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How to Export a Project for the Web Gantt Chart to PDF
Question details
The user wants to export a Gantt chart from Microsoft Project for the web into a PDF format.
- Product
- Microsoft Project for the web
- Device & OS
- not provided
- Scenario
- Sharing or archiving a project schedule by saving the Gantt chart as a PDF document.
- Observed behavior
- Microsoft Project for the web lacks a direct PDF export option for Gantt charts, only allowing users to export project data to Excel.
Ensure you have a spreadsheet application installed to open the exported Excel file and check that the 'Microsoft Print to PDF' feature is enabled on your operating system.
Export to Excel and Save as PDF
Since direct PDF export is missing in Project for the web, exporting your project data to Excel and then converting that file to a PDF is the standard workaround.
This method extracts your project's raw data into an Excel spreadsheet. Note that this will only export the task details, durations, and dates, rather than the visual Gantt timeline bars.
Open your project in Microsoft Project for the web, click the three dots (More options) in the upper right corner, and select 'Export to Excel'.
Locate the downloaded .xlsx file in your computer's Downloads folder and open it using your preferred spreadsheet application.
Adjust the column widths and page layout settings so your project data fits cleanly on a single printed page.
Go to 'File' > 'Save As', choose 'PDF' from the file format dropdown menu, and click 'Save'.
Use Print to PDF in Project Online
If you have access to Microsoft Project Online rather than just Project for the web, you can use the built-in print functionality to generate a PDF.
Convert Your Exported Project Excel Files to PDF with WPS Office
Once you export your Microsoft Project data to an Excel file, use WPS Spreadsheet to perfectly format your data and export it as a high-quality PDF. WPS Office offers powerful layout tools to ensure your project timelines look professional and are easy to share.
- 1. Open the Exported File: Launch WPS Spreadsheet and open the .xlsx file you just exported from Project for the web.
- 2. Adjust Page Layout: Navigate to the 'Page Layout' tab to adjust orientation to Landscape, modify margins, and set scaling to fit your project data onto one page.
- 3. Export to PDF: Click on the 'Menu' button in the top left corner, hover over 'Export to PDF', and configure your desired export settings.
- 4. Save the PDF: Select your save location on your computer and click 'Export' to generate a professional PDF of your project.
Frequently Asked Questions
Why did Microsoft remove the direct PDF export in Project for the web?
Microsoft has prioritized the dynamic, web-based collaborative features of Project for the web, currently only supporting the export of raw project data to Excel. There is no built-in visual Gantt chart to PDF export button available at this time.
Does the Excel export include the visual Gantt timeline bars?
No, the Excel export only includes the textual project data such as task names, start dates, finish dates, and durations. To get a visual Gantt chart in PDF format, you must either use Project Online or recreate the chart in a spreadsheet program using the exported data.
Can I use my browser's print function to capture the Gantt chart as a PDF?
Yes, you can use your browser's 'Print to PDF' feature (Ctrl+P on Windows or Cmd+P on Mac) while viewing the Gantt chart. However, the formatting, scaling, and page breaks may not be perfectly optimized compared to a dedicated export feature.
