Exporting to Outlook

[claire]

Hi,
I am trying to export the various task lists assigned to me in Project
directly to my Outlook calendar or task list, at the moment I end up manually
retyping tasks into Outlook which is time consuming... does anyone know if
this is possible, and if so how?

[JulieS]

Hi Claire,

I don't believe Project has an automatic way of doing this. However, you
can export a CSV file with your tasks (use the Using Resource... Filter) and
then import the CSV file into Outlook using the File>Import and Export
command in Outlook.

Depending upon how many tasks you need to work with this export from Project
and import to Outlook may save time over manually typing the information.

Please post again if you would like detailed information on how to
accomplish any part of the process.

Hope this helps. Let us know how you get along.

Julie

[claire]

Thanks - I am glad I didn't miss something obvious! I am surprised they
don't have an automatic way of doing it, though - maybe one day.

[JulieS]

Hi Claire,

You're welcome and thanks for the feedback. I think the automatic export to
Outlook Tasks is part of the server product. (At least it was possible in the
"old days" with the workgroup messaging feature - even without server, but in
Project 2003 workgroup messaging outside server is no longer supported.)

Let us know if we can help again.

Julie

[Dale Howard [MVP] dot at dot]

Claire --

Is your company using Project Server?

--
Dale A. Howard [MVP]
Enterprise Project Trainer/Consultant
http://www.msprojectexperts.com
"We wrote the book on Project Server"

"claire" <cla...@discussions.microsoft.com> wrote in message
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[Maurice Birchler]

Hi,
I have posted this code before. You should try it, because it works a treat
for me..

I have this vba code that you will need to adapt by changing Maurice to
"yourname"
It creates and updates (but does not delete) appointments in my calendar for
tasks that I am assigned to as a resource.
This code uses the Outlook Mileage field to store the Task Unique ID.
Good luck Sorry about the word wrapping in this reply. Try cut and paste
from here.

Sub Update_Outlook_Calander()

' Opens Maurices Outlook Calendar and updates or creates (but not deletes)
' any appointments with Location = ProjectName
'If project is empty, alert the user and end the macro
ProjectName = ActiveProject.Name
If ActiveProject.Tasks.Count > 0 Then
Set olMAPI = GetObject("", "Outlook.Application").GetNamespace("MAPI")
Set currFolder = olMAPI.Folders("Mailbox -
Maurice").Folders("Calendar")
For I = 1 To ActiveProject.Tasks.Count
CurrTaskResourceCount = ActiveProject.Tasks(I).Resources.Count
If ActiveProject.Tasks(I).ResourceNames Like "*Maurice*" Then
CurrTask = ActiveProject.Tasks(I)
CurrTaskID = ActiveProject.Tasks(I).UniqueID
CurrTaskNum = ActiveProject.Tasks(I).ID
CurrTaskResourceNames = ActiveProject.Tasks(I).ResourceNames
CurrTaskName = ActiveProject.Tasks(I).Name
' update with actual Start/Finish if task has these.
CurrTaskStart = ActiveProject.Tasks(I).ActualStart
CurrTaskFinish = ActiveProject.Tasks(I).ActualFinish
If CurrTaskStart = "NA" Then CurrTaskStart =
ActiveProject.Tasks(I).Start
If CurrTaskFinish = "NA" Then CurrTaskFinish =
ActiveProject.Tasks(I).Finish

'Call MsgBox(CurrTaskNum)
SearchStr = "[Location] = " & VBA.Chr$(34) & ProjectName &
VBA.Chr$(34) & _
" AND [Mileage] = " & VBA.Chr$(34) & CurrTaskID &
VBA.Chr$(34)
Set myAppointments = currFolder.Items
Set CurrAppointment = myAppointments.Find(SearchStr)
If TypeName(CurrAppointment) <> "Nothing" Then
'update this appointment
'Call MsgBox(CurrAppointment.Mileage)
CurrAppointment.Start = CurrTaskStart
CurrAppointment.End = CurrTaskFinish
'CurrAppointment.Mileage = CurrTaskID
'CurrAppointment.Location = ProjectName
CurrAppointment.Subject = CurrTaskName & " :" & CurrTaskID
CurrAppointment.Body = CurrTaskNum & vbCrLf &
CurrTaskResourceNames & vbCrLf & ActiveProject.Tasks(I).Notes
'CurrAppointment.ReminderSet = True
CurrAppointment.Save
' Are there splits from Palm Synch that need to deleted?
While TypeName(CurrAppointment) <> "Nothing"
Set CurrAppointment = myAppointments.FindNext
If TypeName(CurrAppointment) <> "Nothing" Then
CurrAppointment.Delete
Wend
Else
'create new appointment
Set CurrAppointment = myAppointments.Add
CurrAppointment.Start = CurrTaskStart
CurrAppointment.End = CurrTaskFinish
CurrAppointment.Mileage = CurrTaskID
CurrAppointment.Location = ProjectName
CurrAppointment.Subject = CurrTaskName & " :" & CurrTaskID
CurrAppointment.Body = CuurTaskNum & vbCrLf &
CurrTaskResourceNames & vbCrLf & ActiveProject.Tasks(I).Notes
CurrAppointment.ReminderSet = False
CurrAppointment.Save

