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Microsoft Project 2010 70-178

Share Data with External Sources

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What is Project Management?

Create a New Project

Create and Maintain Calendars

Create Custom Fields

Customize Options Settings

Setup Project Information & Create a Logical Project Structure

Create a Logical Schedule Module

Create a User Controlled Schedule

Manage Multiple Projects

Enter and Edit Resource Information

Assign Resources

Edit Assignments

Manage Resource Allocation

Manage Resource Allocation using Team Planner

Model Project Costs

Setting Project Baseline and Tracking Percentage Completion

Setting Project Baseline and Tracking Percentage Completion 2

Comparing Progress Against a Baseline

Comparing Progress Against a Baseline – Remedial Actions

Task Inspector, Critical Path and Earned Value Management

Using Views and Tables

Fine Tuning Views and Tables

Share Data with External Sources

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..

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Steve Caseley

Steve Caseley

CBT Nuggets Trainer

Certifications:
PMI-PMP, PMI-ACP, PMI-SP, Project+

Area Of Expertise:
Project Management, MS Project, Development Methodologies, Agile Development

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