Which export format should I use?
Choose the format by what the reader must do with it.
| Reader needs to | Send |
|---|---|
| Read and approve the programme | PDF of the Gantt |
| Filter, sort or analyse activities | Excel export of the activity table |
| Re-schedule or check logic | XER (or XML) |
If you are unsure what an XER holds, see what is an XER file and how to open it.
How do I prepare the view before exporting?
What you export is largely what is on screen, so set the view first.
- Check the data date and make sure the schedule has been scheduled (F9) after the last update, so the dates match the logic.
- Choose a layout that shows the columns the reader needs: activity ID, name, original and remaining duration, start, finish, total float, and predecessors and successors if logic matters.
- Apply a filter, for example critical activities only, activities starting in the next 28 days, or one WBS branch.
- Group and sort by WBS so the report follows the structure people expect.
- Show the baseline bars if the reader will judge variance.
How do I export a P6 schedule to Excel?
In P6 Professional, the export wizard handles spreadsheet output. The general route is:
- Open the project and set up the activity table with the needed columns and filters.
- Use File > Export and choose the spreadsheet (XLS) format in the wizard. Menu labels vary by P6 version.
- Select what to include. If you want the activity table, choose activities and the columns you set up.
- Choose a file name and location, and finish the wizard.
- Open the file and check the dates, the float and the number of rows against the screen.
A spreadsheet loses the visual bars and, unless you include relationship columns, the logic. Add predecessor and successor columns if the reader will check logic.
How do I save a P6 schedule as PDF?
P6 has no single "save as PDF" button in every version, so the usual route is printing.
- Open the layout you prepared.
- Use File > Print Preview to set page size, orientation, header and footer, and the timescale. Menu labels vary by P6 version.
- Fit the Gantt across a sensible number of pages. A programme split across many unreadable pages is rarely useful; filter or summarise the WBS instead.
- Print to a PDF printer and save the file.
- Check page one: project name, data date and print date should be visible.
What should I include when sharing a schedule?
- Data date, shown in the header, so the reader knows how current it is.
- Baseline, so variance can be judged.
- Critical path highlighted, or a separate critical-only view.
- A legend for bar colours, milestones and constraints.
- The calendar assumptions: working week, holidays and any seasonal hours.
- Version and date in the file name, for example project-programme-rev03-2026-10-13.pdf.
Issue the file through your normal transmittal route so there is a record of which revision was sent and to whom.
How do I get the same information without a P6 licence?
Ask the scheduler for an XER, XLSX or PDF export, then open what you receive. For an XER, a free browser-based P6 viewer lets you open the file in the browser to see Gantt, WBS and critical path; the tool page lists what it supports. Our guide to reading a P6 schedule covers what to check once you have it open.
Can Arkan hold the schedule for the whole project team?
Yes, for the viewing and tracking side. The Schedule module accepts Primavera files in XER or XML format, so project team members can see activities in grid and Gantt views, and you can compare two uploaded versions to see what was added, removed or changed. Book a demo to see how it works with your own schedule files.