1. Create a view that contains the desired data

2. Select the data you would like to copy within Microsoft Project

3. Click on >Edit, >Copy Task (Ctrl-C)

4. Within Excel, click on Paste

Note that the selected information is pasted accurately, but it lacks the column headings, the WBS or outline structure and it does not retain the bold formatting for Summary Tasks or the Project Summary Task. Also note that the date format now includes the time.

This approach is quick and simple but makes it very tough to decipher the details of this project. Additional work or formatting may be required to get this file in a workable state.

There are a number of ways in which we can get data from Microsoft Project to Excel.  Some are easy.  Some are harder.  Some depend upon the version of Microsoft Project you leverage.  This article will list the different ways and the strengths and weaknesses of each approach.  Future articles will provide detailed steps on the respective approaches.

Note:  This list is built with a maturity model concept.  The items that appear first are relatively easy to produce.  Options near the end are more sophisticated.

1.    Copy and Paste (all versions of Project)
    a.    Develop the view you like in Microsoft Project, copy the data, move to Excel and paste.
    b.    Plus – Easy!
    c.    Minus – Does not retain outline structure or formatting

2.    Leverage Online Tool (2000 – 2007)
    a.    There is a website you can leverage to convert your Microsoft Project data to Excel
    b.    Plus – Easy and maintains outline structure and formatting
    c.    Minus – Limited to preset fields

3.    Save Microsoft Project as an Excel File (2003 – 2007)
    a.    A nice built in wizard walks you through this process
    b.    Plus – You get to decide which fields get exported
    c.    Minus - Does not retain outline structure or formatting

4.    Analyze Timescaled Data in Excel (2003 and maybe 2007)
    a.    There is a built in feature within Microsoft Project 2003 (and maybe your version of 2007) called Analyze Timescaled in Excel
    b.    Plus – Easy to create, great graphs
    c.    Minus – Does not retain outline structure or formatting, selected fields are displayed below each task

5.    Visual Reports (2007)
    a.    A great new feature of Microsoft Project 2007.  Can be found from >Reports, >Visual Reports.
    b.    Plus – Many great pre-configured reports
    c.    Plus – Data can easily be manipulated in Excel using Pivot table
    d.    Minus – To be of real value, you must be good with Pivot tables!

6.    Export Data From Microsoft Project to Excel and Maintain the Outline Structure (2003)
    a.    This is an “old school” work around of saving the file as .html and then converting that to a .xls file.
    b.    Plus – Maintains outline structure and formatting
    c.    Minus – A little tricky if you want to create your own map

7.    Export Data From PWA to Excel and Maintain the Outline Structure (Project Server 2003)
    a.    Simple built in feature of Microsoft Project Server 2003.  Drill into Project Details of PWA and then Export Grid to Excel.
    b.    Plus – Easy
    c.    Minus – Requires Project Server, Lacks Timephased data, Getting the data you desire may require building a new PWA View.

8.    Export Data From PWA to Excel and Maintain the Outline Structure (Project Server 2007)
    a.    Simple built in feature of Microsoft Project Server 2007.  Drill into Project Details of PWA and then click on >Actions, > Export Grid to Excel.
    b.    Plus – Easy
    c.    Minus – Requires Project Server, Lacks Timephased data, , Getting the data you desire may require building a new PWA View.

9.    Export Data From Microsoft Project to Excel, Update It, and Import Updates From Excel Back into Microsoft Project (2003 and 2007)
    a.    Yes, it’s possible!  Requires creating a map.
    b.    Plus – Great for importing updates
    c.    Minus – A bit cumbersome

10.    Macro (2000 – 2007)
    a.    If you are comfortable with macros, then this may be your solution!
    b.    Plus – Retains outline structure and formatting
    c.    Minus – Requires a little knowledge of macros