Integrating the Outlook calendar with PWA

Using Outlook 2003, you also can import assignments from PWA to your Outlook calendar. You can choose to import assignments automatically at regular intervals, or you can import them when you choose. And, you can work on tasks, record the information in Outlook, and then upload the information to PWA. /

New ^ Both importing assignments into the Outlook calendar and reporting on work perFeature formed via Outlook are new features in Project 2003.

Note You cannot exchange information between PWA and the Outlook Task List. You can only exchange information between PWA and the Outlook calendar.

If Outlook integration is set up, the appearance of Outlook changes. You notice a PWA toolbar in the main window, and on the Tools menu, you see a menu for Project Web Access. In Figure 21-14, I've moved the PWA toolbar so that you can see it; it typically appears anchored below the Standard toolbar.

Figure 21-14: When Outlook is integrated with PWA, you'll notice changes in Outlook.

Tip Using the link on the Project Web Access Home page, you can open Outlook (refer

Setting up integration

To enable integration between PWA and Outlook, open PWA. Then, click the Work with Outlook to share calendar and task information link on the PWA Home page. You can also navigate to the View my tasks page and, in the Actions pane, click the View and report on your tasks from your Outlook calendar link. Clicking either link displays the Work with Outlook page, as shown in Figure 21-15. Click the Download Now button, and follow the directions that the wizard supplies.

Figure 21-15: Use this page to establish integration between Outlook and PWA.

You may need to edit your logon information in Outlook. Choose ToolsOOptions. On the Project Web Access tab, click the Enter Login Information button to display the dialog box that you see in Figure 21-16. Supply the URL for your Project Server database, and select a connection method.

¡Enter Lou in Information

13

Project Server URL:

fittp ;//projectserver/sample

Test Connection |

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f* Use Endows user account

Use a project Server account:

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1 OK

1 Cancel

Figure 21-16: In this box, supply the information that is needed to log on to your Project Server database.

Importing PWA assignments into Outlook

When you have assignments in PWA and you click the Import New Assignments button on the PWA taskbar in Outlook, you see a window similar to the one shown in Figure 21-17.

Import Assignments from Project Web Access

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Import Assignments from Project Web Access

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Evaluate Migration Strategies

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11/5/2003 5:00:00 PM

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11/6/2003 8:00:00 AM

11/18/2003 5:00:00 PI

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Proof of Concept (POC)

12/17/2003 8:00:00 Al

1/20/200A 5:00:00 PH

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6/9/2004 8:00:00 AM

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8/20/2003 8:00:00 AM

8/22/2003 5:00:00 P M

Define Communication Strategy

9/16/2003 8:00:00 AM

9/19/2003 5:00:00 P M

¡3

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9/2/2003 8:00:00 AM

9/10/2003 5:00:00 PH

Active Directory and Domain Namespace

9/30/2003 8:00:00 AM

11/3/2003 5:00:00 PM

a

Perform Risk Assessment

9/30/2003 8:00:00 AM

10/6/2003 5:00:00 PH

1

1

►r

QorVt show this In the future, lust import

Figure 21-17: This window appears when you import assignment information from PWA to your Outlook calendar.

Click OK to add your PWA assignments to your Outlook calendar. Once the import completes, the assignments appear on your calendar on the start date of the assignment, but not associated with a particular time (see Figure 21-18).

Updating PWA with Outlook information

When you work on a task that was imported from PWA, you record your work by double-clicking the task and then clicking the Project Web Access tab. Depending on the method of recording actuals that your organization has selected, you see a screen like the ones in Figure 21-19, Figure 21-20, or Figure 21-21.

Figure 21-18: PWA assignments appear in your Outlook calendar after you import them.

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Project Web Access

Go To Timesheet I Options...

Figure 21-19: If your organization's tracking mode is hours of work done per day or per week, the Project Web Access tab of an Outlook calendar appointment looks like this, and the time that you work on an assignment is saved directly in Project Web Access.

Figure 21-20: If your organization's tracking mode is percent of work completed, the tab of an Outlook calendar appointment looks like this, and the time that you work on an assignment is saved in Outlook but not in Project Web Access.
Figure 21-21: If your organization's tracking mode is Actual Work Done and Work Remaining, the tab of an Outlook calendar appointment looks like this, and the time that you work on an assignment is saved in Outlook but not in Project Web Access.

If you're looking at a screen like the one shown in Figure 21-17, when you click the Save & Close button to save the information, the information that you recorded is automatically saved to Project Server.

Tip You can open PWA and view your time sheet by clicking the Timesheet button.

If you're looking at a screen like the ones shown in Figure 21-20 or 21-21, the information that you record is stored in Outlook, and you need to click the Update Now button to immediately transfer it to Project Server. If you prefer, you can click Save & Close and use the Update Project Web Access button on the PWA toolbar in Outlook. Either technique causes Outlook to display a dialog box like the one shown in Figure 21-22.

Figure 21-22: When you manually update PWA with information that is stored in Outlook, you see this dialog box.

Click OK to send the information that is stored in Outlook to PWA. Setting integration options

You have some choices about the way that updating occurs. By default, you manually import all assignments from PWA to Outlook and all updates from your Outlook calendar to PWA. You can import for a specific time period, and you can set up the updating process to occur automatically.

If you prefer to import assignments for a specific time period, change your Assignment Import settings. In Outlook, choose ToolsOOptions and then click the Project Web Access tab (see Figure 21-23). In the Date Range section, select the Next option button and specify the time frame.

Figure 21-23: On this tab, set the options for exchanging information between Outlook and PWA.

You can choose to import assignments from PWA to Outlook automatically based on a time frame. You can make similar choices about updating PWA with information that you record on your Outlook calendar. When you click the Advanced Options button, you can determine whether your updates from Outlook to PWA affect only your Timesheet view in PWA or also update your project manager. You also determine PWA's behavior for creating reminders.

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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Responses

  • alfreda
    Where are PWA calendar assets stored?
    10 months ago
  • Elsie Cline
    How to share your pwa calendar with outlook?
    7 months ago

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