How to link Microsoft Project to Excel and automattically update

This video explains how to link Microsoft Project to Excel, using paste, paste special and Project maps. The tutorial covers how to create a new Project map and send data to Excel using a map. The tutor then explains how to use paste special and paste link to link data into Excel. The final part of the video covers how to link data back from Excel into Project. The tutor mentions the dangers of linking from Excel to Project. automattically update
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[@ITsEasyTraining1st]

How to link data between Project and Excel. Check out courses at www.itseasy.co.uk or online at www.itseastraining.co.uk

[@johnclaypoole-opt6362]

Well , you have saved the day for a project I have been working on were I wanted to embed a MSProject Gantt chart into a Workbook were a job site supervisor can open his workbook, go to the Schedule Tab and see the Gantt Chart updated after I have made changes in my MSProject file for the job. He doesn’t need to know MS Project. I can make the changes remotely and he can see in his workbook. You covered this in your first 2 mins of your video.

[@ITsEasyTraining1st]

Thanks

[@oscar0893]

Thanks for the useful video. I can't import the outline levels from excel into the ms project. It takes all the task as level 1. How can I do this?

[@ITsEasyTraining1st]

Yes, correct, I don't know a way to do it

[@oscar0893]

@@ITsEasyTraining1st I found the way after my message. Firstly, in ms project -open/browse excel file via map. Then go to excel file and without the outline level, copy and paste special onto the ms project page that you recently import.

[@ITsEasyTraining1st]

@@oscar0893 thanks

[@braveheartmurali]

Brilliant... Thank you for sharing this.

[@ITsEasyTraining1st]

My pleasure!

[@yashwanthkumar5301]

Very Useful. Wonderful presentation. thank you.

[@ITsEasyTraining1st]

You're welcome

[@rfxdmod]

This is very helpful. Thank you for putting this video tutorial. What if I inserted a task in ms project would that be captured as well in the excel?

[@ITsEasyTraining1st]

If you copied some blank space it would capture it

[@goodtoGoNow1956]

Seems to me that this is especially useful when using Custom Text Fields to produce reports. MS Project reports do not let you use those text fields very well

[@ITsEasyTraining1st]

I agree

[@annav8376]

Question : I was trying to import data from excel to Project but unfortunately predecessor mapping not working . can i know if any format i should use ?

[@ITsEasyTraining1st]

did you a predecessor column in Excel

[@rigilkentaurus3313]

Is there a way to have projects in excel update automatically using the Map export feature?

[@ITsEasyTraining1st]

not sure

[@pimschalkwijk2831]

How can I ensure that Microsoft projects settings remain on auto scheduled after adjustments in Excel?

[@ITsEasyTraining1st]

setting are in options and schedule, all new projects

[@a.e.5477]

I dont know if i missed it, but i did not see how do you link data that you created in MS Project and then pasted in Excel, automatically, so that when you update the data in MS Project, it automatically updates it in Excel.

[@ITsEasyTraining1st]

You need to use Paste special in Excel and link

[@a.e.5477]

@@ITsEasyTraining1st i see .. thank you

[@george011488]

Very useful information, thanks

[@ITsEasyTraining1st]

Thanks

[@jensolsen2769]

Is is possible to link data from MS project to Excel, so if i change data in MS project it will update in excel too? Could be usefull for making idagrams grafs and skyline charts.

[@ITsEasyTraining1st]

Try the wizard save a map then create a macros to run the process. I Excel create a seco d file and use paste Special link to link to the output file

[@Jozeph_h]

Linking the file to Excel from MS Project only update the date as they change in project file. The excel file don't update with a new task when I add a new task to the MSProject file it is linked to. How do I solve this?

[@ITsEasyTraining1st]

I think in your case it would be best to use the project map feature and over write the previous version each update. I have a video on it in the playlist

[@EasyMSAccess]

I use this all the time

[@ITsEasyTraining1st]

Great

[@fhidalgo]

I try to do it but the only that paste in excel are the headers but not the tasks. I did it the same way that explained. I have Excel for MS 365 and MS Project 2017. What I'm doing wrong ?

[@ITsEasyTraining1st]

It may be the way you are highlighting them or selecting cells in Excel. Try pasting to the C drive not One drive

[@fhidalgo]

I'm highlighting in ms project from the task id column as you did in the video and I'm not using one drive just Excel saving to my hard drive.

[@grannysaxton9568]

I might do this

[@EasyMSAccess]

Cool

[@ITsEasyTraining1st]

@@EasyMSAccess Steady

[@badriabdellatif2165]

Fantastic, Good

[@ITsEasyTraining1st]

Thanks

[@grahamclydesdale1384]

Hi , I can see that this shows how to update a project with data from an excel file, but is there a way to update fields in an excel file with data from a project file? Thanks.

[@ITsEasyTraining1st]

You can use paste special in Excel so that when the data is outputted to Excel a second Excel file can be linked through Paste special and link. However, formatting is lost in the newer versions of Excel, it used to work great and keep the formatting on updates in older versions of Excel but now it is a bit of a nuisance. Another factor maybe where the files are stored, Office 365 can cause issues with live update. So to answer to your question it is doable but you will have to play around with it.

[@thowa1]

You - crucially - omitted that we can also "special paste - link - text" which will actually dynamically link the values, not just an image of the project file...!

[@ITsEasyTraining1st]

That is true

[@jamiblenner790]

I tried this and with Excel online the Paste Special will disable the ability for Auto Save which is unfortunate.

[@ITsEasyTraining1st]

There is always a downside

[@mightyone5674]

when I copy the MS Project data into excel as a "link" of the ms project object, I'm just getting a blurry image in my excel. Why is that?

[@ITsEasyTraining1st]

I am not sure, might be a memory issue

[@faisalchoudhury9111]

I don’t really see the value because you don’t get the leveling of the project to transfer showing the summary levels. Nor do you get the formats to carry over. It’s easier to just copy and paste, no?

[@ITsEasyTraining1st]

It works if you have only a few licences and people need the info, I agree that it is a bit clinky but it has its uses. I have used it in the past when I ran projects with people without Microsoft Project. Useful for Presentations also, if the summary lines are linked. The Excel user will aslway have the uo to date infom even if it is as a picture. The map option has changed in the new version, before in 2007 you could link a second Excel sheet to the unformatted data and then format the second file which kept the format changes and made the whole process automated and cool. The fact that you have to format it everytime is a bit irritating

[@ask.mrbill]

When I copy then "paste special" into Excel I cannot see the project. The links show up (=MSProject.Project.9|'C:\Users\bill9\OneDrive\Projects\cDNA Global Plan 20210611.mpp'!'!LINK_2') but I cannot see anything on the sheet. Any ideas?

[@ITsEasyTraining1st]

Could be the OneDrive, try copying the file on to your C drive and see if it works

[@stephenlange1905]

Instead of using Refresh Data, use the "edit Links"... "Update Values"

[@ITsEasyTraining1st]

@@stephenlange1905 Thanks