Importing and Exporting Project Data,” describes in detail how you can link 01 embed objects (such as Word documents, Excel spreadsheets, pictures, and other graphics) to tasks and resources. For example, you can do the following:
• Link a task (such as “Create jingle for new ad campaign”) to a Word document that describes in more detail what the task is about. The jingle document might describe the client’s feelings about length, type of music, use of lyrics, etc .
• Embed a picture of each resource with its other resource information.
• Insert a text box on the Calendar to remind team members that the network will be down for half a day of re configuring.
• Include your company’s logo or the client’s logo in a view .
• Insert a hyperlink to the client’s Web site.
• Attach a brief sound or video clip from each resource, stating its commitment to and goals for the project. (Seems like a lot of extra work for nothing? Think how useful this could be six months from now when that one resource-yes, you know the one-keeps falling behind on scheduled work and seems disillusion e.; about her role in the project.)
The Insert Object button is found on the Notes tab of both the Task Information and Resource Information dialog boxes. When you click it, the Insert Object dialog box, shown in Figure 18.7, opens.
After you open the Insert Object dialog box, you have two choices: You C}n create a new object from scratch or you can insert an object that already exists
Inserting a New Object
Let’s assume that you’re attaching this new object to a resource. In the Resource Information dialog box, click the Notes tab. Then, click the Insert Object button to open the Insert Object dialog box. Make sure that the Create New option is selected at the left. Then, scroll the list to choose the type of object you want to create, and click OK.
Project assumes that you know what you’re doing with the program you’ve selected, because once you click OK, the selected program launches. Create the object as you normally would, using the tools of the application you selected. When you’re done, close the application and you’ll see the new object. Figure 18.8 shows the Resource Information dialog box with a newly created PowerPoint Slide Object.
Inserting an Existing Object
Click Insert> Object (or click the Insert Object button on the Notes tab of the Task Inform tion or Resource Information dialog boxes) to open the Insert Object dialog box, shown previously in Figure 18.7. Choose the Create From file option, and the dialog box changes to give you browsing options instead of the scroll list of programs.
Click Browse to navigate to the folder that contains the object you wish to insert. Select the object file and click OK. The path is inserted in the File field of the Insert Object dialog box. From there, you can choose to link to the file (see for more on linking), and/or display the file as an icon that users double-click to view. Click OK when you’re through and you’ll see the object you inserted, or the icon representing that object
Viewing and Printing the Inserted Object
Resource table views display an Indicator column with icons denoting the condition of the resource. When you see the Notes icon in the Indicator column, it indicates that there is something on the Notes tab of the Resource Information dialog box for that resource. Double-click to open the Resource Information dialog box (or right-click the icon and choose Resource Notes from the shortcut menu). You’ll see the object or an icon representing the object. If it’s an icon, you have to double-click one final time and you’re there!
Working with Objects
Choosing which details to print in a report can be tricky.Your first instinct might be to enable Objects, rather than Notes. But the Objects choice prints only objects you’ve inserted directly into the view or attached directly to a resource or task, not those you inserted on the. Notes tab. .
When you insert objects into sheet views, you can’t see them to delete them. That’s because they’re being attached directly to the task (or resource). To see the object, split the window and click in the bottom pane to activate the task form. Then, click Format >- Details >- Object The inserted object(s) will print when you enable the Objects option under report details. Unless you spend a good deal of time using the Resource Form .” (or Task Form), finding an object you previously inserted can be somewhat of a nightmare. It’s probably a good idea .to attach objects to tasks or resources using the Notes tab, rather t~an inserting them directly into a sheet view.
Objects ‘cannot be inserted into Network Diagram View,even though that menu choice is available. When you insert an object into the Network Diagram, you’re really attaching it directly to a task. Just view the task form (as mentioned previously) to see the inserted object.
Using the Drawing Tools
There’s always supplementary information about tasks and resources that you can include in the Notes for that task or resource. However, to highlight this type of information on the Gantt Chart, you might choose to use drawing tools. For example, YO’l could insert a text box with a comment about a task or group of tasks. You can draw lines or arrows to visually relate the text box to a particular task, or you can use the Assign To Task feature to link it for real. Objects created on the Gantt Chart can add information or draw attention to a particular task, as shown in Figure 18.9.
You’ll need the Drawing toolbar to create the types of objects shown in Figure 18.9. Click View> Toolbars :> Drawing to turn it on. (You can also right-click an existing toolbar and choose Drawing.) Project 2000’s toolbar (shown in Figure 18.10) uses slightly different Drawing tools than the other Office 2000 applications. Like the other drawing tools, there are buttons to create objects and buttons to format existing objects. To create a drawing object, follow these steps:
1. Click once on the button to select the type of object you want to draw. The mouse P?inter changes to cross-hairs.
2. Click and drag on the Gantt Chart. Release the mouse when the object is the approximate size you want. If you’re creating a polygon, you have to drag a line for each side of the shape. When you draw the final line that completely encloses the shape, the polygon tool turns itself off.
3. Move and/or resize the object as needed. To restze, simply point to one of the object handles. When the pointe; changes to a two-headed arrow, drag the object smaller or larger. (If you’re trying to resize a polygon and dragging the handles only changes its shape, click Draw >Edit Points). To move the object, point at it (out not on a handle), and then click and drag to the new location.
4. Format the object as desired (see the following section).