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Formatting and Sharing Your Plan
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Tip For advanced instructions on printing views, see 15.
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In this exercise, you will see the Print Preview of the Gantt Chart and Timeline views.
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1. On the File tab, click Print.
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The Print Preview appears in the Backstage view with the Gantt Chart in the preview.
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Here, you can see the legend for the Gantt Chart view. You can control how it is displayed using the Page Setup dialog box.
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Use these buttons to b tt t navigate in the Print Preview.
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The Print Preview has several options to explore. You will start with the page navigation buttons in the lower-right corner of the screen. To observe the broader view of the output, you ll switch to a multipage view.
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2. Click Multiple Pages.
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Multiple Pages
The full Gantt chart appears in the Print Preview. Assuming that you have a lettersize sheet as your paper size, you should see the Gantt chart spread across several sheets what you see in the Print Preview may vary, depending on your specific
Printing Views
printer. This is more information than you need to communicate right now, so you ll adjust the Print Preview to include just the portion of the Gantt chart that covers the month of January.
Note If you have a plotter selected as your default printer or have a different page size selected for your default printer, what you see in the Print Preview windows may differ from what s shown here. The next several steps will assume that you see the Gantt Chart view split across four sheets.
3. Under Settings, on the left side of the Print Preview window, click Print Entire
Project to display additional printing options.
These options let you customize what details will be printed.
4. Click Print Specific Dates.
Notice the two date fields directly below the Print Specific Dates setting. In the first date field, 1/2/2012 should already be selected. This is the project start date.
5. In the To date field, select 1/31/2012.
Project adjusts the Print Preview to include just the tasks that appear in the month of January.
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Formatting and Sharing Your Plan
6. Click the Task tab to close the Backstage view.
Next you will work with the Timeline view.
7. Click anywhere in the Timeline view.
This puts the focus on the Timeline. Project can print only a single view at a time, so when working with a split view, you must specify which view you intend to print.
8. On the File tab, click Print.
The Print Preview appears in the Backstage view.
Printing Views
Page Right
9. Click Page Right to display the second page of the Timeline. 10. Click Multiple Pages.
The entire Timeline view appears in the Print Preview window.
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Formatting and Sharing Your Plan
For a simple view like the Timeline, shrinking it to fit on a single page is fine for your communication needs. Next, you ll adjust the page setup options.
11. Click Page Setup; this appears at the bottom of the controls, to the left of the print
preview. The Page Setup dialog box appears note that the dialog box title includes the word Timeline. You can customize the page setup options that apply to this particular view.
12. Make sure the Page tab is visible, and then, under Scaling, click Fit to 1 pages
wide by 1 tall.
Here, you can see the name of the view or report that you re working with. The tabs and options that are available depend on the type of view or report.
13. Click OK.
Project resized the Timeline print preview so it now fits on a single page.
Customizing and Printing Reports
14. Click the Task tab to close the Backstage view.
Customizing and Printing Reports
Reports are intended for printing Project data. Unlike views, which you can either print or work with on the screen, reports are designed only for printing or for viewing in the Print Preview window. You do not enter data directly into a report. Project includes several predefined task, resource, and assignment reports that you can edit to obtain the information you want. You can customize the way you print both views and reports; however, Project has few options for formatting reports. When printing, many of the same options exist for both views and reports, as well as some specific options unique to views or reports.
Tip For advanced instructions on printing reports, see 15.
In this exercise, you view reports in the Print Preview window and then edit their formats to include additional information.
1. On the Project tab, in the Reports group, click Reports.
The Reports dialog box appears, showing the categories of reports available.
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Formatting and Sharing Your Plan
2. Click Overview, and then click Select.
The Overview Reports dialog box appears, listing the five predefined reports in Project that provide project-wide overview information.
3. In the Overview Reports dialog box, click Project Summary, and then click Select.
Project displays the print preview of the report in Backstage view.
This report is a handy summary of the project plan s tasks, resources, costs, and current status. You could use this report, for example, as a recurring status report that you share with the clients or other stakeholders of the project. Depending on your screen resolution, the text in the report might not be readable when you view a full page.
4. In the Print Preview window, click the upper half of the page with the mouse
pointer.
Customizing and Printing Reports
Project zooms in to show the page at a legible resolution.
At this point in the project life cycle, the most pertinent pieces of information in the report are the planned start and finish dates and the total cost. If any of these values did not fit within the expectations of the project sponsor or other stakeholders, now would be a good time to find out this information.
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