Create a project report

With Project, you can create and customize striking graphical reports of whatever project data you want, without having to rely on any other software. As you work on the project, the reports change to reflect the latest info — no manual updates required! See a list of all reports and how you can use them.

1. Click the Report tab.

2. In the View Reports group, click the type of report you want and then pick a specific report.

For example, to open the Project Overview report, click Report > Dashboards > Project Overview.

The Project Overview report combines graphs and tables to show where each phase of the project stands, upcoming milestones, and tasks that are past their due dates.

Project provides dozens of reports you can use right away, but you don't have to let that limit your choices. You can customize the content and the look of any of the reports, or build a new one from scratch.

Work with your report

Change the data in a report

Example

Change how a report looks

Example

Make your own report

Share a report

Make a new report available for future projects

More ways to report project info

Change the data in a report

You can pick and choose the data that Project shows in any part of a report.

1. Click the table or chart you want to change.

2. Use the Field list pane on the right of the screen to pick fields to show and filter information.

Tip:  When you click a chart, three buttons also pop up directly to the right of the chart. Use the Chart Elements and Chart Filters buttons to quickly pick elements such as data labels and filter the information that goes into the chart.

Example

In the Project Overview report, you could change the % Complete chart to show critical subtasks instead of top-level summary tasks:

1. Click anywhere in the % Complete chart.

2. In the Field List pane, go to the Filter box and pick Critical.

3. In the Outline Level box, pick Level 2. For this example, this is the first level of the outline that has subtasks instead of summary tasks.

   The chart changes as you make your selections.

   

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Change how a report looks

With Project, you control the look of your reports, from no-nonsense black and white to explosions of colors and effects.

Tip:  You can make a report part of a split view so you can see the report change in real time as you work on project data. To learn more, see Split a view.

Click anywhere in the report and then click Report Tools Design to see the options for changing the look of the whole report. From this tab, you can change the font, color, or theme of the whole report. You can also add new images (including photos), shapes, charts, or tables here.

When you click individual elements (charts, tables, and so on) of a report, new tabs appear at the top of the screen with options for formatting that part.

• Drawing Tools Format tab. Format shapes and text boxes.

• Picture Tools Format tab. Add effects to pictures.

• Table Tools Design and Table Tools Layout tabs. Configure and tweak tables, like you would in other Office programs.

• Chart Tools Design and Chart Tools Format tabs. Configure and tweak charts.

Tip:  When you click a chart, three buttons also pop up directly to the right of the chart. Click the Chart Styles button to quickly change the color or style of a chart.

Example

Say you decide that the % Complete chart in the Project Overview report needs a facelift.

1. Click anywhere in the % Complete chart, and then click Chart Tools Design.

2. Pick a new style from the Chart Styles group. This style removes the lines and adds shadows to the columns.

   

3. Give the chart some depth. Click Chart Tools Design > Change Chart Type.

   

4. Click Column > 3-D Stacked Column.

   

5. Add a background color. Click Chart Tools Format > Shape Fill, and pick a new color.

   

6. Change the bar colors. Click the bars to select them, then click Chart Tools Format > Shape Fill, and pick a new color.

7. Move the numbers off the bars. Click the numbers to select them, and then drag them upward.

Just a few clicks make a big difference. And we only scratched the surface of the formatting options.

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Make your own report

1. Click Report > New Report.

2. Pick one of the four options, and then click Select.

3. Give your report a name and start adding information to it.

   

   Blank    Creates a blank canvas. Use the Report Tools Design tab to add charts, tables, text, and images.

   Chart    Project creates a chart comparing Actual Work, Remaining Work, and Work by default. Use the Field List pane to pick different fields to compare, and use the controls to change the color and format of the chart.

   Table    Use the Field List pane to choose what fields to display in the table (Name, Start, Finish, and % Complete appear by default). The Outline level box lets you select how many levels in the project outline the table should show. You can change the look of the table on the Table Tools Design and Table Tools Layout tabs.

   Comparison    Sets two charts side-by-side. The charts have the same data at first. Click one chart and pick the data you want in the Field List pane to begin differentiating them.

Any of the charts you create from scratch are fully customizable. You can add and delete elements and change the data to meet your needs.

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Share a report

1. Click anywhere in the report.

2. Click Report Tools Design > Copy Report.

   

3. Paste the report into any program that displays graphics.

Tip:  You might need to resize and line up the report when you paste it into its new home.

You can also print the report to share it the old-fashioned way.

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Make a new report available for future projects

Use the Organizer to copy a new report into the global template for use in future projects.

More ways to report project info

• See a list of all reports and how you can use them.

• Compare actual work against your estimates with burndown reports.

• Create a timeline of key tasks and milestones.

• Set the status date for project reporting.

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