#1
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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! |
#2
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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. |
#3
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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? |
#4
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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. |
#5
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If you don't want to share the Gantt chart, then copy and paste into Excel.
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#6
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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. |
#7
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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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#8
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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 |
Tags |
ms project, sharing plans, working with team members |
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