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Chapter 20 - Sharing Information with Other Programs Introduction The Different Ways to Share Information Benefits of Each Method Copying Information Between Programs Copy Text from Another Program Copy Graphics from Another Program Copy Microsoft Project Text to Another Program Copy Microsoft Project Pictures to Another Program Communication Between Programs: Object Linking and Embedding A Link Provides One-Way Communication An Embedded Object Can Be Edited The Link from Other Programs Create Links to Text Objects Embed or Create Links to Graphics Objects The Link from Microsoft Project Link or Embed Microsoft Project Information in Another Program Create Links to Text Between Project Files Working with Linked Objects Edit an Object Cancel the Link to an Object Importing and Exporting Project Information File Formats Supported by Microsoft Project Entire-Project vs Selected-Project Data Transfer: Import/Export Maps Create an Import/Export Map Import Data Microsoft Project 98 – Chapter 20 Page of 14 Export Data Microsoft Project 98 – Chapter 20 Page of 14 Introduction More and more people within and between organizations are working "interactively." It’s becoming unusual to work on a project by yourself or to use only one software program For example, you may need to supply project cost data to accounting personnel who analyze that data using Microsoft Excel Or, you may need to send an entire project plan to a client who doesn’t have Microsoft Project but can view the plan in a database program you aren’t familiar with In these situations and many others, you can share Microsoft Project information directly with other programs When you share information with another program, you either insert Microsoft Project information into that program or insert information from that program into Microsoft Project Text, pictures, numerical data, spreadsheets, project calendars, and even entire project files can all be included in other programs For example, if your team leaders use Microsoft Team Manager to track the progress of team members, you can update your project plan with this information Or, to highlight important numerical data in a status report, you can put it into Microsoft Excel, show the data as a pie chart, and then insert the pie chart into the Gantt Chart view of your project You can also exchange Microsoft Project data with other database programs that your clients use to display and review their project data In fact, most often, exchanging information between Microsoft Project and any other program — Microsoft or non-Microsoft — is as easy as placing an apple into a friend’s hand Just as the apple’s shape fits both your hand and your friend’s, so too is project information "shaped" to fit into Microsoft Project as well as other programs Even when information from another program doesn’t have the "shape" or format Microsoft Project usually works with, you can convert it to a compatible format You can share information with other programs in a variety of ways: • Copy and paste project information by using the Windows Clipboard • Import or export project information • Embed objects or create links to project information With Microsoft Project, you can choose the information-sharing method that best meets your needs The Different Ways to Share Information With just about every project, you’ll provide information to a variety of people, at least some of whom will use programs other than Microsoft Project to work with the data When you think of sharing project information, perhaps the first examples that come to mind are walking down the hallway to talk to a colleague or phoning a client about project status In these situations, you’re conveying project information in a static form: your colleague or client can hear it, but can’t revise it and return a revised version to you With Microsoft Project, you can provide an editable form of project communication that can be shared Any one of several methods of exchanging information will enable the receiver to view, edit, and return the revised version — or send it on to anyone else who has a program that can "read" the file Use the following table to help determine which information-sharing method will meet your needs in various situations To Use this method Microsoft Project 98 – Chapter 20 Page of 14 Add small amounts of information from one file to another, which you can edit in the destination file without causing similar changes in the source file Copy to the Clipboard (Can be used between Windows programs only.) Add large amounts of information, organized in tables and columns, from one file to another, which you can edit in the destination file without causing similar changes in the source file Import and export Add large amounts of information from one file to another, with the ability to Create OLE links (Can be used make a change in the source file that appears automatically in the destination between OLE-supported file programs only.) Add large amounts of information from one file to another Embed (Can be used between OLE-supported programs only.) Benefits of Each Method The following sections summarize the benefits of each information-sharing method Copying to the Windows Clipboard Copying information to the Windows Clipboard is simple, familiar, and completely independent of the source and destination file formats Importing and Exporting The importing and exporting method enables you to share large amounts of information with other programs, such as Microsoft Excel, Microsoft Word, and Microsoft Access Creating Links to Objects or Data and Embedding Objects Creating links and embedding objects are the methods that are most useful when information that’s common to two different files needs to be updated frequently Copying Information Between Programs When you have relatively small amounts of