Project Information: Project Information: Sorting, Grouping, and Sorting, Grouping, and

FilteringFilteringLesson5

Skills MatrixSkills Matrix

Skills Matrix Skill

Sort data Sort data in a resource view

Group data Group data in a resource view

Filter data Create and apply a filter in a viewCreate a custom filter

Software OrientationSoftware Orientation

Primary sort

Secondary sort

Tertiary sortSort button

Permanently renumber resources check box

Ascending and

descending buttons for each sort

Microsoft Project’s Sort Dialog Box

Sorting DataSorting Data

Sort Data in a Resource View

Click View Resource SheetClick View Resource Sheet

Click View Table:Entry SummaryClick View Table:Entry Summary

Sorting DataSorting Data

Sort Data in a Resource View (cont.)

Resource Sheet view showing Summary table

Cost per resource column

Sorting DataSorting Data

Sort Data in a Resource View (cont.)

Click ProjectClick Project

Point to SortPoint to Sort

Click Sort byClick Sort by

The Sort by dialog box appears

Sorting DataSorting Data

Sort Data in a Resource View (cont.)

In the Sort by section, select CostIn the Sort by section, select Cost

In the same section, click DescendingIn the same section, click Descending

Make sure that the Permanently renumber resources check box is NOT selected

Make sure that the Permanently renumber resources check box is NOT selected

Click SortClick Sort

Sorting DataSorting Data

The Summary table is sorted from the highest to the lowest value in the cost column

Sorted by cost in

descending order

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

Click ProjectClick Project

Point to SortPoint to Sort

Click Sort byClick Sort by

The Sort by dialog box appears

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

In the same section, click DescendingIn the same section, click Descending

In the Sort by section, select GroupIn the Sort by section, select Group

In the same section, click AscendingIn the same section, click Ascending

In the Then by section, select CostIn the Then by section, select Cost

Make sure Permanently renumber resources is NOT checkedMake sure Permanently renumber resources is NOT checked

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

Sort dialog box with two-level

sort choices

Permanently renumber

resources is turned off

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

The Resource Sheet view is sorted to display resources sorted first by Group (Equipment, Talent) and then by Cost within each group

Click SortClick Sort

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

Sorted first by Group… …and then

by Cost in descending

order

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

The data is restored to the original order

Click UndoClick Undo

Click UndoClick Undo

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

Sort — A way of ordering task or resource information in a view by the criteria you specify

You can sort using predefined criteria

OR

You can create you own sort order with up to three levels

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

Except for one instance, sorting does not change the actual data of your project plan

The one instance is when you select to reorder resource or task IDs after sorting

• No visual indicator that a view has been sorted other than the order in which the rows of data appear

• You cannot save custom sort settings

Sort Data in a Resource View (cont.)

Sorting DataSorting Data

Multiple Level Undo is new to Project 2007

Allows you to undo sets of actions

Undo intended changes

Reverse mistakes

Enables you to experiment with different scenarios without causing permanent undesired effects

Even more useful when used in combination with Visual Change Highlighting

Sort Data in a Resource View (cont.)

Grouping DataGrouping Data

Group Data in a Resource View

Click ProjectClick Project

Point to Group by: No GroupPoint to Group by: No Group

Click Resource GroupClick Resource Group

Grouping DataGrouping Data

Summary data rows shaded yellow

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

Click ProjectClick Project

Point to Group by: Resource GroupPoint to Group by: Resource Group

Click More GroupsClick More Groups

Select Resource GroupSelect Resource Group

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

Click CopyClick Copy

Point to Group by: Resource GroupPoint to Group by: Resource Group

Click More GroupsClick More Groups

Select Resource GroupSelect Resource Group

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

In the Names box, key “Resource

Groups by Cost”

Select this field and then select or

key “Cost”

Select Descending

Click this button last

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

In the Define Group Intervals dialog box

In the Group on box, select IntervalIn the Group on box, select Interval

In the Group interval box, key 500In the Group interval box, key 500

Click OKClick OK

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

Click Apply in the More Groups dialog boxClick Apply in the More Groups dialog box

Click the Best Fit buttonClick the Best Fit button

Double-click the Resource Name column headingDouble-click the Resource Name column heading

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

…and then by cost at $500 increments

Data grouped first by resource…

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

Click ProjectClick Project

Point to Group by: Resource Groups by CostPoint to Group by: Resource Groups by Cost

Click No GroupClick No Group

Group Data in a Resource View (cont.)

Grouping DataGrouping Data

Group — Way to reorder task or resource information in a table and display summary values for each group according to selected criteria

Grouping does not change the structure of the project plan

You can use predefined groups or create your own

Group Data in a Resource View (cont.)

Filtering DataFiltering Data

Create and Apply a Filter

Click ViewClick View

Click Gantt ChartClick Gantt Chart

Click the Auto Filter button on the Formatting toolbarClick the Auto Filter button on the Formatting toolbar

Adjust the Gantt Chart width so that the Task Name, Duration, and Start columns are visible

Adjust the Gantt Chart width so that the Task Name, Duration, and Start columns are visible

Filtering DataFiltering Data

Create and Apply a Filter (cont.)

Click the down arrow in the Task Name column heading and then click (Custom…)

AutoFilter arrow

Filtering DataFiltering Data

Create and Apply a Filter (cont.)

Select “contains”

Key “shoot”

Click OK when finished

Filtering DataFiltering Data

Create and Apply a Filter (cont.)

Filter shows only tasks that contain the word “shoot,” as well as their summary tasks

Filtered column heading

appears in blue

Filtering DataFiltering Data

Create and Apply a Filter (cont.)

Click the AutoFilter buttonClick the AutoFilter button

AutoFilter is turned off and all of the tasks in the project are displayed

Filtering DataFiltering Data

Create and Apply a Filter (cont.)

Filter — Tool that enables you to see in a table only the information that meets selected criteria

Filtering only changes the data’s appearanceThere are two ways to apply filters to a view

Predefined filtersAutoFilter

Creating a Custom FilterCreating a Custom Filter

Create a Custom Filter

Point to Filtered for: All TasksPoint to Filtered for: All Tasks

Click ProjectClick Project

Click More FiltersClick More Filters

Click NewClick New

Creating a Custom FilterCreating a Custom Filter

Create a Custom Filter (cont.)

Key the filter name

Key or select “Name”

Key or select “contains”

Key “shoot”

Select “And” Key or select “Actual Finish”

Key or select “equals”

Key “NA”

Creating a Custom FilterCreating a Custom Filter

Create a Custom Filter (cont.)

The new filter you have created is applied to the project plan

Click OKClick OK

Click ApplyClick Apply

Creating a Custom FilterCreating a Custom Filter

Create a Custom Filter (cont.)

Note the gaps in the task IDs. This is one way to tell that a filter has been applied

Gantt Chart view with Unfinished Shoots filter applied

Creating a Custom FilterCreating a Custom Filter

Create a Custom Filter (cont.)

Project removes the filter

Click ProjectClick Project

Point to Filtered for: Unfinished ShootsPoint to Filtered for: Unfinished Shoots

Click All TasksClick All Tasks

SummarySummary

You Learned How to

Sort data

Group data

Filter data