Article All About Views

​​This is an Article About views

Read below to find out all about views and other things.

Enjoy your reading. And check the bottom of this article for more information.

Bar Styles

Change the color, shape, or pattern of Gantt bars

To call attention to task bars on a Gantt view, such as a milestone or summary task, you can change their color, shape, or pattern to separate them from other bars of a particular type.

Change the Bar Styles

Apply a Gantt view.

Bar Styles

You can also double-click within the chart portion of a Gantt view, but not on individual bars.

In the Name field, click the type of Gantt bar (such as Task or Progress) that you want to format, and then click the Bars tab.

If the Gantt bar type doesn't appear in the table, you can create a new Gantt bar for the task type you want.

Under StartMiddle, and End, click the shapes, types or pattern, and colors for the bar.

Some categories have only a start shape (such as milestone), while others have a start shape, middle bar, and end shape (such as summary tasks).

You can also change the color, shape, or pattern of an individual Gantt bar, rather than a type of bar, if you want to highlight a specific task in your plan.

Change the Bar Shape

Apply a Gantt view.

In the Task Name field, select the task whose Gantt bar you want to change.

You can also double-click an individual bar within the right side of a Gantt view, but not in the space between the bars.

OR

Under StartMiddle, and End, select shapes, types or pattern, and colors for the bar.

Double-click the other bars to format them, being careful to point to the bars and not to the space surrounding them. If more than one bar is displayed for each task

Individual bar formatting overrides the Gantt bar formatting for a particular category of tasks. For example, if you open Bar Styles dialog and format Gantt bars for noncritical tasks as black, you can still Open Bar dialog and format a selected noncritical task bar as red. The Bar command only affects the bar you select.

Create a new type of Gantt bar

If you want to spotlight a particular task category that is not represented by its own Gantt bar, you can create a new Gantt bar. For example, you can create a type of Gantt bar to show available slack or to call attention to delayed tasks.

Apply a Gantt view

Open Bar Styles dialog.

You can also double-click within the chart portion of a Gantt view, but not on individual bars.

In the Gantt bar list, select the row below where you want to insert a new Gantt bar style, and then click Insert Row.

In the Name column of the new row, type a name for the new bar style.

In the Show For Tasks column of the new row, type or select the task type you want the bar to represent.

If you want to exclude tasks with a specific bar type, type not before the task type. For example, you can define a bar type as not milestone to display only tasks that are not milestone tasks.

If you want to display a Gantt bar for tasks of multiple types (such as tasks that are milestones and critical), type a comma (,) after the task category in the text entry box, and type or select a second task category in the Show For Tasks field.

In the From and To columns, type or select the fields you want to use to position the start and finish points of the new Gantt bar.

If you want to create a symbol that represents a single date, type or select the same field in the From and To columns.

Click the Bars tab, and then under StartMiddle, and End, select shapes, patterns or types, and colors for the bar.

Add text to Gantt bars

You can add specific project information, such as task names, resource names, completion percentages, and start dates, to bars on a Gantt view.

In most cases you will want to add text to certain types of Gantt bars.

Apply a Gantt view.

Bar Styles.

You can also double-click within the chart portion of a Gantt view, but not on individual bars

In the table, click the type of Gantt bar (such as Task or Progress) that you want to add text to, and then click the Text tab.

In the LeftRightTopBottom, and Inside boxes, type or select the field that contains the data you want to display on the Gantt bar.

If you want to add text that is unique to each task, type or select a custom text field, such as Text1, Text2, or Text3. Text that you enter into these fields from other views is automatically added to the Gantt bars.

You can also add text to an individual Gantt bar.

Apply a Gantt view.

In the Task Name field, select the task whose Gantt bar you want to annotate.

Open Bar dialog, and then click the Bar Text tab.

You can also double-click an individual bar within the chart portion of a Gantt view, but not in the space between the bars.

In the LeftRightTopBottom, and Inside boxes, type or select the field that contains the data you want to display on the Gantt bar.

If you want to add text that is unique to each task, type or select a custom text field, such as Text1, Text2, or Text3. Text that you enter into these fields from other views will be automatically added to the Gantt bars. You cannot add text individual text to Gantt bars without entering the text into custom text fields.​

Apply Constraints

​​​​ I. Editable: Constraints:

  1. ​As Late As Possible (ALAP)
  2. As Soon As Possible (ASAP)
  3. Start No Earlier Than (SNET)
  4. Finish No Earlier Than (FNET)
  5. Start No Later Than (SNLT)
  6. Finish No Later Than (FNLT)
  7. Must Finish On (MFO)
  8. Must Start On (MSO)

Constraints allow you to control the start or finish date of an automatically-scheduled task. There are three types of constraints:

Flexible constraints do not have specific dates associated with them. Setting these constraints allows you to start tasks as early as possible or as late as possible, with the task ending before the project finish, given other constraints and task dependencies in the schedule.

