Introduction to MS Project
2007
TUTORIAL 9
INSTRUCTOR: HANIF ULLAH
EMAIL ID: hanif.ksu@hotmail.com
OFFICE #: 2029
DATE: 22/04/2012
Sharing Project Information with Other
Programs
2
 Copying and Pasting with Project
 In this exercise, you copy an image of a Gantt Chart view to
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the Windows Clipboard and then paste it into another
document.
On the Project menu, point to Filtered For: All Tasks,
and then click Summary Tasks.
Project displays only the summary tasks in the project.
On the View menu, click Zoom.
The Zoom dialog box appears.
In the Zoom dialog box, click Entire project, and then
click OK.
Project adjusts the timescale of the Gantt chart to show the
entire project.
On the Report menu, click Copy Picture.
Sharing Project Information with Other
Programs
3
 Under the Render image label, make sure that For screen is selected
 Click OK.
 Project copies a snapshot of the Gantt Chart view to the Clipboard.
 Next, you’ll open a proposal document that’s been created in a word
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processor. You can open this in WordPad (as illustrated here) or in Word if
you have it.
Do one of the following:
If you do not have Word installed, click the Windows Start button, point
to All Programs, click Accessories, and then click WordPad.
If you have Word installed, start it.
Do one of the following:
In WordPad or Word 2003 or earlier, on the File menu, click Open.
In Word 2007, click the Microsoft Office button, and then click Open.
Sharing Project Information with Other
Programs
4
 Press Ctrl+ V.
 Project pastes the snapshot of the Gantt Chart view from the
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Clipboard to the document.
Again, note that rather than pasting the image into a Word
or WordPad document, you could paste this image into an
e-mail message or another type of document.
Do one of the following:
On the WordPad or Word 2003 or earlier File menu, click
Exit.
In Word 2007, click the Microsoft Office button, and then
click Exit Word.
When prompted to save the document, click No or Don’t
Save.
Opening Other File Formats in Project
5
 In this exercise, a colleague has sent you an Excel workbook
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that contains her recommended tasks, durations, and
sequence of activities for some work.
You open the Excel workbook in Project and set up an
import/export map to control how the Excel data is imported
into Project.
In Project, on the File menu, click Open. The Open dialog box
appears.
In the Files of type box, select Microsoft Excel
Workbooks.
Select the Sample Task List file, and then click Open.
The Import Wizard appears. This wizard helps you import
structured data from a different format to Project.
Click the Next button.
The second page of the Import Wizard appears.
Opening Other File Formats in Project
6
 The Import Wizard uses maps to organize the way that
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structured data from another file format is imported into
Project. For this exercise, you will create a new map.
Make sure that New map is selected, and then click Next.
The Import Mode page of the Import Wizard appears.
Make sure that As a new project is selected, and then click
Next.
The Map Options page of the Import Wizard appears.
Select the Tasks check box, and make sure that Import
includes headers is selected as well.
Headers here refer to column headings.
Click Next
Opening Other File Formats in Project
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 The Task Mapping page of the Import Wizard appears. Here you
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identify the source worksheet within the Excel workbook and
specify how you want to map the data from the source worksheet
to Project fields.
On the Source worksheet name list, select Tasks.
Project analyzes the header row names from the worksheet and
suggests the Project field names that are probable matches.
Click Next.
The final page of the Import Wizard appears. Here you have the
option of saving the settings for the new import map, which is
useful when you anticipate importing similar data into Project in
the future. This time, you’ll skip this step.
Click the Finish button.
Close the new file without saving changes.
Saving to Other File Formats from Project
8
 you can save Project data in different file formats, which
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can be accomplished in various ways, including:
You can save the entire project as Extensible Markup
Language (XML) format for structured data exchange with
other applications that support it.
You can save only the data you specify in a different format.
The supported formats include Excel workbook, Excel
PivotTable, and tab-delimited or comma-delimited text.
In this exercise, you save project cost data to a text file
using a built-in export map.
On the File menu, click Save As.
In the File name box, type Software Development 2.
