00:00:00 - This nugget is focused on 5.4, sharing data with other sources,
00:00:04 - basically, inputting and outputting data from and to Microsoft
00:00:09 - Project. This nugget will continue to use Dream Home Hours Tracked
00:00:14 - although it really doesn't matter what plan you're in because
00:00:17 - we're not focused on the specific data in the plan, but rather
00:00:22 - moving data back and forth between Microsoft Project and other
00:00:25 - tools. Probably the most basic level of linking data from Microsoft
00:00:32 - Project to another tool is through the use of hyperlinks. So
00:00:36 - if we insert a new column and put in hyperlink,
00:00:43 - we have the ability to simply say this task is linked to www.cbtnuggets.com.
00:00:56 - And there is the hyperlink to our website for CBT Nuggets. But
00:01:02 - if you had specific websites that you wanted to say the surveyors
00:01:06 - is here's the website you need to submit our survey information
00:01:09 - to, here is the website for the tree cutters to tell them, here
00:01:13 - is the conservation policies to be applied and so on and so on
00:01:16 - and so on. So, again, you can use your own imagination when,
00:01:19 - where, and how hyperlinks would be appropriate. But the good
00:01:22 - news is they're very easy. And once we have them in as the project
00:01:26 - manager, we don't need to clutter up our project plan with that
00:01:31 - detail. We can remove that task for the hyperlink realizing that
00:01:35 - the hyperlink is always available to us invisible through our
00:01:39 - information column and we would simply go the information tab
00:01:43 - and that would allow us to directly link on our hyperlink.
00:01:48 - I would suggest the next most simplest form of moving data between
00:01:52 - Microsoft Project and other tools is the traditional Windows
00:01:55 - based copy and paste. So if I select my Dream Home down through
00:01:59 - my last task for the foundation and over and select my start,
00:02:03 - finish, and duration columns, and then either do a traditional
00:02:07 - keyboard shortcut, control C, of my right mouse click and a copy,
00:02:13 - go to another tool so I have my Microsoft Word available and
00:02:17 - do a control V paste,
00:02:20 - I have the information pasted into Word. And for those of you
00:02:23 - who have used previous versions of project, you'll see a significant
00:02:27 - improvement in the quality of this cut and paste. In the past,
00:02:30 - if I had done that cut and paste, I would get a very basic table
00:02:35 - of the Microsoft Project plan information, but I would not get
00:02:41 - the extra information such as the task header or the column header
00:02:46 - information so the task name, start, finish, shaded title bar
00:02:51 - would not have been part of my cut and paste nor would the indentation.
00:02:55 - In the past I would have gotten a plain text area here where
00:03:00 - my Dream Home, the lot prep and the survey of the land would
00:03:03 - none of them would be bolded and none of them would be indented.
00:03:06 - It would be simply all would be treated at the same level. So,
00:03:09 - not, you know, not rocket science per se, but a very substantial
00:03:14 - improvement of functionality for the copy paste in this version
00:03:18 - of Microsoft Project. And
00:03:20 - when I did my select, I deliberately didn't go up and select
00:03:23 - my column headings in Microsoft Project, and we'll do that cut
00:03:27 - and paste again in just a moment to drive home what I'm saying,
00:03:30 - but, again, very significant increase in functionality in the
00:03:33 - cut and paste. If we do the same in excel, we're gonna get the
00:03:38 - same results. We brought across the task name and we brought
00:03:42 - across the indentation if I make that just a little bit bigger
00:03:45 - to make them all visible in a single line. Again, the same level
00:03:50 - of functionality to improve the quality of our cutting and pasting
00:03:55 - between project and other office tools. So if we go back down
00:03:59 - here, and this time let's just select the first floor construction
00:04:05 - and the start date and finish only for the first floor construction,
00:04:10 - again, just to drive home that Microsoft project is bringing
00:04:15 - across that extra information. I'm gonna do my control C, I'm
00:04:19 - gonna go back into Word and I'm gonna put that second paste just
00:04:23 - below. And, again, it is in the customized
00:04:27 - title headings, column headings, specific to that cut and paste
00:04:32 - that I just did. Now, if these aren't the columns that you want,
00:04:36 - the start, the finish, the duration, we need to do that column
00:04:40 - maintenance back in Microsoft Project. So if that's not the exact
00:04:45 - detail I wanted to bring across, what I really wanted was just
00:04:48 - the task name and the work, I can't do a selective select on
00:04:52 - the task column and a select on the work column and bring only
00:04:56 - those across, but what I can do I simply reorient
00:05:02 - my geography and then select
00:05:05 - the specific information that I want for bringing across oops,
00:05:08 - I'm still in the wrong mode here.
