Skill Level Intermediate
- [Bonnie] Hi, I'm Bonnie Biafore. This week we'll see how to convince Project to populate a custom field lookup table using existing entries. Let's take a look at the resource sheet for this project. On the View tab in the Resource Views section, click Resource Sheet. Notice over at the right side of the table, we have a custom field for the department that people work in and it already has some existing values in it, but these were all typed in.
Let's say that we want to create a lookup table so that we can choose those values in the future. Well setting up a lookup table with values can be tedious, so we're going to trick Project into using these existing values to create the lookup table for us. I'm going to right-click the heading for my custom field and on the shortcut menu choose Custom Fields. That opens up the Custom Fields dialog box and it selects my custom field, which you can see is the Text 1 field with an alias of Department.
We're going to go down below the list and click the Lookup button. That opens up the Edit Lookup Table dialog box for this field, and the table is empty. So we don't want to have to go to all these cells and fill in the values, to do this, go down to the bottom, click the plus sign to expand the Data entry options. Then turn on the checkbox for Allow additional items to be entered into the fields.
What that means is when you type a value in a cell in the table, it's going to add it to this lookup table. Go ahead and click Close, and then click OK to close the Custom Fields dialog box. Here's where the trick comes in. So I'm going to select these cells that have the values and then right-click and choose Copy Cell from the shortcut menu.
The cells are still selected so I'm going to immediately paste the same values back into the cells. All I have to do is right-click and choose Paste. Now, what just happened when I pasted those values is that Project thinks that I just added those values to the cells, so it in turn added them to the lookup table, and I'm going to prove that to you. If I right-click the heading for my custom field and choose Custom Fields on the shortcut menu, I'm back in the Custom Fields dialog box.
When I click the Lookup button, there are the values populated in my lookup table. And that's how you get existing custom field values into a lookup table.