Adding Outlook Tasks to Microsoft Project

You might have started brainstorming tasks for a new project in your Outlook Tasks list, and you're now ready to import them into Microsoft Project (see Figure 18-1).

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Figure 18-1. Tasks entered in your Outlook Tasks view can be imported to your project plan. To import Outlook tasks into Microsoft Project, follow these steps:

In Microsoft Project, open the project plan in which you want to import the Outlook tasks.

Click Tools, Import Outlook Tasks.

The Import Outlook Tasks dialog box appears (see Figure 18-2). Outlook does not necessarily need to be already running. However, at least one incomplete task must be present in your Outlook Tasks list. Any tasks marked complete in Outlook are not made available for import into Microsoft Project.

Figure 18-2. Use the Import Outlook Tasks dialog box to bring tasks from Outlook to your project plan.

3 Select the check box for each task you want to import. Click the Select All button to select all tasks.

Items listed with the darker background are folders or summary tasks, and you might not want to import them. If the same tasks are saved in multiple folders, be careful to select just one instance of the task for import. Clear the check box for any Outlook tasks not relevant to your project plan. 4 After you selected the tasks you want, click OK.

The tasks you selected are appended to the end of the last task in your project plan (see Figure 18-3).

Figure 18-3. The selected Outlook tasks and associated notes are appended to the current project plan.

The imported Outlook tasks have the following characteristics:

• Any notes entered in Outlook become task notes. Double-click the Note icon in the indicator column to review the note.

• Durations entered in Outlook are lost. The imported Outlook tasks have the default estimated duration of 1 day.

• The start date of all imported tasks adopt the project start date, with the ASAP constraint.

• There are no predecessors or assigned resources.

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