In this topic, Working with Views, we cover many of the ways in which you may navigate to views and tables in the Microsoft Project tool, as well as the types of views and the benefits of the various types.

Working with Views

We work with a project’s information in views, and Project contains many different views. The views allow us to edit, analyze, and display project information. The initial view we see displayed is called the Gantt Chart with Timeline view. This view is a split view with a Timeline view in the top pane and a Gantt Chart below it.

Types of Views

Gantt Chart

The Gantt Chart is a common way to represent a project schedule and is also very useful for entering and changing information in your plan. The timescale may be adjusted by using the zoom adjuster in the bottom-right of the Project screen.

Timeline

When the Timeline view is selected, its formatting commands are available on the Timeline Tools Format tab as shown below. All the commands are now specific to Timelines, such as dates, timeline text lines, etc.

The timeline is a great way of graphically seeing the entire project via stages and phases. Project 2016 supports multiple timelines.

Resource Sheet

The Resource Sheet displays details about resources in a table format. The Resource Sheet does not tell us anything about what tasks resources are assigned to. This information is see in a view such as a Resource Usage view.

Resource Usage

The Resource Usage view groups tasks by resource, which in the default table shows the amount of work assigned to the resource both in the table as well as the timescale along the right. We can also zoom in and out of the timescale as needed.

Split View

In this last view we’re taking a view we already looked at, the Gantt Chart, and making it a split view and displaying the Task Form.

Details about the selected task will appear in the Task Form. The Task Form also allows us to edit the details directly in the form. The Previous and Next buttons allow us to move forward and back through the tasks in the plan.

We can also change the type of form displayed to focus on a different type of data, such as Notes, Cost, Summary, and more.

Navigating Views

To switch between views

On the View tab, in either the Task Views or Resource Views group, do one of the following:

  • If the button for the view you want is shown, click it.
  • If the button for the view you want is not shown, click Other Views, and then click the view you want.
  • If the view you want is not listed on the Other Views menu, click More Views, click the view you want, and then click Apply.

To adjust the timescale in a view

  1. In views with a timescale, such as the Gantt chart, this action adjusts the timescale. In other views, it changes how much detail is displayed.
  2. Do either of the following:
    • On the View tab, in the Zoom group, click the Zoom command, and then click the zoom level you want.
    • In the lower-right corner of the status bar, on the Zoom Slider bar, click Zoom Out or Zoom In.

To switch to another table in a view

This action applies only to views that include tables (such as the Gantt chart), not to views that lack tables (such as the Calendar view).

  1. On the View tab, in the Data group, click Tables.
  2. Do either of the following:
    • If the table you want is listed, click the table.
    • If you the table you want is not listed, click More Tables, click the table you want, and then click Apply.

To display a split (combination) view

  1. On the View tab, in the Split View group, click Details.
  2. In the Details box, click the view you want to load into the bottom pane of the split view.

To display or hide the timeline view

  • On the View tab, in the Split View group, select or clear the Timeline check box.

Related Links

Microsoft Project Training: Lesson 01 – Getting Started, Topic 03 – Using Reports
Microsoft Project Training: Lesson 01 – Getting Started, Topic 01 – Explore Project Interface
Microsoft Project Training Webinar Series – Module 05: Assignment Planning with Microsoft Project
Microsoft Project Training Webinar Series – Module 03a: Task Planning with Microsoft Project Part 1
Microsoft Project Training Webinar Series – Module 04: Resource Planning
Microsoft Project Training Webinar Series – Module 03b: Task Planning Part 2
Microsoft Project Webinar Series – Modules 01 & 02: Getting Started with MS Project and Project Definition

Daniel Bell is the Executive Director of Integent
He has been working in the Project Management industry since 2002 and is a Certified PMP from PMI