Sending Project data to an Access database

You can export some or all of the information in a Project file to an Access 97 or later database file using the Export Wizard and an export map. If none of the existing maps can export data into the proper fields in your Access database, you may need to create a new map.

Note Because Access tables are conceptually the same as Excel worksheets — both con sist of data that is organized in rows and columns —you will notice that the process for exporting Project information to Access sounds suspiciously like the process for exporting Project information to Excel. And you are right!

When you export to any database format, Project makes the following changes to the names of some fields in the database to ensure compatibility with database field naming conventions:

♦ Underscores (_) replace spaces and forward slashes (/).

♦ The string Percent replaces the percent sign (%).

♦ Periods are deleted.

♦ Start changes to Start_Date.

♦ Finish changes to Finish_Date.

♦ Group changes to Group_Name.

♦ Work changes to Schedul ed_Work.

Note You can append Project information to an existing Access database. However, you should make sure that you have a backup copy of the database, just in case the information doesn't appear the way that you expect in Access. You may even want to create a test copy of your database and use the copy to ensure that Project information appears in the correct fields.

Follow these steps to export Project information to a file in Microsoft Access database format:

1. Open the Project file that contains the data that you want to export.

2. Choose FileOSave As to open the Save As dialog box.

3. Open the Save as type list box, and select Microsoft Access Database.

4. Type a name in the File name box for the file that you are exporting.

5. Click Save. Project starts the Export Wizard.

Note |f you selected an existing Access database. Project displays the Existing Database screen of the wizard, where you can choose to append information to an existing database or overwrite that database.

6. On the Data screen of the Export Wizard, select the A full project option button or the Only selected data option button and click Next.

If you select the A full project option button, the Project Definition dialog box appears, as shown in Figure 26-6. Type a name for the project in the Project name box, and click Finish.

Tip Once you save the entire project in an Access database you can use it instead of

Figure 26-6: When you export your entire project to Access, you supply a name for the project in this dialog box.

If you select the Only selected data option button, the Map dialog box of the Export Wizard appears, where you can choose to create a new map or use an existing map.

7. If you choose to use an existing map, you see the Map Selection dialog box, as shown in Figure 26-7. After you select a map and click Next, the Export Wizard displays the Map Options dialog box.

Figure 26-7: Use this dialog box to select the map that you want to use to export your data.

If you choose to create a new map, you don't see the Map Selection dialog box. Instead, when you click Next, you see the Map Options dialog box, as shown in Figure 26-8.

Figure 26-8: Select the type of data to export in the Map Options dialog box.

8. Select the type of data to export. (The boxes that you select determine which Wizard screens will appear when you click Next.)

9. When you click Next, you see one of the mapping dialog boxes. In this example, I selected the Tasks check box in the Map Options dialog box. The Task Mapping dialog box appears, as shown in Figure 26-9, and includes the following functions:

• Destination database table name: This box contains the name that Access will assign to the table in the database. You can change this name.

• Export filter: Use this list box to select the tasks that you want to export. By default, Project assumes that you want to export all tasks, but you can export, for example, only completed tasks.

• From: Microsoft Office Project Field: Under this column, click (Click here to map a field) to add fields to export one at a time. After you click this option, you can use the list box arrow that appears to view a list of fields that are available for exporting and to select a field.

• To: Database Field: Select a field to export, and click the column next to the field that you added. Project suggests a column heading for the field in the Access table; you can change this heading.

Figure 26-9: As you add fields in the Task Mapping dialog box, a preview of the Access database table that you're creating appears at the bottom of the Task Mapping dialog box.

• Data Type: You can't change the data type for the field in the destination program, which appears in this column.

• Add All: To quickly add all the fields in the Project file, click the Add All button.

Caution ^ You can export a maximum of 255 fields to Access for each type of data. Project contains over 700 task fields and over 400 resource or assignment fields. So, if you choose Add All, you will have to delete some of the fields before Project will allow you to proceed to the next step in the wizard.

• Clear All: To remove all the fields that you added, click the Clear All button.

• Insert Row: If you decide to add a field between two existing fields, click the row that you want to appear below the new field. Click the Insert Row button, and Project inserts a blank row above the selected row.

• Delete Row: To delete a field, click anywhere in the row that contains the field and click the Delete Row button.

• Base on Table: To add all the fields in a particular Project table, such as the Entry table or the Cost table, click the Base on Table button. Project displays the Select Base Table for Field Mapping dialog box, from which you can select a table. When you click OK, Project adds all fields that are contained in that table to the list of fields that you want to export.

• Move: You can use the Move buttons on the right side of the dialog box to reorder fields. Click the field that you want to move, and then click either the Move Up arrow or the Move Down arrow.

If you selected the Resources and the Assignments check boxes as well as the Tasks check box in the Map Options dialog box (shown previously in Figure 26-8), when you click Next, the Export Wizard displays additional boxes that are almost identical to the Task Mapping dialog box, but for each of these data types.

After you finish defining your map, you see the final box of the Export Wizard in which you can elect to save the map that you just defined. If you elect to save your map by clicking the Save Map button, Project redisplays the Save Map dialog box. Provide a name for the new map in the Map name text box.

Was this article helpful?

0 0
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.

Get My Free Ebook


Post a comment