Data Import & Export

How to Export All Tasks from a Master Project to Excel

Elise Williams Oct 7, 2026 868 views

Question details

The user needs to export all detailed tasks from a master project into an Excel spreadsheet, but only the summary tasks are being exported.

How to Export All Tasks from a Master Project to Excel

Product: Microsoft Project
Device & OS: not provided
Scenario: Exporting a master project containing multiple linked subprojects into an Excel workbook for data reporting.
Observed behavior: Microsoft Project only exports the summary lines for the subprojects, leaving out all the detailed task information underneath them.

Before you start

Ensure that you have access to both the master project file and all associated subproject files, as master projects rely on active links to individual subproject data.

Solution 1Recommended

Fully Expand All Subprojects Before Exporting

Since master projects only contain pointers to subprojects, you must expand them to make the detailed tasks visible for the export engine.

In a master/subproject structure, the subprojects are not fundamentally part of the master file. The master contains pointers to the individual subproject files. By default, Microsoft Project exports exactly what is currently visible on the screen. If a subproject is collapsed, only its summary line will be pushed to the Excel export.

Open the Master Project

Launch Microsoft Project and open the master project file that contains all your linked subprojects.

Expand Every Subproject

Navigate through your task list and click the expansion arrow next to every subproject summary task so that all detailed tasks are actively visible.

Run the Excel Export

Go to File > Export > Save Project as File, select Microsoft Excel Workbook, and follow the Export Wizard to map and save your task data.

Fully Expand All Subprojects Before Exporting

Data Visibility: Expanding the subprojects forces Microsoft Project to query the linked files, ensuring all individual task rows are included in the final Excel document.

Solution 2

Test Files for Structural Corruption

If expanding the subprojects does not resolve the issue, structural issues or corruption in the original files might be preventing a complete export.

Free Microsoft Office alternative

Analyze Your Exported Project Data with WPS Office

While Microsoft Project manages your timelines, WPS Office is the perfect free alternative to Microsoft Office for opening, formatting, and analyzing the project data you export to Excel. WPS Spreadsheet provides powerful data processing and charting tools in a lightweight package.

1. Download and Install: Download WPS Office for free from the official website and easily install it on your computer.
2. Open Your Exported File: Launch WPS Spreadsheet and open the Excel file containing your exported Microsoft Project tasks.
3. Analyze and Format: Use built-in formulas, pivot tables, and charting features to organize and present your master project tasks efficiently.

100% free and lightweight office suiteSeamless compatibility with Microsoft Excel (.xlsx and .xls) formatsFamiliar user interface requiring no learning curveAdvanced data visualization tools perfect for project reporting

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Frequently Asked Questions

Why do task IDs restart at 1 for each subproject in the Excel export?

When exporting a master project, the tasks within each subproject are pulled from separate files, causing the standard ID column to restart at 1 for each block of tasks. To fix this, you can create a custom text or number column in Project with a continuous sequence before exporting.

What happens if a subproject file is moved or renamed?

Because a master project uses file paths as pointers to link subprojects, moving or renaming a subproject file will break the link. The master project will not be able to display or export the tasks from that subproject until the link path is updated.

Can I export custom fields from my master project?

Yes, custom fields can be exported to Excel. However, you must ensure that the exact same custom fields are properly set up in both the master project and the individual subprojects, and that you map them correctly in the Export Wizard.

Excel & Data Problems