Inserting a project

To consolidate project files into one large project, you insert projects into a host project file, often referred to as the consolidated project file. Each project that you insert appears as a summary task in the consolidated project file, and Project calculates inserted projects like summary tasks. An icon in the Indicator field identifies an inserted project, as shown in Figure 15-2.

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Figure 15-2: A special icon in the Indicator field identifies inserted projects.

You can insert projects at any outline level. The level at which an inserted project appears depends on the outline level that appears at the location where you intend to insert a project. To insert a project, simply select the task that you want to appear below the inserted project; Project then inserts the project above the selected task. Typically, an inserted project appears at the same level as the selected task. However, if the task that is above the selected task is indented farther than the selected task, the inserted project appears at the same level as that indented task. Or, if the task that's above the selected task is at the same level or outdented farther than the selected task, the inserted project appears in the outline at the same level as the selected task. Compare Figures 15-3, 15-4, and 15-5.

Figure 15-3: I expanded the Initial planning meeting task and then chose the Selection task when I inserted subproject2. This subproject appears at the same outline level as the Send out invitation task that's above it.
Figure 15-4: I collapsed the Initial planning meeting task and then chose the Selection task when I inserted subproject2. This subproject appears at the same outline level as the Initial planning meeting task.
Figure 15-5: I selected the Determine budget task and then inserted subproject2. This subproject appears at the same outline level as Determine budget because the task above —Initial planning meeting —is outdented farther than Determine budget (the selected task).

To produce a consolidated project in which the inserted projects line up at the highest outline level, as is shown in Figure 15-6, make sure that you collapse the preceding inserted project so that you can't see its tasks when you insert the next subproject.

Tip You can hide or show tasks after you insert the project by clicking the summary task's outline symbol —the plus or minus sign next to the task name.

Figure 15-6: When subproject3 was inserted, subproject2 was selected and its subordinate tasks were visible, but the subordinate tasks of subprojectl were not visible.

To insert a project, follow these steps:

1. Open the project in which you want to store the consolidated project.

2. Switch to the Gantt Chart view.

3. Click the Task Name column in the row where you want the inserted project to begin.

Note When you insert a project. Project places the project immediately above the selected row. Therefore, if your consolidated project already contains tasks, click the task in the Task Name column that you want to appear below the subproject.

4. Choose InsertOProject to open the Insert Project dialog box, as shown in Figure 15-7.

Insert Project

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Figure 15-7: The Insert Project dialog box works like the Open dialog box.

5. Use the Look in list box to navigate to the folder that contains the project that you want to insert.

6. Highlight the file that you want to insert.

7. Change any insert project options, as follows:

• If you deselect the Link to project check box, the inserted project isn't linked to its source project.

• If you choose Insert Read-Only from the Insert drop-down menu, Project does not change the source project when you change the inserted project.

8. Click Insert (or Insert Read-Only). Project inserts the selected file into the open project. The inserted file appears as a summary task, with its subordinate tasks hidden.

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