information to move between programs — such as a few columns of data or a picture — the familiar copying and pasting action is probably faster than most other methods of sharing information This method works between any two Windows programs, as long as the information actually appears on the screen You can copy information between different sheet views and project files within Microsoft Project, as well as between Microsoft Project and other programs Typically, Windows programs can share copied information even if the destination program can’t save files in the format of the source program The amount of information you can copy at one time depends on how much memory is available on your computer The greater the available memory, the more information you can copy Copy Text from Another Program Typically some project data is initially collected or calculated in a program other than Microsoft Project Data gathered outside of Microsoft Project is usually in the form of text, that is, words or numbers For example, you might enter and calculate cost data in a Microsoft Excel spreadsheet You may want to add this data to your project plan To copy text from another program to a sheet view Open the source program and the source file Select the text, noting the size and type of the information Microsoft Project 98 – Chapter 20 Page of 14 Click Copy (or the program’s equivalent command) Open the Microsoft Project file into which you want to paste the text On the View Bar, click the sheet view into which you want to paste the text If necessary, apply a table with columns that match the order and type of the copied text If necessary, insert more rows to accommodate the entire text (Select the number of rows you’re inserting, and then click New Task or New Resource on the Insert menu.) Rows copied from other programs are pasted to replace existing rows To paste the text into new fields or rows, select the first field of the blank rows Click Paste Copy Graphics from Another Program Many companies like to include logos or other sophisticated pictures in their Microsoft Project files This usually means that the pictures have been created with a dedicated graphics program No problem Pictures and text can be copied from other programs into Microsoft Project Keep in mind that when you copy a graphic from another program and then paste it into a graphics area, it is transferred as a static picture If you update the original picture in its source file, the copy in the destination file remains unchanged To copy a graphic from another program to a graphics area Open the source program and the source file Select the object Click Copy (or the program’s equivalent command) Open the Microsoft Project file into which you want to paste the graphic o To paste the graphic into the Gantt Chart view, click Gantt Chart o then click Paste To paste the graphic into a note, double-click a task, resource, or assignment in a sheet view, o on the View Bar, and click the Notes tab, and then click Insert Object Select the options you want, and then click OK To paste the graphic into a header, footer, or legend, switch to a view that has a header, footer, or legend On the File menu, click Page Setup, and then click the Header, Footer, or Legend tab Click the Left, Center, or Right tab, and then click Insert Picture you want to insert, and then click Insert Select the graphic Copy Microsoft Project Text to Another Program When you have Microsoft Project text to paste into another program, just copy the text to the Windows Clipboard and paste it into the other program In most cases, you’ll copy fields from the sheet portion of a view Keep in mind that the order and type of information you’re planning to copy must fit exactly into the place you plan to paste it For example, if a Microsoft Excel spreadsheet consists of the Resource Name and Resource Cost columns, that spreadsheet can accept only text and numerical information in that order To copy Microsoft Project text to another program In Microsoft Project, display the view and apply the table containing the text Select the text you want to copy Click Copy Open the destination program and the file into which the Microsoft Project text is to be pasted In the destination file, select the area where you want to insert the text Click Paste (or the program’s equivalent command) Copy Microsoft Project Pictures to Another Program Entire Microsoft Project views or selected view information can be copied as pictures into any program capable of displaying graphics information as images You might want to add Microsoft Project views to reports and presentations You copy this information as a static picture — a graphics object that’s not linked to its source Microsoft Project 98 – Chapter 20 Page of 14 program — using the Copy Picture button, and then paste the object into another program Nearly every view allows this; only the Task PERT Chart, Task Form, and Resource Form views not To copy a picture of Microsoft Project information to another program In Microsoft Project, select the information Click Copy Picture To copy the selected information as it would appear in print, click For printer, and then click OK Otherwise, the information is copied as it would appear on the screen Switch to the file into which you want to paste the information Click Paste (or the program’s equivalent command) Communication Between Programs: Object Linking and Embedding Sometimes you need more than one program to manage your projects For example, you may want to track, store, and calculate project costs in a Microsoft Excel spreadsheet, and then transfer that data to Microsoft Project Doing this the slow way, you’d update that information first in one program and then in the other, perhaps repeating this process many times But it’s more efficient to update the information in just one program and have the update appear in the second program