00:05:12 - There I hit it and I stopped when I shouldn't have. Select the
00:05:17 - specific information that I want that I'm now showing the work
00:05:21 - directly beside the task. Again, do a control C for my copy,
00:05:25 - go across to my Office tool, and do a paste, and no I'm getting
00:05:30 - exactly the information that I want in my cut and paste simply
00:05:34 - because I managed by real estate, managed my columns back here
00:05:38 - in Project.
00:05:40 - And that copy and pasting can happen in the opposite direction
00:05:43 - as well. So if we keep that same block of data but this time
00:05:47 - let's put it into Excel,
00:05:51 - and now, when it's in Excel, we could pass this Excel sheet to
00:05:56 - one of my team members, to someone else in my project team that
00:05:59 - doesn't have Microsoft project, and say, could you review and
00:06:03 - update these estimates for me? So they're going through and they're
00:06:05 - looking at it and say, you know what,
00:06:08 - this building of the outside walls, I think that's overestimated,
00:06:11 - that task should only take 150 hours, not 200 hours, so they've
00:06:17 - gotten in and they've updated the information in Microsoft Excel.
00:06:22 - They pass the spreadsheet back to me. Now, I can take that same
00:06:26 - block of data and I could take just that one line, but maybe
00:06:30 - I don't know which fields they've changed and which fields they
00:06:32 - haven't changed. So I could take the whole block of data,
00:06:39 - do a control C on that, take it back to Microsoft Project, and
00:06:45 - I don't even have to have the block selected. I can do a paste
00:06:51 - and right here we can see the building of the outside walls has
00:06:55 - been decreased by the 150 percent, and, in fact, we have the
00:06:59 - colorization in this cell and in this cell telling us that the
00:07:05 - information has been changed. So very good new story with copy
00:07:10 - and pasting between tools, ability to take the data out of project,
00:07:14 - put it into another tool, and I would suggest for things like
00:07:17 - reviewing and validating estimates, Excel would be a better tool.
00:07:21 - We could have done the same in Word and simply, again, cut and
00:07:24 - paste it directly from this table. I just personally find that
00:07:27 - Excel would have been a better tool to hand it to my other team
00:07:31 - members to do their estimation. They can make their changes and
00:07:35 - I can take that directly back into
00:07:38 - Microsoft Project and have the updates automatically applied
00:07:42 - and all of the recalculations done. So very good new story, but
00:07:46 - a word of caution with that story as well. If that person had
00:07:52 - gone into oops, I should be in Excel, shouldn't I? This is the
00:07:55 - one I'm working on. If that person had gone in and added in a
00:07:58 - new line,
00:08:03 - and put a new task in there and so on and so on and so on, that
00:08:08 - would not have cut and paste as well into Microsoft Project coz
00:08:12 - it would have simply done a directly line for line replacement
00:08:16 - and that new line would have started to inherit the characteristics
00:08:20 - of the first floor reconstruction. There is no automatic hidden
00:08:24 - key that's gonna ensure that cut and paste happens in the right
00:08:28 - process. So, again, the only work of caution, when you're cutting
00:08:31 - and pasting from project to other tools and taking it back from
00:08:36 - that tool into Project, ensure that there are no insertions,
00:08:41 - there are no deletions, that all of the modifications are done
00:08:45 - within the existing cells and the cut and paste will work very
00:08:49 - fine, thank you very much.
