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Importing from Microsoft Project to PM3

PM3 allows you to import files saved from Microsoft Project in XML format.

How to Import:

  1. On the Milestone Plan or Gantt page in PM3, click the Import icon.

  2. A dialog box will open asking you to select an existing MS Project XML file.

  3. After selecting the file and clicking OK, the contents are imported into the open plan.

Import Options

There are three import icons, each importing different content:

  • Key: Imports Workstreams, Key Milestones, and their dependencies.

  • Milestones only: Imports Workstreams, All Milestones, and their dependencies.

  • All only: Imports Workstreams, All Milestones, Tasks, and their dependencies.

Importing Scenarios

  • You can import into a new PM3 plan (with an empty Milestone Plan).

  • You can also import into an existing PM3 plan. In this case, the imported data is merged into the existing content.

    • New items are appended.

    • Existing items may be modified.

    • (See the Reimporting files section for more details.)

Key Milestones

MS Project doesn’t have a native concept of "Key Milestones."
To mark a milestone as a Key Milestone, add the following string in the Notes field:

[$iskey=Y$]

  • Notes can contain other text.

  • As long as the string is present, PM3 will treat it as a Key Milestone.

  • When exporting from PM3, this note is automatically added for Key Milestones.

Import Limitations

  • Projects can only be imported into Project-level plans.

  • BCPs and Programmes cannot import from MS Project — the button is disabled.

  • Not all MS Project files are suitable for import due to differences in concepts and terminology.

Terminology Mapping

MS Project PM3 Equivalent
Summary Tasks Workstreams
Milestone Tasks Milestones
Tasks (plain) Tasks
 

  • PM3 Tasks appear only on the Gantt chart, not on the Milestone Plan.

Rules for Creating Importable MS Project Files

Workstreams (Summary Tasks)

  • A Workstream is a non-indented Summary Task.

  • It must have at least one indented item under it.

  • Must NOT be marked as a milestone.

  • Indented Summary Tasks are ignored.

  • Duplicate Workstream names are renamed by prefixing * (e.g., *Workstream).

Milestones

  • Milestones are Tasks with the Milestone checkbox ticked in Advanced > Milestone.

  • Must be indented under a Workstream.

  • They are placed into the PM3 Workstream matching their parent Summary Task.

  • Milestones may have duplicate names.

Tasks

  • Tasks have the Milestone checkbox unticked.

  • They may:

    • Be indented under a Workstream and linked to the next Milestone in the stream.

    • Be not indented and have no sub-items — treated as Plan Tasks and placed at the top of PM3 pages.

  • Appear only on the Gantt chart, not the Milestone Plan.

  • Must have a non-zero duration.

  • May have duplicate names.

Dependencies between milestones and tasks are preserved and drawn on the PM3 pages, regardless of layout.

Example Structure

Given this setup:

  • Workstreams created: Proposed, Approved, Extra.

  • The Summary Task "Extra" is indented, so it is ignored.

  • Tasks 14 and 15 are added to Milestone 16 "Software" under "Extra".

  • Tasks 26 and 27 are added to Milestone 28 "Wifi Requirements" under "Extra".

  • Task 29 has no milestone after it → becomes a Plan Task at the top of the PM3 page.

  • All other milestones are placed within their respective Workstreams.