exporting from MSP 2002 (2002)

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I want to export all the left hand columns of the Gantt view to an excel spreadsheet, but, i want the spreadsheet to look like the gantt view. I also want the excel spreadsheet to be linked to the MSP schedule so updates happen automatically. I am using Office 2000 and MSP 2002. What my hopes are, to send a full view of the gant (left hand columns only) to those individuals without Project installed on their devices, then when i make changes to the plan those changes are reflected in their respective spreadsheets. If there are any other suggestions let me know.

Thanks a bunch!

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A couple of items here.

1. You can create an export map to export selected data. Select File, Save As, Excel format, and modify a export map. Just re-run the export each time you want to send data and import the data into excel. This will not have any formatting and will not update automatically.

2. Linking – You could try to do a copy and paste of the object, and paste-link it back to project. Thus, when the file is open, you could refresh the link. The problem is if you email the spreadsheet to the other users, how will the link be found and updated? I would try looking this up in a reference manual.

If you want to make changes to your plan and have a spreadsheet update automatically, then you will need a direct link from the spreadsheet to project. (At least in 2000) Is everyone on the same network with the ability to see the same folders?

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Yes, everyone is one the same global network. The issue that you raise is valid from a point where the Excel spreadsheet will have to be copied into a folder instead of emailed to individuals. That way the link can be maintained. What i have done so far is this – I am in MSP using the gantt view, i select all columns and rows and do a CTRL C to copy, then i go into the excel spreadsheet and do a paste special, then select the paste link. The information is placed as a view only in Excel. Now the problem is the excel spreadsheet doesn’t get updated when i change the MSP schedule. More accurately i do two things to change my schedule, i add a task and i modify a task. The modified task does get changed in the spreadsheet, the new task doesn’t appear. I am thinking that the link works with the view i have in the spreadsheet and that i need to re-paste it again to get the new view. How does that sound?

Mike

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You hit the nail on the head. The paste link is just that, a direct link to the data you selected. Thus when a task is modified, the change would show in the other application when it is opened. (i.e, Excel, and you indicate yes to update the link).

If you add a new task then you would need to send a new view as suggested as the new task(s) would not be part of the original view.

If you know you are going to add several tasks, you could just have the original view include the blank lines and then they would show up as you input tasks.

HTH

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Thanks Gary, I will look into trying to centralize the files or exporting new views when needed. Have to used or have any information on the 2002 version using the web option. I understand this version allows you to use Microsoft Web Server to share the schedule with multiple users (who do not have to ahve MSP loaded, just a web browser). How does this work?

Thanks

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Sorry, but I can’t answer your question as I am not using 2002 or the Microsoft Web server.

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