Importing assignments
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Topic Last Modified: 2016-11-14
When the Microsoft Office Project 2007 Add-in for Outlook is configured, users can import new assignments from Project Web Access to track progress and timesheet utilization in Outlook. Users click Importing New Assignments on the toolbar to add assignments to Outlook. A preview of the assignments that will be imported displays prior to completion.
Opening Assignments in Outlook
Team members can begin to enter time when assignments are imported. The assignments can be accessed in Outlook Tasks or Outlook Calendar.
Outlook Calendar
Users can select Outlook Calendar as the integration criteria for the add-in to view assignments next to appointments for the day, week, or month. When team members schedule meetings, the time can appear as Free, Tentative, Busy, or Out of Office to show availability for an appointment.
The assignment is listed in Outlook Calendar as an appointment. The steps to open an assignment in Outlook Calendar depend on the version of Office Outlook that is used. Office Outlook 2007 incorporates the Office 2007 toolbar to navigate applications.
Users perform the following steps to use Office Outlook 2007:
Click Calendar.
Double-click the assignment in the calendar.
On the Outlook toolbar, locate Show.
Click Project Web Access.
Users perform the following steps to use Office Outlook 2003:
Click Calendar.
Double-click the assignment in the calendar.
Click the Project Web Access tab.
Outlook Tasks
The second option for working with the add-in for Outlook is Outlook Tasks. Being able to work with Outlook Tasks is a new feature for Microsoft Office Project Server 2007. It enables users to display imported assignments next to tasks that are created directly in Outlook. Imported assignments can be displayed on the selected Current View.
Users open imported assignments by double-clicking the assignment in the tasks view.
When they open, Project Web Access (PWA) task assignments that are located in Outlook Tasks include the Task Management and the Timesheet template as part of the add-in for Outlook. These assignments have a pre-determined schedule from PWA. Tasks that are created in Outlook have a Task tab where the task is scheduled and a Details section where the amount of work is entered.
Managing Tasks
While users work in Outlook Tasks, the imported assignments may use features for tasks that are created in Outlook, specifically in Manage Tasks. The following options are available through the Manage Tasks features on the Outlooks Tasks toolbar:
Assign Task
Send Status Report
Mark Complete
With the exception of Mark Complete, these Outlook capabilities do not apply to the imported assignments. If a user marks the imported assignment as complete, the assignment does not display in the user's assignment list. Instead, the assignment moves to the Completed Tasks view. These completed tasks are included when a user sends an update to Project Web Access.
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