00:08:52 - And that style of copy and paste works very well when all we
00:08:55 - want to do is move the column information between Microsoft Project
00:08:59 - and other tools. If we wanted to create a more complete view,
00:09:04 - probably for presentations to send to our Executive Steering
00:09:07 - Committee, we would probably also want to include some of the
00:09:11 - Gantt schedule information. How would we do that? Again, the
00:09:15 - good news is Microsoft Project does that for us very well. We
00:09:18 - do that up here under our copy button. It has a dropdown. So
00:09:24 - if we do a copy, it's exactly the same copy as we are doing from
00:09:27 - the right mouse click or the control C. If we want to copy the
00:09:31 - full screen of data from Microsoft Project, we would do a copy.
00:09:35 - And now it's gonna give us a dialogue box and it's gonna say,
00:09:39 - where do you want this picture to go? Is it for screen, literally
00:09:43 - for pasting to another tool, to send to a printer, or put directly
00:09:47 - to a file? What do you want to copy? All of the rows in the screen,
00:09:51 - only the selected rows, and because it knows there is timescale
00:09:55 - information in this, it's gonna ask us what timescale do we wanna
00:09:59 - include in the copy as well. So let's just go ahead with do that.
00:10:03 - And if we were to put that into a tool, like, Word,
00:10:11 - we're gonna get the full screen, and, again, that is a very ideal
00:10:16 - thing for pasting into something like Microsoft Power Point.
00:10:20 - Now, we have a good presentation of our entire project picture.
00:10:26 - We can show the Executive Steering Committee the specific information
00:10:29 - that we want as well as schedule information. And because this
00:10:33 - is an object in
00:10:37 - Excel or in Excel in Power Point, we can scale, we can adjust
00:10:42 - this to absolutely fill all of the real estate available within
00:10:46 - our slide in Power Point, put titles on it, and jazz it up very
00:10:51 - significantly. If we had wanted to simply bring in the cells,
00:10:57 - we could do exactly the same in Power Point as we have been doing
00:10:59 - in previous tools. We would go back, we would select that cells
00:11:03 - that we want,
00:11:05 - we would do the copy, the traditional copy, and we would put
00:11:09 - that into Power Point. Again, we can do scaling on that, but
00:11:15 - we brought only the
00:11:18 - cells that we selected as opposed to the larger format copy allowing
00:11:24 - us to copy the entire picture. So, very powerful functionality
00:11:28 - in Project and very significantly increased functionality in
00:11:33 - Project for moving data back and forth, copying, pasting data
00:11:37 - from Project into other Office tools, and for, literally, any
00:11:42 - other tools that's gonna be compatible and functional with traditional
00:11:46 - windows copy and paste functionality.
00:11:51 - Expanding the scope of that sharing a little bit, we will go
00:11:54 - to our backstage. So we'll go to file
00:11:57 - and we'll select Save and Send, and here we could do pretty traditional
00:12:03 - outlook or email applications where we would simply take this
00:12:06 - MPP file and sent it as an attachment. But we also now have the
00:12:11 - ability to sink it with a task list, so we would point it to
00:12:16 - a specific share point site. And, again, this nugget series is
00:12:19 - not focused on share point, so I don't have a share point site
00:12:23 - on my environment or in my environment to take it to the next
00:12:27 - level. But for the purpose of Microsoft Project I would like
00:12:31 - to point out that we can share it with a task list and synchronize
00:12:34 - it with a specific task list and share point server or save the
00:12:38 - file directly to a share point site. Again, I do not have a share
00:12:43 - point site so I can't go beyond this point in it. But, again,
00:12:47 - very powerful functionality in Project 10 for linking up with
00:12:52 - other external sites such as Outlook and Share Point and
00:12:57 - a very powerful I shouldn't say powerful, but a very exciting
00:13:01 - new feature that we have in Project '10 is the direct ability
00:13:06 - to create PDF or XPS documents.
00:13:09 - So if we select on that, it's gonna allow us to save the project
00:13:14 - in a fixed format to make it easy to share information with other
00:13:19 - people who do not need full licensing to Microsoft Project so
00:13:23 - we're gonna save it as a PDF file. We click OK and we get a very
00:13:29 - rich, very functional PDF file that, again, then I can mail around
00:13:32 - the world, mail around my project, and literally, anybody who
00:13:36 - has a PDF viewer can view. They can't modify, they can't do kind
00:13:40 - of the advanced functionality that we did from the cutting and
00:13:42 - pasting into Excel, but we absolutely have a very quick and easy
00:13:46 - way to get our Microsoft Project plan published as a PDF. Now,
00:13:51 - again, in previous versions there were lots of other third party
00:13:54 - products that will go out there and allow us to create PDFs,
00:13:58 - but the good news is we don't have to go out and find those third
00:14:00 - party products anymore. That functionality is built directly
00:14:04 - into Microsoft Project.
