Microsoft Project is a powerful project management tool widely used by professionals to plan, execute, and track projects of all sizes. However, many users find that sharing project data or conducting deeper analysis often requires migrating data from Microsoft Project (MS Project) into Microsoft Excel—a more flexible platform for data manipulation, reporting, and visualization. Exporting MS Project data to Excel can enhance collaboration, enable customized reports, and facilitate stakeholder communication.
This article provides a clear, step-by-step guide on how to export data from Microsoft Project to Excel, along with tips on optimizing the process for accuracy and usability. Whether you are a project manager, analyst, or team member looking to leverage your project data in Excel, this guide will help simplify the export process.
Why Export MS Project Data to Excel?
Before diving into how to export, it’s worth understanding why users export project data to Excel:
- Advanced Data Analysis: Excel provides powerful tools such as PivotTables, charts, formulae, and Power Query, enabling users to perform multi-dimensional analysis on project data.
- Custom Reporting: You can create personalized project reports tailored to different stakeholders without being limited by MS Project’s built-in reports.
- Data Sharing: Not all stakeholders may have access to MS Project; sharing project data as an Excel file makes it accessible to a broader audience.
- Integration: Excel files can integrate with other software tools used in finance, operations, and resource management for seamless workflows.
Step-by-Step Guide to Export Microsoft Project Data to Excel
The process to export Microsoft Project data to Excel involves using the Export Wizard, which provides options for selecting specific data fields and mapping them to Excel columns.
Step 1: Open Your MS Project File
Launch Microsoft Project and open the project file (.mpp) containing the data you want to export. Make sure your data is up to date and organized in the desired views (e.g., Gantt Chart, Task Sheet).
Step 2: Access the Export Function
- Click on the File tab in the upper-left corner to enter the backstage.
- From the menu, select Export.
- Choose the option Save Project as File (this allows you to save the project data in other formats).
- Under Other File Types, double-click Microsoft Excel Workbook.
Step 3: Choose the File Location and Name
A Save As dialog box will appear. Select the folder where you want to save the Excel file, enter a filename, and click Save.
Step 4: Use the Export Wizard
Once you click Save, the Export Wizard will launch automatically to guide you through the data export process.
- Click Next on the initial screen to proceed.
- On the Data screen, choose Selected Data to specify which data to export.
- Proceed by clicking Next.
Step 5: Create or Use a Data Map
Data mapping ensures that MS Project fields correspond appropriately to Excel columns for clarity and consistency.
- Choose New Map to create a customized mapping of your project fields (tasks, resources, assignments) to Excel columns.
- Alternatively, select an existing map if you’ve exported before and saved your mappings.
- Click Next.
Step 6: Select Data Types and Options
You will be prompted to choose which types of data to export:
- Tasks: Export the project task information such as start/finish dates, duration, progress, and predecessors.
- Resources: Export the list of project resources along with allocation and availability.
- Assignments: Export the assignments connecting tasks and resources.
Select the desired options, then click Next.
Step 7: Customize Field Mapping
Here you can adjust or add fields to make sure the exported data meets your requirements:
- The From column shows MS Project fields. You can select or type in the specific project fields to export.
- Use options to add rows, remove unnecessary fields, or reorder columns.
- Preview the export layout to ensure proper alignment.
When satisfied, click Next.
Step 8: Save the Map for Future Use (Optional)
If you want to repeat this export process in the future with the same configuration, save the mapping by entering a name for your map and clicking Save Map. This step streamlines recurring exports.
Step 9: Finish the Export
Click Finish to run the export process. Microsoft Project will generate an Excel workbook containing your project data, formatted in a tabular layout, ready for analysis.
Tips for an Effective Export
- Filter Before Exporting: Use MS Project filters to narrow down data to only relevant tasks or resources before exporting, reducing clutter in Excel.
- Outline Preservation: If your project has a hierarchical task structure, make sure to include “Outline Number” fields in your mapping. This preserves task relationships exactly as they appear in MS Project.
- Export Only Needed Fields: Exporting excessive data can make the Excel file unwieldy. Focus on key data points like task names, start and finish dates, durations, and resource names.
- Post-Export Cleanup: After export, customize your Excel workbook with conditional formatting, calculated columns, or charts for better insights.
- Utilize Excel Features: Leverage PivotTables, slicers, and Power Query in Excel to create dynamic project dashboards or reports for stakeholders.
Exporting Resource Usage or Reports
Microsoft Project also allows exporting specific reports or resource usage data into Excel, helpful for cost analysis and workload balancing.
- Select the Resource Usage or Task Usage view in MS Project.
- Follow the export steps to convert these views into Excel files.
- This method provides detail-oriented data tailored for resource planning or tracking.
Alternatives to Exporting
If you don’t have Microsoft Project installed but need to convert an MPP file to Excel, several online converters exist, such as GroupDocs MPP to Excel converters, that allow file uploads and export without MS Project software.
Common Issues and How to Resolve Them
- Data Mapping Errors: Incorrect mapping can cause data mismatches. Always double-check your mapping table before the final export.
- Missing Data: Verify that fields you want are included in the map and check if any filters in MS Project are hiding data during export.
- File Compatibility: Use the latest versions of MS Project and Excel to ensure smooth data exchange and avoid format incompatibility.
Conclusion
Exporting Microsoft Project data to Excel opens up vast possibilities for data analysis, reporting, and collaboration beyond what MS Project alone can offer. The built-in Export Wizard is user-friendly, allowing you to select, map, and export data flexibly and accurately. By following this comprehensive guide, users can confidently migrate project tasks, resources, and assignments to Excel for custom workflows that enhance project visibility and decision-making.
Excel’s flexibility combined with Microsoft Project’s robust planning features creates a powerful project management ecosystem, enabling teams to deliver projects on time and within budget with better insights and communication.
