Sharing Project Information

Core Training for Microsoft Office Project 2003

Exporting Project Data to Word

1	To display a Gantt Chart view of summary tasks, click the Project menu, point to Filtered for: All Tasks, and then click Summary Tasks.
2	To display the Gantt Chart for the entire project, click the View menu, click Zoom, and in the Zoom dialog box, click Entire project, and click OK.
3	To copy the Gantt Chart to the Clipboard as an image, on the Standard toolbar, click the indicated Copy Picture button.
4	To optimize the image for print, in the Copy Picture dialog box, under Render image, click For printer, and then click OK.
5	To locate the Word document into which you will paste the image, on the Windows taskbar, click Start, and then on the Start menu, click My Documents.
6	To open the letter, in the My Documents folder, double-click the Letter To Client Word document.
7	To insert the image into the open Word document, drag from left to right to select the phrase (insert Gantt Chart picture here), and then click the Word Edit menu, and click Paste.
8	To close and save the Word document, on the Word title bar, click the Close button, and in the message box asking if you want to save changes, click Yes.
9	To return to Project, on the Windows taskbar, click the Microsoft Project taskbar button.

Exporting Project Data to Excel

1	To begin exporting timescaled data into Microsoft Excel, click the View menu, point to Toolbars, and then click Analysis.
2	To open a wizard to help you export the data, on the Analysis toolbar, click Analyze Timescaled Data in Excel.
3	To export the entire project, in the Analyze Timescaled Data Wizard, note that Entire project is already selected, so click Next.
4	To specify which fields to export to the Excel workbook, in the Available fields list, click Actual Cost, and then click Add.
5	To add another field to the Excel workbook, in the Available fields list, click Actual Work, and then click Add.
6	To continue, click Next.
7	To change the timescale units to be displayed, click the Units arrow, and in the Units list, click Months, and then click Next.
8	In the page asking if you want to graph the timescaled data in Excel, click No, thanks, and then click Next.
9	To export the data to Excel, click Export Data.
10	Notice that Project has opened Excel for you and named the new Excel file TimeData. To close Excel and return to Project, click the Excel File menu, and click Exit.
11	In the Microsoft Excel message box asking if you want to save changes, click No.
12	To export a different set of timescaled data which you will present in a graph in Excel, on the Analysis toolbar, click Analyze Timescaled Data in Excel.
13	To export the entire project, in the Analyze Timescaled Data Wizard, note that Entire project is already selected, so click Next.
14	To specify which data to export, in the Available fields list, click below the scroll box on the scroll bar until Overtime Work displays, click Overtime Work, click Add, and then click Next.
15	To change the timescale units to be displayed, click the Units arrow, and in the Units list, click Months, and then click Next.
16	In the page asking if you want to graph the timescaled data in Excel, note that Yes, please is selected, and click Next.
17	To export the data and create the graph in Excel, click Export Data.
18	Notice that Project has opened Excel to display the new graph for you. To display the corresponding data, click the Timescaled Data tab at the bottom of the Excel window.
19	To return to Project, on the Windows taskbar, click the Microsoft Project taskbar button.

Exporting Project Data to PowerPoint

1	To create a PowerPoint presentation slide to summarize your project, click the View menu, point to Toolbars, and then click Analysis.
2	On the Analysis toolbar, click the Copy Picture to Office Wizard button.
3	The Copy Picture to Office Wizard helps you display Project information in a new PowerPoint, Word, or Visio document. To continue, click Next.
4	To keep the original outline level of the task list that will be copied, on the Step 1 of 4 page, notice that Keep my original outline level is selected, and click Next.
5	On this page, you can control the rows, timescale, and image size to be used for the image. To accept the default settings shown, click Next.
6	To preview the .gif image that the wizard will create as part of the PowerPoint slide, on the Step 3 of 4 page, click Preview.
7	To close Internet Explorer and return to Project, click the Close button on the title bar of the Internet Explorer window.
8	On this page of the wizard, you can change the Office application and orientation of the image. To use the default settings and export to PowerPoint with the image in a Landscape orientation, click Next.
9	To add a field to the image, on the Step 4 of 4 page, in the Microsoft Office Project Fields list, click below the scroll box on the scroll bar until Cost displays, click Cost, and then click Add.
10	To create the PowerPoint document, click Finish, and then, to exit the wizard and view the new PowerPoint slide, on the Complete page, click Close.
11	To return to Project, click the Microsoft Project - Short Film Project taskbar button.

Working with Other File Formats

1	To begin importing Excel data into Project, click the File menu, and then click Open.
2	To display all files, and not just Project files, in the Open dialog box, click the Files of type arrow, and in the Files of type list, click All Files.
3	Click the Excel file, Revised Post Production Tasks, and then click Open.
4	To begin setting up a new import/export map, in the Import Wizard, click Next, and on the Map page of the wizard, notice that New map is selected, and click Next.
5	To import the data as a new project, on the Import Mode page of the wizard, note that As a new project is selected, and click Next.
6	To import only the Tasks data and include headers, on the Map Options page, click the Tasks check box, and under Microsoft Office Excel options, note that Import includes headers is checked, and click Next.
7	To identify which worksheet of the Excel workbook you want to import from, on the Task Mapping page, click the Source worksheet name arrow, and in the list, click Tasks, and then click Next.
8	To finish importing the data, on the End of Map Definition page, click Finish.
9	To save the new Project file, click the File menu, and then click Save.
10	To save it as Revised Post Production Tasks in the Projects folder, in the Save As dialog box, click Save.
11	To return to the previous project, on the Windows taskbar, click the Short Film Project taskbar button.
12	To display information from Project in a Visio organization chart diagram, in the Short Film Project file, on the Analysis toolbar, click Visio WBS Chart Wizard, and then click Launch Wizard.
13	On the Welcome page of the Visio WBS Chart Wizard, click Next.
14	To specify which tasks will be displayed in the chart, ensure that All Tasks less than or equal to outline level is selected, and then click the Up arrow next to it so that the number 2 displays.
15	To specify what will be displayed as the second field, notice the check mark in the 2nd Display Field check box, and then click the 2nd Display Field arrow, click Task Cost in the list, and click Next.
16	To finish importing the data into a Visio WBS chart, click Finish.
17	To exit the wizard and view the new Visio chart, in the Visio WBS Chart message, click OK, and then on the Windows taskbar, click the Microsoft Visio taskbar button.
18	To view the chart more closely, in the upper-right corner of the Drawing1 - Microsoft Visio window, click the Maximize button, and then click the View menu, point to Zoom, and click 100%.
19	To save the new Visio file, click the File menu, and then click Save.
20	To save it in the Projects folder as Drawing1, in the Save As dialog box, double-click the Projects folder, and then click Save.
21	To return to the Short Film Project, on the Windows taskbar, click the Short Film Project taskbar button.