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Exporting Schedules to New Microsoft Project Files

This topic explains how to export one or more schedules to a new Microsoft Project file.

When you export a schedule to Microsoft Project, APM creates a Project file with the current contents of your APM schedule, including scheduled tasks, labor requirements, assignments, and availability. APM creates columns in Project’s standard views to display APM work order, asset, and scheduling data.

You can export your schedule to one or more new Project files or to an existing one. When you re-export a schedule, you can export the entire schedule or only changes you have made. You can also export a set of APM schedules to a new or existing Project file.

To Export one or More Schedules to a New Microsoft Project File

1.	Open the schedule that you want to export.

Tip: To export a set of schedules, open the parent schedule for the set.

2.	Make sure that editing is enabled.

3.	From the Tools menu, select MS Project and then Export. The MS Project Export dialog appears.

4.	Select Create a new project file.

5.	The system defaults in the settings from the schedule’s properties. If necessary, you can change any of these settings:

Setting Name

Description

Create project file from

The source of the Microsoft Project file. Options are from Scratch or Based on a template. If Based on/Template is selected, enter the path to the template file. Template files must have the extension .mpt. Note: When exporting a schedule hierarchy, only the top schedule’s values are used for the template.

Folder

Select the Windows folder in which the system will create your Microsoft Project files. Click the folder icon to browse for a folder. If you are exporting a schedule hierarchy, the system uses the folder that is set on the parent schedule from which you are starting the export. If you want the Project files to be accessible for other users, select a shared folder or a folder on a network drive. Note: If you are creating your Project files in a mapped network drive, you must enter the full path to the server and folder. For example: \\ServerName\ProjectFiles\MyFolder

File name

Enter a file name for the Microsoft Project file to be created when the schedule is exported. If you do not enter a file name, the system automatically enters the schedule’s name, otherwise you can edit as needed. Note: If you use the name of an existing Project file, the contents of that file will be overwritten. If you are exporting a schedule hierarchy to a single Project file, the system uses the file name on the parent schedule from which you are starting the export. If you are exporting to multiple Project files, the system uses the file name entered on each child schedule for the sub-project files. If no file name is entered on the child schedules, the schedule’s APM schedule number is appended to the name used for the current schedule.

6.	Select which schedules to export:

Setting Name

Description

Schedules to export

Select whether the system should export the current schedule only, or both the current schedule and its descendant schedules.

7.	In the Project files to create section, select from the followng:

Setting Name

Description

Project files to create

If you are exporting multiple schedules, they can be exported to a single MS Project file, or to separate files. The files are created as master and sub-project files.

8.	In the Create a Project task for each section, select which summary tasks to create:

Setting Name

Description

Create project tasks for schedules

Select this option to have the system create summary tasks for each exported schedule.

Create project tasks for work orders

Select this option to have the system to create summary tasks for each work order on the schedule. Work order tasks are shown as sub-tasks.

9.	If you have changed the export settings from the settings that are in the schedule’s properties, you can choose to update the default export settings for the schedule by selecting Update the schedule’s default values.

10.	Click OK. APM creates the MS Project file, copies your schedule's information, and opens the new MS Project file.