MS Project: Printing, Saving, and Sharing a Project

Name: MS Project: Printing, Saving, and Sharing a Project
Author: Elissa Smith

Use MS Project to share your project with your team

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Course: On-Demand

Hi. In this lesson, we want to look at how to quickly format the task table to help make things pop and also appear in the way that we want them to. Now, the first thing we're going to do is look at formatting an individual task. You can either format one task or several tasks. You can click on the name of the task to format its task name or, of course, the row indicator for that task. Then we're going to go up to the Task ribbon tab and come to the font group and hopefully you're going to see a lot of familiar buttons here that you would use in programs like PowerPoint, Excel, and Microsoft Word to do formatting for text. We're going to see the bold button. We know what that does, the italics button, the underline button, also a background fill color button, and, of course, font color. Additionally, on the top row, you've got font styles and then, of course, we also have font sizes. Keeping in mind that if you can't read the font, pick something else, but the important thing to notice is how it makes this particular task pop and it will continue to have this format no matter what we do to the other tasks unless we, of course, replace it. Now, speaking of those other tasks, what opportunities do we have to change all of them so that we don't have to go through and change the formatting individually like I just did on task four? For that, you're going to want to use the format ribbon. Remember that the format ribbon is all about formatting the view that you're in. Now, when it comes to formatting the task table, we're going to come to the far left-hand side of the format ribbon and go to the format group and select text styles. So what this means is that the tasks are all based on a text style and this box allows us to do things like update, again, the font style, put our particular tasks that we're changing in bold. In this case, it's all of them. Additionally, change the size of their font and you can also do a font color along with a fill color, keeping in mind that underneath the fill color, you also have a background pattern. Be really careful about using this though because again, it will make it very difficult to read the text inside of your task boxes. So when we click on OK, we're going to see that indeed we have updated the look of all of the, again, rows of task information except for row four that continues to maintain its separate formatting that we did before. If we wanted it to be formatted the same, we could always click on one task, come back to the task ribbon, select the format painter that hopefully some of you have used in Word and Excel, click on the other task and now it will have the same format as well. But notice how I would also need to continue doing that format painter to the other cells of that task because in this case, when it comes to formatting, the Microsoft Project and the task table are going to operate a lot like a spreadsheet. Thanks so much for watching. Join us for the next lesson when we're going to look at quick ways to format the Gantt chart.

Beginner Provider : Elissa Smith 8 Lessons · 20m in English

Course Description

Microsoft Project is a project management software product that helps project managers complete their work. MS Project is used when developing a schedule, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads. Microsoft Project is part of the suite of business programs that can be integrated to generate efficiencies in the workplace. A key part of your success as a project manager is your ability to collaborate with others. MS Project allows you to easily share or print your information.

In this course, you’ll learn how to share key project files, calendars, and Gantt charts with your team and your organization’s stakeholders. You’ll discover how to format your tables and format and print the Gantt chart and calendar. By the end of this course, you’ll know how to save these files to the OneDrive cloud for storage and how to create, share, and export them in different formats.

What You'll Learn

Format MS Project tables, calendars, and Gantt charts
Print the Gantt chart and the calendar view
Save project files to OneDrive for Business
Save a project as a PDF and export to Excel
Share project files by printing, saving, and emailing
Create, share, and export project files in different formats

Key Takeaways

MS Project lets you share or print project information to collaborate with your team and your organization's stakeholders.
The course covers formatting tables, the Gantt chart, and the calendar view before sharing or printing them.
Project files can be saved to the OneDrive cloud for storage.
Files can be saved as PDFs, sent via email, and exported to Excel.
Microsoft Project is part of a suite of business programs that can be integrated to generate workplace efficiencies.

Frequently Asked Questions

What will I learn in this course?

You'll learn how to share key project files, calendars, and Gantt charts with your team and stakeholders, how to format tables and format and print the Gantt chart and calendar, and how to save files to OneDrive and create, share, and export them in different formats.

Who is this course for?

It is designed for project managers, since a key part of your success as a project manager is your ability to collaborate with others, which MS Project supports through easy sharing and printing.

What sharing and export options does the course cover?

The course covers printing the Gantt chart and calendar view, saving project files to OneDrive for Business, saving a project as a PDF, sending a project file via email, and exporting to Excel.

What is Microsoft Project used for?

Microsoft Project is a project management software product used when developing a schedule, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads.