2003 link/import outlook contacts in resource pool

[heather]

Construction firm attempts implementation of Project 2003
Pro. Currently "stand alone" (no project, web or exchange
servers - maybe future development).
All "resources" are maintained within Outlook 2003
initially and then will be linked or imported to resource
pool.
ISSUE: Want project managers to be able to (in some
fashion) "click" the resource name in Gantt Chart view to
displayed specific contact information (phone, mobile,
fax, email, company name, contact name).

I understand Project import function (from MS Outlook
2003) for resource names via Assign resources | Add
resources | From address book. However:

1. Only those contacts WITH email addresses are displayed
in Address Book. (Curiously, it seems, if there is a
valid email address AND a fax number then a "duplicate
entry" appears in address book). In construction
many "resources" have fax or phone for "contact" instead
of (or in addition to) email. I realize I could "fake" an
email address for resources/contacts without one, but
this seems silly; and there is still the "problem" of
duplicate entries in address book. - Is there a better
workaround?

2. "clicking" on the imported resource name in "Resource
Sheet view" links to and pops open the relevant Outlook
contact form and displays the information - great just
what I want.
However:
Manager is forced to search through entire resource sheet
to find the relevant resource/contact. Is there a more
efficient way to get to the specific resource "contact
information" from the Gantt Sheet view?

stated another way: "clicking" on the resource name in
Gantt sheet view opens the Summary Task Information form.
Can I alter this default behaviour specifically for the
resource name field in Gantt Chart View?

Thanks in advance for providing any direction!

 

[JulieS]

Hi Heather,

I have a "partial" answer to your second question:
If while working in the Gantt chart, you split your
screen (Window --> Split) to show the task form at the
bottom, you can double click on the resource's name to
show the resource information form. From the resource
information form, click on the Details button to view the
contact information from Outlook.
Unfortunately in quickly playing around, I could not
discover an answer to your first question - I too only
see contacts from Outlook with email addresses.

I hope this helps,
Julie

 

[heather]

Thanks Julie, that works just excellent. If there is some
documentation you found in help file that directed you to
this solution, please let me know, I thought I looked
through everything!

For problem 1) I wonder if the default format of address
book fields (specifically: dispaly as) could be
redefined? I am sure a programmer could do something with
vba but wonder if there is a simpler solution for this
non-programmer? For our purposes, coding which would
display email if available OR fax number if email not
present would be ideal. Of course there is still the
problem of whether or not Project import function would
still work with a redefined "display as" field.

I am still looking, but sincerely appreciate your help to
date! Cheers.

 

[JulieS]

Hi Heather,

Glad to know my suggestion did what you needed.

As far as the default fields, my *guess* is that using
the "Add resources from the company Address Book" option
is using a pre-defined map that does not include
the "display as" field, nor the other field information
you are looking for.
I am not a VBA programmer and there may be an answer
available through VBA, but if the additional field
informaton is important to you, you could export the
contacts from Outlook as an Excel file and then import
the Excel file into MS Project. Exporting from Outlook
and then importing into Project would allow you to select
the fields to export and then set-up the Text fields in
Project to import into. It would require manual work
however.

Hope this helps and you are most welcome!
Julie