automatically When you embed an object or create a link to it using object linking and embedding (OLE), that’s just what happens When you double-click the object, you automatically open the program in which it was originally created If you want to add objects that reside in several source files, you can link or embed more than one object within a destination file Both linked and embedded objects are generated by a source program and displayed in a destination program When placed in a Microsoft Project graphics area, an OLE object can be represented as either a graphic or an icon When placed in a sheet view, an OLE object can be represented as text — looking and behaving as if you had typed the information directly into the project file A Link Provides One-Way Communication Linking an object is a special form of copying in which the copied object continues to reside in the source file, even though it’s being displayed in the destination file Any changes you make to the object displayed in the source file are reflected in the destination file An Embedded Object Can Be Edited Embedding an object is a form of copying in which the copied object resides in the destination file only — with no link to the source file You edit the object using the same tools that are available in the source program (though you don’t need to use the same source program) When you embed an object, any changes you make to that object exist only within that destination file For instance, you can activate and edit the object only from within the Microsoft Project file in which it’s embedded Therefore, changes you make to an embedded object not change the source file from which you copied the object Likewise, later changes made to the source file are not reflected in the embedded object, because there is no link between the two files Microsoft Project 98 – Chapter 20 Page of 14 You can link or embed objects with any program that supports object linking and embedding With either method, objects can be placed in any graphics area: the chart portion of the Gantt Chart view; the Objects box of the Task Form view or Resource Form view; headers, footers, and legends of printed views and reports; and Note boxes Text objects can be linked to sheet views The Link from Other Programs When you manage complex projects you may want to bring relevant information into your project plan from other programs This is exactly why the object linking and embedding feature in Microsoft Project shines Create links or embed objects from a program other than Microsoft Project (a source program) when doing so makes the information easier to update and when the material needs frequent updating Create Links to Text Objects When you’re managing projects with Microsoft Project, you can increase your effectiveness by creating links to programs that provide mainly text-based information (such as Microsoft Excel and Microsoft Word) When you find yourself using other programs regularly to help maintain project-related textual information about your project plan, you can create a link to that information as an object in a Microsoft Project sheet view When you create a link to a text object, the information looks and behaves as if you had typed it into Microsoft Project But the lower-right corner of each field of linked text in a sheet view contains a small, triangular marker If you try to edit this object, a message is displayed giving you the choice of saving your changes, canceling the changes, or breaking the link Keep in mind that the type of information you link within a sheet view must match the type of information already in the view that receives the text Because of this, you must first prepare your project file to match the linked text, and then create the link To create a link to a text object in a sheet view Open the source program and the source file Select the object, noting the size, order, and type of the information Microsoft Project 98 – Chapter 20 Page of 14 Click Copy (or the source program’s equivalent command) Open the Microsoft Project file in which you want to create the link On the View Bar, click the sheet view in which you want to create the link If necessary, add columns or create a new table to make the view compatible with the order and type of information in the object If necessary, add more fields to the table to accommodate the entire object (Select the number of rows you’re inserting, and then click New Task or New Resource on the Insert menu.) If there’s not enough room, information already in the view may be replaced by the incoming object Select the field where the upper-left cell of the linked information should begin On the Edit menu, click Paste Special 10 Click Paste Link, and then click a format in the As box For example, if you want to paste the information as text, click Text Data Embed or Create Links to Graphics Objects You can use graphics from Microsoft PowerPoint, Microsoft Excel, and other programs to spiff up your project files You can add luster to any report you create using Microsoft Project If you use other programs to create or maintain pictorial information that you want to add to your project plan, you can create a link to that information as an object in a Microsoft Project graphics area When you place an object in a graphics area, you can display it either as a picture from the source program or as an icon representing the source program An icon that represents the source program is like an electronic logo that readily identifies the program You might choose to display an icon instead of the full object if the object would take up a lot of space on the screen You can move or size an object in a Gantt Chart, note, header, footer, or legend, but you can’t move or size an object in the Objects box To embed or create a link to a graphics object in a graphics area Open the source program and the source file Select the