When you import data, you begin by opening the file you want to import. Choose File open the display the open dialog box, You’ve seen this dialog box before, so we’ll focus on the use of the dialog box when import data.
Use the Files of Type, Look In, and ODBC controls to select the file that contains the data you want to import:
• Files.Of Type-Select the File Type to import
• Look In or Places bar-Select source file location
• ODBC button-Used to select an ODBC data source
Selecting the Data Source
The Import Mapping dialog box is displayed after you select a file and dick the Open button on the Open dialog box, The file name in the Import File text box at the top of the Import Mapping dialog box should be the file that you want to import data from, If it is not, click the Back button to return to the Open Dialog Box, Reset the File Type drop-down list, select the file you want to import, and click Open.
If you click the Back button, the File Type returns to the default Mp· (Microsoft Project Files).
The Import Mapping dialog box includes two tabs, which are enabled or disabled, based on the file type you selected to import.
• Import Entire Project-Options on this tab allow you to import an entire project file, Although this tab is always displayed, it is inactive unless you choose a file with a native format for an earlier version of Project: MPP, MPD, MPX, or MOB.
• Import Selective Data lab-This tab is always displayed and enabled, It lists predefined import/export data maps included with Project 2000 or created by the user.
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:
• The New Map button creates a new import/export data map.
• The Edit button modifies the current import/export data map.
• The Copy button makes a copy of the current import/export data map.
• The Organizer button copies maps from other projects and templates to this project’s list of available import/export data maps.
Specifying Import Settings
Clicking the New Map, Edit, or Copy button opens the Define Import/Export Map dialog box.
In the Import/Export Map Name text box, enter a name for your new import/export map, Use the Table Selection check boxes to select the Project tables (Task Resource, and/or Assignment) that will receive the imported data, As.a table is selected, the tab associated with the table is enabled so you can map imported data to the fields contained in that table.
The second set of options on this tab depends on which file format you’re importing, For all file types, check the Import Includes Headers check box if the data source includes field names for example, column headings in an Excel worksheet or a first record with field names in a text delimited file.
The Include Assignment Rows in Output check box is an export-only option. This check box is disabled when you import files. There are two other options that appear only when you’re importing a text file:
• Text Delimiter drop-down list-Use this to define the character used to separate fields in the import file, The choices are Tab, Space, and Comma.
• File Origin drop-down list-Specifies the system character set of the data to be imported.
Mapping Data to Tables
Select any of the enabled mapping tabs to begin mapping the fields in your data source to the fields in the Project tables, The Resource Mapping tab.
Although the data fields are different for each table, the buttons and selections are the same:
SourceName drop-down list Depending on the file format of the Imported data, this field can be called Source Table Name, Source Database Table Name, or Source Worksheet Name. some file formats (such as TXT and CSV) don’t allow you to choose a Source Name because Project Imports the entire file. If you are Importing information from Excel, select an option from the box to Import data from a specified worksheet.
Method For Incorporating Imported Data drop-down list Select an option from this drop-down list to import the information In a new project, add it to the end of a current project, or merge the data into the current project using a key field you select, If you are merging data into the current project, the key field you select must be unique, After you set the Source Name and Method, Project reads the field names from the header row of the data source and populates the second column of the mapped fields list.
Your goal is to insert, delete, move, and assign fields so that the Project field in the first column matches the field you want to import data from in the second column to create a mapped field list. Use the following buttons to create your mapped field list:
Add All Adds all of the fields from the source file that have a matching name in the selected table to the import/export map.
Clear All Removes all the fields from the mapped field list.
Insert Row Inserts a blank row above the selected row in the mapped field list.
Delete Row Deletes the selected row from the mapped field list.
Set Merge Key If you are merging the data into an existing project file, select one column in the list common to both files and click Set Merge Key to import the data only into those rows where the merge key fields have common data.
Click the Add button to automatically map fields that have the same name in the Import source and Project, Use the drop-down lists in the TO and FROM columns to map the fields that did not have the same name. You can also type in the field name in the cell entry field above the mapped field list, but the name you enter must appear on the list of fields. In the first column (the TO column) of the mapped field list, select field names to specify the fields that you want to be updated, as shown in Figure 19.6. Each field must have a unique name within your project file. When you select from the TO and FROM field drop-down lists, an item on the Field List, a drop-down box appears, allowing you to select the field name that you want to reference.
In the second (FROM) column, select field names from the data source to specify the fields that you want to import. Each field must have a unique name within the imported file. The third column in the map, Data Type, specifies the format of the data, contained in each row. During an import, Project 2000 applies the project table data type to fields being inserted into a project, You can use the Move Up and Move Down buttons to move the selected row up or down in the mapped field list.
For some file formats (such as XLS and TXT), all of the Data Types appear as text, even though they might be numerical in the project table definitions.
As you map fields, refer to the preview pane at the bottom of the dialog box, The preview includes the field name in Project, the source file field name, and the first three rows of data from the data source, If there are fields in the import file that are out of context and cannot be mapped to Project fields, they won’t appear in the preview.
If you’re mapping data to more than one table, set up mapped data table on each tab of the Define Import/Export Map dialog box, When you’ve created the data maps on each tab, click OK to close the Define Import/Export Map dialog box.
Importing the Mapped Data
After you’ve .selected one of Project 2000’s predesigned import/export data maps or created your own data map, you’re ready to Import data. Click the Open button on the Import Mapping dialog box to import the data.