Batch Print MS Project Files Easily

Batch Print MS Project Files Easily Managing multiple projects often means dealing with dozens of Microsoft Project (.mpp) files. Printing these files one by one is a tedious, time-consuming task. If you need to prepare weekly status packets or archive project timelines, learning how to batch print will save you hours of manual work.

Here are the most effective ways to automate and streamline your MS Project printing workflow. Method 1: Use Microsoft Project’s Native Custom Views

While MS Project does not feature a single, prominent “Batch Print” button, you can leverage native configurations to speed up the process for multiple sub-projects.

Create a Master Project: Insert all your individual .mpp files into one Master Project file as sub-projects.

Apply a Global View: Customize your Gantt chart, columns, and timeline settings on the master file. This automatically applies the layout to all nested projects.

Print All at Once: Go to File > Print. Adjust your page setup settings to fit the timeline, and print the entire master file. This outputs all your projects in one continuous print job. Method 2: Use Windows Print Queue Automation

If your files are already configured with the correct print layouts, you can bypass opening MS Project entirely by utilizing the Windows operating system.

Open File Explorer: Navigate to the folder where your target MS Project files are stored.

Select Files: Hold down the Ctrl key and click on each .mpp file you want to print (Windows natively supports batch actions for up to 15 files at a time).

Right-Click to Print: Right-click any of the highlighted files and select Print. Windows will automatically launch MS Project in the background, send each file to your default printer using its last-saved view, and close the application. Method 3: Automate with a VBA Macro

For users who frequently print large volumes of files, a Visual Basic for Applications (VBA) macro offers the ultimate custom automation. You can write a script inside MS Project to loop through a specific folder and print every file automatically. Open MS Project and press Alt + F11 to open the VBA Editor.

Insert a new module and paste a script that uses the Dir() function to look for .mpp extensions in a designated folder path.

Use the FileOpen and DocumentToPrinter commands within a loop to open, print, and close each file sequentially.

This method allows you to programmatically define specific print dates, filters, or table views before the print command triggers. Method 4: Third-Party Batch Printing Software

When native tools fall short—especially if you need to convert files to PDF or mix MS Project files with Word and Excel documents—third-party software is the best solution.

Tools like Print Conductor, Batch & Print Pro, or dedicated MS Project add-ins allow you to drag and drop multiple .mpp files into a queue. These programs manage the printer collating, paper sizes, and formatting automatically without requiring you to open a single project file manually. If you want to set up one of these methods, let me know: