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1 Chapter 1 : â ŽProject Planning Pro on the Mac App Store Print a view of your Project schedule or print a report. Format views and reports and then set page layout and print options to make sure you print only the information you want to share. Now you need to get a viewable copy of the tasks view and corresponding Gantt chart view to your stakeholders. Microsoft Project has the options available for viewing and printing a Gantt chart that can be saved as an Adobe pdf file. This article discusses how to set up your tasks view, Gantt chart view, and corresponding printer options in Microsoft Project to create an adobe pdf file of your project for wide distribution. While this article uses Microsoft Project examples, the good news is that most of this functionality is available in earlier versions of Microsoft Project. Our starting point is the tasks view and Gantt chart shown in Figure 1. Figure 2 Set the Timescale to weeks, and your Gantt chart will look similar to Figure 3. Figure 3 Adding Horizontal Gridlines To Your Gantt Chart Your Gantt chart looks much better, but to enable comparison of the Gantt chart bars with the task view you will want to add horizontal gridlines. Figure 4 This brings up the Gridlines dialog, Figure 5. Figure 6 Now all your tasks including summaries have gridlines, Figure 7, which will make comparison between tasks and Gantt chart bars much easier. These we will want to keep, but we also want to have vertical gridlines at the beginning of each month. Now your Gantt chart and associated gridlines will be similar to Figure 9. Figure 11 This will then include all your current columns in the Task view in the print out view. Figure 12 Gantt Chart Adjustments Now to make certain you Gantt chart, including bar labels, is fully viewable in the dates section of the Settings change the start date to January 1,, Figure 13, which is 4-days before the project start date. Figure 13 Likewise, change the end date to May 20,, Figure 14, one month after the finish date. Setting the start and finish dates as such will ensure that your Gantt chart relationship arrows and labels are clearly viewable. Figure 14 Your Gantt chart including labels should now be fully viewable as in Figure Figure 16 Your print preview will look similar to Figure Figure 18 Select the Legend tab and Legend on: Every Page option, Figure 19, if it is not already selected. Figure 19 You will, however, need to change the Legend width from 2 to 3-inches, Figure Figure 20 You, most likely, will want to limit the bars displayed in the Legend to only those on your Gantt chart. Then place an asterisk before the Name of every Bar Style that you do not want to display in your Legend, Figure Figure 21 One More Step You are now almost ready to print your schedule. The last item to change is to hide the Task Mode column, Figure The Task Mode is most likely not of interest to upper level management and program sponsors. Figure 22 Finally, select Print from the Print dialog, and Microsoft Project will create an adobe pdf file similar to Figure Figure 23 Summary Microsoft Project is able to print out the Tasks view and Gantt chart view side by side. Also, select the Print Specific Dates option, and make the date span larger than your project time span, so your entire Gantt chart will be captured. In conclusion, Microsoft Project provides enough options for you to create suitable Adobe pdf files for a wide distribution of stakeholders and customers. Page 1

2 Chapter 2 : [Solved] Microsoft Print to PDF Not Working on Windows 10 - Driver Easy In Microsoft Project, when you print or print preview a Gantt Chart view or a Usage view, task bars or columns of data may be printed on more pages than necessary, or you may see an additional timescale beyond the end of your project. This update has a prerequisite. Fixes the following issues: When you try to open a large project in Project, you receive the following error message: This operation cannot be completed because the source file contains invalid project data or the total number of rows would exceed the limit of 1,, rows in a project. Validate the data in the source file, insert fewer rows, delete some rows, or consider dividing your project into subprojects to provide more space for tasks and resources. This issue occurs if the assignment maximum unique ID of is exceeded. Project may freeze when you print or preview certain projects. You have an enterprise resource custom field. The field has a lookup table applied to it, and multiple values can be selected. You open a project in Project Professional that uses this resource. In this situation, you receive the following error message: The value you entered does not exist in the lookup table of this code. All values must be predefined in the code lookup table. Contact your server administrator to get new values added. You also find that the list of values in the field is truncated or has disappeared completely. Assume that you change a date by using the date picker, and the date is not in the current year. When you save subprojects in the context of a master project, Project may