Along with the basic resource information such as the resource name, type, units, and calendar, you can add supplementary information to work, material, or cost resources. This data can include additional fields of resource information, notes, or hyperlinks.
You can add initials, group designations, or a code to a resource using the appropriate field in the Resource Sheet or the General tab in the Resource Information dialog box. The following list provides examples of how you might use these fields:
Initials. If you want a resource’s initials, rather than his or her entire name, to appear in certain fields in your project plan, enter the initials in the Initials field in the Resource Sheet or on the General tab in the Resource Information dialog box.
Group. Use the Group field to specify any categories of resources that might be useful for sorting, grouping, or filtering. For example, you can specify the department the resources come from, such as Product Development or Marketing. If you are using contracted resources, you can enter their company’s name in the Group field. Or you can use the Group field to specify the resource’s title or skill set, for example, Engineer, Architect, or Designer.
Code. Enter any code meaningful to you or your company in the Code field. It can be any alphanumeric designation you want. In fact, you can use it the way you use the Group field. You can enter job codes or skill codes, for example. Like the Group field, you can then sort, group, or filter these codes.
Cost-related fields are an important part of the Resource Sheet. The Resource Information dialog box also includes a Costs tab.
Note
For more information about resource cost information and using the cost fields in the Resource Sheet and the Resource Information dialog box, see the section titled Planning Resource Costs in Chapter 8.
In addition to the default Entry table on the Resource Sheet, other tables containing different collections of resource fields are available. To apply a different table to the Resource Sheet:
Display the Resource Sheet.
Click View, Table. Click the table you want.
If the table you want is not listed, click More Tables. Click the table in the list (see Figure 6-16) and then click Apply.
Dozens of additional resource fields are available for you to add to your Resource Sheet. To add a new field to your current table:
Click the column heading next to where you want the new column to be inserted.
Click Insert, Column or simply press the Insert key.
The Column Definition dialog box appears.
In the Field Name box, click the field you want to add.
The fields listed are all resource fields. You can quickly move to a field by typing the first one or two letters of its name.
Note
A new Cost Center text field is available in Microsoft Project 2007. If your organization associates employees and other budget items such as materials, equipment, and travel with cost centers, you can add the Cost Center field to the Resource Sheet or Resource Usage view. After entering your cost center codes for resources, you can sort, group, or filter by cost center.
To hide a field you don’t need, follow these steps:
If you will communicate project information electronically with resources, you might need to complete one or more of the following fields on the General tab in the Resource Information dialog box:
E-mail. Specifies the resource’s e-mail address, which is essential if you exchange e-mail messages, schedule notes, or project files with team members. If the resource is outside your company—that is, using a different e-mail system than you—be sure to specify the full e-mail address; for example, [email protected]. If you added resources from your MAPI address book using the Insert, New Resource From, Address Book command, the resources e-mail addresses are already filled in.
Note
For more information about communicating project information through e-mail, see Chapter 18.
Windows Account. Finds the resource’s user account in the local address book and places it in that resource’s Windows User Account field. Click the Windows Account button. In the alert that appears, clickYes. If there is more than one match, click the one you want in the Check Names dialog box. Click OK.
Use notes to add comments regarding a resource. Notes might include information about the skills or experience of the resource or anything you believe is pertinent to this resource working on this project. To add a note to a resource:
Display the Resource Sheet or other resource view.
Click the resource name and then on the Standard toolbar, click Resource Notes.
The Resource Information dialog box appears with the Notes tab open (see Figure 6-17).
When finished, click OK.
The Note indicator appears next to the resource name in the Indicators field of the Resource Sheet (see Figure 6-18). You can double-click this icon when you want to read the note.
If there’s a document or Web site relevant to a resource, you can create a hyperlink to reference it. This is a very efficient method of opening associated documents quickly. To insert a hyperlink, follow these steps:
Display the Resource Sheet or other resource view.
Click the resource to which you want to link an outside document or Web page.
On the Standard toolbar, click Insert Hyperlink.
In the Text To Display box, type a descriptive name for the document to which you are linking, for example, Quarterly Goals.
Find and select the document or site you want to link to your project file (see Figure 6-19).
Click OK.
The Hyperlink indicator appears in the Indicators field of the Resource Sheet (see Figure 6-20).
Whenever you need to review the target of the hyperlink, just click the Hyperlink indicator. The contents open in their own application window.
You can use the Project Guide to help you add notes or hyperlinks to resources. On the Project Guide toolbar, click Resources. In the Project Guide pane, click the Link To Or Attach More Resource Information link. Read the succeeding panes and make choices as directed.