Exporting Complete Project Data to Excel

You can export more complete information about tasks, resources, and assignments. With this method, Microsoft Project organizes data into Task, Resource, and Assignment data types, which in turn are presented in their own separate worksheets in the single Excel workbook. To create a complete Excel workbook of project information from your project file, follow these steps:

1 In Microsoft Project, open the project whose information you want to export to Excel.

2 Click File, Save As.

3 Browse to the drive and folder where you want to save your information.

4 In the Save As File Type list, click Microsoft Excel Workbook (*.xls).

5 In the File Name box, enter a name for the Excel file and then click Save.

6 On the Export Wizard Welcome page, click Next.

7 On the Data page, click Project Excel Template and then click Finish. Your data is saved as a complete Excel workbook.

To open and review your exported project data in Microsoft Excel, follow these steps:

1 In Microsoft Excel, open the Excel file.

The workbook is created with four worksheets of discrete information: Task_Table, Resource_Table, and Assignment_Table. Info_Table provides general instructions for using this workbook (see Figure 17-24).

Assignment With Excel
Figure 17-24. By exporting tasks, resources, and assignments to Excel, separate worksheets are created to hold key task, resource, and assignment information from the selected project.

2 Resize and reformat the date fields, as necessary.

3 Click File, Save.

A message appears, indicating that the file is in the Excel 5.0/95 format (see Figure 1725). To ensure compatibility with older versions of Excel, Microsoft Project exports to the Microsoft Excel 5.0/Excel 95 file format. When you open the new Excel file and save it the first time, Excel prompts you to update the format to the current version you have installed on your computer, which might be Microsoft Excel 2000 or Excel XP, for example.

Figure 17-25. Click Yes to upgrade the exported project information to your current installed version of Excel.

4 Click Yes to save your Excel file in the Excel format you have installed on your computer. Updating the format ensures that you can use the latest features of your current Excel version on your exported project data.

Exporting Timephased Information to Excel psz

1 In Microsoft Project, open the project plan whose timephased data you want to export to Excel.

2 Display a task view if you want to export timephased task information. Display a resource view to export timephased resource information.

3 If you want to export data only for selected tasks or resources, display and select those items.

Use the Ctrl or Shift keys to select multiple tasks or resources.

4 Click View, Toolbars, Analysis to display the Analysis toolbar.

5 On the Analysis toolbar, click Analyze Timescaled Data In Excel.

6 In the first page of the Analyze Timescaled Data Wizard, select the Entire Project or Currently Selected Tasks (or Currently Selected Resources) to specify which set of timephased data is to be exported. Click Next.

The second page of the wizard appears, showing the list of all available timephased fields for either tasks or resources, depending on whether you're showing a task or resource view.

7 Under Available Fields, select the timephased fields you want to export; for example, Actual Cost, Baseline Cost, and Cost. Click Add to move the selected fields to the Fields To Export box.

Use the Ctrl or Shift keys to select multiple fields at one time. You can select fields and click Add as many times as you need to.

8 When finished adding fields to the Fields To Export box, click Next. ^ In the third page of the wizard, enter the date range and time unit you want to use for j| the exported data. Then click Next. °

When choosing your date range and time unit, keep in mind that Excel can display only 256 columns of data.

10 In the fourth page of the wizard, specify whether you want the timescaled data to be graphed in Excel. Then click Next.

11 In the fifth page of the wizard, click the Export Data button.

Microsoft Excel starts up, and the selected timephased data is exported. This might take several minutes, depending on the amount of data to be exported and the speed of your computer. This export works with Microsoft Excel version 5.0 or later.

In previous versions of Microsoft Project, if you wanted to work with timephased task, resource, or assignment information in another application, you had to copy and paste it. However, in Microsoft Project 2003, there's now a method for exporting timephased information to Microsoft Excel. To do this, follow these steps:

If the data you chose results in more than 256 columns of timephased data, an error message appears. Excel can only display up to 256 columns of data. To fit your data into fewer columns, you can specify a shorter date range or a different timescale; for example, weeks instead of days. Or you can simply have the export process cut off the data at 256 columns. 12 Review your timephased data in Excel.

When the export is complete, Excel appears and shows your data. If you chose to chart the data, the Timescaled Data Graph appears first.

Click the Timescaled Data worksheet tab at the bottom of the Excel workbook to review the data in an Excel worksheet.

The timescaled data in Excel is initially exported from Microsoft Project as a text (.txt) file and saved in a temporary folder. To retain this timephased information in the Excel format, follow these steps:

1 In Excel, click File, Save As.

2 In the Save As Type box, click Microsoft Excel Workbook (*.xls).

3 In the File Name box, enter a name for the new file. Its default name is TimeData.xls.

4 Use the Save In box and Up One Level button to browse to the drive and folder where you want to save the new workbook.

5 Click Save.

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Project Management Made Easy

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