Printing a view, report, or calendar in Project is very similar to printing in other Office programs:
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Choose File > Print > Print.
But getting only the specific project information you want into your printout involves a little prep work before you hit the print button. Read on to see how to get the right information onto the page for yourself or your stakeholders.
Get ready to print
Prepare a view for printing
Format the view
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Change the view so it shows only the data you want to share. For example:
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Hide subtasks to show only top-level tasks.
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Sort tasks or dates to highlight specific info.
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Hide columns temporarily so they don’t appear in the printout.
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Set print and page layout options
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Choose File > Print.
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Under Settings, choose how much of the project to print. You can print the whole thing or pick date and page ranges.
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Set other printing options, like the number of copies, page orientation, and paper size.
Add a header, footer, or legend
You can include headers and footers on each printed page. Some views also include a legend of the types of Gantt bars on each printed page. You can add, remove, or change the headers, footers, and legends like this:
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Choose File > Print > Page setup (just below the Settings section).
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Select the Header, Footer, or Legend tab.
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Type your text in the Left, Center, or Right text box.
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Use the buttons below the text box to format the text or add elements:
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Page numbers |
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Time |
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Total pages |
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File name |
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Date |
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Picture |
Want to get rid of the legend completely? On the Legend tab, under Located on, select None.
Need to change what Gantt bars show up in the legend? That’s handled in the Bar Styles dialog box. See Change the legend on a printed view for instructions.
Prepare a report for printing
Format the report
Create and customize the report until it shows exactly the information you want to print. You can add charts, tables, and links, as well as change colors and add visual effects.
See the print layout as you work on the report
You can see how your printed report will look while you’re still working on it.
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Click anywhere in the report, and then choose the Report Tools Design tab.
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In the Page Setup group, choose the option you want to see: Page Breaks, Margins, Orientation, or Size.
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The report shows guidelines that change based on your choices.
For example, choose Page Breaks to see how much of the report will show up on a printed page. Then choose Size to pick a different paper size or rearrange the report elements until they all fit on a page.
To set other print options, like the number of copies or which pages to print, choose File > Print and choose options under Settings.
Add a header or footer
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Choose File > Print > Page setup (just below the Settings section).
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Choose the Header or Footer tab.
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Type your text in the Left, Center, or Right text box.
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Use the buttons below the text box to format the text or add elements:
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Page numbers |
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Time |
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Total pages |
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File name |
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Date |
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Picture |
Note: Report printouts don’t have legends.
Print a calendar showing specific weeks or months
In the Calendar view, you can specify the number of months that you want to print on each page.
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Choose View > Calendar.
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Chose File > Print > Page Setup, and then select the View tab.
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To specify months, under Print, select Months per page, and then choose 1 or 2.
To specify the number of weeks to show, select Weeks per page, and then type or select the number of weeks that you want to display in the adjacent box. If you want the weeks on the printed calendar to have the same height as those in the view, select Week height as on screen.
Alternatively, you can change the number of weeks per page by magnifying the view. On the View tab, choose Zoom > Zoom and select the number of weeks that you want to appear or the date range that you want to show.
Note that the calendar will become unreadable if you try to print too many weeks per page. See the tips below for ideas about how to format your calendar to make it more readable.
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If you want to include the previous and next month calendars, under Details, select the Print previous/next month calendars in legend check box.
Note that you cannot print a readable Calendar view of an entire year. Instead, use a Gantt Chart view and follow these tips:
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Change the timescale of the Gantt Chart to accommodate your year view. For example, you can change the timescale to show quarters over months and to use abbreviations for quarters and months.
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Reduce the font size to accommodate more text on the page.
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Collapse all of the tasks so that only summary tasks are shown.
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In the Page Setup dialog box, use the Fit to boxes to print the view on one page. On the Print page, set the Dates boxes to print the entire year.
Notes:
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If you are printing the Calendar view, you can specify the range of dates to print by using the Dates boxes on the Print page.
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You can format the Calendar view to maximize the amount of information shown on a page by formatting the timescale and the text styles.
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You can specify only a date range or a number of consecutive weeks. You cannot select nonconsecutive weeks for viewing or printing.
Other ways to share project info
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Save the project as a PDF, and then print or email it to stakeholders.
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Create a timeline of key tasks and milestones, and then drop it into an email, document, or slide.
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Copy data from fields in any view, then paste them into Word or Excel.
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Let Project help you set up a SharePoint tasks list that syncs with your project. Your team members can view the schedule and update their work in SharePoint, and you’ll see the changes in Project. And vice-versa.
