How to Import an Excel Spreadsheet into Microsoft Project Using an Office Project Planner

When working with external vendors, it can be challenging to obtain their project schedule in a format that can be easily integrated with Microsoft Project. This is especially true when vendors refuse to share their detailed schedules due to concerns about cost data, notes, custom macros, and other private information.

One solution is to develop an import map that includes the key fields from the vendor's Excel file. This map allows you to properly import the spreadsheet into Microsoft Project, building the task hierarchy and maintaining the hierarchy during export.

In my experience working with outsourcing vendors for over four years, I've encountered various formats used for project schedules. Some vendors provide a formal MS Project schedule, while others use a set of dates described in an email or develop a project schedule in their favorite tool – Excel or a spreadsheet variant.

To overcome these challenges and ensure seamless integration between Microsoft Project and your vendor's Excel file, it's essential to create an import map that includes the key fields from the table below:

Field Name

When you import an Excel file into Microsoft Project, it lacks any indenting (Figure 1) and summary tasks that make Microsoft Project a valuable roll-up tool. Creating the hierarchy in Excel usually involves grouping and indenting or using a custom macro to build the hierarchy.

However, when you export data from Microsoft Project into Excel, the data file doesn't maintain the hierarchy. This is where an office project planner for Excel comes in handy. An import map can be developed that will properly import the Excel sheet, building the task hierarchy in Microsoft Project and maintaining it during export.

In my case, I typically receive an Excel file with tasks and start and finish dates from my vendor. If you've worked with outsourcing vendors, then you're familiar with some vendors who don't consistently use Microsoft Project as a scheduling tool.

The obvious solution is to have the vendor provide its Microsoft Project schedule; however, some vendors are reluctant to hand over their detailed schedule due to concerns about sharing confidential information.

One challenge in jointly delivering a project with an external vendor is obtaining the vendor project schedule in a format that can be integrated with Microsoft Project. This brief tutorial provides a step-by-step guide on how to import an Excel spreadsheet project schedule into Microsoft Project, ensuring seamless integration and efficient collaboration between teams.

By following these steps, you'll be able to overcome the challenges of importing an Excel file into Microsoft Project and enjoy the benefits of using an office project planner for Excel.

Office project planner for excel