Project Knowledge

Microsoft Project Reporting: Work Breakdown Structure (WBS) & ‘Outline Number’ planning view

If you are using the Work Breakdown Structure (WBS) technique, you can use the 'Outline Number’ planning view to report on how your Project Plan is broken down

When planning and scoping a project, if you use the benefits of a Work Breakdown Structure (WBS) technique to break your project down into logical, smaller and manageable chunks of work, have you ever thought it would be a good idea to view how you are breaking your project down?  If you answer ‘YES’ to this question, then would it not be also beneficial to your Project Sponsor, Customer or Stakeholders to include this information as part of your regular reporting?

The good news is that you can achieve this by using a Microsoft Project planning view switch called ‘Outline Number’ which will display all tasks as a ‘Work Breakdown Structure Code’.  This code clearly identifies where the Phase, Task or Milestone resides within the overall project structure.

How do I switch on the WBS Code to view within my project plan as the project team scopes the project?

That depends upon what Microsoft Project version you are using…

If you are using Microsoft Project 2003/2007 you can access to display the ‘Show Outline Number’ function as follows:

1. Select Options from the Tools menu, and then select the View tab.
2. Within the ‘Outline options’ section of the dialog:

 

If you are using Microsoft Project 2010 you can access to display the ‘Outline Number’ function as follows:

1. On the Format tab, in the Show/Hide group, click the Outline Number check box.

Now view the overall results...

Watch out for more Microsoft Project Hint & Tips coming soon

 

 

Microsoft Project reporting: Create a quick read-only snapshot of your Project Plan

Did you know that for your Microsoft Project reporting requirements, you can take a ‘snapshot’ of your current project plan and then be able to save this as a good quality, crisp .GIF image file? 

The Microsoft Project command to achieve this is ‘Copy Picture’.

The benefit of being able to do this is two-fold: 

Firstly, it is a read-only report - recipients cannot make changes: You can attach the GIF image file to an e-mail message and send to your Project Sponsor, Project Stakeholders and your Project Team, so they are able to view the project data without the ability to change the data.  This way you are able to CONTROL what, how and when you present your project plan to the project community. 

Secondly, it's very accessible: It allows you to report on your project without having to guarantee the report recipient has a licence copy of Microsoft Project at the other end!  The GIF image can be posted to an intranet page or viewed using a web browser.

How do I access Copy Picture? 

That depends upon what Microsoft Project version you are using…
If you are using Microsoft Project 2003/2007 you can access this useful command as follows:

1.    Format the timescale as appropriate and divide the Table/Chart as required.
2.    Click on Copy Picture (   ).  This button is available on the Standard Toolbar:

If you are using Microsoft Project 2010 you can access this useful command as follows:

1.    Format the timescale as appropriate and divide the Table/Chart as required.
2.    On the Task tab, in the Clipboard group, click Copy Picture from the Copy drop down.

How do I use Copy Picture? 

1.    Once the Copy Picture command has been selected, choose the following options:

 

Once the GIF image has been created, it can be opened and viewed using a web browser.

View an example of a snapshot report from Microsoft Project

How do I access Copy Picture? 

 

That depends upon what Microsoft Project version you are using…

If you are using Microsoft Project 2003/2007 you can access this useful command as follows:

Using the F5 Function Key to Navigate around Microsoft Project

Ever wanted to know how to efficiently navigate around your project plan with ease?  Why not use the {F5} Function Key which will give you access to the Go To dialog box to locate a task quickly within the task list using the Task ID field:

Or be able to scroll immediately across the Gantt Chart Timescale using the Date field:

If you wish to use the equivalent menu command, if you are using Microsoft Project 2003 or 2007, you can access the Go To dialog by selecting Edit..Go To or by using the Ctrl+G keyboard short-cut.

However, if you are using Microsoft Project 2010 the menu system no longer exists and has been replaced by the new context sensitive Ribbon user interface.  You cannot access the Go To function via the Ribbon however you can customise Microsoft Project 2010 to add this Go To function to your Quick Access Toolbar.

To do this:

1. Right hand mouse click on the Ribbon area.
2. Select Customise Quick Access Toolbar.
3. From the Choose commands from drop down, select All Commands.
4. Scroll down to locate the Go To command.
5. Select the command within the list, then select on the Add button.
   
   
   This will add the command on to the Quick Access Toolbar.
6. Select the OK button to confirm.

You can now simply click on the Go To button available now on Quick Access Toolbar to initiate the Go To dialog box.