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There are many formatting options available to make a schedule view more legible and to enhance its usefulness as an editing tool. In this movie, we will take a look at several ways to manipulate the way that our schedule is grouped, sorted, and displayed. So what I have here onscreen is a file called Modifying Schedules, and I've got both a floor plan level one furniture view and a furniture schedule open at the same time. I've tiled the two windows next one another. And we actually went through the steps of doing this in the previous movie, so if you want, you can review that if you haven't already watched it.
Like we mentioned in the previous movie, if you select the title bar to activate one of these views--I'm currently in the level one furniture view-- I get my standard ribbon. If I click over here to the schedule, it switches over to the schedules ribbon tab. So you want to pay attention to which view is active, because you'll actually get different tools. Now what I didn't show you in the previous movie is that when you click the schedule view and you look over here on the Properties palette, you're also seeing the properties for the schedule itself. And if I scroll down a little bit, you'll see under this other grouping, five big Edit buttons, and each of these Edit buttons takes you to the Schedule Properties dialog and just highlights a different tab in that dialog. And what I where to focus most of our energy here is on the sorting and grouping, because if you look at my list, it's a little bit random right now.
In fact, it's not all that random. The way the schedule is sorted if you don't sort it, is just in the order that the objects were created in. So that's what we're seeing right now is the order that I created the furniture, not terribly useful. So let's click this Edit button here next to Sorting and Grouping. That takes me to Schedule Properties, the Sorting/Grouping tab. And we can sort by up to four criteria here. Now the criteria you can sort by are the items that you choose on the Fields tab. So I only have three items listed here, so if there was something I wanted to sort by that wasn't on that list, I could go back to Fields, find another field, add it to the schedule, and then I'd be able to sort and group by that item.
But in this case I'm going to stick with the items that we already have on the schedule, and I'll start with the most obvious one, like the Type Mark. You'll notice here that I have gone in and filled in type marks for all of the furniture, so let's go ahead and sort by that. And I'll just start with that and click OK, and you'll see everything reorganized. And because these are alphanumeric designations, all my Bs are the top, my Ts are at the bottom, and then it's numerically after that. So that's a start. It makes it slightly more legible, but we can probably do better, so let's go back to Edit on the Sorting/Grouping and see what else we have available to us.
Beneath each sort criteria, you have the option to add headers and footers. If I choose a header what will happen is that it will add the designation first and then list each item. So here we get C1 and we get several C1s. Now it's not terribly useful for the B1 and the B2s since I only have one each of those, but for these items like the Breuer chairs where I have lots of them, that might make it a little more legible. In fact, if we click this checkbox right here, blank line, that might help even a little bit more, because it'll add a little bit of breathing room between each grouping.
If you anticipate that your schedule is going to grow and you're going to have lots of beds and lots of chairs and so forth, then this might help a lot. Again, let's push it a little further, see what we can do. Down at the bottom of the schedule, if we want, we can add a grand total. Now, if I just check the box and click OK, I'll get something that looks like this. I have a grand total of 26 items. If you really want to verify that, you can click over here, make a selection, click Filter, Check None, and look at your furniture, and you can see that it says 16. And you go, wait a minute, Paul. You said 26 over here.
Well, they got a little tricky on us. The schedule is seeing not only the individual pieces of furniture, but it's also seeing these chairs that are around these tables right here. You can see how it says 16. Now, our clue is right there. We've got 26 tags, so let's click OK on that. I'm going to deselect. Notice that the table selects by itself, but if I put my mouse over the chair and tab, I can actually tab into the individual chairs. So it's seeing the table and it's seeing the chairs nested in, and if you counted these chairs and these chairs and added them to that 16, you come up with the 26. So yeah, a little curveball there through us, but the quantity is in fact correct.
So let's push it a little further. Let's go back over here to the Schedule view, scroll down, sorting, and grouping. What else can we do here? Well, I'm not sure that having each and every item listed is really giving me any useful information, particularly when you consider that it's exactly the same information all the way across. So what I can do is let's remove the header here. I'm going to leave the blank line for the moment, but I'm going to remove the header and then down at the bottom, I'm going to turn off Itemize every instance.
Now when I do that, it's going to collapse the list down, show me only one instance of each designation, but now the count field will actually show me the total number of items for that item. So I have ten Breuer chairs. Now watch this. When I select the Breuer chair item, it actually highlights all ten chairs in the floor plan. If I highlight the other items, there is only one, there is only one, but somewhere down here I have multiple nightstands, so again, it will select each of those.
So that's kind of handy. It's also potentially a little bit dangerous if you're not sure that that's what you wanted to do. Like at this point, if I click over here and make any modification on the Properties palette, I'm actually editing all four tables, so I want to make sure I pay attention to that. If you want to, depending on how many fields you have in the schedule, there is a few other things you can do. This count column can actually be totaled. If I scroll over here and go to Edit, I can go to the Formatting tab. And you can individually format each of your fields, so I could take my count column and I can tell it to calculate totals.
Now that won't be available for the other fields because they're text fields, so that makes sense hopefully. But you can also do other things like change the alignment and so forth. So actually for the Count field, instead of a left alignment it might work better with a right alignment since it's a numerical field. In some of the other fields, if you wanted to, you could change the alignment, or you can even make a field a hidden field. Now where this would come into play is if you did something like this, you wouldn't want to hide, say, for example, the type mark without also making it a header.
If I just do hidden field, it will disappear altogether. It's sorting by the Type Mark. I'm not seeing that information anywhere. Now let's just talk about what we did over here. We've got our Right justify and our Total, but if I go back to sorting and grouping, this is where I might want to turn that Header feature back on again, and now I'll get something like this. So now the type designation appears as a header only, but we've removed it from its own column. That's where a hidden field can really be handy. So there's a lot a different little settings that you can tweak to customize the way that the schedule is behaving.
The goal is to take what you see in your schedule and make it more legible, make it easier to understand, and make it easier to work with so that you can use it as a proper editing tool to help you in your project.
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