crash. This issue may occur if the subprojects have Visual Basic Applications code in them. When you open a project that has many cross project links in Project, Project may freeze and eventually crashes when the computer runs out of memory. Assume that you open a master project that has many subprojects in Project When you press ESC to cancel the loading, Project may crash. Consider the following scenario: You have a task in your project. You have two resources that are assigned to the task. On one of the assignments, delay has been added. You publish the project to a server where protected actual work is enabled. The other assignment still has no actual work. As the project manager, you set the work value to zero on the assignment that has no actual work. Later, when the project manager adds work back to the assignment and tries to reschedule it, the operation fails because Project tells that the change would change work entered by a team member. Project may freeze when you create a recurring task. If you try to reset the work breakdown structure WBS for a selection of tasks, the entire project is updated instead. When you scale a printout to fit to one page in Project, the printed output is unreadable. When you open projects, Project may crash. This issue occurs for some projects in which certain calendars in that project were duplicated. A task has an eight-hour assignment and it has been published to a team member. The team member opens their timesheet and enters multiple time-phased actual work values. For example, 8h on one day and 3h on a second day. The team member changes their mind and zeros out the last time-phased value. In this case, the 3h turns to 0h. The team member submits their timesheet and the status manager approves the update which is then applied to the project. When the task and assignment are viewed in Project Professional, the task ends on the second day and the assignment ends on the first day. The expectation is that the task ends at the same time as the assignment. When you use the Project Import Wizard, you receive an incorrect merge result if the merge key is set to a custom field. When you synchronize a project in Microsoft Project to a SharePoint task list, some assignment data is lost if there are more than 50 rows. How to download and install the update Microsoft Update Use Microsoft Update to automatically download and install the update. Page 2

3 Chapter 3 : Microsoft Project Print To PDF Options Explored When opening files in Project that were created in a previous version of Project (not sure which version, may be Project or ), we're finding that headers/footers are not printing, nor displaying in print preview. When you open and then save a project file to a Project server, the task finish date and duration are changed. This can be the case with fixed duration tasks. The Last Modified and Last Published timestamps are not converted to your timezone. Assume that you set the primary language to simplified Chinese and the secondary language to English. When you try to synchronize projects with a SharePoint task list, the process fails. Assume that you select to load summary resource assignments to start Project When you go to a Resource Usage view and scroll through the resource, Project may crash. This issue occurs after you install March 8,, update for Project KB When you try to open a large project in Project, you receive the following error message: This operation cannot be completed because the source file contains invalid project data or the total number of rows would exceed the limit of 1,, rows in a project. Validate the data in the source file, insert fewer rows, delete some rows, or consider dividing your project into subprojects to provide more space for tasks and resources. This issue occurs if the assignment maximum unique ID of is exceeded. Project may freeze when you print or preview certain projects. You have an enterprise resource custom field. The field has a lookup table applied to it, and multiple values can be selected. You open a project in Project Professional that uses this resource. In this situation, you receive the following error message: The value you entered does not exist in the lookup table of this code. All values must be predefined in the code lookup table. Contact your server administrator to get new values added. You also find that the list of values in the field is truncated or has disappeared completely. Assume that you change a date by using the date picker, and the date is not in the current year. When you save subprojects in the context of a master project, Project may crash. This issue may occur if the subprojects have Visual Basic Applications code in them. When you open a project that has many cross project links in Project, Project may freeze and eventually crashes when the computer runs out of memory. Assume that you open a master project that has many subprojects in Project When you press ESC to cancel the loading, Project may crash. Consider the following scenario: You have a task in your project. You have two resources that are assigned to the task. On one of the assignments, delay has been added. You publish the project