Primavera P6 File Menu (Alt+F) Explained – Complete Beginner Guide -  Chapter 1 (Menu bar)

Introduction

When beginners start learning Primavera P6, they usually focus on activities, relationships, and scheduling. However, one of the most important areas of the software is often overlooked—the File Menu (Alt+F).

The File Menu acts as the gateway for creating projects, opening schedules, importing files, exporting schedules, printing reports, and sharing project data with clients and consultants.

In real-world EPC, construction, steel plant, shutdown, and commissioning projects, planning engineers frequently use File Menu functions to exchange schedules with contractors, submit baseline schedules, share updates with consultants, and maintain project backups.

If you understand the File Menu properly, you can manage project data more efficiently and avoid many common mistakes that beginners make.

What is the File Menu in Primavera P6?

The File Menu is the first menu available in Primavera P6.

You can access it by:

File (Alt + F)

It contains commands related to:

• Creating projects
• Opening projects
• Importing schedules
• Exporting schedules
• Sending project files
• Printing reports
• Managing portfolios
• Refreshing data

Think of the File Menu as the "Project Data Management Center" of Primavera P6.

Use of File Menu in Primavera P6

The File Menu is primarily used whenever project information needs to be:

• Created
• Opened
• Shared
• Imported
• Exported
• Printed
• Refreshed

Typical Real Project Uses

Primavera P6 File Menu Options Explained

The File Menu in Primavera P6 Professional contains the following options:

1. New (Ctrl + N)

Purpose

Used to create a new project or data object. 

File → New

Practical Use

Suppose your company receives a new project:

• Steel Plant Expansion
• Building Construction
• Pipeline Installation

The first step is creating a new project.

Why Important

Every schedule starts from the New option.

2. Open (Ctrl + O)

Purpose

Used to open an existing project.

Practical Example

A consultant sends you an updated project schedule.

You open Primavera P6 and select:

File → Open

to access the schedule.

Field Application

Planning engineers use this option multiple times every day.

3. Close All (Ctrl + W)

Purpose

Closes all currently opened projects.

When Useful

Suppose multiple projects are opened:

• Blast Furnace Project
• Coke Oven Project
• Utility Building Project

You can close them simultaneously.

Benefit

Keeps Primavera organized and improves performance.

4. Page Setup 

Purpose

Configures printing settings.

Options Include

• Page size
• Orientation
• Margins
• Header/Footer

Practical Use

Before printing a baseline schedule for client approval.

5. Print Setup

Purpose

Selects printer and printing configuration.

Typical Uses

• A1 Schedule Printing
• A3 Look-Ahead Schedule
• Weekly Progress Reports

6. Print Preview

Purpose

Allows users to view the print output before printing.

Why Important

Prevents:

• Truncated Gantt charts
• Missing columns
• Incorrect page breaks

Professional Tip

Always use Print Preview before submitting schedules.

7. Print (Ctrl + P)

Purpose

Prints project schedules and reports.

Common Uses

• Weekly review meetings
• Progress meetings
• Management presentations
• Client submissions

Import Option in Primavera P6

Purpose

Used to bring external project data into Primavera P6.

Menu Path

File → Import

Supported Formats

• Primavera XER
• Primavera XML
• Microsoft Project
• Spreadsheet formats

Real Project Example

A subcontractor submits a schedule in XER format.

You import it into Primavera P6 for review. Oracle documentation explains that XER import supports creating new projects, updating existing projects, replacing projects, or adding imported data into an existing WBS structure.

Common Mistake

Always verify:

• Calendar mapping
• Resource mapping
• Project codes

after importing.

Export Option in Primavera P6

Purpose

Used to send Primavera schedules outside the system.

Menu Path

File → Export

Common Export Formats

• XER
• XML
• Excel
• Contractor XER

Real Project Example

You need to submit a revised baseline schedule to MECON or a client.

Export the project as an XER file and send it for review. Oracle recommends XER format for project exchange and backup between Primavera users.

Professional Tip

Before exporting:

• Schedule project
• Verify critical path
• Check relationships
• Save baseline

Send Project Option

Purpose

Exports and emails a project automatically.

Menu Path

File → Send Project

Practical Use

Suppose the client urgently requests the latest schedule.

Instead of manually exporting and attaching the file:

File → Send Project

creates an XER file and attaches it to an email automatically. 

Real-Life Benefit

Saves time during project review meetings.

Select Project Portfolio

Purpose

Allows users to switch between project portfolios.

Practical Example

A company manages:

• Steel Plant Projects
• Infrastructure Projects
• Building Projects

Each portfolio can be viewed separately.

Benefit

Better project organization.

Commit Changes

Purpose

Saves changes to the database.

Why Important

In shared environments, changes may not be visible until committed.

Practical Example

After updating:

• Activity durations
• Progress percentages
• Relationships

commit the changes to ensure data is stored.

Refresh Data (F5)

Purpose

Reloads project data from the database.

Practical Use

Useful when:

• Multiple planners are working simultaneously.
• Another engineer has updated the schedule.

Benefit

Shows the latest project information.

Recent Projects

Purpose

Displays recently opened projects.

Benefit

Quick access without searching through portfolios.

Useful For

Planning engineers working on multiple projects daily.

Exit

Purpose

Closes Primavera P6.

Professional Tip

Before exiting:

✔ Save layouts

✔ Commit changes

✔ Backup important schedules

✔ Export baseline if required

Practical Example from a Steel Plant Project

Consider a Blast Furnace Modernization Project.

Scenario

Client requests:

• Updated schedule
• Recovery plan
• Critical path analysis

Planning Engineer Workflow

1. Open project using File → Open
2. Update progress
3. Run schedule calculation
4. Print preview review
5. Export XER
6. Send Project to client
7. Commit changes
8. Refresh database

This entire workflow relies heavily on the File Menu.

Best Practices for Using the File Menu

Always Backup Before Major Changes

Export an XER file before:

• Rescheduling
• Large updates
• Resource loading

Verify Imports Carefully

Check:

• Calendars
• Resources
• Codes
• Relationships

Use Print Preview

Never print directly.

Keep Project Copies

Maintain:

• Baseline Version
• Monthly Version
• Recovery Version

Common Mistakes Beginners Make

Importing Without Backup

Always keep original files.

Replacing Wrong Project

Double-check project IDs.

Printing Without Preview

Can result in missing schedule data.

Not Refreshing Data

Leads to working with outdated information.

Forgetting to Commit Changes

May result in unsaved project updates.

Quick Reference Table

Conclusion

The Primavera P6 File Menu may look simple, but it is one of the most frequently used menus in daily project planning activities. Whether you are creating a new schedule, importing contractor updates, exporting baseline programs, printing reports, or sharing schedules with clients, almost every project workflow begins with the File Menu.

For beginners, mastering these options builds confidence and improves efficiency. For experienced planners, understanding the practical application of each File Menu command helps ensure accurate project data management and smooth communication across project stakeholders.

Frequently Asked Questions (FAQ)

What is the shortcut key for File Menu in Primavera P6?

The shortcut key is Alt + F.

Which File Menu option is used to import a project?

Use File → Import.

Which format is commonly used to exchange Primavera schedules?

The most commonly used format is XER.

What is the use of Send Project in Primavera P6?

It automatically creates an XER file and attaches it to an email message.

Why should I use Print Preview before printing?

It helps identify formatting issues, missing columns, and page break problems before printing.

What is Refresh Data used for?

Refresh Data reloads the latest information from the Primavera database.

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