In this section, you’ll find step-by-step instructions and examples for exporting Project 2000 files to specific. applications. As with importing, the export routines for each application vary only because of the different file formats used by applications. Whether you’re exporting Excel, Access, Project, ODBC databases r or text files, you use the same tools.
Exporting to Project 98
You could import files from all the prior versions of Project, but this is a one-way street for Project 4 files. Project 2000 doesn’t export to the MPX format; This means that, unless you save your project as a Project 98 MPP and then open Microsoft Project 98 and save your file as a previous version, you can’t export a project file to earlier versions of Protect such as Project 4.
1. Open the project that you want to save.
2. Select File> Save As to open the Save As dialog box.
3. Select Microsoft Project 98 (*.mpp) in the Save as Type drop-down list.
4. Select the destination for the new file the Look In drop-down list or Places bar.
5. Choose a destination file name from the file list, or type in a new name.
6. Click the Save button. Your file will be exported.
Exporting to Microsoft Excel Workbooks and Pivot Tables
You can export Project field data to Microsoft Excel either as a spreadsheet or as a pivot table (two worksheets in a workbook). Because Excel data is not stored relation ally, Assignment records that are associated with resources and tasks can be exported to Excel, but they will not be formatted (outlined and indented) as in Project. Assignment rows will appear below their corresponding Task or Resource rows, but will be indistinguishable. Create a new Import/Export Data that contains the Assignment flag (yes/no) from the task or resource table will give you a column to filter on or use in formulas
Exporting to a Workbook
Follow these steps to use an existing import/export map to export project data to an Excel Workbook. If you need to create or modify an import/export map, see “Creating a New Import Map to Update Existing Project Data” in the “Importing Microsoft Excel Workbooks” section, earlier in this chapter.
1. Open the project you want to export.
2. Select File> Save As. The File Save dialog box is displayed.
3. Select Microsoft Excel Workbook xIs in the Save as Type drop-down list.
4. Select the destination for the file in the LookIn drop-down list or Places bar.
5. Choose a destination file name from the file list or type in a new name.
6. Click the Save button. The Selective Data tab of the Export Mapping dialog box is displayed.
7. Click the Export Header Row/Import Includes Headers checkbox so that columns will be named in the Excel file.
8. If you wish to export the ASSignment rows to Excel, click the Include Assignment Rows In Output checkbox.
9. Select the Import/Export Map you want to use and click the Save button. Your Project data will be exported to an Excel workbook.
When you open the new Excel file, is a separate worksheet for each of the tables defined in the Export Map you used, as shown in Figure 19.33. In addition, the assignment rows are listed under their corresponding Resource Dr Task rows.
Exporting Data for an Excel PivotTable
A pivot table is a powerful tool for data analysis. Pivot tables summarize the columns of information in a database in relationship to each other. You will need to work with the pivot table, however, to make it beautiful, and to adjust the layout and tweak the data being charted. See your Excel documentation for more information on working with pivot tables.
The Task and Resource Pivot Table Export Map comes predefined in Project 2000. (You can also create your own export data map using the steps described earlier in this chapter.) To export Project data to an Excel PivotTable, simply open your project file and do the following:
1. Choose File »Save As from the menu.
2. In the Save As dialog box, select Excel PivotTable.xls from the Files of Type list.
3. Select a file location and enter a file riame, and then click the Save button.
4. In the Export Mapping dialog. box, select the Task and Resource PivotTable Export Map. If you click the Edit button, you will see the Define Import/Export Map dialog box. The Microsoft Excel Options pane has been replaced with the following message: “Exporting to Microsoft Excel PivotTable creates two sheets for each type of data you choose to export. One sheet contains the data used for the PivotTable and the other contains a default PivotTable. The last field in each map is used as t.he default data field for the PivotTable. All other .fields are used as row fields in the Pivot Table.”
5. Click Save to create your PivotTable file.
Use the Analyze Times caled Data Wizard to Export to Excel
The Analyze Times caled Data Wizard exports cost data to Excel so that you can analyze costs and cost variances (including the PERTvariances) by the day, month, or other period. Data __ exported from the XYZ-BOTproject file is shown in Figure 19.34.
The Analyze Timescaled Data Wizard is launched from the Analysis toolbar (choose View» Toolbars » Analysis from the menu or right-click on any toolbar and choose Analysis).
You can export the entire l-,”oject, or selected tasks. To export data using the wizard:
1. Switch to Gantt Chart view and display the Analysis toolbar (View >Toolbars :> Analysis).
2. Select the tasks for which you want to export cost information.
3. Click the Analyze Times caled Data in Excel button on the toolbar to launch the wizard.
4. In the first step of the wizard, choose Entire Project or Selected Tasks to export. Click Next .
5. In the second step of the wizard, shown in Figure 19.35, use the Add and Remove buttons to create the list of fields to export. In Excel, the fields will appear in the order they’re listed in the Field to Export list. It’s difficult to rearrange the fields in Excel (see Figure 19.34), so make sure they appear in the order you want before clicking Next.
6. In the third step of the wizard, shown in Figure 19.36, enter starting and ending dates for the export.
7. Choose a time unit from the Units drop-down list. Click Next.
8. In the fourth step, use the option buttons to indicate whether Excel should chart the exported data. Click Next.
9. In the final step, chck the Export Data button to launch Excel and begin the export.
The exported data (refer to Figure 19.35) lists each task, followed by the time phased data for the fields you selected in the wizard. The final rows of the spreadsheet list totals for each field.
The wizard does not create row totals. To determine, for example, the total cost variance for the selected tisks, add totals in the first blank column in the Excel worksheet.
Exporting Data to Text Files
Project 2000 allows you to export ASCII text in three different formats: comma separated values (CVS), tab-delimited text (TXT), and space-delimited text (TXT).
The Import/Export mapping process differs only in that only one-Project table can be exported at a time. If you need to combine data from multiple tables, consider using the XLSor MDB formats. You could then further convert the data to a text for- ·mat In Excel or Access