As a project manager for over a decade, I’ve wrestled with the need to get data out of Microsoft Project and into more accessible formats – specifically, Excel. It’s a common scenario: you need to share project timelines with stakeholders who don’t have MS Project, create custom reports beyond Project’s built-in capabilities, or integrate project data with other business systems. The challenge? Maintaining formatting and data integrity during the MS Project to Excel conversion. This article provides a detailed, step-by-step guide on how to export MS Project to Excel effectively, along with a free downloadable Excel template designed to streamline the process. We'll cover everything from basic exports to preserving formatting, and even touch on exporting to PDF. We'll also address common issues and provide solutions. This guide is geared towards US-based users and considers common reporting needs.
Before diving into the “how,” let’s solidify the “why.” Here are the primary reasons project managers frequently need to convert MS Project to Excel:
There are several ways to export MS Project data. Each has its strengths and weaknesses. We’ll cover the most common methods, focusing on those that best preserve formatting.
The simplest method is to select the Gantt Chart or a table within MS Project and copy (Ctrl+C) and paste (Ctrl+V) it into Excel. However, this often results in a messy, unformatted table. Excel will attempt to interpret the data, but the results are rarely ideal. This is best for quick, rough exports where formatting isn’t critical.
This method offers better data integrity than copy/paste. In MS Project, go to File > Save As and select XML Format (
.xml). Then, open the XML file in Excel. Excel will import the data, but it will likely still require significant formatting. This is a good option if you need to preserve the underlying data structure but are willing to invest time in formatting.
MS Project offers a direct export to Excel option. Go to File > Save As and select Excel Workbook (.xlsx) or Excel 97-2003 Workbook (.xls). This is the most straightforward approach, but the results can vary depending on your MS Project version (export MS Project 2016 to Excel and keep formatting can be particularly tricky) and the complexity of your project. Often, date formats and task dependencies are lost or misinterpreted. This is where our free template (link at the end) comes in handy.
For advanced users, a VBA macro can automate the export MS Project to Excel process and provide precise control over formatting and data mapping. This requires programming knowledge and is beyond the scope of this article, but it’s the most powerful option for complex projects and recurring exports.
Specifically, getting the visual Gantt chart into Excel is a frequent request. The direct “Save as” Excel option doesn’t typically preserve the Gantt chart as a chart in Excel. Instead, it exports the underlying task data. To get a visual representation, you’ll generally need to:
This requires some manual effort, but it allows you to create a customized Gantt chart within Excel.
The secret to a successful MS Project to Excel export lies in preparing your Excel template before you export. Here’s how:
Here are some common problems and their solutions:
| Problem | Solution |
|---|---|
| Dates are incorrect or formatted incorrectly. | Ensure date formats are consistent in MS Project and Excel. Use the TEXT function in Excel to explicitly format dates. |
| Task dependencies are lost. | Unfortunately, direct exports rarely preserve task dependencies. You’ll need to recreate them manually in Excel or use a VBA macro. |
| Resource assignments are not imported correctly. | Verify that the resource names in MS Project match the names in your Excel template. |
| Gantt chart is not exported as a chart. | Create a stacked bar chart in Excel using the task start and finish dates. |
| Data is truncated or missing. | Check the column widths in Excel and ensure they are wide enough to accommodate the data. |
If you simply need to share a static view of your project schedule, exporting Microsoft Project to PDF is a viable alternative. Go to File > Export > Create PDF/XPS Document. This preserves the visual layout of your Gantt chart and task lists without the need for Excel formatting. However, you lose the ability to manipulate the data in Excel.
To help you streamline the convert mpp to excel process, I’ve created a free Excel template specifically designed for importing data from Microsoft Project. This template includes pre-formatted columns, date formatting, and conditional formatting to help you get started quickly. Download the MS Project to Excel Template Now!
Successfully converting project to excel requires careful planning and attention to detail. While there’s no perfect one-click solution, by understanding the different export methods, preparing your Excel template, and troubleshooting common issues, you can effectively get your project data into Excel and leverage its powerful reporting and analysis capabilities. Remember to choose the method that best suits your needs and the complexity of your project.
Disclaimer: I am not a legal or financial professional. This article provides general information and should not be considered legal or professional advice. Always consult with a qualified professional for advice tailored to your specific situation.