Saving to Other File Formats from Project
9
 In the Save as type box, click Text (Tab delimited) from the list, and
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then click Save.
The Export Wizard appears
Click Next.
The second page of the Export Wizard appears.
Click Use existing map, and then click Next.
Under Choose a map for your data, select Cost data by task
Click Finish.
Project saves the text file. To view it, you will open the file in Microsoft
Notepad.
On the Windows Start menu, point to All Programs, click
Accessories, and click Notepad.
Notepad starts.
In Notepad, make sure that Word Wrap is turned off. (On the Format
menu, Word Wrap should not be selected.)
On the File menu, click Open.
Open the document that you have saved recently in notepad.
Generating a Project Summary Report for
Word, PowerPoint, or Visio
10
 In this exercise, you use the Copy Picture To Office Wizard to
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create a Word document with a GIF image of a Gantt chart.
On the View menu, point to Toolbars, and click Analysis.
The Analysis toolbar appears.
On the Analysis toolbar, click the Copy Picture to Office
Wizard button.
The Information page of the wizard appears.
Click Next.
Step 1 of the wizard appears. Here you control the outline level
of the task list.
Make sure that Keep my original outline level is selected.
Click Next.
Generating a Project Summary Report for
Word, PowerPoint, or Visio
11
 Step 2 of the wizard appears. Here you specify exactly what you
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want copied and at what size.
Under Copy, make sure that Rows on screen is selected;
under Timescale, make sure that As shown on screen is
selected; under Image Size, make sure that Default is
selected.
Click Next.
Step 3 of the wizard appears. Here you specify the Office
application for which you want a new document created.
Before you choose an application, however, you’ll preview the
GIF image in your browser.
Click Preview.
Project displays the GIF image of your view in your browser.
Close your browser and return to step 3 of the wizard in Project.
Generating a Project Summary Report for
Word, PowerPoint, or Visio
12
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Under Application, click Word.
Under Orientation, make sure that Landscape is selected.
Click Next.
Step 4 of the wizard appears. Here you review and, if you wish,
modify the project-level fields to be included in the new
document. These fields will appear in a table above the GIF
image.
In the Microsoft Office Project Fields box, select Cost, and
then click the Add button.
The Cost field name appears at the bottom of the fields list in the
Fields To Export box.
Click Finish.
Project displays a confirmation message that it completed the
new document creation.
Click Close.
Generating a Project Summary Report for
Word, PowerPoint, or Visio
13
 The wizard starts Word, if it is not already running, and
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creates the new document.
If Word is minimized, click the Word icon on the
taskbar and, if necessary, switch to the new document in
Word.
Close the document in Word without saving changes,
and switch back to Project.
In Project, on the View menu, point to Toolbars and
then click Analysis.
Project hides the Analysis toolbar.
Generating Visual Reports with Excel and
Visio
14
 In this exercise, you generate both Excel and Visio visual
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reports.
On the Report menu, click Visual Reports.
The Visual Reports dialog box appears.
The first visual report you’ll generate is Excel based.
Click the Task Usage tab.
Click Cash Flow Report and then click View.
Project generates the data required by this report, launches
Excel, and creates the Cash Flow chart. You may need to
adjust the zoom level to view the entire chart.
The PivotTable on which the chart is based is on the Task
Usage sheet. If you are familiar with PivotTables, you can
view that sheet and modify the PivotTable settings if you
wish.
Generating Visual Reports with Excel and
Visio
15
 When you are through working with the Excel chart, close Excel
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without saving changes.
To conclude this exercise, you will generate a Visio-based visual
report.
In Project, the Visual Reports dialog box should still be displayed.
Click the Assignment Usage tab.
Click Baseline Report (US), and then click View.
Project generates the data required by this report, launches Visio,
and creates the Baseline Report diagram.
Next, you’ll take a closer look at the items in this diagram.
In Visio, on the View menu, point to Zoom, and then click 100%.
If necessary, adjust the vertical and horizontal scroll bars until you
can see the diagram details.
When you are through working with the Visio diagram, close it
without saving changes.
In Project, click Close to close the Visual Reports dialog box.
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END of
Tutorial 9