How to Export Microsoft Project to Excel

If you have been using Microsoft Project to plan and track your projects, then you understand how essential it is to keep your project schedules organized for easy access and reference. However, you may need to share the project schedules with members of your team who do not have Microsoft Project installed on their computers. One way to do this is by exporting the project to Microsoft Excel, which is commonly available in most office suites. This blog post will provide a step-by-step guide to help you export your Microsoft Project data to Excel with ease.

Introduction: Why Export Microsoft Project Data to Excel?

Microsoft Project is an effective tool for planning and tracking projects, but it can be challenging for members of your team to access the project schedules if they do not have Microsoft Project installed on their computers. Luckily, you can export your Microsoft Project data to Excel, which provides a more universally accessible format. Here’s how you can do it:

Step 1: Select File in Microsoft Project

To export your project schedule from Microsoft Project to Excel, open your project schedule, and select “File” in the top left corner. Then, select “Save As” from the drop-down menu.

Step 2: Choose File Type

In the “Save As” dialog box, select the folder where you want to save the Excel file. Then, under “Save as type,” select the “Excel Workbook” option. Finally, click “Save.”

Step 3: Export Options

After you click “Save,” Microsoft Project displays the “Export Wizard” dialog box, which gives you various options for how to export your data. You can choose to export all of the project data or to export a specific portion of the data if you only need certain information. Once you make your selection, click “Next.”

Step 4: Specify the Excel file name

In the next window, give the Excel file a name and specify where to save it. You also have the option to choose whether or not to export any formatting or to create a summary sheet. After making your selection, click “Finish.”

Step 5: Open the Exported Excel File

Your project schedule data is now exported to Excel! You can find it in the folder you specified in the previous step. Open the Excel file to access your data.

Conclusion

Exporting your Microsoft Project data to Excel provides an easier way to share your project schedules with team members who do not have Microsoft Project installed on their computers. By following these five simple steps, you can quickly export your data to Excel and share your project schedules with your team. Now you have the tools to collaborate more effectively and take on your next project with greater efficiency.

Additional Tips and Tricks

Here are some additional tips and tricks to make the process of exporting your Microsoft Project data to Excel even easier:

Tip 1: Customize Your Excel Export Template

If you regularly export your project schedules to Excel, you can create a custom Excel export template that includes the exact fields and formatting that you need. To do this, open a new workbook in Excel, and format it to your liking. Then, in Microsoft Project, select “File,” “Options,” “Save,” and “Save Excel Files As.” In the “Save Excel Data To” section, click “Templates,” select your template, and then click “Save.” From now on, when you export your project schedules to Excel, you can select your custom template, and your data will automatically be formatted and ready to use.

Tip 2: Use a Third-Party Export Tool

If you need more advanced options than the standard Microsoft Project export to Excel feature, you can always use a third-party export tool. These tools offer more customization options and can help you format your data more effectively. Some popular third-party export tools include OnePager Pro, Project Plan 365, and ProjectReader.

Tip 3: Use PivotTables to Analyze Your Data

Excel’s PivotTable feature is a powerful tool for analyzing your project data. Once you have exported your Microsoft Project data to Excel, you can use PivotTables to quickly and easily summarize your data. For example, you can use a PivotTable to show a breakdown of project tasks by employee, by department, or by project phase. This is a great way to gain insights into your project data and to identify areas for improvement.

Exporting your Microsoft Project data to Excel is easy and can provide you and your team with a more accessible and customizable format for sharing project schedules. Whether you are sharing the data with team members who do not have Microsoft Project installed or analyzing the data in Excel, knowing how to export your data is an important skill for any project manager or team leader. Follow these steps and tips to make the process of exporting your data even easier!

FAQs about Exporting Microsoft Project to Excel

Here are some frequently asked questions about exporting Microsoft Project to Excel:

Can I export multiple Microsoft Project files to one Excel workbook?

Yes, you can export multiple Microsoft Project files to one Excel workbook. Simply follow the same steps as you would to export one file, but select the option to append to an existing file when you export subsequent files.

Can I export a specific portion of my project data to Excel?

Yes, you can export a specific portion of your project data to Excel. In the “Export Wizard” dialog box, select “Selected Data” instead of “Export All Data.” Then, choose the specific fields and tasks you want to export to Excel.

Can I export my Microsoft Project data to Google Sheets instead of Excel?

Yes, you can export your Microsoft Project data to Google Sheets. First, export your data to Excel as usual. Then, open your Google Sheets account, navigate to the appropriate folder, and select “Upload” to upload your Excel file to Google Sheets.

Will my exported Excel file automatically update if I make changes to my project in Microsoft Project?

No, your exported Excel file will not automatically update if you make changes to your project in Microsoft Project. You will need to export the data to Excel again to update the file. Alternatively, you can use a third-party tool that offers real-time synchronization between Microsoft Project and Excel, such as OnePager Pro.

Is it possible to export resource allocation data from Microsoft Project to Excel?

Yes, it is possible to export resource allocation data from Microsoft Project to Excel. In the “Export Wizard” dialog box, select “Selected Data” and choose the “Resource Sheet” option. Then, select the specific resource allocation data you want to export to Excel.