object Click Copy (or the source program’s equivalent command) Open the Microsoft Project file in which you want to create the link Select the graphics area in which you want to create the link o o To paste the object into the Gantt Chart view, click Gantt Chart on the View Bar To paste the object into the Objects box, select the task or resource to which you want to attach the object On the View Bar, click More Views In the Views list, click Task Form or Resource Form, and then click Apply On the Format menu, point to Details, and then click Objects On the Edit menu, click Paste Special To create an embedded object, click Paste To create a linked object, click Paste Link In the As box, click a format To display the object as an icon representing the source program, select the Display As Icon check box The Link from Microsoft Project Creating links to another program is especially useful in two situations: when you need to share information created in a Microsoft Project file with another program and when you must keep the project data up to date in both programs For example, if you work in a large organization, you may very well share project cost data with the accounting group, so that they can calculate and track project cost data using Microsoft Excel Microsoft Project 98 – Chapter 20 Page of 14 Link or Embed Microsoft Project Information in Another Program You can copy existing Microsoft Project information, even an entire view, into a file created in another program by including the information as an object You can embed an object independent of its original Microsoft Project file or link it for dynamic updates from the source file You can this from any Microsoft Project view For specific information about copying Microsoft Project objects into another program, see the documentation for that program To embed or create a link to a Microsoft Project graphics object in another program On the View Bar, click More Views In the Views list, click the view that contains the information you want to copy, and then click Apply Select the information you want to paste in the other program, and then click Copy Open the program and file into which you want to paste the Microsoft Project information Select the location for the object To embed the object, click the program’s Paste Special command To link the object, click the program’s Paste Link option Create Links to Text Between Project Files When you manage several projects at a time that have some information in common, you can link information dynamically in a sheet view from one Microsoft Project file to another Then, whenever you change information in one file, Microsoft Project updates the information in the other file automatically You can also use this technique to create links to information from different areas within a single project file and to create multiple links to one object You can create links only to text, not graphics, between Microsoft Project files To create a link to text in another project file Open the project file containing the text On the View Bar, click the sheet view that contains the text, and then select the text Click Copy Open the project file in which you want to create the link On the View Bar, click the sheet view in which you want to create the link If necessary, add columns or create a new table to make the view compatible with the order and type of information in the object If necessary, add more fields to the table to accommodate the entire object If there is not enough room, information already in the view may be replaced by the incoming object Select the field where the upper-left cell of the linked information should begin Microsoft Project 98 – Chapter 20 Page of 14 On the Edit menu, click Paste Special 10 Click Paste Link Working with Linked Objects As project information changes, you may decide to change either an object or a link that you have already created As you edit the linked object in your project file, you’re making changes to that object from within the source program You may sometimes decide to cancel a link between programs, when the link no longer serves a purpose Edit an Object As your project progresses and the project information changes, you’ll inevitably need to edit some of the linked objects that you’ve included in your project file, to correspond to these changes For example, if you have included a spreadsheet about costs as an object in your project file, you’ll want to edit the spreadsheet data whenever costs change Editing an embedded object has no effect on the source file from which the object was copied Likewise, changes made to the source file are not reflected in objects that have been embedded in Microsoft Project files Linked objects work differently, however, because editing the source information in the source file changes the linked information in the destination program If you decide to cancel the link while saving these edits, you delete the source-destination relationship, but the existing information remains intact in the destination file At that point, you can make any changes you want to the object in the destination file Because it is no longer a linked object, those changes will no longer be reflected in the source file To edit an object in Microsoft Project Double-click the object Edit the object using the source program commands On the File menu of the source program, click Exit and Update (or the program’s equivalent command) Cancel the Link to an Object If you decide you no longer need to maintain updates between your project file and a source file, you can cancel links between objects in the two programs from the destination file When you break a link, the information remains in your project file, but you no longer receive updates from the source file Once object links are canceled, you can edit the contents of formerly linked objects in sheet views as you would edit any