The knowledge amassed in a typical project can benefit the entire organization. But the best way to share this information is not always a Gantt Chart. You can create reports, publications and presentations. You can send selected project data to a spreadsheet for some serious financial analyses. You can al~o, using Microsoft Project Central, send information to Outlook Task folders. When you’re starting a project, you’ll be very motivated ‘ to import data because it saves time for you and your team. At the end of the project, export critical data to provide a jump start for the next project-you might be the project manager!
Using the Export Tools
As with the Import section of this chapter, we’ll begin with a quick review of the dialog boxes and controls you’ll use to export files. You’n use the same tools to map fields, Although Excel worksheets are used in this illustration, the dialog boxes displayed and the steps taken ‘to Create, Modify and Use Export data maps are the same for all Project file formats.
When you save a project file in a non-native file format, you’re exporting the file. Choose File >- Save As to open the Save As dialog box.
Use .the controls to choose a file type and location:
save As Type Select the format of your new file.
Look In or Places bar Select the destination of your saved file.
ODBC button Used to select an ODBC data source, this button opens the Select Data source dialog box. You’ll find information about data sources in the
If you’re exporting to any destination other than an ODBC database, click the Save button to open the Export Mapping dialog box, arid select or create a data map for use in the export
Defining the Data to Export
From the Save As dialog box, the next stop is the Export Mapping dialog box (see figure 19.28), which looks amazingly like the Import Mapping dialog box. (We think they were identical twins, separated at birth.) The file name in the Export File text box at the top of the dialog box should be the file that you want to export data to. If it is not, click the Back button to return to the Open dialog box.
The Export Mapping dialog box includes two tabs, which are enabled or disabled based on the file type you chose to export to:
Export Entire Project tab Options on this tab allow you to export an entire project file. Although this tab is always displayed, it is inactive unless you choose to export to a native format for an earlier version of Project: MPP, MPD, MPX, or MDB. .
Export Selective Data tab This tab is always displayed and enabled. It lists predefined data maps included with Project 2000 or created by the user (see Figure 19.28).
Creating and Modifying Data Maps You aren’t limited to the existing maps. You can create a new map from scratch, edit an existing map, copy and modify a map, or copy maps from other Microsoft Project files:
NewMap button Create a new data map.
Edit button Modify the current data map.
Copybutton Make a copy of the current data map .
Mapping Exported Data on the Mapping Tabs
Selecting the Task, Resource, or Assignment Table Mapping tabs opens the Table Mapping dialog box, as shown in Figure 19.30
Although different data fields are available on each table’s tab, the same dialog box opens. Use the dialog box controls to select the location for exported data within the export file and, if you wish, a filter for the exported data
Destination Worksheet Name Type a name in the box for the database table, worksheet, or HTML table title. This field is not available for text files (TXT and CSV).
Export Filter drop-down list Select an option from the Export filter box to select only certain tasks or resources to be exported. This contains all the filtering options available in Project.
Add All button Adds all of the fields from the source file to import to the import/export map.
Clear All button Removes all the mapped fields from Mapped Field List.
Insert Row button Inserts a blank row above the selected row in the Mapped Field List.
Delete Row button Deletes the selected row from the Mapped Field List.
Base on Table button Adds all of the fields contained in a task or resource table to the map.
FROM: Microsoft Project Field column Choose field names from the drop-down list in each row to specify the fields that you want to ‘export, as shown in Figure 19.31.
TO: Worksheet/Database/Table/Text Field column Enter field names in the rows to specify the fields that you want to create. Each field must have a unique name within the imported. file
Data Type column Format of the data contained in each row. For some file formats (such as XLSand TXT), all of the Data Types will appear as text, even though they might be numerical in the project table definitions.
Move Up and Move Down buttons Use these buttons to move the
selected row up or down in the Mapped Field List
The preview pane at the bottom of the dialog box changes to reflect the data map you’re creating. Each column contains the field name from Microsoft Project, the field name in the export file, and a preview of the first three rows of data from the selected Project table, as shown in Figure 19.32
If you’re exporting data from more than one table, map the fields on each table’s mapping tab. Click OK to close the Table Mapping dialog box and return to the Export Mapping dialog box. Click the OK tab to begin exporting your file.