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Customizing Customizing Microsoft Project Microsoft Project Lesson 17
Customizing Customizing Microsoft ProjectMicrosoft Project
Lesson 17
Skills MatrixSkills Matrix
Skills Matrix Skill
Define general preferences Specify the default path for use in the Open and Save As dialog boxes
Work with templates Create a new template based on a current project plan
Skills MatrixSkills Matrix
Skills Matrix Skill
Work with the Organizer Copy a custom view from one project plan to another using the Organizer
Work with macros Record and run a macro
Software OrientationSoftware Orientation
Organizer tabs
Copy button
Lists of available elements
for the selected tab
and fileThe Global.mpt template is the default
file in the left Views available in box
Microsoft Project’s Organizer Dialog Box
Software OrientationSoftware Orientation
The Organizer dialog box enables you to copy views, tables, filters, and other items between
• The Global.mpt template and other Project files
• Two different Project files
Microsoft Project’s Organizer Dialog Box
Defining General PreferencesDefining General Preferences
Click ToolsClick Tools
Click OptionsClick Options
Click the Save tabClick the Save tab
Specify the Default Path in the Open and Save As Dialog Boxes
Defining General PreferencesDefining General Preferences
Select Projects to modify the default folder location for
Project files
Specify the Default Path in Open and Save As Dialog Boxes (cont.)
Defining General PreferencesDefining General Preferences
Select ProjectsSelect Projects
Click ModifyClick Modify
Select desired folder locationSelect desired folder location
Click OK (Click Cancel if not changing folder location)Click OK (Click Cancel if not changing folder location)
Click OKClick OK
Specify the Default Path in Open and Save As Dialog Boxes (cont.)
Defining General PreferencesDefining General Preferences
Click FileClick File
Click OpenClick Open
Verify the new default folder locationVerify the new default folder location
Click CancelClick Cancel
Specify the Default Path in Open and Save As Dialog Boxes (cont.)
Defining General PreferencesDefining General Preferences
Specifying the default folder for the Open and Save As dialog boxes can be very helpful if you tend to keep most or all of your Project files in one location
Specify the Default Path in Open and Save As Dialog Boxes (cont.)
Working with TemplatesWorking with Templates
Click FileClick File
Click Save AsClick Save As
Key Music Video Template in the File name boxKey Music Video Template in the File name box
Select Template in the Save as type boxSelect Template in the Save as type box
Click SaveClick Save
Create a New Template Based on a Current Project Plan
Working with TemplatesWorking with Templates
Select the Values of all baselines check boxSelect the Values of all baselines check box
Select the Actual Values check boxSelect the Actual Values check box
Select the Fixed Costs check boxSelect the Fixed Costs check box
Create a New Template Based on a Current Project Plan (cont.)
Working with TemplatesWorking with Templates
Select options in these check
boxes to specify the
data you want to remove from the template
Click SaveClick Save
Create a New Template Based on a Current Project Plan (cont.)
Working with TemplatesWorking with Templates
Based on the options you selected, Project removes the data you chose not to include in the template
The task list, relationships, resources, and assignments are conserved as entered in the original file
Create a New Template Based on a Current Project Plan (cont.)
Working with TemplatesWorking with Templates
Confirm Music Video Template is the active fileConfirm Music Video Template is the active file
Click FileClick File
Click CloseClick Close
If prompted to save changes, click YesIf prompted to save changes, click Yes
Click FileClick File
Click Don Funk Music Video 17Click Don Funk Music Video 17
Create a New Template Based on a Current Project Plan (cont.)
Working with TemplatesWorking with Templates
Template — Project file format that lets you reuse an existing project plan as the basis for a new project plan
A template can include any of the types of information you might expect to find in a Project plan
You can save any Project file, at any time, to use as a template
Create a New Template Based on a Current Project Plan (cont.)
