Linking Project to Outlook

[Caz]

I am looking to intergrate Project with Outlook so that milestones/deadlines
etc can be set up in my Outlook calender. Is this possible at all?

Thanks

 

[Dominic]

Which version of Project are you using? From memory in the 2000 and earlier
versions you can try the workgroup toolbar, there is an option to set
reminders on selected tasks. I don't think they will appear in your calendar
but you will be reminded about them in advance of when they are scheduled to
occur.

Again depending on which version of Project you are using the Workgroup
functionality allows you to send assignments to people using "Project Mail" -
this doe work but is not supported by the 2003 version as it is intended to
integrate with the Project Server workgroup solution. Using this option the
assigned tasks will appear in your task list in Outlook not your calendar.

I hope this helps.

 

[Caz]

Thanks for your help, I'm using Project 2007 and I'm also on Office 2007
small business. Is there a way i can link these two versions?

Thanks

 

[Dominic]

Caz,

Project 2007 is designed to work with Project Server and I don't know if the
previous workgroup option wgsetup.exe is even included with the software, I
do know it was available with but not supported by Microsoft with Project
2003.

 

[JulieS]

Hello Caz,

Project 2007 has a "set reminder" button on the Tracking toolbar.
Assuming you are using Outlook, have assigned yourself to the tasks, and
have entered an email address in the email address field, select the
task, click the "Set Reminder" button. This will add the selected
task(s) to your Outlook task list and set a reminder. **However** if
the task shifts in Project, it does not update the information in
Outlook.

Search this newsgroup for "set reminder" for some additional
information.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[Caz]

That's sorted it out perfectly! Thanks!

Hello Caz,

Project 2007 has a "set reminder" button on the Tracking toolbar.
Assuming you are using Outlook, have assigned yourself to the tasks, and
have entered an email address in the email address field, select the
task, click the "Set Reminder" button. This will add the selected
task(s) to your Outlook task list and set a reminder. **However** if
the task shifts in Project, it does not update the information in
Outlook.

Search this newsgroup for "set reminder" for some additional
information.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[JulieS]

Hello Caz,

Glad to hear the "set reminder" suits your needs. You're welcome for
the assistance and thanks for the feedback.

Julie
Project MVP

 

[Clint]

Thanks Julie, this helped me also.

I hope they implement some sort of synchronization/auto update method for
outlook and project without having to have server. Would really help and by
the looks of all the posts there is a high demand for it.

Cheers.

 

[JulieS]

Hello Clint,

Glad the Set Reminder helped you out as well. As far as synchronizing
between outlook and project, earlier released did allow use of Microsoft
Outlook as a workgroup feature without Project Server or Project
Central. Those options were not as fully featured as project server and
sadly have gone by the way-side.

You may find some useful options in the companion products listing on
the project mvp website at:
http://project.mvps.org/comprods.htm

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

 

[John C]

Hi all,

Some very good, clear answers here. However, I am new too this. I want to do
the same action but I'm currently on 2003. Can someone detail how I link a
task to a reminder in Outlook, or even to the task list.

Thanks in advance,

JC

 

[JulieS]

Hello John,

The "set reminders" function is only available in Project 2007.
Unless you are using Project Server, there isn't any out-of-the-box
method of linking tasks in Project to Outlook. You can export task
information to excel and then import into Outlook, but it would not
be linked.

There may be third party add-ons to Project that have the tie, but I
cannot personally speak for any of them. See the page
http://project.mvps.org/comprods.htm to begin your search.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project

 

[John C]

Thanks Julie,

So for 200 and earlier there is the method detailed by Clint and for 2007
there si the set reminder function, yet for 2003 this nothing?

JC

 

[JulieS]

You're welcome John. Yes, as I noted in my reply to Clint --
Project 2000 and 2002 had the Workgroup messaging feature. You can
still download the workgroup setup from the Microsoft site and
install it for Project 2003, however it is unsupported by
Microsoft -- in other words at your risk. See:

http://support.microsoft.com/kb/818337/en-us

Julie