to a server where protected actual work is enabled. The other assignment still has no actual work. As the project manager, you set the work value to zero on the assignment that has no actual work. Later, when the project manager adds work back to the assignment and tries to reschedule it, the operation fails because Project tells that the change would change work entered by a team member. Project may freeze when you create a recurring task. If you try to reset the work breakdown structure WBS for a selection of tasks, the entire project is updated instead. When you scale a printout to fit to one page in Project, the printed output is unreadable. When you open projects, Project may crash. This issue occurs for some projects in which certain calendars in that project were duplicated. A task has an eight-hour assignment and it has been published to a team member. The team member opens their timesheet and enters multiple time-phased actual work values. For example, 8h on one day and 3h on a second day. The team member changes their mind and zeros out the last time-phased value. In this case, the 3h turns to 0h. The team member submits their timesheet and the status manager approves the update which is then applied to the project. When the task and assignment are viewed in Project Professional, the task ends on the second day and the assignment ends on the first day. The expectation is that the task ends at the same time as the assignment. When you use the Project Import Wizard, you receive an incorrect merge result if the merge key is set to a custom field. When you synchronize a project in Microsoft Project to a SharePoint task list, some assignment data is lost if there are more than 50 rows. These messages appear when a user tries to edit the name of an enterprise resource within their project: Changes to enterprise resources will be lost. You can modify an enterprise resource in a project for modeling purposes and publishing the project will include any changes. Your changes will be overwritten when the project is next opened. A user with security permission can modify the attributes of this resource by checking out the resource with the Open Enterprise Resource Pool command. Fixes the following issues: When you Page 3

4 open the project in Project, Project crashes. When you apply a group to a checked-out enterprise view in Project, Project may crash. You change the booking type for the resource. You save and then open the project again. A team member is assigned to a task that begins on Monday. The task is published to the team member. The team member opens their timesheet and enters actual work on Wednesday. The team member submits their timesheet. In this situation, the task still shows that it begins on Monday instead of Wednesday. A user enters time phased actual work on an assignment and submits the work for approval. The status manager approves the update. The user changes the assignment start date and then submits the change. In this scenario, the time phased actual work may move to another date. This issue occurs when the assignment is the only resource on the task. When you delete a resource from a split task, the split task is deleted unexpectedly. For example, on an assignment, the baseline cost values over a day period are as follows: When you try to update budget costs on resources in Project, Project may crash. When you use an auto filter on a text type field, such as the task name, and the field contains many varied values, Project may crash. Instead, tasks may be leveled to unexpected dates or values may still be found in the Leveling Delay field. Assume that you have a summary task that contains one or more subtasks. Then, you make the summary task become a non-summary task either by outdenting all subtasks or by deleting all subtasks. In this scenario, the internal property on the task that specifies the duration format minutes, hours, days, weeks, and months may not be set correctly. When you open a master project that has cross project links, Project may crash. When you try to connect to a Project Web App instance in Project on a computer in which you have not recently connected to the PWA instance, the connection may fail. BeforeSave event handler, the edits to the project may not be saved if the project is saved to Project Server. For example, you report 8h on Monday and 3h on Tuesday. When you view the assignment in the project after the update is applied, besides the 8h on Monday and 3h on Tuesday, you may also see 8h on Thursday and Friday. After you level resources by using the week-by-week or month-by-month basis in Project, the resources remain overallocated. When you apply a grouping to a task type view, baseline finish type fields may not show the expected value on the grouping summary row tasks. You save and publish the project to Project Server, and then you check in the project. You edit the project on the schedule project detail page in Project Server. You change and save the project. You open the project again in Project Professional In this situation, the VBA code is missing. Assume that you have a series of related tasks they have dependencies between them