Sometimes, it’s easier to create a new view that includes the fields you want to paste, along with the Project key field you ‘need to display to know how to sort the Excel file. In this example, we will add a new column to the Resource Sheet view for email address arid sort the view by Resource Name so that it matches the data in Excel.You could also manipulate the data in Excel to match the order in Project … but that’s another book! (We recommend Mastering Excel 2000 from Sybex, in case you wondered.)
To create a new view in Project, select View> Tables> More Tables and dick the New button to display the Table Definition dialog box. Enter a table name and add the fields as you would when creating·a data map.
We’ve created a table with two fields: Resource Name and Email Address
After you create the table, you may need to sort it to match the Excel worksheet data. Choose the table from the Tables list (View> Tables) and examine the data. To set a sort for a table, select the column you want tei sort by, right-dick, and choose Sort By on the shortcut menu:
Linking Or Embedding Microsoft Excel Data as an Object
You can also paste data from Excel into Project as an object. You can embed the data as an object independent of its original file, or link it for dynamic updates from the Excel source file. .You can also link or embed fields, cells, records, or rows into any Project table. Why would you do this? Another person or department updates the Excel file, and your project file needs to reflect the current data.
To paste data from Excel as an object, follow these steps:
1. Open Excel and select the information you want to link or embed.
2. Copy the data, chart, or table to the Clipboard.
3. In Project, select an appropriate view.
4. Select a location for the object.
5. On the Edit menu, choose Paste Special.
6. To embed the object, select the Paste option. To link the object to the source document, select Paste Link.
.7. Click Display as Icon to display an Excel icon rather than the actual data. Double clicking the icon will display the data.
8. Select the format of the data to be pasted. The choices for Excel are Excel Worksheet, Picture, Bitmap, and Text.
9. Click OK to attach the object to your project file.
Inserting a PowerPoint Slide or Presentation
You can copy and paste text or graphics from PowerPoint into Project, but you can also insert individual slides or an entire presentation as a linked or embedded object. The choice of locations is limited, but appropriate. The Gantt Chart view can include links to a slide or a presentation. Notes can include embedded slides, links to presentations, or static pictures of slides.
To embed or link one or more individual , slides in a graphics area:
1. In Power Point, select the slide or slides you want to insert into Project, and copy it to the Clipboard.
2. In Project, display the view into which you will be inserting the slide. Click in ” the graphics area or note, and then choose Edit > Paste Special from the menu or shortcut menu.
3. To embed, choose Paste; to link, choose the Paste Link option and choose Microsoft Power Point slide object in the As box.
4. Select the Display As Icon checkbox to display the linked slide as an icon.
5. To paste the slide into a note, click OK.
To embed or link an entire presentation, insert the file:
1. Activate the graphics area where you want to embed or link the presentation.
2. Choose Insert :> Object from the menu.
3. In the Insert Object dialog box, choose Create from File.
4. Select the file.
5. Choose the Paste YW< option jo link or the Paste option to embed the Microsoft Power Point Presentation object. ”
6. Enable the Dftplay as Icon checkbox to have an icon represent the presentation. “If you don’t enable this checkbox, the first slide will be displayed in the graphics area.
7. Click OK to embed or link the object.
When you create an embedded or linked object from multiple slides or an entire presentation, only the first slide is displayed in the graphics area, as shown in Figure 19.44. To view the other slides, double-dick the embedded object to start the slide show.
Embedding and Linking Graphic Images with Copy and Paste
You can copy a graphics image created in another program and paste it into Microsoft Project as a linked object that will be updated whenever the original image changes. Linked graphics images can be placed only in the Gantt Chart or the. Objects box. If you paste an image into any other Microsoft Project graphics area, it will be converted to a static picture. The source application for your graphic must be an OLE 2.0 server to create a linked graphic.
1. Open your graphic’s source program and copy the image.
2. Open a Project file and select the graphics area into which you want to paste the image as a linked. object.
3. Select Edit > Paste Special to open the Paste Special dialog box.
4. Select the Paste Link option to link to the graphic. Select Paste to embed the graphic object
5. If you want to change the image type, click a different type in the As list.
6. If you want to display the image as .an icon instead of its original form, select the Display As Icon checkbox.
7. Click OK
Inserting a Graphics File as an Object
You can add an entire graphics file as a linked object that will be updated whenever the original image changes. You can create a new graphic image or chart within Project 2000 using the Insert Object dialog box. Linked graphics files can be placed in any of Project’s graphics areas except headers, footers, and legends .
To insert a graphics file as an object:
1. Open a Microsoft Project file and select the graphics area where you want to place the graphics file as a linked object.
2. Display the Insert Object dialog box by clicking on the Insert Object icon in a Note, or by selecting Insert > Object from a Gantt Chart or Objects box.
3. To insert an existing image, choose Create from File. To create a new image, choose the Create New option and select the type of object to create from the Object Type list.
4. In the File box, type the path and file name of the picture or chart you want to insert, or click Browse to locate and select the file
5. Select the Link checkbox if you wish to link the existing graphics file. Clearing the Link checkbox will embed the graphic. New images can only be embedded.
6-.To.display the’ image as an icon instead of its original form, select the Display As Icon check box.
7. ClickOK to embed or link the image.