Copy and Link Data from Another Application
If you want to copy data into a Project file and maintain a dynamic link to the source file, follow these steps:
1. Open the source application. Select the data to be embedded in Project and copy it.
2. Open your project file. Choose Edit >- Paste Special to open the Paste Special dialog box.
3. Select the Paste Link option button (refer to Figure 19.40).
4. Select the Text Data format in the As list. Text and numbers will be embedded in the selected data or graphical area of Project
Inserting a Link to a File
If you’re creating a link to an infrequently used reference file; create the link as an icon. Users click the icon to open the linked file. Follow these steps to insert a link to a file:
1. In your project file, select Insert >- Object from the menu.
2. Choose the Create from File option button.
3.Type in the file name or click the Browse button to search.
4. Enable the Link check box.
5. If you want your linked object to be displayed as an icon, check the Display as Icon box.
Updating Linked Objects in the project File
When you insert text or a picture as an object and link it to another file; automatic link updating is enabled. If you add a number of links to files that change frequently, or if you occasionally want to report on the current status of the project before links are updated, you can change the updating method so you control when links are updated. To change to manual link updating:
1. Select Edit >- Links to open the Links dialog box, shown in Figure 19.41.
2. Select the link for which you want to control updates from the source program.
3. Click the Manual Update option button to suspend updates from the. source document.
Displaying Project 2000 Graphics Areas
Many objects can only be inserted into specific areas called graphics areas. These objects aren’t all graphics. Word document objects, for example, can be inserted only in graphics areas. Table 19.5 lists these areas and how to display them. For many of the graphics areas (such as the bar area of a Gantt Chart), you can simply click in the area to paste or paste link a graphic object
Inserting Specific Objects in a Project File
In this section, we’ll show you how to insert files commonly attached to project files:
• Supporting documents created with programs in Microsoft Word such as the Project Summary, Business Systems Analysis, Project Proposals, task-related memos to vendors, or team members
• Excel worksheets, tables, and charts: including vendor quotes, supplemental budget materials, project analyses, pivot table reports, and charts used in stakeholder meetings
• Power Point presentations and slides from team meetings and project status reports
• Graphics used in reports and printed views, such as your organization’s logo, a project or product logo, or client graphics; and supporting graphics including pr?duct sketches, site plans, and digital- photos
• Hyperlinks to documents and Web resources such as vendor Web sites, client documents posted on the Web, and internal protect documents posted on your organization’s intranet
.• Multimedia files, including video and sound files such as site videos and digital recordings of design meetings
• Organization chart objects that illustrate the organization of the project team or customer organization
A document file (created in Microsoft Word, for example) inserted as an object is interpreted by Microsoft Project as graphics information and can therefore be placed in any of the graphics areas listed in Table 19.5. You can also insert more than one object for a selected task or resource, with the succeeding objects displayed adjacent to the previously inserted objects. You can move and size an object in a Gantt Chart or a Note:
1. Open a Microsoft Project file and select the graphics area into which you want to insert a document.
2. Select Object > Insert to open the Insert Object dialog box shown in Figure 19.42 .
3. Select the Create from File option
4. Type the path and file name of the document you want to insert, or click Browse to locate and select the file.
5. To embed the document in your project, clear the Link checkbox. To link the document to your project, select the Link checkbox.
6. To display the object as an icon, select the Display As Icon checkbox. The default is to display the contents of the file )’OU insert.
7. Click OK to link or embed the document file
Inserting Excel Worksheets Tables and Charts
Project, like Excel, is a table. You can use copy and paste to copy single values or small sections of data from and Excel worksheet directly into a Project 2000 table. Make sure that the data you are p~sting is formatted correctly, and the converters will do the rest
Copying and Pasting Excel Text or Numbers into Project Data Tables
Pasting text or numbers from another program into ~ Microsoft Project view helps you avoid the extra work of retyping information. It does, however, require a little preparation because the type of information pasted into your project file must be organized in the same way as the Microsoft Project table.
We will use our earlier example of updating resources with their email addresses. but rather than using an import data map. we will copy the cells we need from the Excel worksheet, and paste them directly into the Resource Sheet. Th’he are no keys to match resource names in this process, so we must be diligent in setting up the data in Excel, and selecting or modifying the view in Project. The data columns and TOWS must be in the same order in the Excel worksheet and the Project view.
.To copy data from Excel to a Project table, follow these steps:
1. Open your source document in Excel and examine the columns. Switch to Project 2000 and find the View/Table combination that most closely matches the. Excel columns. Determine whether any changes must be made to column order. in Excel or to the columns displayed in the Project view.
2. Insert columns in Project or rearrange columns hi Excel so that the columns you want to copy data from and to are side by side, in the same order.
3. If you are adding columns of data to existing tasks, resources, or assignments in Project, sort the Project data (Project >- Sort) or the Excel data (Data >- Sort), or both so that records are displayed in the same’ order .
4. In Excel, select the data you will use by pasting it into Project and copying it (see Figure 19.43).
5. Select the field where you want to paste the information. The cell may be blank or may contain text that will be replaced with the copied information.
6. Select Edit >- Paste (or click the Paste button,etc). The existing data, if any, is replaced by the pasted data