How to Preserve Long Microsoft Project Resource Names When Exporting to PDF
Question details
The user needs a method to retain complete, untruncated resource names that exceed the 255-character limit when saving or printing Microsoft Project reports to PDF.
- Product
- Microsoft Project
- Device & OS
- not provided
- Scenario
- Generating, printing, or exporting project reports to PDF format.
- Observed behavior
- Resource names are truncated at exactly 255 characters due to built-in field and reporting limitations within Microsoft Project.
Verify if your resource names exceed the 255-character limit in Microsoft Project, and identify exactly which reports require the full text to be displayed before attempting to export.
Store Full Names in a Custom Text Field
Bypass the default 255-character limitation by using a custom text field to store and display the complete resource names in your reports.
The built-in Resource Name field in Microsoft Project has a strict internal limit of 255 characters. By utilizing a custom text field, you can overcome this restriction and ensure the entire name appears in your final PDF document.
Launch your Microsoft Project file and switch to the 'Resource Sheet' view from the View tab.
Right-click on an existing column header, select 'Insert Column', and choose a custom text field such as 'Text1'.
Rename this new column to 'Full Resource Name' and input or paste your resource names that exceed the 255-character limit.
Modify your project report to display this new custom text column instead of the default Resource Name field, then proceed to print or export the report to PDF.
Export Data to Excel or Word Before PDF Conversion
Export your project data to Microsoft Excel or Word, which handle long text strings better, and then convert that document to PDF.
Use VBA Automation to Generate Customized Reports
Write a VBA script to extract the full resource names and generate a customized PDF report without MS Project's default field limitations.
Use WPS Office to Easily Manage and Convert Exported Reports to PDF
If you are exporting Microsoft Project data to Excel or Word to bypass the 255-character truncation issue, WPS Office offers a free, lightweight, and highly compatible alternative to handle your reports. Its built-in PDF converter seamlessly preserves long text strings and complex formatting.
- 1. Open Exported File: Launch WPS Office and open the Excel or Word file you exported from Microsoft Project.
- 2. Adjust Formatting: Widen the columns or apply text-wrapping to ensure your long resource names are fully visible.
- 3. Export to PDF: Click on 'Menu', select 'Export to PDF', and save your document with the untruncated resource names intact.
Frequently Asked Questions
Why does MS Project truncate my resource names at 255 characters?
Microsoft Project's default resource-name field is constrained by internal database limitations that restrict the character count to 255. Any text beyond this limit is automatically cut off when displayed, printed, or exported to PDF.
Can I increase the character limit of the default Resource Name field?
No, the built-in Resource Name field cannot be modified to accept more than 255 characters reliably. You must use a workaround, such as creating a custom text field (e.g., Text1) or exporting the data to Excel or Word.
Does exporting MS Project to PDF always cut off text?
It only cuts off text if the underlying field in MS Project is truncated, or if the column width in your specific print view is too narrow. Using a custom text field and adjusting your print settings will ensure the text is exported correctly.
