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View(s) your best friend…

12 June 2007

    

This is a Free Tutorial about Microsoft Project 2007 and you find more free tutorials here written by Johan Beijar. More tutorials about Microsoft Project 2007 are frequently added. These tutorials will not guarantee that you will run a successful project or be a great manager but it will increase you possibilities of understanding and work more efficiant with the project management software.

Views are one the most important features in Microsoft Project 2007 for you as Project Manager. It is in the views that you get all the needed data to make decisions but remember that the information in the views are not better than the information that you enter into MS Project. To base your decisions on correct data is crucial for the success of the project but also for Your success as a project manager.

  

You are often approached with questions like; “I need help from a developer, which one is free?”, “Is the project keeping the timeplan?” or “Which acitivities are on the Critical Path?”. A view let You look upon the project from different angles on different topics and enables you to answer all the questions and make the correct decisions in a timely maner.

There are three different types of Views in MS Project 2007;

1. Sheet views. Presents the information as spreadsheet with Columns and Rows.

2. Graph or Chart views. Information is presented as pictures in a graph or chart.

3. Forms. The information is displayed as a report on a paper.

You find the most frequently used Views on the left hand side of the screen in the View Bar. You can hide/show the View Bar by choosing View->View Bar. Please note that not all of the views are displayed in the View Bar but click the More Views…-icon at the bottom to choose from more views.

The views that you are able to choose between are;

* You will not see the PERT-views in the View-window before you have used them.

Which view of the 28 views are best you use? That is up to You to decide. You need to find the Views that suits Your way of working as a Project Manager. Spend time on familiarising your self with the views to best choose a couple of the to work with.

 

Resource allocation view

Resource allocation view. View Bar to the far left in the screen.

 

In the picture above you see the Resource Allocation view. This is a combined view between Resource Usage (on top) and Leveling Gantt (in the bottom). The upper part (Resource Usage) informs you of how many hours you have allocated a specific resource to certain tasks per day. This view also provides you with information about over-allocation, which in that case are dislpayed as red time-units. i have over allocated both Carp 1 and Carp 2 in this example.

The bottom part gives you information about relationships between tasks and if there are delays in tasks. (there are no delays shown in the Gantt Leveling chart above). Choose the tasks in the top part by holidng down CTRL and click the tasks of your choice. You will then see them in the bottom part.

This view is useful for analysis of which resources that are over or under allocated and how their different tasks are related to other tasks.

 

Good Luck!

//Johan Beijar

 

 

  

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    2 Responses to “View(s) your best friend…”

  1. Ivan Says:

    Hi, my name is disman-kl, i like your site and i ll be back ;)

    Thank you very much Ivan!

    //Johan Beijar

  2. Rajiv Says:

    Hey Johan,

    Nice work. Simple n useful.
    Rajiv

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