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How to Automatically Update Excel Data from Microsoft Project
Question details
The user wants to retrieve and automatically update Microsoft Project task details in an Excel spreadsheet using milestone IDs.
- Product
- Microsoft Excel, Microsoft Project
- Device & OS
- not provided
- Scenario
- Tracking project milestones and updating related task details, such as task names, baseline finish dates, and RAG status, directly in Excel.
- Observed behavior
- Excel needs a method to use milestone IDs as lookup values to fetch and seamlessly refresh data originating from Microsoft Project.
Ensure you have saved your Microsoft Project file in an accessible location and have a clear, formatted list of milestone IDs ready in your Excel workbook.
Use Power Query to Connect Project Data to Excel
Power Query provides a robust, refreshable connection between your Project file and Excel, allowing automated updates without writing VBA code.
This method creates a live link to the Microsoft Project data (if exported as XML or stored on Project Online). Whenever the source project is updated, Excel can fetch the latest task names and RAG statuses.
Open your Excel workbook, navigate to the Data tab on the ribbon, and click on 'Get Data' > 'From File' > 'From XML' (or 'From OData Feed' if you are using Project Online).
Locate and select your Microsoft Project file or enter your Project Web App URL, then click 'Import'.
In the Navigator window, select the tables containing your task details and milestone IDs, then click 'Transform Data' to open the Power Query Editor.
Filter the required columns (like baseline finish dates and RAG status), merge queries using the milestone ID as the matching column, and click 'Close & Load' to output the data into your Excel worksheet.
Export Project Data and Use VLOOKUP
A straightforward, manual approach for users who prefer working with static exports and standard Excel lookup formulas.
Manage and Track Project Data with WPS Spreadsheet
WPS Spreadsheet provides powerful data analysis tools, including advanced lookup functions like VLOOKUP and XLOOKUP, allowing you to easily match milestone IDs and track project statuses. It is fully compatible with Microsoft Excel formats.
- 1. Export Data: Export your Microsoft Project data as a CSV or Excel file.
- 2. Open WPS Spreadsheet: Open WPS Office and create a new WPS Spreadsheet or open your existing project tracker.
- 3. Import and Organize: Import the Project data into a dedicated worksheet via the Data tab.
- 4. Apply Lookups: Use VLOOKUP or XLOOKUP functions to automatically pull task names and RAG statuses based on milestone IDs.
Frequently Asked Questions
Can I link Project Online directly to Excel?
Yes, if you are using Project Online, you can use Excel's 'Get Data' feature to connect via an OData feed. You will need your Project Web App (PWA) URL to establish the live connection.
Why is my VLOOKUP returning an #N/A error for milestone IDs?
The #N/A error usually occurs if the milestone ID format in Excel doesn't perfectly match the format exported from Microsoft Project (e.g., one is formatted as text and the other as a number), or if there are hidden trailing spaces.
How can I automate the data refresh process in Excel?
If you used Power Query or a data connection, go to the Data tab, click 'Queries & Connections', right-click your connection, select 'Properties', and set it to 'Refresh data when opening the file' or enable a background refresh timer.
What is a RAG status in project management?
RAG stands for Red, Amber, Green. It is a visual project management indicator used to communicate the health or status of tasks and milestones, where Green means on track, Amber implies caution or risk, and Red indicates a delay or severe issue.
