Using the Organizer in Microsoft Project
If you've ever spent time customising the same calendar or the same field every time you create a new file in Microsoft Project, you'll definitely want to know about the Organizer. This handy tool lets you copy any customised content into the Project Global template so that it will be available to every new project that you create!

This blog is part of a complete guide to customising Microsoft Project.  For more detailed training, have a look at our MS Project training courses.

Posted by Andrew Gould on 01 August 2011

You need a minimum screen resolution of about 700 pixels width to see our blogs. This is because they contain diagrams and tables which would not be viewable easily on a mobile phone or small laptop. Please use a larger tablet, notebook or desktop computer, or change your screen resolution settings.

Using the Organizer in Microsoft Project

When you customise part of Microsoft Project, whether it's a calendar, a view, a field or something else entirely, the customised element is only available in the file you're working on.  If you want to make your customised content available to other Microsoft Project files, you need to use a tool called the Organizer to copy it into the global template.  Read on to find out how.

Opening the Organizer

Getting into the Organizer is different depending on which version of Microsoft Project you're using:

  • In Project 2003/2007, from the menu choose: Tools -> Organizer...
  • In Project 2010, choose: File -> Info -> Organizer

The Organizer looks slightly different depending on which version of Project you're using, but the main features are shown in the diagram below:

The Organizer

This is the Organizer in Microsoft Project 2010. The features indicated by the numbered circles are described below.

  1. At the top of the dialog box will be a set of tabs for the different categories of customised content in your Project file.
  2. On one side of the dialog box will be a list of the customised elements in a file called Global.MPT.  This is the global template that all Project files are based on - anything in this list will be available to every Project file that you create.
  3. On the other side of the dialog box will be a list of the customised content in the file you are working on at the time.
  4. In between the two lists of customised content is a set of buttons for controlling the various customised elements.

Copying Content into the Global Template

Copying content into the Global template is remarkably simple.  The diagram below explains how it works:

Copying content using the Organizer

It's a fairly straightforward process, but you can see an explanation below.

  1. Select the customised thing you want to copy into the Organizer - here we've selected a custom field called Task Budget.
  2. Click the Copy button to transfer a copy of the selected item into the Global.MPT list.
  3. The selected item should appear in the list on the Global template side of the dialog box.

And that's it!  The selected item will now be available to any other project that you create.

There are other (fairly obvious) buttons in the Organizer that allow you to Delete... or Rename... items that you've copied into the Global template.

This blog has 0 threads Add post