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Old 09-20-2021, 07:06 AM
Rsquest Rsquest is offline Sharing MS Project plan with team members Windows 10 Sharing MS Project plan with team members Office 2019
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Default Sharing MS Project plan with team members

What is the best way to share my project plan in MS Project with my team members who do not have MS Project. The Excel and PDF exports are difficult to read and understand. How do you, on this forum, deal with this?



Thanks!
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Old 10-14-2021, 09:52 AM
Rsquest Rsquest is offline Sharing MS Project plan with team members Windows 10 Sharing MS Project plan with team members Office 2019
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Bump.

Please help me if you have any ideas. My client is trying to eliminate the use of MS project solely on this point. I know that there must be good solutions for sharing plans, dashboards and reports that are created in MS Project.
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Old 10-14-2021, 10:48 AM
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ProjectPlanner ProjectPlanner is offline Sharing MS Project plan with team members Windows 10 Sharing MS Project plan with team members Office 2019
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PDF & Excel for me.

Can you give an example of what's difficult to read and understand. Is it a Gantt chart or a particular report?
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Old 10-18-2021, 09:32 AM
Rsquest Rsquest is offline Sharing MS Project plan with team members Windows 10 Sharing MS Project plan with team members Office 2019
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I am trying to share a version of the plan that allows team members to have a copy that they can refer to without buying Project. One method I am trying to use is to export to excel, but it does not carry over the indenting and so the plan is very difficult to understand. What would be a good want to create a file that shows the tasks, start and finish dates and percent complete, for example, that is easy to read.

I also saw a "file share" option on a website, but it does not seem to be available in my version of Project (which is a desktop version).

Last edited by Rsquest; 10-18-2021 at 01:02 PM.
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Old 10-19-2021, 04:06 AM
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If you don't want to share the Gantt chart, then copy and paste into Excel.
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Old 10-23-2021, 06:50 PM
minerva.goree minerva.goree is offline Sharing MS Project plan with team members Windows 10 Sharing MS Project plan with team members Office 2019
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I understand wanting to have a well formatted schedule in Excel.

What I have done in the past is include all the columns I need; Unique ID, Task Name, % Complete, Duration, Start Finish.

I also add the columns Outline Level and Summary. I then use the Outline level column in Excel to create a formula for indentation. I use the Summary column to have a conditional format that will change the color and bold all my summary task rows.

I've attached an image so it makes better sense. You can see in the formula bar the formula I used for the task name with indentation.

This makes a great difference for my users.
Attached Images
File Type: png Project Data Pasted into Excel.png (99.1 KB, 6 views)
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Old 10-26-2021, 12:35 PM
Rsquest Rsquest is offline Sharing MS Project plan with team members Windows 10 Sharing MS Project plan with team members Office 2019
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Thank you so much for that advice. That is very helpful. I am very surprised that there is not a very simple way to export to Excel that automatically gives a really clean format. In most of my projects, the major objection I get about using MS Project is this one issue.
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Old 10-29-2021, 07:07 AM
Rsquest Rsquest is offline Sharing MS Project plan with team members Windows 10 Sharing MS Project plan with team members Office 2019
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I was actually able to find this VBA code that I used to create a macro in MS Project which pushes the mpp data into an Excel spreadsheet and indents the tasks. I am going to use this to grow the export so that I can create multiple worksheets with different views that I can send out to different stakeholder groups who do not have Project licenses.
Option Explicit
Dim xlRow As Excel.Range
Dim xlCol As Excel.Range
Sub TaskHierarchy()
Dim xlApp As Excel.Application
Dim xlBook As Excel.Workbook
Dim xlSheet As Excel.Worksheet
Dim Proj As Project
Dim t As Task
Dim Asgn As Assignment
Dim ColumnCount As Integer
Dim Columns As Integer
Dim Tcount As Integer

Set xlApp = New Excel.Application
xlApp.Visible = True
AppActivate "Excel"

Set xlBook = xlApp.Workbooks.Add
Set xlSheet = xlBook.Worksheets.Add
xlSheet.Name = ActiveProject.Name

'count columns needed
ColumnCount = 0
For Each t In ActiveProject.Tasks
If Not t Is Nothing Then
If t.OutlineLevel > ColumnCount Then
ColumnCount = t.OutlineLevel
End If
End If
Next t

'Set Range to write to first cell
Set xlRow = xlApp.ActiveCell
xlRow = "Filename: " & ActiveProject.Name
dwn 1
xlRow = "OutlineLevel"
dwn 1

'label Columns
For Columns = 1 To (ColumnCount + 1)
Set xlCol = xlRow.Offset(0, Columns - 1)
xlCol = Columns - 1
Next Columns
rgt 2
xlCol = "Resource Name"
rgt 1
xlCol = "Start"
rgt 1
xlCol = "Finish"
rgt 1
xlCol = "work"
rgt 1
xlCol = "actual work"
Tcount = 0
For Each t In ActiveProject.Tasks
If Not t Is Nothing Then
dwn 1
Set xlCol = xlRow.Offset(0, t.OutlineLevel)
xlCol = t.Name
If t.Summary Then
xlCol.Font.Bold = True
End If
For Each Asgn In t.Assignments
dwn 1
Set xlCol = xlRow.Offset(0, Columns)
xlCol = Asgn.ResourceName
rgt 1
xlCol = (Asgn.Start)
rgt 1
xlCol = (Asgn.Finish)
rgt 1
xlCol = (Asgn.Work / 480) & " Days"
rgt 1
xlCol = (Asgn.ActualWork / 480) & " Days"
Next Asgn
Tcount = Tcount + 1
End If
Next t
AppActivate "Project"

MsgBox ("Macro Complete with " & Tcount & " Tasks Written")
End Sub
Sub dwn(i As Integer)
Set xlRow = xlRow.Offset(i, 0)
End Sub

Sub rgt(i As Integer)
Set xlCol = xlCol.Offset(0, i)
End Sub
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