00:14:09 - And, now, it's time to take our ability to import, export data
00:14:12 - from Microsoft Project to the next level and we get that back
00:14:15 - on our backstage But here we go to Save As,
00:14:21 - and when we have the Save As, we have various options available
00:14:25 - for saving our Microsoft Project plan. We can save it the traditional
00:14:29 - formal for Microsoft Project which is our MPP. We can save it
00:14:34 - in back level formats to Project '07 or even further back the
00:14:38 - inaudible 0:14:38 Project 2000-2003 format. If you save it in
00:14:42 - a back level formal, some of the advanced features in '10, most
00:14:47 - specifically the ability to manual schedule, will be adjusted
00:14:51 - and Microsoft Project will tell you how it's doing the adjusting
00:14:55 - of removing manual scheduling which is not anything available
00:14:59 - in '07, '03, and 2000, and give you very clear instructions or
00:15:04 - not instructions details in what it's doing. We can save it as
00:15:08 - a project template and we can save it as a back release project
00:15:13 - template. Our focus now is really on these advanced functionalities
00:15:17 - for the exporting, is to add our tools. I'm gonna focus again
00:15:22 - on Microsoft Excel export because my expectations is that would
00:15:25 - be the main method or the main tool. You would be exporting something
00:15:30 - of column based information such as Microsoft Project into another
00:15:34 - tool, but you can definitely export it into other formats as
00:15:38 - well. The principles we're discuss will apply, whether it's to
00:15:41 - Excel or a comma delimited or a tab delimited, or an SML format
00:15:46 - itself. So, if we yes, let's save this as an XLS file,
00:15:53 - let's continue to call it our Dream Home Hours Tracked and Save.
00:15:59 - Now, at this point in time we're seeing a project wizard come
00:16:02 - up and this is very consistent with the project wizard we discussed
00:16:05 - in a very early nugget in the series for import. As a matter
00:16:09 - of fact, maps creating for importing and exporting can be used
00:16:14 - in both directions. So if we had created a map that we like when
00:16:18 - we imported a plan back in the early nugget, we could reuse that
00:16:22 - map now. I'm gonna go through the whole process of creating a
00:16:26 - map again because, as I said, in that early nugget that was advanced
00:16:30 - functionality and you probably would get more value out of it
00:16:34 - in a later nugget, well, here we are in that later nugget, so
00:16:37 - let's go through in great detail the mapping and the import/export
00:16:42 - wizard. So, yes, thank you very much, Microsoft Project, for
00:16:46 - giving me this wonderful wizard. Let's go to the next step, and
00:16:50 - it's gonna say, what format of data do you want to export? Are
00:16:53 - we gonna create a template or are we going to create the selected
00:16:56 - data? Let's go with the selected data.
00:17:01 - And the map.
00:17:04 - Do we have a new map? Are gonna start from scratch and tell Microsoft
00:17:08 - Project what data we want to import and export or did we have
00:17:11 - that existing map? Again, for the purpose of completion of this
00:17:14 - series, I'm gonna say let's create a new map.
00:17:19 - And what do we want to import and export? I'm gonna focus on
00:17:22 - the tasks. We could also import/export the resources and/or the
00:17:27 - assignments. I'm gonna keep it simple for the purpose of the
00:17:30 - discussion of this. But, again, as you become more proficient
00:17:33 - with your importing and exporting, you can expand it to include
00:17:37 - resources and assignments as well. And do we want it to include
00:17:40 - headers? I think it would be a very good idea to add headers
00:17:45 - into actually, it's only the headers that I want. Export the
00:17:51 - headers into my Microsoft Excel spreadsheet as well. And now,
00:17:55 - we're going to start to do the detailed mapping. So, basically,
00:18:00 - we're saying this has nothing to do with the view. I may have
00:18:03 - those two columns highlighted because that's happened to be all
00:18:06 - that I had highlighted when I launched into my Save As, but we're
00:18:10 - gonna start from scratch.
