Inside Out

Reports can't be e-mailed

It would be nice to be able to e-mail a report like the To-Do List to team members or a report like the Project Summary to your boss. But that capability is not available (for many of the same reasons why you can't save a report from a moment in time).

Note You might consider using a third-party screen capture application that allow you to "print" your report to a .gif or .jpg file. You can then e-mail that file to team members or other stakeholders.

What you can do, however, is e-mail selected tasks or selected resources from your project plan to your team members. This works if you're using a MAPI-compliant 32-bit e-mail application such as Microsoft Outlook. You must also have your resources' e-mail addresses entered in the Resource Information dialog box.

To e-mail selected tasks or resources to your resources:

Display a sheet view that contains the tasks or resources you want to e-mail. If necessary, apply a filter to show just the tasks or resources you want. Select the tasks or resources whose information you want to e-mail. Click File, Send To, Mail Recipient.

In the Send Schedule Note dialog box, select the Resources check box. Click the Selected Tasks or Selected Resources option.

Under Attach, select the Picture Of Selected Tasks or Picture of Selected Resources check box.

8 Click OK. Your e-mail program's message form appears with address information filled in and the picture of tasks or resources already attached.

9 Adjust the recipients of the message, add a comment if you like, and then click Send.

For more information about using e-mail to exchange project information, see "Exchanging Project Information Using E-Mail" on page 563.

Using the Overallocated Resources Report

The Overallocated Resources report lists only the resources that have been assigned work in excess of their availability, as reflected in their resource calendars (see Figure 12-31). For example, if a resource's availability is based on the default Standard calendar, the resource will become overallocated when scheduled for more than eight hours per day or more than five days per week.

The list includes every task assigned to a resource, not just the tasks for which the resource is overallocated. Overallocated resources have an overallocated indicator by their name, but the

report does not show which specific tasks are actually causing the overallocation. Analyze the task start and finish dates and the amount of work scheduled during those timespans to find the periods of overallocation.

Figure 12-31. The Overallocated Resources report lists all overallocated resources along with their assignments.

The Overallocated Resources report is based on the Usage table for resources, with the Over-allocated Resources filter applied. This report includes the resource's name and total work hours on the summary level and the resource's assignment schedule information in a subtable.

For more information about resolving overallocated resources, see "Balancing Resource Workloads" on page 271.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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