Reporting, Episode 3

In the last Milestone Minute, we discussed the Legend tab of the Page Setup dialog box when printing a view in Microsoft Project. Since the View tab is very involved, we are devoting this entire post to it.

As mentioned in the last post, any view in Microsoft Project can be printed, to paper or a PDF. When a Gantt chart, for example, is printed, the View tab is available in Page Setup as shown in the following illustration:

Reportingv3 Pic 1

This tab controls what additional information will be printed, and will vary based on which view is being printed. For a view such as the Gantt Chart (which contains the Task Sheet on the left side), all but the last two check boxes will be available. When printing a Network Diagram view, only the Print notes and Print blank pages will be available.

When considering the options on this tab, it is important to visualize how the report might look: a large Gantt chart, for example, would be several printed pages wide and several printed pages high: there are potentially many columns of pages. The original intent, of course, is that multiple printed pages could be taped together for a full project presentation. There are navigation buttons in the lower right corner of the screen to navigate across multiple pages, as shown in the following illustration:

Reportingv3 Pic 2

Each of the options on the View tab is described below:

  • Print all sheet columns – checking this box will print all of the columns in the sheet to the left of the graphics, on the first column of pages only. The remaining columns of pages will only have graphics (such as the Gantt chart) printed
  • Print first x columns on all pages – on the first column of pages, print the greater of x, or the number of columns fully visible in the view on the screen. On the second and subsequent columns of pages, print x columns. For example, if the option says Print first 3 columns on all pages, but there are 4 columns fully visible and 1 partially visible, 4 columns (not 5) will be printed on the first column of pages, and 3 columns will be printed on second and subsequent columns of pages
  • Print notes – instructs Project to print all notes on a separate page. A sample notes page is shown in the following illustration:

Reportingv3 Pic 3

  • Print blank pages – in a large grid of pages, it is possible for pages only to have columnar, header, footer, and legend information: no project data. This option instructs Project to print these “blank” pages so that the pages can be taped together
  • Fit timescale to end of page – on the last column of pages, it is possible that, because of the scaling, the timescale would end somewhere in the middle of the page. This option instructs Project to calculate and print the timescale all the way to the right margin
  • Print column totals – on a view such as the Task Usage or Resource Usage, this option instructs Project to add an additional row on the view of the totals of each column
  • Print row totals for values within the print data range – on a view such as the Task Usage or Resource Usage, this option instructs Project to add an additional column on the view of the totals of each row. Since the data range (dates to be printed) is on the horizontal access, only data for the dates printed will be totaled: if data is outside of the date range specified, it will not be included in the total. This option should be used carefully: data may be printed in the report but not included in the total! For example, suppose we’ve specified a date range of 3/1/16 – 3/31/16, but asked for row totals. The report would look like this:

Reportingv3 Pic 4

Applies To: All Current Versions of Microsoft Project

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