and you now make one of the tasks inactive. In this situation, the successor tasks to the inactive task may be scheduled later than expected. This issue occurs when Project is connected to Project Server. When a plan is opened for edit in Project or in Project Web App, in some cases, additional actual work may appear on an assignment. If you save an incremental baseline that rolls up baseline values from a task to summary tasks, the timephased baseline values of the summary tasks are deleted from the dbo. If you update a sheet view to show the notes field, you may see redraw issues. It may take a long time to open multiple projects from Project Server in Project When you print a timeline in Project, the last letter can sometimes be wrapped to the next line. When you open a Project file from a SharePoint document library, the file is sometimes opened as read-only when it should be read and write. Page 4

5 Chapter 4 : Printing and print preview - Office Support I am working on Microsoft Project Professional As part of it, we need to configure the Print -> Options -> page setup for footer and save it. But after saving and re-opening the file, the page setup done by me is missing. Company Info 25 Microsoft Project Tips and Tricks The following is a collection of Tips and Tricks for Microsoft Project that we have accumulated over the years and teach in our training classes. Unless otherwise noted, these tips and tricks work with all versions of Microsoft Project. In the Gantt Chart, doubleclick on the right edge of a column header to "best fit" the column. To quickly change the name of a column, doubleclick in the column header and enter a new name for the field in the Title field. For example, you may want to abbreviate the Duration field name to Dur to allow the field to be narrower. To quickly change the field in a column, doubleclick in the column header and select the new field from the Field Name list. While in the Field Name list, press the first letter of the desired field to go to that field. In the Gantt Chart Table or any table, to quickly hide a column, click on the right edge of the column header and drag it to the left until it disappears becomes a 0 width column. To display this hidden column, place the cursor a little to the right of the column separator bar where the column used to be, click and drag to the right. You can wrap text in the Gantt Chart to display text on multiple lines if you increase the row height. To increase the row height, place the cursor between any two row numbers if the ID field is displayed in the first column and is "locked", click and drag down to increase the row height. Only Text fields wrap and only if the column is narrower than the text in the field. When printing Gantt Charts or other timescaled charts you can adjust the width of the timescale to fit the page without changing the timescale units. The latter step is useful when a chart is just a little too wide to fit on a page. To select two or more non-adjacent tasks, click on a task in the table area, hold down the Ctrl Key and click on another task in the chart. Continue holding the Ctrl key to select other tasks. This is especially useful for linking or unlinking tasks that are not on consecutive rows. To change information for a number of tasks at once, highlight the desired tasks select non-adjacent tasks using the method described above and select the Task Information button. Enter the common information in one of the fields displayed in the "Multiple Task Information" dialog box. To remove a date constraint from a task, select the task or multiple tasks and select the Task Information button. This removes any date constraint in the task and allows it to be scheduled based on the dependencies rather than a date entered perhaps accidentally by a user. If a task does not move reschedule based on a dependency, it may contain a "fixed" date of some kind. Use the Tasks with Fixed Dates Filter to view only those tasks in a plan that contain fixed dates. You can then determine if these tasks should have these types of fixed dates. Use the previous tip to remove an unwanted constraint. If a task still does not move, it may contain a delay based on a previous Resource Level. Select whether or not to remove Leveling from the selected tasks or for the entire project. After applying a Filter in a Gantt chart press F3 to view all tasks again instead of applying the All Tasks filter. Press Alt-Home in the Gantt chart to position the chart on the start of the project. If you have indented tasks to create Summary Tasks and Detail Tasks, click the little box with the minus sign to the left of the Summary Task name to quickly hide the detail tasks below it. Click the box with the plus sign to display the detail tasks that were hidden. In the Gantt chart, you can create dependencies by clicking on the Gantt bar of a task and dragging to another Gantt bar to create a Finish-to-Start dependency between the two tasks. To quickly modify or delete a dependency, doubleclick on the dependency line between the two tasks to display the Task Dependency form be sure to place your cursor directly on the dependency line. In any