box to group by assignment fields.

Select the fields by which you want to group. Select the Group assignments, not tasks check box.

In the Field Type column, select whether to group by assignment or by task.

In the example, I started working from the Task Usage view. If you start working from the Resource Usage view, the name of the check box changes to refer to resources instead of tasks, and, in the Field Type list, you choose whether to group by assignment or by resource.

Click OK.

To turn off grouping, choose ProjectOGroup By. Then choose No Group.

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.

Get My Free Ebook


Post a comment