If you’ve ever attended a Microsoft Project class with Advisicon, you’ve probably heard us repeat our favorite mantra: “Save, Publish, Close, and Check-in.” We say it a lot—because it’s the gold standard when working with Microsoft Project.
At first glance, these steps might sound interchangeable, but each one serves a unique purpose. Today, we’re focusing on one of the most crucial yet misunderstood steps: Publishing.
Bonus: If you’re using Project Online (Microsoft 365 version), publishing works a bit differently. Don’t worry—we’ll cover that too!
Quick Refresher: What Are Save, Close, and Check-in?
Before we dive deep into publishing, let’s quickly recap the other three steps:
- Saving = Captures your changes.
- Closing = Exits the project.
- Check-in = Releases the project for others to edit (think of it like “giving the file back” to the team).
Now, let’s explore why publishing is a step you don’t want to skip.
What Does “Publishing” Mean in Microsoft Project?
If you look up “publish” in the dictionary, Merriam-Webster offers definitions like:
- To make generally known.
- To release for distribution (print or digital).
- To issue for public sale.
- To officially announce.
So, how does that apply to MS Project?
In the world of Microsoft Project, publishing is how you share your project data with others—your team, stakeholders, and reports. It’s what makes your project “go live” and become visible beyond just you.
Why Is Publishing So Important?
Publishing isn’t just an extra button to click—it’s essential for sharing accurate, up-to-date project data. Behind the scenes, SQL (Structured Query Language) is working hard to organize and distribute that data properly.
What is SQL?
SQL is a programming language that manages databases—making sure data is stored, connected, and easy to access. In Microsoft Project, SQL handles how your project information is organized and shared.
Here’s what SQL is doing when you publish:
- Data Normalization: Organizes data efficiently, avoiding unnecessary duplication.
- Transaction Management: Ensures that all changes are processed completely—so nothing gets lost.
- Query Optimization: Speeds up how fast data can be found and shown in reports.
- Permissions and Security: Controls who can see or edit different parts of the project.
In plain English?
Publishing turns your working file into an official, shared version of the project, updating the databases and making sure others can see and interact with it based on their permissions.
How Does the Publishing Process Work?
Let’s break down the step-by-step journey from a project file to a published, visible project:
- Project Creation
You start by creating a project file—whether from scratch, a template, or by importing from another tool. How you create it doesn’t impact publishing yet.
- Saving
Here’s where things begin to get interesting. Saving a .mpp file to the server doesn’t actually save the .mpp file itself. Instead, MS Project stores each piece of data separately to the database using Unique Identifiers (UIDs). The data is stored in the database according to the relationships within it. When the project file is opened, the database populates each data field based on its UID.
At this point, your data lives in Draft database. However, you’re still the only one who can see it. Your team? They won’t see a thing until you publish.
💡 Pro Tip: If you want someone else to take over the project without publishing, you can assign ownership to them—but only one person can have that access until it’s published.
- Publishing
Now comes the big moment—publishing! Here’s what happens:
- The data from the Draft database is copied to the Published and Reporting databases.
- Any configured workflows (such as approvals or notifications) are triggered.
- The project becomes visible in the Project Center, allowing access for PMs, assigned resources, and stakeholders.
The Publishing Process in Project Online (M365): What’s Different?
If you’re using Project Online (M365), publishing works a bit differently because you don’t have direct access to SQL databases like with on-premises versions. Instead, Microsoft handles the database in the cloud—you never see or touch it.
Here’s what happens in Project Online:
- After you create and save a project, the data is stored in Microsoft’s managed cloud database.
- Publishing updates that database and refreshes OData feeds (a way Microsoft lets other tools pull in your project data).
- If you’re using Power Automate workflows, publishing triggers those, too.
- And yes—because it’s in the cloud, publishing can take longer, so be patient!
What is OData?
OData (Open Data Protocol) is a way for apps like Power BI to connect to and pull data from Microsoft Project Online.
Wrapping Up
In a nutshell
Publishing might seem like a simple button press, but under the hood, it’s a complex process. If you need a one-sentence way to explain it:
Publishing in Microsoft Project moves your data into official databases so others can see, report on, and work with it.
Defining “Publish”
To revisit our definitions from Merriam-Webster, does publishing in MS Project fit the bill?
- To make generally known ✅ Yes!
- To produce or release for distribution, especially in print or digital format ✅ Absolutely!
- To issue or offer for sale to the public ✅ Not literally, but we’ll count it.
- To officially announce or make public ✅ Nailed it!
A visual representation
This useful chart boils down the information we’ve covered:
Any next steps?
And just like that, you’ve unlocked the mystery of publishing in MS Project! But there’s always more to learn. Whether you’re looking to refine your skills, optimize your workflows, or troubleshoot complex issues, Advisicon is here to help.
Our expert-led Microsoft Project courses equip you with the knowledge to manage projects efficiently, while our seasoned technical consultants provide tailored solutions to ensure your technology works seamlessly for your needs.
Let us help you work smarter, not harder. Contact us today to discover how Advisicon can elevate your project management success!