drop down list such as the list of Resource Names or the list of Filters you can press the first letter of the item you are looking for to quickly go that item. Use the Insert key on your keyboard to quickly insert rows and columns. In the Gantt chart, click on a row and press the Insert key to insert a blank row above the selected row. Click on a column header to highlight a column and press Insert to insert a column to the left of the selected column. You can also use the Delete key to reverse this process but be careful In the Network Diagram or PERT Chart in some versions of Project, to move multiple task boxes, click in the chart area, drag the cursor to select any number of boxes and release the cursor. Then, click on the border of a box and drag the entire selection of boxes to a new location. In Project, and you must first select Page 5

6 the Format menu, Layout and then Manual Box Positioning to enable the ability to move task boxes around. An often overlooked but handy report is the Calendar view using a Resource Filter. Select Calendar from the View menu. Select the Using Resource Filter and type in the name of the desired resource to display the Calendar for a particular resource. In Project 98 you can delete the bar styles you do not use to avoid displaying them in the legend. Right click in the Toolbar area to display the list of available Toolbars. A check next to a Toolbar indicates that it is currently displayed. Click on a Toolbar to display or hide it. In the Gantt Chart or any chart with a table and a chart area doubleclick the separator line between the table and chart to automatically push the separator line to the closest column edge. To split the screen and place a specific View into the lower pane, hold the shift key while selecting an item from the View menu. You can also split the screen by selecting Split from the Window menu or doubleclick the small horizontal split bar in the lower right corner of the screen. Doubleclick it again to remove the split or choose Remove Split from the Windows menu. Just for fun - Create two 10 day tasks. Place the cursor in the Finish field of the first task and click the Copy button. Place the cursor on the Finish field of the second task and click the Copy button. Place the cursor on the Start field of the first task, select Paste Special-Paste Link and watch the tasks "walk" across the chart. Delete one of the tasks to stop. We hope you have found these tips and tricks useful. If you have a tip that you would like to share, please send it to us and we will gladly add it to the above list the next time we update it. Send all Tips and Tricks to: Page 6

7 Chapter 5 : News, Tips, and Advice for Technology Professionals - TechRepublic Printing MS Projects on One Wide Page. Printing in Microsoft Project has always been a little problematic and requires a little patience to get right, but the following suggestions may assist. Manually Adjust the Timescale If the Fit Timescale to End of Page option is selected, turn off this option, and manually change the timescale. To do this, follow these steps: On the File tab, click Print, and then click Page Setup. Click the View tab. Click to clear the Fit timescale to end of page check box. If you do not get the result you want, continue to the next step. Back in the Project plan click View. In the Size box, reduce the percentage to reduce the width of the timescale, Increase the percentage to increase the width of the timescale. This prevents a page from being printed with bars or data on only a small fraction of the pages, which would result in an additional blank timescale beyond the last bar or column of data. To turn on the Fit Timescale to End of Page option, follow these steps: Click to select the Fit Timescale to End of Page check box. Click OK Method 3: Scale the Entire Project If you want to scale the entire project not just the timescale portion as in method 1, scale the entire project to fit the number of pages you want. Click the Page tab. Choose the scaling option you want to use. When you scale your project for printing, the project information is scaled proportionally for height and width. To work around this behavior in Project and earlier versions, use any of the following methods. On the File menu, click Page Setup. Click the Close button on the toolbar in print preview. On the Format menu, click Timescale. Increase the percentage to increase the width of the timescale. Page 7

