Export the task table to Excel

The List and the Grid each have an Export button that saves the table as an Excel file. The file is the table you are looking at: the same columns in the same order, the same filters, the same grouping and the same sort. Set the view up the way you want to share it, then export.

Export the table

1. Open a project, open the Tasks tab, and select List or Grid.

2. Arrange the view: pick columns, apply filters, group and sort, and expand or collapse what you want in the file.

3. Select Export in the toolbar, beside Columns, then Export to Excel (.xlsx).

The file downloads straight away, named after the project (for example Website_Redesign_tasks.xlsx). If the table is empty, the button is greyed out and says there is nothing to export.

What the file contains

Exactly what is on screen.

• Columns: the task title first, then the columns you have showing, in their order, under the names you see. Hidden columns are left out.
• Filters: only the rows that pass your filters.
• Grouping: in the List, each group starts with a bold header row that shows the group name and its task count, as on screen.
• Sort order: rows come out in the order you sorted them.
• Subtasks: indented under their parent.
• Collapsed is collapsed. A collapsed group exports as its header row only, and a collapsed parent exports without its subtasks. Expand them first if you want them in the file.

Cells you can work with.

• Dates are real Excel dates, so they sort and filter as dates.
• Progress is a percentage.
• Estimated hours, duration and the attachment and comment counts are numbers, so you can total them.
• Checkbox custom fields and Milestone show Yes, or stay blank.
• Other custom fields keep their type: number fields as numbers, date fields as dates.

A tidy sheet.

• The header row is styled and frozen, so it stays in view as you scroll.
• The sheet is named after the project.
• When the table is not grouped, the header row has Excel’s filter dropdowns turned on. A grouped export leaves them off, because the group header rows would be filtered as if they were tasks.

Limits

• 5,000 rows per file, counting group header rows. A larger view gets a message asking you to filter it down and export again.
• You only export what you can see. The file holds only tasks in projects you have access to, whatever the view contains.

Want every task, not just this view?

For a full snapshot of the project, with every task and every column regardless of filters, use the project Excel export on the Reports page. See Run cross-project reports.

FAQs

Which plans include the export? Every plan, including Free.

Why is a task missing from my file? It was filtered out, sitting inside a collapsed group, or a subtask of a collapsed parent. Clear the filter or expand the row, then export again.

Can I export the Board, the Gantt or the Calendar? The Export button is on the List and the Grid. Both show the same tasks, so switch to one of them to export.

Why are there no filter dropdowns in my file? The view was grouped. Remove the grouping and export again to get them.

Related

• Work with tasks, the fields on a task
• Change several tasks at once, editing many rows in the Grid
• Tag and filter work, narrowing the view before you export
• Run cross-project reports, the full project export