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Sorting is the simplest way to reorganize task or resource data in Project. You can sort tasks or resources by predefined criteria, or you can create your own sort order with up to three levels of nesting. For example, you can sort resources by resource group (this is the value in the Group field Design, Editorial, and so on) and then sort by cost within each resource group. Like grouping and filtering, which you will work with later in this chapter, sorting does not (with one exception) change the underlying data of your project plan; it simply reorders the data you have in the active view. The one exception is the option that Project offers to renumber task or resource IDs after sorting. When you sort data, the sort order applies to the active view regardless of the specific table currently displayed in the view. For example, if you sort the Gantt Chart view by start date while displaying the Entry table and then switch to the Cost table, you ll see the tasks sorted by start date in the Cost table. You can also sort in most views that do not include a table, such as the Resource Graph view. It s fine to renumber tasks or resources permanently if that s what you intend to do. For example, when building a resource list, you might enter resource names in the order in which the resources join your project. Later, when the list is complete, you might want to sort them alphabetically by name and permanently renumber them. In the new book plan at Lucerne Publishing, each resource is assigned to one of several resource groups. These groups have names such as Design, Editorial, and other names that pertain to a book publisher. For your project plans, you might use resource groups to represent functional teams, departments, or whatever most logically describes collections of similar resources. Sorting all resources by resource group enables you to see the costs associated with each resource group more easily. This can help you plan your project s budget. You can also sort resources within each group by cost from most to least expensive. In this exercise, you sort a resource view by cost. SET UP Start Project if it s not already running. You need the Advanced Organizing_Start project plan located in your 11 practice file folder to complete this exercise. Open the Advanced Organizing_Start project plan, and then follow these steps.
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1. On the File tab, click Save As.
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The Save As dialog box appears.
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2. In the File name box, type Advanced Organizing, and then click Save. 3. On the View tab, in the Resource Views group, click Resource Sheet.
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The Resource Sheet view appears. By default, the Entry table appears in the Resource Sheet view; however, the Entry table includes pay rates but does not display the total cost field per resource. You will switch to the Summary table instead.
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4. On the View tab, in the Data group, click Tables and then click Summary.
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The Summary table appears.
You are now ready to sort the Resource Sheet view.
5. Click the AutoFilter arrow in the Cost column heading, and in the menu that
appears, click Sort Largest to Smallest.
Tip If you do not see the AutoFilter arrows in the column headings, try this: on the View tab, in the Data group, in the Filter box, click Display AutoFilter.
The Resource Sheet view is sorted by the Cost column in descending order.
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Organizing Project Details
You can quickly sort a table by clicking on the AutoFilter arrow.
This arrangement is fine for viewing resource costs in the entire project, but perhaps you d like to see this data organized by resource group. To see this, you ll apply a two-level sort order.
6. On the View tab, in the Data group, click Sort, and then click Sort By.
The Sort dialog box appears. In it, you can apply up to three nested levels of sort criteria.
7. Under Sort By, click Group on the drop-down list, and next to that, click
Ascending.
Tip When selecting items from a list like this, you can often begin typing the name of the item you want, and when its full name appears, select it.
Group here refers to the Resource Group field, which, for the new book project, contains values like Design and Editorial; these are the groups with which most of the resources in the project plan are associated. These values were previously added to the project plan for you.
8. Under Then By (in the center of the dialog box), click Cost on the drop-down list,
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