Copying from Microsoft Project to Another Application

You can copy field information, such as from a task sheet or resource sheet, to another application, such as Microsoft Word or Microsoft Access. When you need a subset of project information in another application, the best transfer method is usually to simply copy and paste. To copy and paste data from Microsoft Project to another application, follow these steps:

1 In Microsoft Project, display the view and table that contains the information you want to copy. If necessary, insert other columns of information by clicking Insert, Column.

2 Select the data you want to copy to the other application (see Figure 16-1). You can drag across adjacent items (columns, rows, or fields), or hold Ctrl while clicking multiple nonadjacent items.

e

Task Name

Duration

Start

Finish I

33

El Technical Product Evaluation

204 days

Tue 3/30/04 Tue 3/30/04

Fri 1/7/05

Establish product characteristics (performance

2 days

|Wed 3/31/04 ▼ |

34

Develop prototype process

10 days

Thu 4/1 /D4

Wed 4/14/04

35

Produce prototype product

25 days

Thu 4/15/04

Wed 5J19/04

36

Conduct internal product review

5 days

Thu 5/20/04

Wed 5/26/04

37

Document patent application process

10 days

Thu 4/1 /D4

Wed 4/14/04

38

Conduct marketing/technical review

92 days

Thu 5/27/04

Fri 10/1104

39

Redesign process (if necessary)

10 days

Mon 10/4/04

Fri 10/15/04

40

Modify prototype process

15 days

Mon 10/16/04

Fri 11/5/04

41

Develop plan for customer product testing

5 days

Mon 11 /8/04

Fri 11/12/04

42

Produce product for customer evaluation

25 days

Mon 11 /8/04

Fri 12/10/04

43

Conduct preliminary manufacturing process rev

10 days

Mon 12/13/04

Fri 12/24/04

44

Conduct customer evaluations of prototype prof

20 days

Moni 2/13/04

Fri 1/7/05

45

□ Concept Evaluation

57 days

Mon 1/10/05

Tue 3/29/05

46

Conduct marketing/technical review

2 days

Mon 1/10/05

Copy Cell

Figure 16-1. Select a small number of fields for copying.

3 On the Standard toolbar, click Copy Cell.

A copy of the selected data is placed on the Clipboard.

4 Open the application into which you want to paste the project information. Select the area in which you want the data to begin being inserted.

5 In the target application, click Paste on the Standard toolbar. Or click Edit, Paste. Your copied data is inserted at the selection.

Tip When copying data without column headers, leave room in the target file to add them.

If the workspace of the target application is laid out in columns and rows like the Microsoft Project tables, as is the case with spreadsheet applications, the pasted project information flows into columns and rows without further ado.

However, if the workspace is open, as in a word processing program, the incoming project information comes in looking like a jumbled mess (see Figure 16-2). The information is tab-delimited, though, so it should be fairly easy to switch to a table format.

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Develop prototype pro cess 10 days Wed4/14/04 Produce prototype product25 days Wedi/19/04 Conduct internal product review 5 days Wed 5/26/04 Document patent application process 10 days Wed4/14/04

Conduct marketing/technical review 92 days Fri 10/1/04

Redesign process (if necessary) 10 days Fri 10/15/04 Modify prototype process 15 days Fri 11/5/04 Develop plan for customer product testing 5 days Fri 11/12/04 Produce product for customer evaluation 25 days Fri 12/10/04 Conduct preliminary manufacturing process review 10 days Fri 12/24/04 Conduct customer evaluations of prototype product 20 days Fri 1/7/05

Figure 16-2. Your project data is pasted into the target application.

In such an application, you need to reformat the text to restore the columns and rows of your project data. To convert column and row information from Microsoft Project to a table in Microsoft Word, follow these steps:

1 In Microsoft Word, select the project data.

2 Click Table, Convert, Text To Table.

The project information is converted to a table, with the columns and rows separated as they were in Microsoft Project (see Figure 16-3).

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ij File Edit

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Table Window Help

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Establish product, characteristics (performance criteria)

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Wed 3/31/04

Develop prototype process

10 days

Wed4/14/04

Produce prototype product

25 days

Wed 5/19/04

Conduct internal product review

5 days

Wed 5/26/04

Document patent application

10 days

Wed 4/14/04

Conduct marketing/technical

92 days

Fii 10/1/04

Redesign process (if necessaiy)

10 days

Fri 10/15/04

Modify prototype process

15 days

Fri 11/5/D4

Develop plan for customer pío duct testing

3diys

Fri 11/12/04

Produce product for customer evaluation

25 d«^

Fri 12/10/04

C onduct preliminary manufacturing process review

10 days

Fii 12/24/04

Conduct customer evaluations of prototype product

20 days

Fri 1/7/0 5]

Figure 16-3. Your project data is converted to a table in Word.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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