Chapter 16: Exchanging Information with Other Applications | Microsoft Office Project 2003 Inside Out

Overview

You can exchange data in Microsoft Office Project 2003 with other applications. This capability can save everyone involved an immense amount of time and effort and can also provide for the flexibility of information so essential in an efficient project.

For example, you might want to provide a set of data from your project plan to a stakeholder who doesn't have access to Project 2003, but has another compatible application such as Microsoft Excel or Microsoft Word.

You might want to send project data to a spreadsheet or database application to manipulate the information in ways that those applications specialize in.

In the same way, you can easily bring information into Microsoft Project from other applications. If someone has a list of tasks or resources along with associated information that you need in your project plan, copying or importing this information can save you from rekeying existing data.

Note	When referring to the exchange of data between applications, we use the terms source and target to mean the originating application and the receiving application, respectively.

There are several techniques for exchanging information between applications. The method you use depends on what you're trying to accomplish with the information. Table 16-1 provides some basic guidelines.

Table 16-1: Appropriate Methods for Information Exchange
To Do This	Use This Method
Copy static text, numbers , or pictures between Microsoft Project and another application. The information appears as if it were created originally in the target application.	Copy
Add data along with its source application to another program. When you double-click the embedded information, the source application opens and you can work with it there.	Embed
Create a dynamic connection between the information in the source and target applications. When the information is updated in one, it's updated in the other as well.	Link
Reference a document at its source, whether it's a Web site or file location. Clicking the hyperlink finds and launches the document in its native application.	Hyperlink
Bring information into Microsoft Project from another application or another file format, making the information appear as if it were created in Microsoft Project to begin with. Similar to copying, but typically used with entire files.	Import
Converts Microsoft Project information into a file format able to be used by another application, making the information appear as if it were created in that other application to begin with. Similar to copying, but typically used with entire files.	Export
Converts Microsoft Project information into Hypertext Markup Language (HTML), typically for use in a Web page.	Export project data as HTML
Converts Microsoft Project information into eXtensible Markup Language (XML) for use in Web pages or any other application that reads or is based on XML.	Export project data as XML

It's important to keep in mind that some methods of exchanging data move the data and then freeze it, so the information transferred cannot be altered after the exchange. Other methods move the data into the other application and allow it to be dynamically manipulated.

Note

Microsoft Project has particularly convenient and robust methods for exchanging information with Microsoft Excel and Microsoft Outlook.

These methods are covered in their own chapters: Chapter 17, "Integrating Microsoft Project with Microsoft Excel," and Chapter 18, "Integrating Microsoft Project with Microsoft Outlook."

Creating Server interfaces with Other Applications

New Feature If you're set up for enterprise project management using Microsoft Office Project Professional 2003 and Microsoft Office Project Server 2003, your organization might take advantage of additional means for working with other applications.

New application program interfaces (APIs) allow integration between Project Server 2003 and other organizational systems that interact with project management processes, such as accounting, procurement, human resources, and more. The following is a summary of the new APIs available:

API for Timesheets . Provides an interface from Project Server and Microsoft Office Project Web Access 2003 to a third-party timesheet program or your organization's general ledger system.

API for Project Data Creation . Provides an interface to easily create the minimum required elements of a valid enterprise project, including tasks, resources, and assignments.

API for Enterprise Resource Pool Creation . Provides an interface to easily create and edit enterprise resources from systems in other organizational lines of business.

API for Enterprise Custom Fields . Provides an interface to edit value lists for enterprise text fields, particularly integrating and synchronizing with systems in other organizational lines of business.

API for Enterprise Outline Code Fields . Provides an interface to edit and integrate value lists for enterprise outline codes, particularly integrating and synchronizing with systems in other lines of business.

Cross-References

For more information about setting up Project Server for enterprise project management, see Chapter 21, "Administering Project Server and Project Web Access for Your Enterprise."