Applies ToProject Online Desktop Client Project Professional 2024 Project Standard 2024 Project Professional 2021 Project Standard 2021 Project Professional 2019 Project Standard 2019 Project Professional 2016 Project Standard 2016

With Project, you can create and customize striking graphical reports of whatever project data you want, without having to rely on any other software. As you work on the project, the reports change to reflect the latest info — no manual updates required. See a list of all reports and how you can use them.

  1. Select the Report tab.

  2. In the View Reports group, select the type of report you want and then pick a specific report.

For example, to open the Project Overview report, select Report > Dashboards > Project Overview.

Dashboard menu on the Report tab.

The Project Overview report combines graphs and tables to show where each phase of the project stands, upcoming milestones, and tasks that are past their due dates.

Project Overview report

Project provides dozens of reports you can use right away, but you don’t have to let that limit your choices. You can customize the content and the look of any of the reports, or build a new one from scratch.

Work with your report

Change the data in a report

Change how a report looks

Make your own report

Share a report

Make a new report available for future projects

More ways to report project info

Change the data in a report

You can choose the data that Project shows in any part of a report.

  1. Select the table or chart you want to change.

  2. Use the Field list pane on the right of the screen to pick fields to show and filter information.

Tip: When you select a chart, three buttons also pop up directly to the right of the chart. Use the Chart Elements Chart Elements button and Chart Filters Chart Filters button buttons to quickly pick elements such as data labels and filter the information that goes into the chart.

Example

In the Project Overview report, you could change the % Complete chart to show critical subtasks instead of top-level summary tasks:

  1. Select anywhere in the % Complete chart.

  2. In the Field List pane, go to the Filter box and pick Critical.

  3. In the Outline Level box, pick Level 2. For this example, this is the first level of the outline that has subtasks instead of summary tasks.

    The chart changes as you make your selections.

    Project Overview report with Chart Data pane open

Change how a report looks

With Project, you control the look of your reports, from no-nonsense black and white to explosions of colors and effects.

Tip: You can make a report part of a split view so you can see the report change in real time as you work on project data. To learn more, see Split a view.

Select anywhere in the report and then select Report Tools Design to see the options for changing the look of the whole report. From this tab, you can change the font, color, or theme of the whole report. You can also add new images (including photos), shapes, charts, or tables here.

Report Tools Design tab

When you select individual elements (charts, tables, and so on) of a report, new tabs appear at the top of the screen with options for formatting that part.

Table Styles group on the Table Tools Design tab

Tip: When you select a chart, three buttons also pop up directly to the right of the chart. Select the Chart Styles button Customize the Look of Your Chart button to quickly change the color or style of a chart.

Example

Say you decide that the % Complete chart in the Project Overview report needs a facelift.

% Complete Chart on the Project Overview report

  1. Select anywhere in the % Complete chart, and then select Chart Tools Design.

  2. Pick a new style from the Chart Styles group. This style removes the lines and adds shadows to the columns.

    Chart Styles group on the Chart Tools Design tab

  3. Give the chart some depth. Select Chart Tools Design > Change Chart Type.

    Change Chart Type button

  4. Select Column > 3-D Stacked Column.

    Change Chart Type dialog box

  5. Add a background color. Select Chart Tools Format > Shape Fill, and then pick a new color.

    Shape Fill color options menu

  6. Change the bar colors. Select the bars to select them, then select Chart Tools Format > Shape Fill, and pick a new color.

  7. Move the numbers off the bars. Select the numbers to choose them, and then drag them upward.

Just a few clicks make a big difference. And we only scratched the surface of the formatting options.

Formatted % Complete chart on the Project Overview report

Make your own report

  1. Select Report > New Report.

  2. Pick one of the four options, and then choose Select.

  3. Give your report a name and start adding information to it.

    New Report menu on the Report tab

    Blank    Creates a blank canvas. Use the Report Tools Design tab to add charts, tables, text, and images.

    Chart    Project creates a chart comparing Actual Work, Remaining Work, and Work by default. Use the Field List pane to pick different fields to compare, and then use the controls to change the color and format of the chart.

    Table    Use the Field List pane to choose what fields to display in the table (Name, Start, Finish, and % Complete appear by default). The Outline level box lets you select how many levels in the project outline the table should show. You can change the look of the table on the Table Tools Design and Table Tools Layout tabs.

    Comparison    Sets two charts side-by-side. The charts have the same data at first. Select one chart and pick the data you want in the Field List pane to begin differentiating them.

Any of the charts you create from scratch are fully customizable. You can add and delete elements and change the data to meet your needs.

Share a report

  1. Click anywhere in the report.

  2. Select Report Tools Design > Copy Report.

    Copy Report button on the Report Tools Design tab

  3. Paste the report into any program that displays graphics.

Tip: You might need to resize and line up the report when you paste it into its new home.

You can also print the report to share it the old-fashioned way.

Make a new report available for future projects

Use the Organizer to copy a new report into the global template for use in future projects.

More ways to report project info

Project for the web offers two main options for reporting: Excel and Power BI Desktop. Excel reporting comes with Microsoft 365, while Power BI Desktop is licensed separately.

Excel 

When managing a project in Project for the web, export your project to Excel allows you to:

  • Create reports and visuals

  • Send a file containing project details to external stakeholders

  • Archive copies of your project data for audit and compliance

  • Print copies of your project

Here's how to export your project:

  1. Go to project.microsoft.com and open the project you want to export to Excel.

  2. In the top right corner, select the three dots (...), then select Export to Excel.

    Screenshot of the menu in Project for the web showing the Export to Excel option

  3. When you see the message "All done! We've exported [your project name]." at the bottom of the screen, you can look for your new Excel file where you store your downloads.

When you open the Excel file containing your project, you'll see a worksheet named "Project tasks" that contains a summary of project-wide information at the top, including its name, project manager, and the start and finish dates, duration, and percent complete for the whole project. You'll also see what date it was exported. Under that, you'll see a table of all the information for your project.

More about Excel Report options

Power BI Desktop

To get started, connect to Project for the web data through Power BI Desktop, then open the Project Power BI template and explore the reports it includes. 

Important: You'll need a Power BI subscription (and a Project subscription in many cases) to use this reporting tool. See the following section for details.

Licensing

To use Power BI reports on Project for the web data, you need to be a licensed user of Power BI Desktop or Power BI Pro. See Power BI Pricing for more information.

To build or customize Power BI reports on Project for the web data, you'll also need Project Plan 3 (formerly Project Online Professional) or Project Plan 5 (formerly Project Online Premium).

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