Creating a Microsoft Project Template

How to create a template of a Microsoft Project Gantt chart for use with other projects

Templates are useful for recreating a format that was used before and is anticipated to be used frequently again and again.

OnePager Pro lets you take any Microsoft Project file, and create a repeatable Gantt chart presentation format that you can standardize across your entire PMO.

This is done with OnePager Pro’s User Profile (template/style sheet) feature which allows you to establish a common presentation format for one or multiple Microsoft Project files. Don't have OnePager Pro yet? You can download a 15-day free trial to see how it works.

1. The steps for creating a presentation template or profile with OnePager Pro are very easy. But, first you need to establish the form, format, and content for your Microsoft Project file as these data are input to OnePager Pro. So, to provide an example, take the portion of the Microsoft Project file shown below:
   
   
   
   Note that the “Flag20” field is set to “yes” which means that OnePager Pro will import a subset of tasks for your Gantt chart.
   
   
2. Next, create a OnePager Pro project view of the Microsoft Project file by clicking on the “OnePager Pro” button on the Microsoft Project tool bar or add-ins tab. You'll launch a wizard, which will help you create your first Gantt chart:
   
   
   
   
3. Clicking on the Create new project view button will create your first project view:
   
   
   
   This is the out-of-the-box project view that OnePager Pro creates with no embellishments.
   
   
4. To add more structure, form, and focus to the project view you can use the Project View Properties menu to create a preferred look to your new project view. To do this, click on the Project view properties button on the OnePager Pro tool bar and go to the Rows & Swimlanes tab first as shown below:
   
   
   
   Now, to show how we can customize the project view to make it clearer, we can create swimlanes, put in swimlane labels, and do some font size changes, as a simple example. When these changes are made to the menu, it will look like this:
   
   
   
   
5. When the fine-tuning is complete in the Project view properties menu as shown above, simply click on the OK button and the project view will be formatted to the view below:
   
   
   
   Note that the modified project view has swimlanes, swimlane labels, a swimlane heading, and the swimlane labels are positioned in the center of the swimlane label section. Of course, calling on the “project view properties” menu again will allow you to further refine or embellish your project view.
   
   
6. When you are satisfied that the project view created can serve as a template or style sheet for future projects, you are ready to take your work and build a user profile with a name that can be accessed later and used to control the formatting of future project views from other Microsoft Project files. To create the Profile, simply access the Project View menu to the right of the File, Edit, View, and Insert menus on the OnePager Pro tool bar and select Make profile from project view. This will make a profile, named as you like, for future user. The following message will be displayed to confirm creation of the new profile:
   
   
   
   
7. To use your new profile in the future, first access it by clicking on the Profiles… button on the Microsoft Project tool bar next to the OnePager Pro button. Click on the File menu and choose Open. This will bring up the following menu, which will let you choose the profile you want to use:
   
   
   
   By selecting the desired profile and clicking OK, OnePager Pro will use the settings from your previous Gantt chart as a template to create an new view of a different project. Because these views are derived from the same user profile, they will share a common style, and will be easy to compare or present side-by-side.

This article discussed how to create a profile (style sheet or template) from OnePager Pro to support standardized views of Microsoft Project plans. OnePager Pro has the capability to create focused, concise, and informative templates for project views that can support your schedule conversation and presentation needs.

Using OnePager Pro will allow you to create dynamic, informative project presentations with the click of a button, and it eliminates the need to rebuild your presentation by hand every time your project schedule changes.

Get started today by downloading a free trial or attending one of our demonstration webinars.