Using todo lists

Suppose that you're using Project Web Access and you find that you really need a "to-do" list. If the Project Server administrator has enabled this feature, you can use the To-Do List feature in Project Web Access to start the list. You can maintain the list in Project Web Access, or you can upload it to Project Professional and use it to create a new project if appropriate.

Note You can create as many to-do lists as you want. Think of each list as the task list for *""""' a potential new project.

Click the Projects tab in Project Web Access to view the Project Center. In the Actions list in the left pane, click the Create a new personal or shared to-do list link to display the page shown in Figure 20-14.

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Create a new personal or shared to-do list

Manage my to-do fists To-do list options Check in my projects

About to-do lists

A to-do list is a named collection of tasks that are tracked and managed entirely in Project Server

Unlike projects, to-do lists don't support scheduling features such as dependencies, outlining, and calendars. The tasks in a to-do list can have start and due dates and resources can be assigned to them, but the time resources spend on these tasks isn't accounted for in projects or other to-do lists.

To-do lists are easy to use and work well for small, inform ally-structured projects or personal projects. For large or complex projects, Project is a better solution. To-do lists can be promoted into Project projects from the to-do list options page.

Provide the following information

To-do list name: |Rob's To Do List

Who should be allowed to view all tasks in this to-do list? C Anyone

C All resources who are assigned tasks from this to-do list (• Me (only)

O Trusted sites

Figure 20-14: Creating a to-do list.

Note

You may not have security rights to view projects in the Project Center, but you can still create a to-do list.

After you complete the first page of the to-do list and click Next, you see a page like the one shown in Figure 20-15, where you can create tasks. Any task that you assign to a resource appears immediately on that resource's Task page. Resources can update progress, delegate, or reject tasks that you created on a to-do list.

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Actions:

Assign myself to an existing task

View and report on your tasks from your Outlook calendar

Notify your manager of time you will not be available for project work

Create a new task

Enter new tasks for 'Rob's To Do List' in the grid below

X Delete task | Insej^ new task

Enter new tasks for 'Rob's To Do List' in the grid below

X Delete task | Insej^ new task

Task Name1*

Assigned To

Priority

Start

Finish

% Work Complete

Notes

Open a bank ac

Guy Gilbert

Medium

7/18/2003

7/19/2003

Stop at the plan

Rob Young

Medium

7/18/2003

7/1S/2003

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^indicates a regulred field

^indicates a regulred field

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Figure 20-15: Create tasks to place on your to-do list.

After you complete the second page, click the Save New Tasks button. You see the Manage my to-do lists page, which lists your tasks in a Gantt Chart view, as shown in Figure 20-16. You can add new tasks by clicking the New Task(s) button in this window.

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Create a new personal or shared to-do list

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Jul ZO, '03

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Figure 20-16: You manage to-do lists from this view.

If you click the To-do list options link in the Actions pane, you see the To-do list options page, as shown in Figure 20-17. From this screen, you can rename a to-do list, transfer the list to someone else, send the tasks in the list to Project Professional, delete the list, or change the viewing permissions of the list.

Figure 20-17: The To-do list options page controls the behavior of your to-do list.
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