Font Group - Commands - Where Used

Font Group

Task Tab>Font Group

Font dialog box

Font dialog box

By clicking the dialog box arrow in the bottom right hand corner of the Font Group box, will display the Font dialog box

Font Group - Command Summary

 

Command Name Where used in PMBOK Guide
Font Name 2.O1 - Activity List - Font Management
Font size 2.O1 - Activity List - Font Management
Bold 2.O1 - Activity List - Font Management
Italic 2.O1 - Activity List - Font Management 
Underline 2.O1 - Activity List - Font Management
Background Color 2.O1 - Activity List - Font Management 
Font Color 2.O1 - Activity List - Font Management

Font Management

To simplify the Font Management experience and its associated commands they have all been included with this single section.  We hope this works better for you.

Font Discussion

Ribbon Task tab with Font Dynamic Ribbon elements

The Font commands can be found on the Ribbon Task tab in the Font group. This is not normally an area that the project manager / schedular will use but for completeness we will cover Fonts here. Fonts, size and color etc are normally dictated by enterprise / PMO standards. Personal preferences should be avoided as much as possible as this may cause confusion within the project sponsor and user community. Font type etc, are normally evolving as new and better font styles become available and are accepted as improvements over existing standards. Its good to stay up with Font developments. In the 80’s Times Roman was a popular font used by many companies. Later Arial and Calibri became widely used and now with the Internet Web development Vadana is becoming popular. Personally, I use Vadana – easy on the eye and clear to read say the experts.Use the Font group commands for those quick on the fly changes that you need to make.The Font group Dynamic Ribbon Element located in the bottom right hand corner of the group is a launch arrow. By clicking on the launch arrow will activate Font dialog box. Use this dialog box when making Font changes in conjunction with the Text Style command.Font changes made in this way effect only the current view that the changes were made in. Thus as you move to an other view the changes will not be in effect.

Font picklist - Changing the Font face

Font typed being displayed in pick-list

Click on the down arrow to the right of the Font window. This will display a pick list of all the available Fonts. Click on the required Font and the pick list will collapse.

 

Establish a Font standard and stick with it for at least the duration of the project. Changing Fonts will only lead to confusion and the gains that you thought you were making can be lost when the team starts to question “why the change”. It makes sense to try and keep all documents within the projects area of resposibility i.e. scope, design specs, communication doc in the same Font.

Font Size picklist

Font Size - Picklist

Click on the down arrow to the right of the Font Size window. This will display a pick list of available Font Sizes. Click on the required Font Size and the pick list will collapse.

Bold Command (Crtl = B)

Font - Bold command

Select either a single cell of updating by clicking on it, multiple non-contiguous cells by pressing the Crtl key and then selecting the cells by clicking on them. Or multiple contiguous cells by holding the Shift key down and clicking on the outer cells for selection. Alternatively, select the Task ID whose cells require changing. Release either the Crtl or Shift keys. Now click on the Ribbon Task tab and then click on the Bold “B” command in the Font group.

Bold command example

Makes the text in the selected cells - bold. This command applies to the content of the whole cell and is not sensitive at a word level. Note that is a single word within a text string is selected the Font commands will gray out i.e. inactivated

 

 

This technique can be used in combination with other Font commands.

Italic command (Crtl + I)

Font - Italicize command

Cell selection is exactly the same as when using the Bold command. Now click on the Ribbon Task tab and then click on the Italicize “I” command in the Font group.

Font - Italicize command example

Makes the text in the selected cells - Italicize. Similar to the Bold command this command applies to the content of the whole cell and is not sensitive at a word level. Note that if a single word within a text string is selected the Font commands will gray out i.e. inactivated.

 

This technique can be used in combination with other Font commands.

 

Underline command (Crtl + U)

Font - Underline command

Cell selection is exactly the same as when using the Bold command. Now click on the Ribbon Task tab and then click on the Underline “U” command in the Font group.

Font - Underline command example

Makes the text in the selected cells – Underline. Similar to the previous two commands this command applies to the content of the whole cell and is not sensitive at a word level. Note that if a single word within a text string is selected the Font commands will gray out i.e. inactivated

 

This technique can be used in combination with other Font commands.

Color Discussion

Microsoft® Project 2010+ , is no longer limited to 16 colors. It now supports 32-bit color which simply put means access to millions of colors to choose from i.e. 16,777,216 colors.

 

With this functionality Microsoft® Project 2010 have updated the look of all of the visual elements, but have also made it easier for project managers / schedulers to update the look of various elements.

Using Background Color

Ribbon Task tab showing Background Color pick list selected

Cell selection is performed in the same way as described in the previous section. Now click on the Ribbon Task tab and then click on the Background Color command in the Font group. This will apply the “current” background color the command is set at.

 

To change the “current” color setting, click on the Background Color pick list down arrow. At the pick list select from either the Theme Colors or Standard Colors section click on the color desired. Alternatively, if the color that is desired is not in these sections click on the More Colors… option button.

More Colors - Standard tab

Colors dialog box with Standard tab view selected

At the Colors dialog box on the Standard tab look to see if the desired color is present the Colors: section hexagonal honey comb. If it is present, select the color by clicking on it. The New color will be displayed over the top of the Current color in the bottom right hand corner of the dialog box. If this color meets your needs click OK to apply to your cell selection made earlier.

 

If however the Colors in the Standard tab are insufficient to meet reporting needs click on the Custom tab in the Colors dialog box.

 

Applying Colors - Standard tab

Example of a Task list with Background Colors

The selected cells or lines will now have the Background Color applied.

More Colors... - Custom tab

Colors dialog box

At the Colors dial box Custom tab from the Colors: section determine the required custom color needed. Click on that color needed, the New color appears above the Current color in the bottom right hand corner of the dialog box. This can be repeated until the desired color is found. Click OK when color selection is complete, to apply.

Applying Colors - Custom tab

Example of Task List with Background Colors

The selected cells or lines will now have the Background Color applied.

Font Color

Example of the Font Color command

Change the text color. Similar to the previous command this command applies to the content of the whole cell and is not sensitive at a word level. Note that is a single word within a text string is selected the Font commands will gray out i.e. inactivated

 

This technique can be used in combination with other Font commands.

Dynamic Ribbon Elements discussion

Font dialog box with sample window showing changes

The Ribbon has a Launch Icon in several of the groups. When activated a dialog box will be shown to allow you further selections / options.

 

 

 

 

 

 

 

 



 

The dialog box provides a Sample window in which to see the effects of:

·       Font:

·       Font style:

·       Size:

·       Underline

·       Strikethrough

·       Color: (Font)

·       Background Color:(cell)

·       Background Pattern (cell)

Click OK when selections have been completed to apply the Font changes.

 

The Font style: option

The Font style in the dialog box presents the same functions a Bold + Italic plus some others. They are:

  • Narrow
  • Narrow Italic
  • Italic
  • Regular
  • Narrow Bold
  • Narrow Bold Italic
  • Bold
  • Bold Italic
  • Black
  • Black Oblique

Colors - a word of Caution!!

Gantt chart table list view with "out of control" Background colors

Colors can be applied in a wide range of ways now to support the communication and reporting out process. Having said this, a word of caution is appropriate here. “Just because you can do it, doesn’t mean to say you have to do it”.

 

Using an assortment of Background Colors can be as confusing if it has not been communicated correctly. Given the possible diversity of the project team members, everyone understanding what the colors mean, will be a “long leap of faith.” Now don’t tell anyone that you haven’t been warned!