00:18:13 - We're gonna say what fields do want to export? I want to export
00:18:16 - the name field,
00:18:20 - and in Microsoft Excel I can give it a unique column name. It's
00:18:26 - by default it's gonna automatically select the same name as Microsoft
00:18:29 - Project but I'm gonna say this is the task name field.
00:18:35 - And what data type is it? It's text. Next, I'm going to bring
00:18:39 - across my start date.
00:18:45 - And start underscore date that's good enough and it's gonna come
00:18:49 - across as a text. Do I have other options? And I'm gonna come
00:18:52 - across and I'm gonna bring across my work,
00:19:00 - and so on and so on. So we can put in the duration
00:19:05 - and any of the fields. It's not just the basic name start work,
00:19:12 - we could get into the esoteric fields and say this is I care
00:19:16 - about whether this is on the critical path or not.
00:19:20 - I care about whether this is part of the earned value so I'm
00:19:25 - gonna bring across my actual cost of work performed. Literally,
00:19:29 - any field, any field that's contained in the entire Microsoft
00:19:35 - Project environment and we know that is a very rich set of fields
00:19:40 - simply by
00:19:43 - our experience with using,
00:19:45 - all of the custom fields in Microsoft Project, custom fields
00:19:49 - can get brought across. We saw we had the ability to bring across
00:19:53 - Text 1, Cost 1, and so on, all of the fields. Every field in
00:19:59 - Microsoft Project is available for the import/export. We can
00:20:03 - give it a unique name and we're getting that preview down here.
00:20:08 - So here is my it's directly going into Microsoft Project. It's
00:20:11 - just gonna say, okay, here is my task name, here is my subgroup,
00:20:15 - here is my group, and so on and so on and so on. Often, I will
00:20:19 - bring across this field called outline.
00:20:25 - Outline number
00:20:28 - oops, I didn't mean to click. I went way too far.
00:20:40 - I bring across my outline number
00:20:43 - and, if I scroll over, I can see my outline number here coz that's
00:20:47 - gonna give me an idea to understand
00:20:50 - what the level of indentation is. Unfortunately, with the import/export
00:20:54 - the automatic indentation that we saw with the copy and paste
00:20:58 - is not enabled because this is an independent column. It's being
00:21:03 - brought across to Excel for our own usage so, again, I will often
00:21:07 - include the outline number as part of my export coz it's gonna
00:21:10 - allow me to better understand
00:21:14 - which level in my tree my various tasks are. So with that outline
00:21:19 - number I will move it up in my list
00:21:24 - and put it directly beside my name so that, again, I can get
00:21:27 - better understanding of the process within Microsoft Project's
00:21:31 - export to Excel.
00:21:34 - And if you don't want to create a truly custom import/export
00:21:38 - map, if you say, well, Steve, I've already got this wonderful
00:21:41 - table, I have the entry table, I have the cost table, it's absolutely
00:21:46 - what I do to manage my project plan, that's exactly the data
00:21:49 - I would like to take across to my Microsoft Excel Export. The
00:21:53 - good news in, again, we can select the base table for field mapping
00:21:57 - and it will automatically bring across all of the items that
00:22:00 - are in the cost table or the entry table or any of the other
00:22:03 - tables that we have ex used and customized throughout our usage
00:22:07 - of Microsoft Project. We select all of the fields that we want
00:22:10 - to bring across, we've organized them appropriately, and we say
00:22:15 - that's fine, let's go on to the next level of creating our map.
00:22:19 - It says we're all done. Do we want to save the map? And this,
00:22:24 - again, if we've created this wonderful map and we're gonna be
00:22:27 - moving the data back and forth between Project and Excel on a
00:22:30 - regular basis, we would want to save the map.
00:22:35 - And we're gonna say this is my export
00:22:38 - or let's make it more specific. This is my Excel export map.
00:22:44 - We have the ability to save it and manipulate it within the organizer.
