Exporting Selected Data to Excel

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To export only information you choose, follow these steps:

1 In Microsoft Project, open the project plan that contains the project information you want to export.

2 Click File, Save As.

The Save As dialog box appears.

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 your new Excel file.

By default, the project file name is adopted with the .xls extension.

6 Click Save.

The first page of the Export Wizard appears.

7 On the Welcome page of the wizard, click Next.

8 On the Data page, be sure that the Selected Data option is selected and then click Next.

9 On the Map page, be sure that the New Map option is selected and then click Next.

10 On the Map Options page, select the check box for each type of data you want to map and export: Tasks, Resources, and Assignments. Under Microsoft Excel Options, select the Export Includes Headers check box. Click Next.

On the Mapping page of the wizard, in the Destination Worksheet Name box, you can enter a name for the target worksheet within the workbook you're creating. You can also just use the default name provided; for example, Task_Table1.

In the Export Filter box, click any filter you want to apply to the tasks or resources you're exporting.

In the table, specify how each field of data should be defined when it is exported to Excel.

You can change the column heading for a given field, for example, from Duration to Task Length. The Data Type field shows how the field will be exported, for example, as text, currency, date, and so on.

Use the command buttons below the table to help with the process. If you're not interested in editing each field individually, click the Base On Table button. The Select Base Table For Field Mapping dialog box appears (see Figure 17-22).

Select Base Table for Field Mapping | X |

| Task tables:





Earned Value

Earned Value Cost Indicators

Earned Value Schedule Indicators





■ V

1 OK 1


Figure 17-22. Select the Project table that contains the fields you want to use as your export data source.

Click the Microsoft Project table you're exporting and then click OK. The fields that define that table appear in the Mapping table.

A preview of the data is shown as it will appear in Excel in the Preview area at the bottom of the Mapping page. Use the scroll bar to view all the columns. When ready, click Next.

0 14 On the End Of Map Definition page, click the Save Map button if you expect to export tt this same information again. Otherwise, click Finish.

1 Your specified project data is exported and saved as a complete Excel workbook in the " exact layout you defined.

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

1 In Microsoft Excel, open the Excel file that you created by exporting project data.

Your project data appears in the workbook, using the tasks (or resources or assignments), filter, and table you selected in the export process (see Figure 17-23).

12 13

ES Microsoft Excel - 17Bld2.xls

SI File Edit View Insert Format Tools Data Window Help

□ & h 0 n & a y x ^ m - & «- * z - u n | u 4ioo% - .

Arial t 10 - B I U S 8 S ||| $ % , tdc+38 -r -r A -r

Three-story Office Building (76,000 square feet)

General Conditions

344 days

Receive notice to proceed and sign contract Submit bond and insurance documents

3 and submit project schedule

Prepare and submit schedule of values

Obtain building permits Submit preliminary shop drawings

Submit monthly requests for payment

Long Lead Procurement

17 days

3 days 2 days

2 days

2 days

4 days 2 wks

1 day

70 days

4/26/2005 17:00

1/23/2004 17:00

1/13/2004 17:00

1/23/2004 17:00

4/13/2004 17:00

Resource Names

David Barber Eva Corets .David Barb

David Barber[10%],Ev<

Manoj Syar

Figure 17-23. View and manipulate your project data in Microsoft Excel.

2 Resize and reformat the date fields, as needed.

Note the Smart Tags on some cells and the formatting of durations such as "53.d."

3 Click File, Save.

A message appears, indicating that the file is in the Excel 5.0/95 format. 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.

4 Click Yes to save your Excel file in the latest Excel format.

Updating the format ensures that you can use the latest features of your current Excel version on your exported project data.

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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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