Import data from Microsoft Project online to Smartsheet

This method works well for a one-time data transfer because you can choose exactly which columns to include. After importing, you must manually set up hierarchy and column types in Smartsheet.

Before you begin

Ensure you have the following:

• Access to Microsoft Project Online (Project Web App/PWA) with permissions to view and export project data.
• A Smartsheet account with permissions to create new sheets.
• Microsoft Excel (or another spreadsheet editor) for optional data cleanup before import.

Part 1: Export from Project Online to Excel

Unlike the .mpp import, exporting to Excel lets you complete the entire process in Project Web App (PWA) without using the Project Desktop client. For more information, view the Microsoft Project Online help article.

Step 1: Export project data to Excel

1. Navigate to your Project Web App (PWA) homepage in Microsoft Project Online.
2. Go to the Project Center (or Projects).
3. Select Projects, on the ribbon.
4. In the Share group, select Export to Excel.

This saves a list of projects and their high-level summary information to an Excel workbook.

Step 2: Export task data to Excel

To get the detailed task information for your Smartsheet projects, you must export the task list from within the project.

1. From the Project Center, select the specific project you wish to export.
2. Navigate to the Tasks or Schedule section of that project.
3. On the ribbon, typically under the Options tab, locate and select Export to Excel.

This generates an Excel file containing the task name, duration, start/finish dates, resources, and other details currently displayed in the view.

Step 3: Clean up the Excel file

Before importing to Smartsheet, it is highly recommended to open the exported Excel file and:

• Delete extraneous rows: Ensure the first row of your sheet contains only the column headers. Delete any introductory or summary rows above the header row.
• Check tabs: Smartsheet only imports the data from the first (left-most) worksheet tab in the Excel file. If your data is in another tab, move it to the leftmost position.
• Standardize data: If necessary, ensure date formats are consistent, and text fields are clear.

Part 2: Import the Excel file into Smartsheet

Once you have saved the Excel file locally and cleaned it up, you can import it to create a new Smartsheet. For more information on what file types you can import into Smartsheet, review our Importing help article.

Step 1: Import from Excel to Smartsheet

1. Log in to Smartsheet.
2. In the left navigation bar, select + Create.
3. Select Import > Microsoft Excel.
4. Browse to the location where you saved the Excel file.
5. Select the file and select Open.

Step 2: Configure Import Settings

Smartsheet displays the Import Settings dialog, which is crucial for defining your new sheet's structure:

1. Sheet Name: Enter a descriptive name for your new Smartsheet.
2. Column Headers: Verify that the correct row (usually Row 1) is selected for column headers.
3. Primary Column: Select the column that should serve as the Primary Column (usually the Task Name).
4. Include Formulas: If your Excel data contains formulas, ensure this is checked (though many unsupported formulas may still be lost).
5. Select Import.

Smartsheet has created your new sheet! Smartsheet attempts to auto-detect the column types, but you must manually adjust them (changing a date column from Text/Number to Date) and manually apply hierarchy (indentation) to tasks.

Considerations and limitations

Importing from Excel is less direct than importing an .mpp file and requires more manual steps in Smartsheet afterward.