Exporting Microsoft Project data to other software is common when users need certain features, better collaboration, or compatibility with different tools. It usually involves saving the project data in a format like XML, CSV, or Excel that the new software can read.

Below I describe the simple and quick steps to export a project from MS Project to a Gantt chart-based software solution. But first, let's find out why users need this.

Why users export Microsoft Project data to other tools

• Cross-platform collaboration. Teams often use different PM tools. Exporting files from Microsoft Project ensures smooth communication and alignment with popular platforms.
• Cloud accessibility. Since Microsoft Project is desktop-based, exporting to cloud-based tools allows team members to collaborate in real time and access projects from any device, improving flexibility.
• Advanced features. Some tools offer better Gantt chart visualization, automation, or integrations with other software. Exporting to these platforms unlocks features that Microsoft Project may not provide.
• Cost savings. MS Project can be costly for small teams. By exporting to more affordable or free alternatives, teams can manage their projects without breaking the budget.
• Ease of use. Exporting to simpler and user-friendly tools can make project tracking easier for team members who may find Microsoft Project’s interface complex.

If you think that exporting MS Project data is a complex objective, then you’re wrong. For example, transferring such projects to an online bar chart tool will take a few minutes.

To confirm this fact, check out how to export a Gantt chart from MS Project here.

How to export Microsoft Project to a Gantt chart-based tool

Exporting a Microsoft Project chart to PM tools like GanttPRO involves converting the project data into a compatible format and then importing it.

Below are the step-by-step instructions.

1. Open your project in Microsoft Project

The first step you should do is to make sure the project you wish to export is open in Microsoft Project.

2. Save the project

Navigate to the "File" tab located in the upper-left corner of the interface. Choose the "Save As" option from the list and save your file as .mpp or in the XML format (.xml). Give your file a name and specify where on your device you want it saved.

3. Log into GanttPRO

• Open GanttPRO. Go to the GanttPRO website and log in to your account. If you don’t have an account, you’ll need to create one.
• Create a new project. Once logged in, select the option to create a new project from the dashboard.

4. Import your file into GanttPRO

• Click on the Import option. Find the "Import" button, which is usually located on the project creation page.
• Select Microsoft Project as the source for your import, and then browse for the file you saved earlier.
• Upload the file. Click "Open" or "Upload" to import the project data into GanttPRO.
• Review the imported data. The Gantt chart maker will process your file, and you'll be prompted to review the task list, resources, and timeline. Make sure all the information has been transferred correctly.

5. Adjust and customize a Gantt chart in GanttPRO

Once your project is imported, you can adjust a timeline, dependencies, task durations, and other settings using GanttPRO’s interface.

6. Save and share your project

Once you've made any needed changes, save your project within GanttPRO. If necessary, you can also share it with your team members.

Key considerations to conclude

Before exporting, make sure your Microsoft Project data is well-organized to prevent any potential issues during the import process.

You might need to tweak resource names or task details in GanttPRO, as some data fields may not seamlessly align with those from Microsoft Project.

Besides exporting MS Project to a robust Gantt chart-based tool, you can also opt for other export methods - to Word or Excel. These alternatives are also quick and take only a few minutes.

No matter which method you choose, your MS Project data can be transformed with enhanced functionality and a fresh perspective.