other information in the project file When you cancel the link to an object in a graphics area, the object is converted to a static picture A static picture is like a snapshot of the object To cancel the link to an object On the Edit menu, click Links In the Links list, click the link Click Break Link Importing and Exporting Project Information You can use project management information from other programs, such as spreadsheets, databases, or wordprocessing documents, by importing files saved in other file formats You can export Microsoft Project files in another file format to use in a different program You can also convert files for use in different versions of Microsoft Project File Formats Supported by Microsoft Project Microsoft Project 98 – Chapter 20 Page 10 of 14 With Microsoft Project you can open and save project files in several different formats, such as those used by other project management programs or programs that use different types of information, such as spreadsheet, word-processing, or database programs Some formats allow you to save all the information in your project, and some formats allow you to save only the data contained in Microsoft Project fields You can also export a Microsoft Project schedule as a graphics file for enhancement in a graphics program and for printing on a plotter Non-Microsoft Project file formats use import/export maps to transfer information between programs You may need to create or edit an import/export map to ensure that the information is imported into the proper fields File format Definition Microsoft Project file The standard file format for a project, which uses the mpp extension Microsoft Project template file A template file in which you can save boilerplate information and that uses the mpt extension The global template (Global.mpt) is a master template file that contains formatting information for all projects, but can’t store tasks, resources, and assignments Microsoft Project database A database format used with Microsoft Project for storing entire projects and that uses the mpd extension MPX (Microsoft Project exchange) An ASCII format used with project management and various other programs that support MPX 4.0 and that uses the mpx extension Microsoft Project 4.0, Microsoft Project 4.1, and Microsoft Project 98 use the MPX 4.0 file format You can export field data to this format, but not an entire project Some information specific to Microsoft Project 98 will not be saved Microsoft Access A format used by the Microsoft Access 97 database program You save all or part of a project to the Microsoft Access format, which uses the mdb extension Microsoft Excel A format used by the Microsoft Excel spreadsheet programs and that uses the xls extension You export field data to this format, but not an entire project Microsoft Project can read information from a Microsoft Excel 97 file, but it can’t write to a Microsoft Excel 97 file Microsoft Excel PivotTable® A format used by the Microsoft Excel 5.0 and 7.0 spreadsheet programs for a PivotTable You export field data to this format, but not an entire project You can only export to a Microsoft Excel PivotTable; you can’t import data from a Microsoft Excel PivotTable into Microsoft Project HTML HTML (Hypertext Markup Language) format is used by browser programs on the World Wide Web and intranets You can export field data to this format, but not an entire project HTML format files use the extension htm You can only export to HTML format; you can’t import data from HTML format into Microsoft Project Text-only or ASCII A generic text format that is used by word-processing and other programs, uses the txt extension, and is tab-delimited You can export field data from a single Microsoft Project table to this format, but not an entire project CSV (system list separator) A generic text ASCII format that is used with word- processing and other programs and that uses the csv extension, where values are separated by the system list separator You can export field data from a single Microsoft Project table to this format, but not an entire project Entire-Project vs Selected-Project Data Transfer: Import/Export Maps You can import or export an entire project or just part of one Typically, the data from a field in the sent file gets inserted into the field with the same name in the destination file But sometimes different programs give different names to fields that contain the same information For example, Microsoft Project’s Task Name field might be called the Task field in a database To make sure that data in the sent file is inserted into the correct fields in the destination file, you use import/export maps An import/export map matches a field in Microsoft Project to its counterpart field in another program, regardless of the name given to the same field in another data format This enables you to insert data into the correct field in the importing program For example, if you know that the Task field in a database you want to export to is the counterpart of Microsoft Project’s Task Name field, you can use an import/export map to associate these two Microsoft Project 98 – Chapter 20 Page 11 of 14 fields You would export the data in the Task Name field to the Task field In effect, the import/export map says, "Take the data that is in the Microsoft Project Task Name field and insert it into the database’s Task field." You use an import/export map when you want to transfer only a portion of the information in a project file, information that must be in one or more tables You can’t, for instance, use an import/export map to transfer graphics An import/export map can contain any combination of task, resource, and assignment information and can be filtered to allow only specific tasks, resources, or assignments in the exported file You can use a predefined import/export map that comes with Microsoft Project or create a