00:22:49 - Again, at this point in time, the map is being saved with my
00:22:52 - MPP file. If I want to make this map universal, I would simply
00:22:57 - go into the organizer and save it not only as part of my MPP
00:23:00 - file but I would move it back to my global MPT so this map is
00:23:03 - available universally. I'll say Save to my map. And I still need
00:23:08 - to do my Finish of my export, so I say Finish and it is now going
00:23:13 - out and creating that Microsoft Excel file for us. So, then,
00:23:18 - if we go to Microsoft Excel
00:23:21 - and we do a file open,
00:23:24 - go to the directory we saved our Excel into. So here it is.
00:23:30 - And open that up. We're gonna get an Excel spreadsheet containing
00:23:33 - exactly the information that we brought across, defined in our
00:23:38 - export map. We have our outline, we have our task name, we have
00:23:41 - our start date,
00:23:44 - we have our work, we have our duration, we have our critical
00:23:47 - flag, and we have our actual cost of work performed. Again, we
00:23:51 - can go in and we can manipulate that so we can pass this Excel
00:23:54 - spreadsheet to somebody else and they're gonna say that's actually
00:23:56 - 56 hours. We can do a Save on that.
00:24:01 - And then using the same import map we can take that data back
00:24:05 - into Microsoft Project and update our project plan.
00:24:11 - And, as before, with this available now, we can send this out
00:24:15 - to our team members and we can ask them to change the estimates
00:24:19 - or they're gonna say building of the inside walls
00:24:22 - is now going to be a 50 hour task
00:24:27 - so they can do that adjusting. And the good news is because we
00:24:31 - now have the map, we have more control and more power over the
00:24:36 - import/export. Before, it was just a straight absolute line for
00:24:40 - line column coz the column cut and paste. We can do more power,
00:24:46 - more work in that. So if they wanted to say this is a reviewed
00:24:49 - column. I've checked this one, I've checked this one, I haven't
00:24:55 - checked that one, and so on, they can do more work. and, in fact,
00:24:59 - they can even add in a new line, so they can say Insert,
00:25:04 - new task,
00:25:08 - they can give it a date, 05/07/10.
00:25:17 - They can give it an estimate of five hours.
00:25:22 - They can give it a duration of five days and so on and so on,
00:25:25 - so they can do absolutely additional work within that, and do
00:25:29 - a Save.
00:25:31 - And then we can bring that enhanced
00:25:34 - file back into Microsoft Project. So we will go to File, Open.
00:25:42 - We don't want to open a Microsoft Project plan. We're gonna open
00:25:45 - up an Excel workbook.
00:25:48 - We're gonna point to the one they just updated and we're gonna
00:25:51 - say Open.
00:25:53 - It's gonna say, welcome the wizard. I want to use the existing
00:25:57 - map. This is where we get to do the reuse. I'm gonna pick my
00:26:01 - Excel export map. I'm gonna say Next. And here is where we have
00:26:05 - that additional power. Okay, they played with it in Excel. Do
00:26:10 - we want to open it as a brand new project? Well, that would just
00:26:12 - create a brand new MPP file. We don't want that. Do we want to
00:26:16 - simply append whatever they've done in that spreadsheet to the
00:26:19 - bottom of our file? No. What we really want to do is we want
00:26:22 - to do the merge. And we're gonna say Next.
00:26:26 - Same thing, we're gonna merge the task and
00:26:31 - the headers. And we got the existing map so we're gonna say,
00:26:34 - yes, that's fine, let's continue.
00:26:37 - Click Next. And, now, because we've asked it to do the merge,
00:26:41 - it's gonna say I'd love to do the merge for you, Steve, but you
00:26:45 - need to tell me a little more information, you need to tell me
00:26:47 - which is the key field, what is the master field, what I'm gonna
00:26:50 - do the merge on. So I'll go back and we're gonna say the task
00:26:54 - name is my merge field. So I'm gonna set that as my merge key.
00:27:00 - I'm gonna say Next.
00:27:02 - And it's gonna say, Congratulations. I'm now ready to go. I've
00:27:06 - made a change to the map. I now set that merge field so I want
00:27:09 - to resave my map.
00:27:12 - Save it as the same name probably.
00:27:16 - That's fine, thank you very much. And then I can say Finish.
