Microsoft ® Office Project 2007 Training

1. [Your company name] presents: Microsoft® Office Project 2007 Training Present your project in Word, PowerPoint, or Visio

2. Course contents • Overview: Don’t lock it away • Lesson 1: Copy Project information to an Office program • Lesson 2: Copy Project information to a Web page Each lesson includes a list of suggested tasks and a set of test questions. Present your project in Word, PowerPoint, or Visio

3. Overview: Don’t lock it away It’s one thing to create a project. It can be an entirely different matter to communicate it to others effectively. Team collaboration and reporting often fail if you can’t get the information out for others to see. This course will teach you how to present your project effectively by exporting Project information to Microsoft Office Word, Microsoft Office PowerPoint®, or Microsoft Office Visio®, or by putting it on a Web page. Present your project in Word, PowerPoint, or Visio

4. Course goals • Use a wizard to copy Project information to Microsoft Office PowerPoint, Word, or Visio. • Create a picture of your project to use on a Web page. Present your project in Word, PowerPoint, or Visio

5. Lesson 1 Copy Project information to an Office program

6. Copy Project information to an Office program You’ve spent weeks preparing a project, and now you need to present all your hard work to your colleagues. All the information is locked in Project with nice bars and network diagrams, but how do you let people who don’t use Project see your plan? The answer: Use a wizard to display your project information in a new PowerPoint, Word, or Visio document. Present your project in Word, PowerPoint, or Visio

7. How do you get your information out of Project? Once you’ve filled in all the fields and data in your project, how do you leverage all this work into an attractive and effective presentation — and not have to work over another weekend? You could use Excel or Visio to create a diagram that resembles your project. But duplicating your work in this way can be too time-consuming, especially when you already have all the information you need in Project. Present your project in Word, PowerPoint, or Visio

8. How do you get your information out of Project? You can use the Copy Picture to Office Wizard in Project to create an image of your project that is automatically copied into Word, PowerPoint, or Visio. The Copy Picture to Office Wizard can be found on the Analysis toolbar. On the View menu, point to Toolbars, and then click Analysis. Present your project in Word, PowerPoint, or Visio

9. Get a clear view of things first You’ll want to prepare your Project view first to contain all the relevant information you want to display in Word, PowerPoint, or Visio. This is because you don’t want your presentation to contain distracting or irrelevant information, such as the duration of individual tasks or resource pay rates. Present your project in Word, PowerPoint, or Visio

10. Get a clear view of things first So for starters, you may want to remove some columns. A typical project can have dozens, even hundreds of columns. But you want to minimize the number for the purpose of an effective presentation. In addition, if you want to show only specific tasks in your copied picture, be sure to select the rows you want to display before starting the wizard. Present your project in Word, PowerPoint, or Visio

11. Okay, fine. Now take me to the wizard When your project’s columns and view look the way you want, you’re ready to use the wizard to help refine your project’s display. So as described earlier, on the Analysis toolbar, click Copy Picture to Office Wizard. Present your project in Word, PowerPoint, or Visio

12. Okay, fine. Now take me to the wizard The first step in the wizard is to decide if you want to keep your original outline level or change it to display all tasks or only summary tasks. For example, you may decide that displaying only summary tasks will make the presentation more readable at a glance, and therefore might be better for managers or stakeholders. Determining an appropriate level of detail is often critical to the success of your presentation. Present your project in Word, PowerPoint, or Visio

13. Specify the look of the presentation Now comes the fun part — determining how you want your image of the project to be created. This is the next step in the wizard. If you’ve already selected rows prior to starting the wizard, you can specify that only these rows be displayed. If you want to select different rows, you’ll have to exit the wizard, select the rows you want, and then restart the wizard. Present your project in Word, PowerPoint, or Visio

14. Specify the look of the presentation Now comes the fun part — determining how you want your image of the project to be created. This is the next step in the wizard. If you want to show a particular time period, you can specify the new time in this page of the wizard as well. Now, your presentation is almost ready to be exported into another program. Present your project in Word, PowerPoint, or Visio

15. How big should it be? You don’t want to overwhelm your audience with an image too large, or make them squint their eyes to see a tiny image. So it’s important to specify an appropriate size for your image: • Choose Default if you want a typical image size of about 8 inches high and 6 inches wide. This might be an appropriate size for a Visio or PowerPoint presentation. Present your project in Word, PowerPoint, or Visio

16. How big should it be? You don’t want to overwhelm your audience with an image too large, or make them squint their eyes to see a tiny image. • Choose Maximum if you want a large image that, for example, you will print out. The maximum size is 22 inches. • Choose Custom and enter the dimensions you want to use if you are using Word, for example, and want a smaller image that fits between paragraphs of text. Present your project in Word, PowerPoint, or Visio

17. Time to take a look at it The next thing you will want to do is preview the image by clicking Preview. If you don’t like what you see, just click the Back button in the wizard and make your changes. When you are satisfied with your image, select the Office program you want to send the image to, and then select either a landscape or a portrait orientation. Present your project in Word, PowerPoint, or Visio

18. Select more information to send along Finally, you need to specify additional information to send along with the image. This is information about your project as a whole, such as project start and end dates, which will appear in a separate table above the image of your project that you have just set up. Present your project in Word, PowerPoint, or Visio

19. Select more information to send along When you click Finish in the wizard, the program you have specified will open with the image of your project. The final image will contain two portions: • An overview portion that contains your project’s overall duration, costs, or any other information you specified in Step 4 of the wizard. • Detailed project information about the tasks you selected for the wizard to report on. Present your project in Word, PowerPoint, or Visio