8 Chapter 6 : Microsoft Project Level 1 (12 PDUs) - Springhouse Exporting Microsoft Project to ONE page PDF I have MSP, it is set up to print to one page (1 tall by 1 wide) and it will print to A3. However, when I export to PDF, I get 18 pages. Prepare a view for printing On the View menu, click the view that you want to print. On the File menu, click Page Setup, and then click the Page tab. If you want to change the page orientation, under Orientation, click Portrait vertical or Landscape horizontal. If you want to adjust the page fit, under Scaling, click Fit to, and then specify the number of pages that you want in the pages wide by and tall boxes. If you want to change the paper size, click the paper size that you want in the Paper Size box. You can specify how much of the timescale that you want to include when you print the view. In the Print dialog box, click Dates in the Timescale section, and then select the time range in the From and To lists. You cannot adjust the page fit in the Calendar view or Resource Graph view. A view may not fit the number of pages that you specify. For example, if a printed view is four pages wide by one page tall, it may not fit into one wide by one tall. In that case, the more constraining of the two numbers determines the page fit. If you adjust the page fit in the Network Diagram view, you cannot adjust for page breaks. Because the number of pages overrides the ability to spread the Network Diagram boxes out to avoid page breaks, the Adjust for page breaks option is unavailable. Prepare a report for printing This procedure helps you prepare basic reports for printing. On the View menu, click Reports. Click the report type that you want, and then click Select. If you chose Custom as the report type, click a report in the Reports list, click Setup, and then go to step 4. Click the report that you want, and then click Select. Click Page Setup, and then click the Page tab. Change the time range for printing the Calendar view In the Calendar view, you can specify the number of months up to 2 or weeks up to 99 that you want to print on each page. On the View menu, click Calendar. On the File menu, click Page Setup, and then click the View tab. If you want to specify months, under Print, click Months per page, and then click 1 or 2. If you want to specify the number of weeks to show, click Weeks per page, and then type or select the number of weeks that you want to display in the adjacent box. If you want the weeks on the printed calendar to have the same height as those in the view, click Week height as on screen. Alternatively, you can change the number of weeks per page by magnifying the view. On the View menu, click Zoom. Under Zoom to, select the number of weeks that you want to appear, or specify the date range that you want to show. Note that the calendar will become unreadable if you try to print too many weeks per page. See the tips below for ideas about how to format your calendar to make it more readable. You cannot print a readable Calendar view of an entire year. Instead, use a Gantt Chart view and follow these tips: Change the timescale of the Gantt Chart to accommodate your year view. For example, you can change the timescale to show quarters over months and to use abbreviations for quarters and months. Reduce the font size to accommodate more text on the page. Collapse all of the tasks so that only summary tasks are shown. In the Page Setup dialog box, use the Fit to boxes to print the view on one page. In the Print dialog box, set the Dates boxes to print the entire year. If you are printing the Calendar view, you can specify the range of dates to print by using the Dates boxes in the Print dialog box. You can format the Calendar view to maximize the amount of information shown on a page by formatting the timescale and the text styles. You can specify only a date range or a number of consecutive weeks. You cannot select nonconsecutive weeks for viewing or printing. Print notes when printing a view or report Notes can be printed on the last page of a view. The notes that are printed are those that are most closely associated with the view. For example, if you choose to print notes when you print the Gantt Chart view, then the task notes are printed. On the View menu, click the view that you want. If you want to use a view that is not on the View menu, click More Views, click the view that you want to use in the Views list, and then click Apply. Select the Print notes check box. You can also print notes in columns along with their associated tasks by printing a report that contains the information that you want to print. On the Report menu, click Reports. In the Reports dialog box, select a report category that you want to use, and then click Select. In the next dialog box, select a report, and then click Edit. In the Report dialog box, click the Details tab, and then select the Notes check box. Click OK, and then click Close. On the File menu, click Print. Page 8

9 Chapter 7 : Print a project schedule - Project From there you can choose to print only the current page or you can choose Custom Print and specify pages to print such as "" or ", 10, 14". When you are ready, click Print. Note: If you're getting an extra, blank, page at the end of your document see Delete a page in Word. Chapter 8 : MS Project Print Preview crash Creating the Perfect Print View in Microsoft Project LogiKal. # 14 MS Project Print Gantt Chart Easy - Duration: MS Project Printing in MS Project - Duration. Chapter 9 : Project Online: Blank page when you create a new project â Microsoft Project Support Blog Note that if you select to print only specific pages or only a specific date range, then you must enter the pages or date range to print into the next fields that follow in this section. You can then choose the page orientation and page size from the final two drop-down menus. Page 9