In today’s high-volume workplace, it is unusual for project managers to have only a single project on their plate. In most cases, project managers have to juggle multiple projects at different stages with different resources-some that relate to each other and some that stand alone. With Project’s master and subproject features, you can link related and even unrelated projects to see them all In one place, compare tlme lines, run consolidated reports, link tasks, and share resources. Adepartment, for example, could have one master project file that shows every project going on in the department, while each project manager has their own sub project file to work with that only shows their projects. In this chapter, you’ll learn how to become . an even better project manager by keeping your eye on the big picture and still noticing the details.
Working with Multiple Projects at Once
If you are responsible for multiple projects, you can make your life a lot easier if you know a few tricks. With Project, you can have multiple projects open at once, and” switch back and forth between them with ease. You can also save the work space SO that rather than opening a several projects Individually, you can open a work space and have them all open at once
Opening and Viewing Multiple Projects
Project 2000 is designed using a single document interface (SOl).This means that each project has its own application window available to it. The biggest,advantage of SOl is that when you open a project, it appears on the Windows taskbar at the bottom of thescreen. If you open two projects, they both appear on the taskbar. Although you can still switch between proiects using the Window menu command, as shown in Figure 14.1.you now. can see every project you have open and switch back and forth by the corresponding taskbat button .
If you would prefer not to have each open project appear on the task bar, you can turn off this feature by choosing Tools> Options and clearing the Windows in Taskbar option on the View tab-of the Options dialog box, shown in Figure 14.2
Saving a Workspace
Rather than opening each project you want to work on every time you launch Project, you can save the workspace so the next time you want to open the same files, Project can do it for you. This. is particularly helpful when you have projects located on different drives and in different folders. Project remembers the file locations and creates a pointer to them so it can find them again. To save a workspace, follow these steps:
1. Open the projects you want to save in the workspace.
2. Choose File” Save Workspace. The Save Workspace As dialog box opens, as shown in Figure 14.3.
3. Choose a Save In location and enter a file name. Project suggests Resume as the file name, but you can enter any name you like.
4. Click Save.
5. Project prompts you to save the changes to each individual project you have open. Choose Yes to receive a prompt for each file or Yes to All to save them all at once.
6. If you have not saved a baseline with a project, you may also receive a prompt from the Planning Wizard to save the baseline. You can make a selection and choose OK to be prompted to save the baseline on the next file or OK to All to apply this ‘selection to all the files in the workspace
1. Choose File >- Open to open the Open dialog box, shown in Figure 14.4.
2. Locate the folder the workspace is in by default. Project opens the folder you last saved to or if you’ve closed Project, it defaults to the Save location for projects designated in the Save Options (Tools >- Options, Save tab).
3. Select the workspace file from the list. It has a different icon from other project files; if you are displaying file extensions, it has an .mpw extension rather than the .mpp extension of typical Project files.
4. Click the Open button. Project opens each file in the same order in which they were saved
Arranging Open Projects
When you are working with several projects at the same time, you can use the Window menu to make them all visible. at once or to hide windows you’d like to run in the background. To make all the open projects visible at once choose Windows> Arrange All. Project resizes the open projects so they can all be displayed, as shown in Figure 14.5.
To work in a particular project, click the project to make it active. You can tell the active project because its title bar is blue.
Moving and Copying between Projects
One of the advantages of arranging multiple projects is that you can move and copy tasks, resources, and other text between projects while viewing both projects. You can use the Cut, Copy, and Paste commands, and also drag and drop, to move and copy. Select the text that you want to move or copy and use a standard method to insert the new text into the other project. (For more about moving and copying within Project, see “Moving and Copying Tasks” “Entering Project Tasks
Hiding and Unhiding Open Projects
Although you may want to have a project open, you may not want it to be included when you use the Arrange All command. You can hide an open project file, by choosing window > Hide. The project is still open but when you choose Arrange All, the hidden file does not show. The project remains hidden until you exit Project altogether. Even if you close all the other open projects, the hidden project is not visible.
To unhide the project, choose Window > Unhide