20. Suggestions for practice • Export Project information to other programs. Online practice (requires Word, PowerPoint, or Visio, product versions 2000 or later) Present your project in Word, PowerPoint, or Visio

21. Test 1, question 1 • When you copy a picture to an Office program, the information is linked back to the original Project plan. (Pick one answer.) • True. • False. Present your project in Word, PowerPoint, or Visio

22. Test 1, question 1: Answer • False. When you copy a picture to an Office program, the information is not linked to the original project plan. Present your project in Word, PowerPoint, or Visio

23. Test 1, question 2 • Which Office program can you not use in the Copy Picture to Office Wizard? (Pick one answer.) • Microsoft Office Word. • Microsoft Office OneNote®. • Microsoft Office Visio. Present your project in Word, PowerPoint, or Visio

24. Test 1, question 2: Answer • Microsoft Office OneNote. OneNote gives you one place to capture and organize all your notes on computers, laptops, or other devices. But you can’t send a Project image to OneNote using this wizard. Present your project in Word, PowerPoint, or Visio

25. Test 1, question 3 • When you’re finished with the Copy Picture to Office Wizard, you need to manually insert the image of your project into the Office program. (Pick one answer.) • True. • False. Present your project in Word, PowerPoint, or Visio

26. Test 1, question 3: Answer • False. The wizard automatically opens the Office program and pastes the image into it. Present your project in Word, PowerPoint, or Visio

27. Lesson 2 Copy Project information to a Web page

28. Copy Project information to a Web page Does your organization or team already have a Web site that’s used to share information about team projects? Instead of copying your project information into another Office program, you might want to create a Web page where you can insert a picture of your project. There’s a simple and flexible way to create a picture of your project to add to your team’s Web site. Present your project in Word, PowerPoint, or Visio

29. Again, let’s get a clear view of things first As you learned in the first lesson, you’ll want to keep the columns of information few in number, to avoid a messy presentation that bewilders your audience or readers. So may need to remove columns. After all, you don’t want your presentation to contain distracting or irrelevant information — such as the duration of individual tasks or resource salaries. Present your project in Word, PowerPoint, or Visio

30. Chose image options Once you’ve set up your project the way you want it to appear, you’ll need to create an image to place on your Web page. You’ll start by using the Copy Picture dialog box (Report menu) to create an image, which you can then add to a Web page using an HTML editor. Present your project in Word, PowerPoint, or Visio

31. Chose image options First, specify how you want the image rendered. Web option: Typically, for a Web page you will want to create a Graphics Interchange Format (GIF) image. To copy the image as a GIF, click To GIF image file, and then click Browse to specify the location you want to save the image to. Present your project in Word, PowerPoint, or Visio

32. Chose image options First, specify how you want the image rendered. Other options: • To create an image that is enhanced for display on a computer monitor screen with colors and formatting intact, click For screen. Present your project in Word, PowerPoint, or Visio

33. Chose image options First, specify how you want the image rendered. Other options: • To create an image that is enhanced for printing with formatting intact and Gantt bars, for example, clearly displayed with distinct colors, shapes, and patterns, click For printer. Present your project in Word, PowerPoint, or Visio

34. Choose image options, continued You have a few presentation options, too. To copy information for a range of dates other than those currently displayed in the timescale, under Timescale, type or select a start and end date in the From and To boxes. You can also specify if you want to copy the rows as they appear on the screen or only selected rows. Present your project in Word, PowerPoint, or Visio

35. The image is ready. Now what? Now you just need to decide what to do with your image. First, there’s the Web option. If you selected a GIF image file and your picture exceeds 100 inches by 100 inches, you’ll be prompted with options to reduce the size. Then all you have to do is open up your favorite HTML editor and insert the image file from your computer’s hard disk or network location. Present your project in Word, PowerPoint, or Visio

36. The image is ready. Now what? There are other options, too. As mentioned earlier, if you clicked For screen or For printer, you’ll have to first switch to the program where you want to paste the Project information. Then you’ll paste the picture by pressing CTRL+V or using the program’s Paste command. Present your project in Word, PowerPoint, or Visio

37. Suggestions for practice • Copy information to a Web page. Online practice (requires Word, PowerPoint, or Visio, product versions 2000 or later) Present your project in Word, PowerPoint, or Visio

38. Test 2, question 1 • When you copy a picture to a Web page, your project information will be dynamically linked to the Web page so that any changes you make in the original project will automatically appear on the Web page. (Pick one answer.) • True. • False. Present your project in Word, PowerPoint, or Visio

39. Test 2, question 1: Answer • False. Once you make a GIF image, you no longer have a link back to the original project information. Present your project in Word, PowerPoint, or Visio

40. Test 2, question 2 • What option should you choose when specifying how you want the image rendered on a Web page? (Pick one answer.) • For screen. • GIF. • For printer. Present your project in Word, PowerPoint, or Visio

41. Test 2, question 2: Answer • GIF. GIFs use a compressed graphics file format that Web browsers can display as inline graphics. GIFs are widely used for transmitting images across the Internet. Present your project in Word, PowerPoint, or Visio

42. Test 2, question 3 • When you use the Copy Picture command to create an image for a Web page, Project will automatically insert the image into the Web page you specify. (Pick one answer.) • True. • False. Present your project in Word, PowerPoint, or Visio

43. Test 2, question 3: Answer • False. Once you create the image using Project, you need to manually insert the image using an HTML editor. Present your project in Word, PowerPoint, or Visio

44. Quick Reference Card • For a summary of the tasks covered in this course, view the Quick Reference Card. Present your project in Word, PowerPoint, or Visio