Setting up spreadsheet columns

You can configure spreadsheet columns to display particular information. For example, you might want a column to display task percent complete, allocations of effort, task cost or costs from a particular cost centre, or which user has a task or allocation locked.

To configure a spreadsheet column, right-click the column heading, then select Table Definition. The Table Definition Properties dialog appears.

The Field field lists the columns that are currently in the table definition. Each column displays a field. There are two rows of information for each column because a column can display both bar and task information, and allocation information. You use the first row (the primary field) to specify the bar and task information to display and the second row (the secondary field), which is indented in the Field field, to specify the allocation information to display. If you want to display only the row of information relating to bars and tasks, or only the row relating to allocations, select Primary or Secondary in the Show fields field; to display both rows of information for each column, select Both.

By default, the allocation row displays the same information as the bar and task row for each column. If you display both the bar and task rows and the allocation rows in the dialog, any edits you make to the bar and task row are reflected automatically in the allocation row. To display different information in an allocation row, select Secondary in the Show fields field to display the allocation rows only, then edit the appropriate allocation row.

You can configure the way in which each field is displayed by editing its attributes. As you can configure different fields in different ways, the dialog displays different parameters, depending on the field that is currently selected.

If there is more than one task on a bar, fields normally display information about the bar rather than information about specific tasks. However, you can specify that fields should display information about specific tasks on the bar. For example, if there are ten tasks on a bar, you can specify that fields should display information about the first, fourth, seventh or last task on the bar. You can also specify that fields should display information about all tasks on a bar that have been assigned specific code library entries.

As well as displaying a wide range of fields in spreadsheet columns, you can construct formulae - user-calculated expressions - that define precisely what information is displayed in a spreadsheet column. You can construct formulae to display practically any information in the spreadsheet: formulae can reference spreadsheet fields, user-defined fields and tables, variable dates, etc, and can take information from the live data or from a specified baseline. On top of this, you can construct formulae to perform calculations on project data. For example, you could construct a formula to subtract the baseline cost from the actual cost in the live data, then display the result in a format of your choosing; you could construct a formula to calculate what percentage of total project costs the cost of each individual task represents.

You can add, remove and rearrange spreadsheet columns using the Add, Remove, Up and Down buttons on the Table Definition Properties dialog.

Close the Table Definition Properties dialog once you have finished editing the current spreadsheet.

You can save the current spreadsheet as a table so that it can be applied to other bar chart views.

You can link objects to external documents, or to webpages on the internet or an intranet. For example, you could link individual tasks to documents stored on your network that give more information on the task to be carried out, or you could link permanent resources to documents containing their CVs. You do this by entering hyperlinks to external documents into 'URL'-type user-defined fields and displaying them in the spreadsheet. Once a hyperlink is displayed in the spreadsheet, you can access the document to which it refers by ALT-clicking it.

Related Topics:

Fields

Setting up spreadsheet columns for text entry

Displaying code library entries in the spreadsheet

Displaying information about specific tasks in the spreadsheet

Displaying baseline information in the spreadsheet

Using formulae in spreadsheet columns

Adding columns to the spreadsheet

Removing columns from the spreadsheet

Sorting on spreadsheet columns

Using tables in the spreadsheet

Linking objects to external documents