How to Import Task Lists in Microsoft Project

Tasks lists can be created in many formats. Microsoft Project allows for the task lists to be imported into Microsoft Project to help you save time. In addition, Microsoft Project has various templates that are available to choose from. Opening these templates will pre-populate your project map, then you can import your task list.

To import a file
The following steps will walk you through the process of using an existing task outline from a previously saved file, to populate a new project.

1. In Microsoft Project, click the File tab, and click OPEN.
2. Select the file type and name of the file to be imported.
3. Click OPEN.

An Import Wizard window will open to assist you with the advanced steps for importing information.

4. Choose to import as a new map.
5. Choose to create a new project with the imported information.
6. Select the types of items for the import: choose Tasks, and Check off the box so the Import Includes Headers.
7. A box will appear that shows the details of the tasks list to be imported. Verify the data to be imported.

Verify the information to be imported

8. Click FINISH.

If you are importing a file from your project database, you will probably get the message that the start date is earlier than today. Click CONTINUE (This will be corrected in the following steps).

Change the project to auto schedule.
Automatically scheduled tasks are created in Microsoft Project with an estimated duration of one day.
This is a default setting which can be changed to reflect the actual duration of the task.

There are two Microsoft Project settings used for scheduling tasks. Manually scheduled tasks are the default, meaning that new tasks must be manually scheduled and do not have any default duration preset. Automatically scheduled tasks setting allows for all new tasks to show default duration.

To change the scheduling setting to automatically scheduled:
1. In the Tasks tab, in the Tasks group, click Auto Schedule.

Another way to switch between the Manual and Auto selection is to click on the bottom of the project window, just above the task bar. A box will appear in which you can select Automatic or Manual scheduling.

Switching between Manual and Automatic scheduling

Change the project start date to be current
1. Click File tab.
2. Change the start date to be when this new project will be started.

Adjust the individual tasks to reflect the current start date
1. In the Task view, click on the first task in the start date column.
2. When the calendar appears, click on either TODAY or choose an actual date to start the project.
3. The project will automatically schedule forward based on the tasks and task durations that have been imported.

A view of the newly created project list, showing current dates

Following these steps will allow you to save type when creating a new project. The individual Resources and Assignments for this new project, and target dates will need to be verified, as well as the predecessors for each task. It is important to remember that each time there is an import of information into a new project; it is wise to review the information to ensure that it reflects the project being created.

Simon Calder

Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious cultural institutions, LACMA. He taught himself to use Microsoft Project from a giant textbook and hated every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an online MS Project course - the rest, as they say, is history!