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I have a master project which contains 11 subprojects. Whenever I send the master project to anyone, I have to send all the 11 subproject MPPs out to them too.

Is there a way of creating the master so that I don't need to send the subprojects too?

Ideally, I want to be able to take a "snapshot" of the master, so the subprojects are no longer referenced from separate MPPs, and instead are just ready only data within the master. [UPDATE: when I say "snapshot" I don't actually mean using the snapshot function in MS Project]

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  • Do you absolutely have to send the MPP? Could you not send a rolled-up snapshot image of the Master plan?
    – Marv Mills
    Commented Oct 8, 2014 at 12:11
  • Have to send the MPP as it's used by a central PMO. How does a rolled-up snapshot work anyway?
    – Confused Planner
    Commented Oct 8, 2014 at 14:27
  • Roll up the tasks to the their highest level (by minimising all the sub-tasks) and then do a Snapshot (Task->Copy->Copy Picture) and paste it into an email or a document and send that... If PMO is the audience then I would expect that they would need the sub-projects anyway so what they ask for doesn't seem unreasonable to me.
    – Marv Mills
    Commented Oct 8, 2014 at 14:52
  • Thanks for explaining that Marv. We still need a solution to be able to have the master plan as a standalone plan without having to send all the other 11 subproject plans. Any ideas???
    – Confused Planner
    Commented Oct 8, 2014 at 15:10
  • Try creating the master without linking to the subproject files. Uncheck the Link to Project checkbox when you insert the subprojects to create a "static" master.
    – JulieS
    Commented Oct 13, 2014 at 15:32

2 Answers 2

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Double click on the subprojects in the master project and go to the advanced tab. Un-tick the box "Link to project", this removes the link to the subproject (BE WARNED if you unlink it you can not link it back, so do not click save, do a SAVE AS). The subproject tasks becomes tasks in the master project.

If you have shared resource pool you will want to remove this link, otherwise all resource will be double booked.

I have found that this is the best workaround if you need to send you master project out using email etc without sending multiple files. This obviously means this file will not update with changes made to the subprojects.

Hope this helps

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Create a custom field to flag which tasks you want to share, filter by the flag, hide the flag column and print it in PDF

Cheers

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