Semi-flexible constraints require an associated date that controls the earliest or latest start or finish date for a task. These constraints allow a task to finish at any time, as long as it meets the start or finish deadline.

Inflexible constraints require an associated date that controls the start or finish date of the task. These constraints are useful when you need to make your schedule take into account external factors, such as the availability of equipment or resources, deadlines, contract milestones, and start and finish dates.

Project management tip In nearly all cases, use the ASAP constraint. This gives the scheduling engine the most flexibility in determining the ideal finish date for your project.

Here are two ways to instantly view the constraints on your tasks.

To review or change the constraint on a task, right-click on the task, click Task Information , then click the Advanced tab. Constraint information is in the Constraint type and Constraint date boxes.

If the constraint is anything other than ASAP or ALAP, the constraint type will display its associated graphical indicator in the Indicator column in any sheet view, such as the Gantt chart.

Constraints with moderate scheduling flexibility will restrict a task from starting or finishing before or after a date you choose. For example, a task with a Start No Earlier Than (SNET) constraint for June 15 and a finish-to-start dependency to another task can begin June 15 if its predecessor is finished by June 15 (or later if its predecessor finishes after June 15), but it can't be scheduled before June 15. For example, this might be appropriate use of constraints if you have a building permit that is only good for a specific dates. In this case, the SNET or FNLT constraints might be used.


 

BulletBlue1.gifWith the default finish-to-start task relationship and an ASAP constraint applied to these tasks, the successor task (the second one) is scheduled to begin as soon as the predecessor task (the first one) is scheduled to finish.

BulletBlue2.gifWith a SNET constraint applied, the successor task cannot begin before the constraint date, even if (as shown here) the predecessor task is completed before the constraint date.

The following table lists the constraints provided in Project.

Constraint type Constraint name Description
Flexible As Late As Possible (ALAP)Schedules the task as late as possible with the task ending before the project ends and without delaying subsequent tasks. This is the default constraint for tasks when you schedule from the project finish date. Do not enter a task start or finish date with this constraint.
Flexible As Soon As Possible (ASAP)Schedules the task to begin as early as possible. This is the default constraint for tasks when you schedule from the project start date. Do not enter a start or finish date with this constraint.
Semi-Flexible Start No Earlier Than (SNET)Schedules the task to start on or after a specified date. Use this constraint to ensure that a task does not start before a specified date.
Semi-Flexible Finish No Earlier Than (FNET)Schedules the task to finish on or after a specified date. Use this constraint to ensure that a task does not finish before a certain date.
Semi-Flexible Start No Later Than (SNLT)Schedules the task to start on or before a specified date. Use this constraint to ensure that a task does not start after a specified date.
Semi-Flexible Finish No Later Than (FNLT)Schedules the task to finish on or before a specified date. Use this constraint to ensure that a task does not finish after a certain date.
Inflexible Must Finish On (MFO)Schedules the task to finish on a specified date. Sets the early, scheduled, and late finish dates to the date that you type and anchors the task in the schedule.
Inflexible Must Start On (MSO)Schedules the task to start on a specified date. Sets the early, scheduled, and late start dates to the date that you type and anchors the task in the schedule.

By default, all tasks in a project that is scheduled from the start date have the ASAP constraint applied. Likewise, by default, all tasks in a project that is scheduled from the finish date have the As Late As Possible (ALAP) constraint applied.

Inflexible constraints usually override any task dependencies and restrict a task to a date you choose. For example, a task with a Must Start On (MSO) constraint for September 30 and a finish-to-start dependency to another task will always be scheduled for September 30 no matter whether its predecessor finishes early or late. You can change this behaviour. Click File, click Options, click Schedule, then select the Tasks will always honour their constraint dates check box.​


 

Gantt Chart View

​​​

Gant Chart

The Gantt Chart view displays task information in two panels: The left panel displays information as a sheet and the right panel displays information as a chart. Panel 1 displays the task information as a sheet and includes details about start and finish task dates, resources assigned to them or % complete. The following columns are usually referred: Id, Indicators, Name, Duration, Start, Finish, Resource Names, Percent Complete, Predecessors. Panel 2 displays the Gantt bar representation of the tasks. The bar's length and position on the timescale indicate when that task begins and ends. In addition, the position of one task bar in relation to another indicates whether the tasks follow one another or overlap.

