How to Export Microsoft Project to PDF

Microsoft Project is a powerful tool that helps people and teams manage projects. It is often necessary to export projects into PDF format. This article guides you through the steps to do this.

Exporting your Microsoft Project file to PDF lets you share project info with anyone who does not have access to the software. It also helps present project plans or timelines in an attractive and accessible way.

  1. To export your Microsoft Project to PDF, open the project file and go to the File tab.
  2. Select Save As, then choose PDF as the file format.
  3. You may have extra settings available, like page orientation, scaling, and print quality. Adjust these to match your needs.
  4. After customizing the settings, click Save.
  5. Choose a place to save the file and give it a name.
  6. Click Save again and Microsoft Project will convert the project to a PDF.

One example where exporting Microsoft Project files to PDF is important is John, a project manager for a large construction project. He needed to present his project plan at a meeting, but many attendees did not have Microsoft Project.

By exporting his project plan as a PDF, John was able to give all stakeholders a clear visual representation of his timeline and deliverables. This meant everyone knew the project’s progress and goals, without needing to install any software or go through complications.

Understanding the Importance of Exporting Microsoft Project to PDF

Exporting Microsoft Project to PDF is essential for effective communication and sharing project info. It lets stakeholders and team members view project details, like timelines, tasks, and resources. A universally accessible format!

Collaborating with teams and presenting updates to clients? PDFs offer a dependable, convenient solution. Export your Microsoft Project files to PDF. Now everyone will see the same data, regardless of software or device.

One unique benefit: exporting to PDF keeps the formatting and layout of your project plan. So all your charts, tables, and Gantt diagrams stay accurate in the document. Plus, you can add annotations or comments directly to the PDF.

Another advantage of using PDF is protecting sensitive info. With password protection and restricted access, you control who views or edits the file. An extra layer of security when sharing confidential project data with external parties.

Pro Tip: When exporting to PDF, optimize the file size by minimizing graphics or reducing image resolution. It ensures faster loading and smoother navigation for recipients.

Step 1: Saving the Project File

Saving the Project File is a must before exporting Microsoft Project to PDF. Here are the steps:

  1. Open the Microsoft Project app.
  2. Click on the ‘File’ tab at the top-left corner.
  3. Select ‘Save As’ from the drop-down menu.
  4. Choose a spot on your computer to save the project file.
  5. Enter a name for the file in the ‘File name’ field.
  6. Select the appropriate format from the ‘Save as type’ drop-down menu, like PDF.

Remember, saving your project file lets you access and export it later without any data or formatting loss.

Now that you have saved your project file, you can move to further steps in exporting it to PDF.

Tech savvy? Export Microsoft Project files to PDF for easy sharing and accessibility across different platforms. Go for it!

Fun Fact: According to, Microsoft Project is project management software that helps users plan, collaborate, and stay organized during a project’s lifecycle.

Step 2: Launching Microsoft Project

To launch Microsoft Project for the next step in exporting your project to PDF, follow these steps:

  1. Go to your computer’s Start menu.
  2. Search for “Microsoft Project”.
  3. Choose the Microsoft Project application.
  4. Click “Open” or double-click the Microsoft Project icon.

Now you are ready to export your project to PDF.

Remember: Launching Microsoft Project is important for exporting. Without it, you won’t be able to access and use the features.

Step 3: Opening the Project File

Opening a Project File may appear easy, however doing it accurately is key to the success of your project. Follow these steps for effortless and efficient opening of a Microsoft Project file:

  1. Start the Microsoft Project software on your computer.
  2. Tap the “File” tab in the top-left corner of the screen.
  3. From the drop-down menu, choose “Open”. This will open a new window where you can search for your project file.

Keep in mind, it’s vital to spot your file in the folder where you first saved it. This stops any confusion or delays finding and opening your project.

Pro Tip: Before you open your project file, be sure you have backups or copies of earlier versions stored separately. This prevents unexpected adjustments or data loss, ensuring the security and dependability of your project facts.

Step 4: Adjusting the Print Settings

When you want to export Microsoft Project into a PDF, it is important to adjust the print settings. Here’s how to do it in 3 simple steps:

  1. Open the Print dialog box: Go to “File” in the top menu and then choose “Print” from the dropdown.
  2. Configure the print settings: In the Print dialog box, select “Microsoft Print to PDF” as the printer. Then, adjust the paper size, orientation, and margins as needed.
  3. Preview and save: Check if everything looks right by clicking on the “Print Preview” button. After that, click on “Print” and save your PDF file.

Remember, choosing the right paper size and orientation will help ensure your project looks good when printed or shared online.

I once had a complex Microsoft Project with multiple dependencies. But, when I exported it as a PDF with the wrong print settings, the activities were split across pages and hard to understand. Thankfully, after changing the print settings, I was able to make a neat and attractive PDF document that clearly showed my project plan.

Step 5: Choosing the PDF Printer

Choosing the right PDF printer is vital for exporting Microsoft Project to PDF. Follow four simple steps to make an informed decision:

  1. Research available PDF printers. Find reliable software that works on your OS. Look at user reviews, ratings and pricing plans.
  2. Evaluate features. Compare options that customize settings, add bookmarks, watermarks and passwords.
  3. Check compatibility. Ensure the PDF printer works with Microsoft Project and integrates with it.
  4. Consider support and updates. Look for software providers offering customer support and regular updates.

Plus, factor in any unique requirements or preferences. Once you pick the best one, you can be sure your exported file will look professional in PDF form.

Don’t miss out on the perks of the right PDF printer. Follow these steps to prevent glitches during the export process. Start exploring options and enjoy seamless Microsoft Project to PDF conversions.

Step 6: Setting PDF Export Options

Setting PDF Export Options is key when you’re exporting Microsoft Project files to PDF format. Customizing the settings helps ensure conversion goes well. Here’s how to do it:

  1. Go to the top left corner of the Microsoft Project window and click ‘File’.
  2. From the drop-down menu, select ‘Save As’. This opens the Save As dialog box.
  3. In the Save As dialog box, pick ‘PDF (*.pdf)’ from the ‘Save as type’ dropdown.

These options let you control the PDF file’s layout, orientation, image compression, and font embedding. This means the exported PDF will keep its formatting and be readable on any device or platform.

For instance, if you want a header or footer on your PDF document, you can set it here. You can also opt to include hyperlinks or bookmarks for easy navigation.

Step 7: Exporting the Project to PDF

Easily export your Microsoft Project into a sleek, shareable PDF! Dive into Step 7 of the process and discover how to transform your project.

  1. Launch your Microsoft Project app and find the File menu.
  2. Select “Save As” and choose PDF from the list.
  3. Specify the location and filename, then click “Save”.

Voila! Your project is now in PDF format. Keep in mind that details may vary based on software version.

Now you can confidently present your project plan, knowing all elements are captured in a shareable format. Thanks to technological advancements, exporting files has become incredibly convenient. Microsoft Project lets professionals transform their project plans into PDFs, revolutionizing project management and boosting efficiency.


Exporting Microsoft Project to PDF is a simple task. It lets you share your project plans with others. The PDF format keeps the document’s formatting and can be viewed on any PDF reader.

Options are available when exporting to PDF. You can choose details like task names, durations, start and end dates, and Gantt charts. This makes it easier for stakeholders and team members to understand the project timeline.

Also, exporting to PDF protects the document from being edited or changed. This is great when sharing sensitive information or needing to control the content of the project plan.

The way to export Microsoft Project to PDF varies depending on the version of the software. But, the process is similar and easy to do.

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