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Integrating Microsoft Project 2002 with Outlook 2007

02/05/2008 10:44 AM

So, I have heard that you can integrate MS Project with Outlook. I use both and it would be nice to use project to set up tasks and preceding tasks because when you change one it changes all the tasks linked to it. However, Outlook pops up on my computer with reminders all the time and I like that. If I could get all my tasks from Project into Outlook that would be awesome. I have heard that you can, and I have tried several things but NOTHING seems to be working and it seems to be WAY more complicated than it should be. Anyone know how??

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#1

Re: Integrating Microsoft Project 2002 with Outlook 2007

02/05/2008 11:12 AM

MS Project is a project manager's tool. It can be used in connection with MS Outlook to keep track of colleagues' hours and project scheduling, allowing for variations in their available resource times; people fall ill, move jobs, drop dead, and new people join a project along the way. The tool allows predictions to be made and changes to timing and levels of resource in order to achieve target end-dates. It can also predict changes to end dates given varying resource levels, and allow changes to task sequencing that will achieve given end dates given the resource available.

The problem is that, like most tools, it will only do the work properly if everyone is using it properly. Garbage in, garbage out, that sort of thing.

While it can be done, there really isn't any point if one is trying to use it to manage oneself! The time is far better spent doing rather than scheming, because while the scheming is happening, the doing isn't getting done.

The biggest mistake the inexperienced user makes is publish a paper copy of the project timetable at the beginning of the project and expect everyone to stick to it. If it were that easy, there wouldn't be any need for project managers.

A project plan is like a map - it's out-of-date the moment it's printed. So the tool is better used electronically. Persevere with it, if there are others to manage and there is a penalty clause in the contract for a late finish. Otherwise don't waste any more time with it.

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#2
In reply to #1

Re: Integrating Microsoft Project 2002 with Outlook 2007

02/05/2008 12:56 PM

Very well stated!

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#4
In reply to #1

Re: Integrating Microsoft Project 2002 with Outlook 2007

02/06/2008 9:39 PM

Thanks for this reminder. I seem to spend my life explaining that project plans are only forecasts with potential errors in the prediction ever widening the farther one is from the date of observation. What it can do, with a lot of maintenance, assuming the steps to completion are correct, is allow for mid-course corrections to try to keep a project on track, and at least report the ever-changing completion date. One very interesting thing I have found is that no matter how accurate is the forecast, someone always thinks it can be done faster, echoing the "just make it happen" philosophy, and, beyond my explanation, sometimes it works. More often, though, at the end of the project, the original forecast proved relatively accurate, despite the 'insistence' on speed.

I am a big believer in project management, but I'm always shocked at the huge overhead it takes to actually manage the timeline ... nearly as much as it takes to manage the resources themselves. In the end, one has to ask, "is it worth it?"

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#3

Re: Integrating Microsoft Project 2002 with Outlook 2007

02/06/2008 2:54 PM

Hi, I've tried MS Project and it's great software for really complecated projects and for those teams that already know how to use it. My situation was completely the opposite, so I had to look for an alternative. I've found this tool http://www.wrike.com/. The greatest thing is that it is integrated with my outlook inbox and I can track my projects via e-mail.

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#5

Re: Integrating Microsoft Project 2002 with Outlook 2007

02/08/2008 9:08 AM

If you are looking for a task management software, try MasterList, It is now non-commercial freeware - download, try for ~30 days, then email for permanent license key. I heard it is a decent tool, once you get into it. I have quickly previewed it, and it does sync with outlook, not project. From the overview, I like the aspect of being able to manage tasks from multiple projects and categories, the ability to tie all the information together, the logs and the ease of bumping tasks out.

It is not worth trying to sync with project, since it is merely a guide.

Hey, it's free, why not try it...

Another option is dumping the info into Excel, then managing your tasks from there.

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#6
In reply to #5

Re: Integrating Microsoft Project 2002 with Outlook 2007

02/08/2008 10:11 AM

Great Idea! Thanks for all your help with this. I will definitely try it out.

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