 

The Gantt Chart view is the default view for new projects.

Note   To access the Gantt Chart view, on the View menu, click Gantt Chart.

Use the task list

You can list each of your project's tasks in the grid portion on the left side of the Gantt Chart view, and then organize them into a hierarchy of summary tasks and subtasks. You can also link tasks together, to show task dependencies.

Allowed actions:

Create and insert a new task (single or recurring)

Outline tasks into subtasks and summary tasks

Create task dependencies (links) within your project

Create and link tasks

Use the chart

In addition to the grid portion of the view, the Gantt Chart view also provides an illustrated version of your task list, with Gantt bars that show the duration of your project's tasks across a timeline. This part of the Gantt Chart view is called the chart. For each task, the associated Gantt bar begins at the start date, and ends at the finish date. If you have linked tasks together, the Gantt bars are connected on the chart with link lines.

Zoom in and out

The timeline units for the right portion of the Gantt Chart view are displayed at the top of the chart. By default, displays two units of time. You can adjust these time units to display up to three units of time, and you can change it so that different time units are displayed. For example, you can zoom out to a bigger picture of your project's tasks by displaying Years and Months, or you can zoom in to see the exact start and finish dates for your project's tasks by changing the timescale to Weeks and Days. For more information about adjusting the timescale of the Gantt Chart view, see Change the timescale in a view.

Change colors and add text

You can:

Change the color, shape, or pattern of Gantt bars.

Create a new type of Gantt bar, such as one that shows available slack or delayed tasks.

Add text to Gantt bars.

Display task names for individual Gantt bars on a summary task bar.

Change the height of Gantt bars.

Change the appearance of link lines between Gantt bars.

All of these changes are described in Format the bar chart portion of a Gantt view.

Why aren't my Gantt bars moving?

Gantt bars are displayed using the start and finish dates for the tasks in your project. They don't move to reflect the progress of tasks. Instead, you can use the gridline for the current date to see where tasks should be according to the schedule.

Right-click anywhere in the chart portion of the Gantt Chart view and then click Gridlines.

In the Line to change box, select Current Date.

In the Normal area, use the Type box and the Color box to change the how the gridline looks.

 

 

Create and insert a new task (single or recurring)

You can create tasks to break the project work down into smaller pieces. Some project managers use the term activity or work package instead of task.

To define your tasks most effectively, consider the following guidelines:

Break down tasks to the level of detail that you want to track. You should break them down in more detail for riskier areas.

Make sure that tasks have clear criteria for completion.

Define the tasks that are short compared with the overall project duration. Shorter tasks allow you to more easily estimate time and resources.

Avoid defining such things as vacation or training as tasks.

Create a new task

On the View menu, click Gantt Chart.

In the Task Name field, type a task name at the end of the task list.

You can insert a task between existing tasks by selecting the row below where you want a new task to appear. On the Insert menu, click New Task and then type the task name in the inserted row. The task IDs are automatically renumbered after you insert a task.

Press ENTER.

You can use an outline to organize your schedule as you enter tasks, or you can wait until you enter all of your project tasks. When you outline a schedule for your project, you simplify its organization so that your project is easier to create, manage, and maintain.

Create multiple new tasks

If you are adding several tasks with resource assignments and task dependencies at one time, you may find it helpful to enter this information into your project by using the Task Form view.

On the View menu, click Gantt Chart.

In the Gantt Chart view, double  click the first empty row at the end of the task list.

In the Task info, type the name of the task you are creating in the Name box.

In the Duration box, type the task duration.

If you want the task duration to remain fixed regardless of resource assignments, select the Effort driven check box to make your task effort-driven.

In the form columns, enter detailed information about the task (such as the assigned resources and predecessor tasks).

Click Next to save the new task and move to the next row in the Gantt Chart view.

Create a task that repeats (recurring task)

You may find that there are tasks that repeat throughout your project. For example, an executive may want to add a task for a shareholder's report to be delivered every three months. Depending on their nature, you can enter them as regular tasks or recurring tasks. If the task does not repeat at regular intervals, you enter it as you would any other task each time it occurs. If it does repeat at regular intervals, enter it as a recurring task.

On the View menu, click Gantt Chart.

Select the row below where you want the recurring task to appear.

On the Insert menu, click Recurring Task.

In the Task Name box, type the task name.

In the Duration box, type the duration of a single occurrence of the task.

Under Recurrence pattern, click Daily, Weekly, Monthly, or Yearly.

Specify the task frequency and select the check box next to each day of the week that the task should occur.

Under Range of recurrence, enter a start date in the Start box. If you don't enter a date in the Start box, Project uses the project start date.

