Integrating Microsoft Project with Other Programs

Integrating Microsoft Integrating Microsoft Project with Other Project with Other

ProgramsProgramsLesson 10

Skills MatrixSkills Matrix

Skills Matrix Skill

Use a GIF image to display project information


Copy and paste with Microsoft Project

Copy an image from Project and paste it into another document

Use other file formats in Microsoft Project

Use a different file format in Microsoft Project

Software OrientationSoftware Orientation

Enables you to convert the image for

screen, printer, or to a GIF file

Enables you to copy all of the rows on the

screen or just selected rows

Enables you to copy the image

as shown onscreen or for a specific date

range

Specifies the location of the

GIF file

Microsoft Project’s Copy Picture Dialog Box

Use a GIF Image to Display InformationUse a GIF Image to Display Information

Click ProjectClick Project

Point to Filtered for: All TasksPoint to Filtered for: All Tasks

Click Summary TasksClick Summary Tasks

Use a GIF Image to Display Project Information


Click ZoomClick Zoom

Click ViewClick View

Click Entire ProjectClick Entire Project

Click OKClick OK

Use a GIF Image to Display Project Information (cont.)


Tasks are collapsed to

show summary tasks

Entire project is visible in the

active window



Under the Render image label, Click TO GIF image fileUnder the Render image label, Click TO GIF image file

Click the Copy Picture buttonClick the Copy Picture button



To GIF image file option selected

Project suggests that you save the file in the same location as the practice

file and with the same name, except with

a .gif extension



Click ViewClick View

Click OKClick OK

Click ToolbarsClick Toolbars

Click WebClick Web



Click Open HyperlinkClick Open Hyperlink

Click Go on the Web toolbarClick Go on the Web toolbar

Click BrowseClick Browse



Locate and select the Don Funk Music Video 10 GIF image that you saved earlier

Locate and select the Don Funk Music Video 10 GIF image that you saved earlier

Select GIF Files from the Files of Type boxSelect GIF Files from the Files of Type box

Click OpenClick Open

Click OK in the Open Internet Address dialog boxClick OK in the Open Internet Address dialog box



The Gantt Chart view is saved as a GIF file, which you can view in a browser or graphics editing program



If the view does not return to Microsoft Project, select Don Funk Music Video 10 from your Taskbar

If the view does not return to Microsoft Project, select Don Funk Music Video 10 from your Taskbar

Close the program you used to display the GIF fileClose the program you used to display the GIF file



Project supports the standard copy and paste functionality of most Microsoft Windows programs

Project also has an additional feature called Copy Picture

Copy Picture enables you to take a snapshot of a view



You have several options with Copy Picture

You can copy the entire view that is visible on the screen

You can copy just selected rows of tables

You can copy a range of time that you specify or show on the screen



With any of these options

You can copy onto the windows clipboard

You can save the image to a GIF file


Copying and Pasting with ProjectCopying and Pasting with Project

Make sure your screen shows project summary tasks zoomed to show the entire project

Make sure your screen shows project summary tasks zoomed to show the entire project

Click Copy PictureClick Copy Picture

Under the Render image label, select For screenUnder the Render image label, select For screen

Click OKClick OK

Copy an Image from Project and Paste It into Another Document


Start Microsoft Word or WordPadStart Microsoft Word or WordPad

Open the Letter to Agent document from your Lesson 10 folderOpen the Letter to Agent document from your Lesson 10 folder

Highlight the phrase “(Insert summary Gantt Chart here)”Highlight the phrase “(Insert summary Gantt Chart here)”

Click Paste in Word or WordPadClick Paste in Word or WordPad

Copy an Image and Paste It into Another Document (cont.)


Letter to Agent document containing snapshot of Gantt Chart view

Snapshot of Gantt Chart was inserted

here



You can copy and paste data to and from Project using the various commands in Project

Copy

Copy Picture

Copy Cell

Paste

Paste Special



When you copy data from Project, you have two options

Copy text from a table and paste it as text into the destination program. You can edit data in the destination program.

Copy a graphic image of a view from Project and paste it as a graphic image in the destination program. The image can only be edited with a graphics editing program.



When you paste data into Project, you have two options

You can paste text into a table in Project

You can paste a graphic image and/or OLE object from another program



The graphic image or OLE object from another program can be pasted

Into a graphical portion of a Gantt chart view

Into a task, resource, or assignment note

To a form view

To a header, footer, or legend of a view report



When pasting text as multiple columns

Make sure the order of the information in the source program matches the order of columns in the Project table

Make sure the columns in the source program support the same type of data as do the columns in Project


Using Other File Formats in ProjectUsing Other File Formats in Project

Project 2007 has a security setting that may prevent you from opening legacy or non-default file formats

If you see a dialog box with a warning message when you try to open a file, you may need to change your settings

Use a Different File Format in Microsoft Project


On the menu bar, click Tools Options

Click the Security tab

Under Legacy Formats, select Prompt when loading files with legacy or non-default file format

Use a Different File Format in Microsoft Project (cont.)


Click OpenClick Open

Click FileClick File

In the Files of type box, select Microsoft Excel WorkbooksIn the Files of type box, select Microsoft Excel Workbooks

Locate the folder where the Sample Task List workbook file is savedLocate the folder where the Sample Task List workbook file is saved


Click NextClick Next

Select New mapSelect New map



Double-click the Sample Task List fileDouble-click the Sample Task List file

The Import Wizard appears


Select TasksSelect Tasks



Select As a new projectSelect As a new project

Select Import includes headersSelect Import includes headers


Select Task List from the Source worksheet name list

Select Task List from the Source worksheet name list





Select the worksheet name from the source file here Use this

section to specify how you want to

map the fields

Preview area shows how data from

another file format will be

mapped to Project


Click FinishClick Finish





Click YesClick Yes



After data is imported, it appears as an

unlinked sequence of tasks, ready to be

edited



Project uses export maps when saving data to other file formats

Export map — Specifies the exact data to export and how to structure it



Project uses import maps when opening data from another file format

Import map — Specifies the exact data to import and how to structure it



The same maps are used for both opening and saving data, so they are often referred to as import/export maps or data maps

Data maps — Allow you to specify how you want individual fields in the source program’s file to correspond to individual fields in the destination program

Data maps can be used over and over


SummarySummary


Copy and paste with Microsoft Project

Use other file formats in Microsoft Project

You Learned How to

Documents

Integrating Microsoft Project with Other Programs