Exporting to Excel

[Nicole]

I have a Resource Pool with 30 projects linked to it as sharer files and
there are 4 or 5 different Managers, who don't have access to MSProject, who
would like to view resource and task information using .xls and Pivot tables.

In order to facilitate this information to these Managers, who are super
users of Excel, I'd like to export an 'all column' view of what I have in
project (primarily Project, Resource Name, Group, Resource Types, Start and
End Dates, % Complete for each sharer file) to a centrally accessible Excel
file, so that they can design the views most useful to them.

The intention is that by the time the Managers have generated the views
they'd like to see refreshed regularly, information will be sorted into
particular columns. Then, if they'd like a refresh of information, I can
merely export to the predefined tables and the graphs etc. that they created
can then be updated as often as the Managers like, given that the information
captured in the plans is dynamic and the format in which they receive the
exports will always be the same.

Any advice to achieving this would be greatly appreciated.

 

[John]

I have a Resource Pool with 30 projects linked to it as sharer files and
there are 4 or 5 different Managers, who don't have access to MSProject, who
would like to view resource and task information using .xls and Pivot tables.

In order to facilitate this information to these Managers, who are super
users of Excel, I'd like to export an 'all column' view of what I have in
project (primarily Project, Resource Name, Group, Resource Types, Start and
End Dates, % Complete for each sharer file) to a centrally accessible Excel
file, so that they can design the views most useful to them.

The intention is that by the time the Managers have generated the views
they'd like to see refreshed regularly, information will be sorted into
particular columns. Then, if they'd like a refresh of information, I can
merely export to the predefined tables and the graphs etc. that they created
can then be updated as often as the Managers like, given that the information
captured in the plans is dynamic and the format in which they receive the
exports will always be the same.

Any advice to achieving this would be greatly appreciated.

Nicole,
You don't mention which version of Project you are using. If it happens
to be Project 2007, you should be able to use the Visual Reports feature
found under the Report menu.

If you are using an earlier version of Project, things won't be quite as
convenient, but you can still get there from here. It doesn't appear you
need to export timescaled data so you could try an export map found
under Save As and select the "Save as type" to be Microsoft Excel
Workbook.

However for the greatest flexibility for any version of Project and
particularly for regular updates to Excel, I'd create a custom VBA macro
to export the necessary data to Excel.

Those are basically the available options. If you have more specific
issues/questions, post again and we will help you out.

John
Project MVP