Nancy from Bartlett, IL asks: I’m managing many resources in my project schedule. When I use the Resource Usage view, the resources aren’t in an order that’s simple to use. Is there any way to re-order the resources in the view so accessing the information is easier?

Answer: You have a lot of choices in reordering the resources in this view. I would recommend, particularly if you’re using Project Server, that you copy the Resource Usage view and make all of your changes to the view copy. That way you can keep your changes and apply them to future projects. You’ll also not receive error messages about conflicting view names when you sign on to Project Server.

To make a copy of the Resource Usage view:

If you’re using Project 2007 or earlier versions:

1. View | More views | Click on Resource Usage | Copy.
2. Enter a new view name.
3. Click OK to close the box.

If you’re using Project 2010:

1. Task | Gantt Chart | More views | Click on Resource Usage | Copy.
2. Enter a new view name.
3. Click OK to close box.

Figure 1 shows the View Definition box.

Figure 1. The View Definition box.

Ask the Experts: Managing a Large Number of Resources

Once the view object is copied, various changes can be made. What follows are suggestions for managing a large number of resources using the Resource Usage view.

Ordering Resources

Establish a new order for the resources: It’s not recommended that you drag or cut and paste the resources and their assignments to alternative locations within the view. This has a potential of causing problems, particularly if you’re using Project Server. The order that the resources were entered on the Resource Sheet will determine the order of the resources in the Resource Usage view. The resources on the Resource Sheet may be sorted and renumbered permanetly to keep an alternate new order. If the resources name format is last name, first name, alphabetical order is an option. If resource names aren’t in this format, consider adding a user-defined column and entering a value for a sort order and then sorting on the column.

To reorder the resources on the Resource Sheet using the Resource Name column:

If you’re using Project 2007 or earlier versions:

1. Reveal the Resource Sheet by choosing View | Resource Sheet.
2. Choose Project | Sort | Sort by.
3. Choose to sort by Name.
4. Click Permanently renumber resources.
5. Click Sort.

See Figure 2.

Figure 2. The dialog for reordering the resources on the Resource Sheet by Resource Name.

Ask the Experts: Managing a Large Number of Resources

If you’re using Project 2010:

1. Reveal the Resource Sheet by choosing Task | Gantt chart | Resource Sheet.
2. Choose View | Sort | Sort by.
3. Sort by Name.
4, Click Permanently renumber resources.
5. Click Sort.

Note: After you’ve completed the sort, return to the box and turn off the Permanently renumber option. This option will remain on, and if tasks are sorted, they’ll be renumbered.

Grouping Resources

Consider grouping the resources by resource group or other column value from the Resource Sheet. The column value doesn’t have to appear in the view for the grouping to be applied.

Applying Filters

Using the autofilter isn’t very effective in this view from the Resource Name column but is very effective for other inserted columns. Only resource fields may be used.

Apply one of the standard filters or create a custom filter. The column containing the filter value doesn’t have to be contained in the view. To keep the customized view for future use in other projects, copy the view into the Organizer, as follows:

If you’re using Project 2007 or prior versions:

1. Choose Tools | Organizer.
2. Click on the Views tab.
3. Click on the new view in the box on the right.
4. Click on the Copy button in the middle of the window. The view will be copied into the Organizer.
5. Click on Cancel in the middle to close the box.

If you’re on Project 2010:

1. Choose File | Info | Organizer.
2. Click on the Views tab.
3. Click on the new view in the box on the right.
4. Click on the Copy button in the middle of the window. The view will be copied into the Organizer.
5. Click on Cancel in the middle to close the box.

Figure 3 shows a view of the Organizer in Project 2010, which is similar to the earlier software levels.

Figure 3. The dialog for copying a customized view for future use in other projects.

Ask the Experts: Managing a Large Number of Resources