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HOWTO: Export Project tasks to Microsoft Project in PM Central 4.0 or newer version for SharePoint 2013
Created on: 15-Aug-13. Print Article
Last Modified on: 07-Nov-13. Email Article
Skill Level: Intermediate.
Article has been viewed: 6806 times.
Rated: 4 out of 10 based on 2 votes.
KB.13004

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About This Article

This article describes methods of exporting tasks from the PM Central Tasks list to Microsoft Project:

Related Information

  • For information about importing tasks from your PM Central Tasks list to Microsoft Project, read KB.13003 - How to import Microsoft Project tasks into a SharePoint Tasks list using the Microsoft Project Add-In for PM Central 4.0 or newer.
  • For information about synchronizing tasks from Microsoft Project to SharePoint, see KB.13002 - How to synchronize tasks from Microsoft Project 2013 to the PM Central Tasks list in PM Central 4.0 or newer for SharePoint 2013.
  • For a list of limitations related to this feature, see the release notes for PM Central R4.0 or newer.

A. Exporting from the Project Tasks List using the Bamboo Microsoft Project Add-in

You can initiate an export of a PM Central for SharePoint 2013 Tasks list from within Microsoft Project 2013. Exporting tasks using this method establishes a connection between Microsoft Project and SharePoint, which also allows you to synchronize task updates made in Microsoft Project.

The following task fields are exported to Microsoft Project:

Tasks List Fields

MS Project Fields

Notes

Title

Name

 

Start Date

Start

 

Due Date

Finish

 

% Complete

PercentComplete

 

Assigned To

ResourceNames

 

Priority

Priority

 

Predecessor Task

Predecessor Tasks

 

Parent Task

OutlineParent

 

Constraint Type

ConstraintType

Only the following constraint types are supported in Task Master:
Must Start On
Start No Earlier Than
Start No Later Than
As Soon As Possible

Constraint Date

Constraint Date

 

Milestone

Milestone

 

Assignment Unit

AssignmentUnit

 

WBS

OutlineNumber

 

Cost (Enter)

Cost

 

Before you export tasks, make sure that the Task Master Web Part and your Microsoft Project file (mpp) have similar working hours and workdays, such as Monday-Friday, 8 AM-5 PM. Remember that the Task Master Web Part does exclude lunch hours. For information about changing Task Master Working Hours Settings and Holiday List Settings, see Configuring SharePoint Task Master in the Task Master online documentation. For more information about changing Microsoft Project working hours, see Set working times, vacations, and holidays for your project on Microsoft.com.

Warning: If working hours do not match between Microsoft Project and the PM Central Tasks list, task schedules may change when you update tasks in Microsoft Project and when you synchronize tasks back to PM Central.

Important Notes:

  • This export method requires the Bamboo Microsoft Project Add-in for Microsoft Project 2013. For steps to install the Add-in, see KB.13005.

To export tasks using the Bamboo Microsoft Project Add-in:

  1. Open Microsoft Project 2013. If you want to append or merge PM Central task items into an existing MPP file, open that MPP file before connecting to the PM Central Tasks list. Otherwise, you can start with an empty project. Note: If you want to append or merge tasks, click Recalculate in the PM Central Tasks lists before continuing with step 2. If you do not click Recalculate before connecting to Microsoft Project, WBS numbering will be ordered incorrectly.

  2. In the PM Central Add-In tab in the ribbon, click Connect to PM Central Tasks List.

    Connect to PM Central Tasks List

    If the active project in Microsoft Project contains existing tasks, you will be asked what you want to do with the tasks you are exporting from PM Central.

    New/Append/Merge

    • Click New to export tasks to a new project (ignore the active project).
    • Click Append to add exported tasks to the end of the task list in the active project.
    • Click Merge to merge task information with the active project.
      • If a task title exported from PM Central matches a task name in Microsoft Project, the task in Microsoft Project will be updated.
      • If a task exists only in Microsoft Project, it will remain there; it will not be deleted.
      • If a task exists only in the PM Central Tasks list, it will be added to the end of the active Microsoft Project task list.
         
  3. In the connection screen, enter the URL of the project site that contains the tasks you want to export. Connect with an account that has at least the Design permission level on the project site. If your current account does not have sufficient permissions, click the Custom Account option and enter an account that does.

    Enter task list to export and connect

  4. Click Connect to establish the connection with the project site. Important: Do not click the Open Tasks button yet!

  5. In a browser window, go to the project site and click the Tasks tab. In the All Tasks view, click Recalculate to ensure that working hours are validated with the Bamboo Microsoft Project Add-in.

    Recalculate PM Central Tasks list

  6. Return to the Add-in connection screen and verify that the Tasks list is selected in the PM Central Tasks List drop-down list. Click Open Tasks to begin exporting tasks to Microsoft Project. Note: If working hours in Microsoft Project do not match working hours in the PM Central Tasks list, you will be given one final warning so you can correct the issue and try again.

    Open PM Central Tasks list

When the export is finished, PM Central tasks will be listed in Microsoft Project. 

After exporting the SharePoint Tasks list to Microsoft Project 2013, you can synchronize changes made in Microsoft Project to the SharePoint Tasks list. See Synchronizing Tasks between Microsoft Project and SharePoint 2013 in the next section for details.

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B. Synchronizing Tasks between Microsoft Project 2013 and SharePoint 2013

If you exported your SharePoint 2013 Tasks list to Microsoft Project 2013 using the Bamboo Microsoft Project Add-in (see Section A above), you can make changes in Microsoft Project and synchronize the changes back to the PM Central for SharePoint 2013 Tasks list. For instructions, see KB.13002 - How to synchronize tasks from Microsoft Project 2013 to the PM Central Tasks list in PM Central 4.0 or newer for SharePoint 2013.

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