Creating a customised report in Project

Jan 25, 2024 | Project Hints and Tips

In an earlier blog I covered how useful the standard reports are in Microsoft Project but if you have a very clear idea of what you want to create you can instead design your own.

What can be included in a customised report?

A combination of the following objects can be used to create a customised report.

  • Images
  • Shapes
  • Charts
  • Table
  • Text boxes

Creating a customised report from scratch

  1. From the Report Tab select New Report.
  2. Choose from the following:
    1. Blank – contains a heading only
    2. Chart – contains a chart and a heading
    3. Tables – contains a table and a heading
    4. Comparison – contains 2 charts and a heading
New Report image

3. These are only starting points and any of the objects mentioned above can be added to the report as many times as necessary.

4. Adding new objects is done from the Report tab.  Just select the object to be inserted. Each will be discussed below in more detail below or can be edited in a similar way:

Images

  1. Click the Images icon and navigate to where the image is already saved and click on Insert.
  2. The image can be moved and resized.

Shapes

  1. Click on the Shapes icon and select a shape to add from the list.
  2. The cursor shape will be a thin black cross.  Click and drag to draw the shape.
  3. The shape can be edited using the Shape Format tab that has appeared on the ribbon.
Shapes image

4. To add text to the shape just click and type.

Charts

  1. Click on the Chart icon and choose the required chart type.
  2. A Field List pane will appear on the right.
Field list image

3. Check or uncheck the relevant fields to determine what the visualisation shows.

4. Any of the standard filters can be added by selecting the appropriate option from the Filter drop down.

5. The visualisation can also be grouped or sorted.

6. The level of detail is chosen from the Outline Level.  Project Summary is the highest level.  The other levels show more detail as the number increases.  All Subtasks guarantees all task are shown.

7. In addition a Chart Design and Format tab will appear on the ribbon and the design of the chart can be altered from here.

Tables

  1. Click on the Table icon.  A default table will be produced.
  2. A Field List pane will appear on the right.
Field list image

3. Check or uncheck the relevant fields to determine what the visualisation shows.

4. Any of the standard filters can be added by selecting the appropriate option from the Filter drop down.

5. The visualisation can also be grouped or sorted.

6. The level of detail is chosen from the Outline Level.  Project Summary is the highest level.  The other levels show more detail as the number increases.  All Subtasks guarantees all task are shown.

7. In addition a Table Design and Layout tab will appear on the ribbon and the design of the table can be altered from here.

Text Boxes

  1. Click on the Text Box icon.
  2. The cursor shape will be an I bar.  Click and drag to draw a text box.
  3. To add text to the shape just click and type.
  4. The text box can be edited using the Shape Format tab that has appeared on the ribbon.

NOTE: Existing objects can be altered in a similar way by clicking on the object already created and following the steps above.

Deleting a customised report

Customised reports are deleted from the organiser.

  1. From the File tab select Info then Organiser.
  2. Select the Report tab.
Report organiser image

3. Select the report to be deleted from the list on the right.

4. Click on Delete.

Copying a customised report to the Global Template

Customised reports can be copied to the Global Template so they are available for new projects going forward.

  1. From the File tab select Info then Organiser.
  2. Select the Report tab.
  3. Select the report to be copied from the list on the right. Click on Copy.

NOTE: A report can be copied to any open project file in the same way, just change the Reports available in drop down to the open report before clicking on Copy.

Further Reading

If you’ve enjoyed reading about how to create a customised report in Microsoft Project, there are some other blogs below that you might find useful:

Want to learn more about Microsoft Project? Then email lara@laramellortraining.co.uk to discuss how I can help or have a look at the Microsoft Project courses I run.