custom import/export map Whether an import/export map is predefined or customized and regardless of its intended purpose, you can use it to import or export data For instance, if you create an import/export map to export data to Microsoft Excel, you can use that same import/export map to import data from Microsoft Access Create an Import/Export Map A number of predefined import/export maps enable you to transfer common sets of information between Microsoft Project and other programs However, when you want to transfer the data contained in a unique combination of fields, you can create a custom import/export map To create a custom import/export map for importing data Click Open In the Files of type box, click the type of file you want to import In the Look in box, click the file you want to import Click Open, click Selective data, and then click New Map Under Data to import/export, select the check boxes for the types of data you want to import, and then select any options you want (if options are available) Click the tab for the type of data you want to import For example, if you selected the Tasks check box, click the Task Mapping tab In the Source worksheet/database table name box, click the worksheet or table name from which you want to import If you select a table, Microsoft Project fills the From column with all the fields from the table Any table field that matches a Microsoft Project field name will be matched to the Microsoft Project field automatically For any unmapped field in the To: Microsoft Project Field column, select or enter the Microsoft Project field that you want to map to the corresponding table field from the other program In the Method for incorporating imported data box, click an option 10 To save the map, click OK To create a custom import/export map for exporting data On the File menu, click Save As In the Save as type box, click the type of file to which you want to export In the folder list, click the name of the file for which you want to create a map Click Save, click Selective data, and then click New Map Under Data to import/export, select the check boxes for the types of data you want to export Click the tab for the type of data you want to export For example, if you selected the Task check box, click the Task Mapping tab In the From: Microsoft Project Field column, enter the name of a Microsoft Project field Microsoft Project automatically fills in the corresponding fields in the To column with default names for those fields To change a default field name in the To column, type the name you want Repeat steps and for each field you want to export 10 To export only certain tasks, click a filter in the Export filter box 11 To save the map, click OK Import Data When you, your team members, or clients work with large amounts of project information in a table format from other programs, you might want to include that information in your project plan For example, if your accounting department uses Microsoft Excel to update several tables of project cost information every week or month, you might want to incorporate that information The best way to incorporate such information is to import it Microsoft Project 98 – Chapter 20 Page 12 of 14 You can import an entire project to create a new project plan in Microsoft Project or import selected project data If you import selected data, you can add it to the end of or merge it with the active project file You can import project information from database, spreadsheet, word processor, and project management programs To import data Click Open In the Look in box, click the folder that contains the file you want to import In the Files of type box, click the format of the file you want to import In the folder list, click the file you want to import, and then click Open o If you’re importing an entire project in the MPP, MPX, or MPT file format, Microsoft Project opens the file o If you’re importing selected project data or an entire project in a file format other than the MPP, MPX, or MPT, the Import Format dialog box appears To import selected project data, click Selective data, click an existing import/export map or create a new one, and then click Open To import an entire project in a database other than the MPP, MPX, or MPT file format, click Entire project, and then select the project you want from the list Export Data Sometimes your project plan is the main source of project information for team members or clients who work with large amounts of project information in other programs Occasionally, you might need to provide team members or clients with some or all of your project information For example, if your accounting department uses Microsoft Excel to update several tables of project cost information every week or month, you might want to give them the original cost information from your plan The best way to provide that information is by exporting it Microsoft Project 98 – Chapter 20 Page 13 of 14 You can export an entire project to a database or export selected project data to spreadsheet, word processor, and project management programs, as well as to databases You can also export project information to HTML documents on an intranet or the World Wide Web To export data On the File menu, click Save As In the Save in box, click the folder in which you want to save the exported file In the Save as type box, click the format in which you want to export the file In the folder list, click the file you want to export, and then click Save If you’re exporting an entire project in the MPP, MPX, or MPT file format, Microsoft Project saves the file If you’re exporting selected project data or an entire project to a file format other than MPP, MPX, or MPT, the Export Format dialog box appears To export selected project data, click an existing import/export map or create a new one, and then click Save Microsoft Project 98 – Chapter 20 Page 14 of 14