Working with the OrganizerWorking with the Organizer
Click WindowClick Window
Click Don Funk Music Video 17Click Don Funk Music Video 17
Click ViewClick View
Click More ViewsClick More Views
Select Music Video Schedule ViewSelect Music Video Schedule View
Click ApplyClick Apply
Copy a Custom View from One Plan to Another with the Organizer
Working with the OrganizerWorking with the Organizer
Music Video Schedule View shows uncompleted shoots in
the project plan
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Click ToolsClick Tools
Click OrganizerClick Organizer
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Each tab in the Organizer dialog box is structured in the same way
Elements (views and tables) appear on the left and right sides of the dialog box
By default, the elements from the Global.mpt file appear on the left
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Corresponding elements from the active project file appear on the right
Selecting an element from the left side and then clicking Copy will copy that element to the right and vice versa
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Select Adventure Works Promo 17 from the Views available in listSelect Adventure Works Promo 17 from the Views available in list
Click the Views tabClick the Views tab
Click Music Video Schedule ViewClick Music Video Schedule View
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Adventure Works Promo 17 selected
Don Funk Music Video 17 selected
Music Video
Schedule View
selected
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Click CopyClick Copy
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Music Video Schedule View in both project
plans
Click CloseClick Close
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Organizer — Feature you use to organize elements between Project files so that they can be shared, edited, and reset
The tabs in the Organizer dialog box indicate the elements you can copy between project plans
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
The global template (Global.mpt) provides the default views, tables, and other elements in Project files
Originally, all elements are contained in the global template
The first time you display an element in a project plan, it is copied from the global template to that file
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
Two primary actions you can accomplish with the global template
Create a customized element and make it available in all project plans with which you work by copying the custom view into the global template
Replace a customized element in a project plan by copying the original, unmodified element from the global template to the project plan in which you’ve customized the same element
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with the OrganizerWorking with the Organizer
If you want to share a data map, VBA module, or toolbar with another Project user, copy it from the global template to a Project plan and send the project plan to the other user
If you attempt to overwrite an element in the Global template, Project will alert you
It is best to rename a customized element so that it does not affect existing default elements stored in the global template
Copy a Custom View from One Plan to Another with the Organizer (cont.)
Working with MacrosWorking with Macros
Record and Run a Macro
Click ViewClick View
Click Gantt ChartClick Gantt Chart
Click ToolsClick Tools
Point to MacroPoint to Macro
Click Record New MacroClick Record New Macro
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Leave the Shortcut key box blankLeave the Shortcut key box blank
Select This Project in the Store macro in boxSelect This Project in the Store macro in box
Select existing text in the Description boxSelect existing text in the Description box
Key Zooms to view the entire projectKey Zooms to view the entire project
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Click OKClick OK
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Click ViewClick View
Click ZoomClick Zoom
Click Entire ProjectClick Entire Project
Click OKClick OK
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Click ToolsClick Tools
Point to MacroPoint to Macro
Click Stop RecorderClick Stop Recorder
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Click ViewClick View
Click ZoomClick Zoom
Click ResetClick Reset
Click OKClick OK
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Click ToolsClick Tools
Point to MacroPoint to Macro
Click MacrosClick Macros
Select Don Funk Music Video 17.mpp!Zoom_Entire_ViewSelect Don Funk Music Video 17.mpp!Zoom_Entire_View
Click RunClick Run
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Timescale is condensed (zoomed) so that the entire project can be viewed in the width of one screen
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
Macro — Recorded or programmed set of instructions that carry out a specific action when initiated
In Project, macros use VBA: Visual Basic for Applications, the built-in programming language of the Microsoft Office family of desktop applications
Working with MacrosWorking with Macros
Record and Run a Macro (cont.)
You can record and play back simple macros without ever directly seeing or working with VBA code
By default, macros are stored in the global template
You can use the Organizer to copy the macro from the global template to another project plan
SummarySummary
Define general preferences
Work with templates
Work with the Organizer
Work with macros
You Learned How to