Click End after or End by.

If you clicked End after, type the number of occurrences for the task.

If you clicked End by, enter the date you want the recurring task to end.

Under Calendar for scheduling this task, select a resource calendar if you want to apply a calendar to the task.

If you do not want to apply a calendar, be sure that None is selected from the Calendar list.

Tip   If you want to apply a calendar, but not tie that calendar to scheduling for the task, select the Scheduling ignores resource calendars check box.

Note   

The task IDs are automatically renumbered after you insert the task, and the recurring task indicators Recurring task indicatorappear in the Indicators column.

If your recurring task will occur on any nonworking days, Project asks you if you want to reschedule those occurrences.

If you assign resources directly to a recurring summary task by typing resource names in the Resource Names field, the resource will be assigned to the total work on the recurring task and not to the individual recurring tasks as they occur.

 

Legend: The Gantt chart displays blue bars for common Tasks, black rhombuses for Milestones, blue bars connected with suspension dots for Task Splits, black bars for Summary Tasks. The background displays the Project's calendar time span.

 

Deadlines: A deadline indicates the target date when the user wants a task to be completed. The deadline is displayed in Gantt chart as a green arrow.

 

Links: The Gantt panel display links that show the predecessor or the successor relation between tasks.

 

Bar Texts: A various project information (such as duration, constraint type, finish etc) can be used for the bar texts in order to describe a task. The position of the bar texts can be: left, right, top, bottom and inside.

 Gant Chart view.docx-image2.png

 

Fig. Gantt Chart

 

Best uses

Use the different Gantt Chart views to:

View tasks graphically while still having access to detailed information about the tasks. (Gantt Chart view)

View tasks as rolled-up bars or milestones on their respective summary task bars, enabling you to see your whole project without losing sight of the tasks. (Bar, Milestone, and Milestone Date Rollup views)

 

See how tasks progress across time and evaluate the slack and slippage between tasks. You can track progress by comparing planned and actual start and finish dates, and by checking the completion percentage of each task. (Detail Gantt view)

 

Review changes made to tasks during levelling and the effects of resource leveling on task completion. (Leveling Gantt view)

See how tasks progress across time. Review progress by comparing planned (baseline) dates and actual start and finish dates, and by checking the progress of each task. (Tracking Gantt view)

 

See the baselines the project manager saved for the project. (Multiple Baselines Gantt view)

 

Customization

Application is able to read the following formatting and style customizations made by the project manager for each of the Gantt Chart views in Microsoft® Project and saved in the .mpp file:

 

Layout options - options for drawing the links between tasks, date format, bar height, etc.

 

Bar styles - the styles for drawing the bars and displaying information about bars in the particular view

Gant Chart view.docx-image2.png

Text styles - the font styles for the various texts in the view

 

Bar formatting - the specific formatting of a particular bar in the chart, in case the project manager intentionally changed the format to make the task stand-out from the others by its visual presentation

 

Row, Column, and Cell Font formatting - the specific font formatting of a particular row, column, or cell in the sheet portion of the view, in case the project manager intentionally applied a different format to highlight the particular task, field, or value

 

Progress Lines formatting - the progress lines activated for the view and formatting options related to them

 

Timescale formatting - the formatting of the different timescale tiers, as well as the calendar and presentation of the working and non-working days

 

Gridlines formatting - the formatting of the different gridlines for the sheet and chart portions of the view

 

Drawings - the different drawings and text boxes placed on the chart by the project manager, in order to place additional information for the tasks or emphasize a certain phase in the plan.

You are also able to customize the Gantt Chart views, using one of the following opportunities:

Change the different Layout options for the active Gantt Chart view.

Display, hide, or change the appearance of the timescale tiers.

Display, hide, or change the appearance of nonworking time.

Create a combination view for the Gantt Chart view to display additional information about the tasks or about the resources assigned to those tasks in a different view.

 

Tables

The sheet portion displays categories of information about the tasks, arranged in tables. The default table for the Gantt Chart views depends on the view. For example, the default table for the standard Gantt Chart view is the Entry table, for the Bar and Milestone Rollup - the Rollup table, for the Tracking Gantt - the Tracking table, etc. You can also select any of the task tables to display information about the project's tasks.

 

Filters

The Gantt Chart view can use any of the task filters to display only the tasks you want to see. When you select a filter, both the sheet and chart portions of the Gantt Chart display the information as defined by that filter's criteria. The default filter is the All Tasks filter.

 

Grouping

The Gantt Chart view allows you to group tasks.

 

 

Some closing information for this article.

​This is some additional information that will not be replaced.


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