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Generate Excel and Visio documents using the Visual Reports feature.
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In this chapter, you focus on various ways of getting data into and out of Microsoft Project 2010. In addition to the standard Windows copy and paste features with which you might be familiar, Project offers a variety of options for importing and exporting data. Throughout this chapter, you ll see the following terms:
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The source program is the program from which you copy information. The destination program is the program to which you paste information. Practice Files Before you can complete the exercises in this chapter, you need to copy the book s practice files to your computer. A complete list of practice files is provided in Using the Practice Files at the beginning of this book. For each exercise that has a practice file, simply browse to where you saved the book s practice file folder. Important If you are running Project Professional, you may need to make a one-time setting change. This helps ensure that the practice files you work with in this chapter do not affect your Project Server data. For more information, see Appendix C, Using the Practice Files if Connected to Project Server.
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Copying Project Data to Other Programs
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Project supports copying information out of and pasting information into Project. However because Project information is highly structured, there are a few things to note. When copying data from Project into other applications, you have some options for the results that you get:
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You can copy information (such as task names and dates) from a table in Project
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and paste it as structured tabular data in spreadsheet applications like Microsoft Excel, or as a table in word processor applications that support tables, like Microsoft Word. In most cases, the table s column headings for the data you copied will also be pasted, and summary/subtask relationships will be indicated by the subtasks being indented.
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You can copy text from a table in Project and paste it as tab-delimited text in text
editor applications that do not support tables, like WordPad or Notepad.
When pasting information from Project into an e-mail application, you probably
will get tabular results if your e-mail application supports the Hypertext Markup Language (HTML) format.
You can create a graphic image snapshot of the active view and paste the image
into any application that supports graphic images. You worked with the Copy Picture feature (on the Task tab) in 5, Formatting and Sharing Your Plan.
Tip Many Windows programs, such as Word and Excel, have a Paste Special feature. This feature provides you with more options for pasting data from Project into the destination program. For example, you can use the Paste Special feature in Word to paste formatted or unformatted text, a picture, or a Microsoft Project Document Object (an OLE object). You can also choose to paste only the data or paste it with a link to the source data in Project. When pasted with a link, the destination data in Project can be updated whenever the source data is changed.
You also have options when pasting data from other programs into Project:
You can paste text (such as a list of task or resource names) into a table in Project.
For example, you can paste a range of cells from Excel or a group of paragraphs from Word into Project. You can paste a series of task names that are organized in a vertical column from Excel or Word into the Task Name column in Project, for instance.
You can paste a graphic image or an OLE object from another program into a
graphical portion of a Gantt Chart view. You can also paste a graphic image or an OLE object into a task, resource, or assignment note, and into a form view such as the Task or Resource Form views.
Copying Project Data to Other Programs
Important Pasting text as multiple columns into Project requires some planning. First, make sure that the order of the information in the source program matches the order of the columns in the Project table. You can either rearrange the data in the source program to match the column order in the Project table or vice versa. Second, make sure that the columns in the source program support the same types of data text, numbers, dates, and so on as do the columns in Project.
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