00:27:20 - So, now, project has gone through, done the update, the estimate
00:27:25 - from my building in the inside walls has been changed to 50 and
00:27:29 - the new task has been added to my project plan. The only minor
00:27:33 - surprise you may get from this import is the fact that the new
00:27:37 - task in not embedded in the middle of the plan where we had it
00:27:40 - in the Excel spreadsheet. It's brought in at the bottom and that's
00:27:44 - simply because it went through, ended the matching on the task
00:27:47 - names, and it does it line for line for line for line for line.
00:27:49 - So, in fact, our team member could have done some real organization
00:27:53 - here and moved all these stuff around and Microsoft Project still
00:27:57 - would have matched it property through that merge.
00:28:00 - And when it's all done and doesn't find a merge, a friend, for
00:28:04 - the new task, it simply puts it out at the bottom, but then we
00:28:08 - could easily go in and select it and move it up as we want to
00:28:14 - and put it exactly where our team member thought it should have
00:28:17 - been. And we probably have to set some dependencies and so on
00:28:21 - because that just weren't part of the import. It defaulted all
00:28:24 - of the information that was not on that import spreadsheet and
00:28:27 - allows us to go in and now begin to manipulate this as a task
00:28:31 - in our project plan. So, some very powerful, powerful functionality
00:28:36 - within our import/export capabilities. To me, the prime import/export
00:28:42 - function is gonna be to an Excel spreadsheet or an access database.
00:28:45 - Functionality is the same. But, as we saw, we had the ability
00:28:49 - to do a Save As,
00:28:53 - to other formats as well, text tab delimited, comma delimited,
00:28:58 - to an XML file itself, and so on. Same functionality applies.
00:29:02 - We do the mapping, the export. We do the manipulation and we
00:29:07 - do the import and, again, we have that extra enhanced functionality
00:29:12 - to do the merging so we have more power than with the simple
00:29:16 - cut and paste.
00:29:20 - So we're done here and we're back in Microsoft Project. This
00:29:24 - concludes our nugget on 5.4, sharing data with external sources.
00:29:28 - We started with hyperlinks
00:29:33 - giving us the ability to provide extra external access support
00:29:38 - for our task to our team members. I could simply click on the
00:29:41 - hyperlink and go to a URL to get additional assistance. We then
00:29:46 - looked at copy and paste.
00:29:49 - And copy and paste both works from and to MSP.
00:29:55 - And we explored some of the expanded, enhanced features of copy
00:29:59 - and pasting in Project '10, where we have the ability to bring
00:30:03 - across column headings and we have the ability to adjust and
00:30:07 - maintain the project information and then paste it back into
00:30:11 - MSP with the large warning that if there's any degree of adjust
00:30:17 - beyond the data within the cells, the copy and paste could cause
00:30:21 - problems. And then we looked at great lengths to the import/export
00:30:27 - facilities within Microsoft Project where we create maps which
00:30:31 - defines the rules
00:30:35 - for bringing data back and forth. And, as we explored with our
00:30:39 - map, we can define merge fields
00:30:44 - which opens a whole new realm of possibilities for taking data
00:30:49 - into and out of Microsoft Project into other Office tools like
00:30:54 - Excel, like Power Point, like whatever, to provide communications
00:30:59 - tools, to provide update tools, to provide additional functionality
00:31:04 - to our project. So, again, in this nugget, we looked at bringing
00:31:08 - data into and out of external sources, primarily the Office suite
00:31:13 - of tools. We looked at taking data out of Project putting in
00:31:16 - to the Office suite of tools. We looked at taking data out of
00:31:19 - Project, putting it into the Office suite of tools for communications,
00:31:23 - copying and pasting the pictures to provide Gantt chart views
00:31:25 - into Power Point. We looked at copying and importing and exporting
00:31:28 - data into Excel and Access to provide functionality for providing
00:31:31 - update capabilities to our team members. And we explored and
00:31:36 - expanded the field of MSP to make it a full compatible member
00:31:43 - of the entire Microsoft Office family of tools. This
00:31:47 - concludes our nugget on sharing data with external sources. I
00:31:50 - hope this module has been informative for you. And thank you
00:31:53 - very much for viewing..