End If
End If
Next I
End If
End Sub

[CIMpleBS]

If the tasks are assigned to you in Project, you can use the Workgroup
Messaging function in the Tools menu to send your tasks to Outlook (or other
email service). If you are using Outlook, when you accept the Tasks in the
Email (using the TeamAssign message), Outlook will in fact add your tasks to
your Outlook task list. This functionality has been available since Project
98 in one fashion or another. It is still available in 2003, but has been
deprecated. It is not enabled for 2003 out of the box, but updates to the
registry files can be made to enable the function. (see notes and
instructions in knowledge base). This is easy to establish, and I am, and
have, used this process for updating project task status in very large
projects, with teams widely dispersed. Hope this helps

[Gary]

Julie:

I need a little help importing tasks into Outlook calendar. Could you give
me the step my step approach?

Gary

[JulieS]

Hi Gary,

Sure thing.

One option is the VBA option. I am *not* a VBA person, so what I can do is
direct you to a post by Maurice Birchler from May of 2005 that gives the VBA
code. That code can be found at the url listed below from Google Groups:
http://tinyurl.com/btn3h

I cannot provide assistance with the macro code and as Maurice notes in the
information he posted, you would need to change all references to "Maurice"
in the code to your name.

If VBA is not your strong suit and if you want a more manual approach you
can accomplish pulling task name, start date, and finish date and mapping
it to Outlook calendar fields to create calendar entries for the tasks.
The steps below are using Project 2003 , Excel 2002, and Outlook 2002, so
you may need to make some modifications if you are not using those releases,
but it should be very close.

From Project:
1) Make sure your date format shows date and time. (Tools > Options, View
tab.)
2) File > Save As to display the Save As dialog box.
3) Change the Save as type to CSV (Comma delimited)
4) Name the export file and select a location and click the Save button.
This will start the Export Wizard.
5) In the Export Wizard dialog box, click the Next button to proceed to step
2 (Export - Map) of the Export Wizard.
6) Select New map in the Export Wizard and click the Next button.
7) In the Export Wizard - Map Options, select Tasks, Export includes
headers, and leave the Text delimiter at comma. Click the Next button.
8) In the Export Wizard - Task Mapping, select Export filter of: "Using
Resource..." The filter will prompt for which resource's tasks you wish to
export.
9) In the From: Microsoft Office Project Field (first row) select: Name.
10) Click in the To: Text File Field in the same row and it should say Name.
11) In the second row under From: select Start.
12) Click in the To: field and it should populate with Start_Date
13) In the third row under From: select Finish.
14) Click in the To: field and it should populate with Finish_Date.
15) Click the Next button.
16) In the Export Wizard - End of Map Definition click Save Map.
17) In the Save Map dialog box, give the map a name and click the Save
button.
18) In the Export Wizard - End of Map Definition dialog box. Click Finish to
run the Using Resource filter.
19) Select the resource whose tasks you wish to export and click the OK
button to export the tasks to the CSV file.

In Excel:
1) Open the CSV file.
2) In a column immediately adjacent to the existing data enter Start_Time in
the first row.
3) Copy the Start_Date data and paste into the Start_Time column.
4) Repeat steps 2 & 3 to title the column Finish_Time and copy the data from
the Finish_Date column.
5) Format the Start_Date data as date only.
6) Format the Start_Time data as time only.
7) Repeat steps 5 & 6 to format the Finish_Date as date only and the
Finish_Time as time only.
8) Save the Excel file but choose to keep the existing format (*.csv)
9) Close the file.

In Outlook:
1) Choose File > Import and Export to open the Import and Export Wizard.
2) Choose Import from another program or file and click Next.
3) Choose Comma Separate Values (Windows) and click Next.
4) Browse to find the CSV file and select whether to replace duplicates,
allow duplicates, or not allow duplicates and click Next.
5) Select the Calendar as the destination folder and click Next to open the
Import a File dialog box.
6) Click in the check box next to Import "yourfilename" into folder:
Calendar and click the Map Custom fields button to open the Map Custom
fields dialog box.
7) Drag the word "Name" from the left side over the word "Subject" on the
right.
8) Drag Start_Date over Start Date.
9) Drag Finish_Date over End Date.
10) Drag Start_Time over Start Time.
11) Drag Finish_Time over End Time.
12) Click OK to close the Map Custom fields dialog box and return to the
Import a File dialog box.
13) Click Finish to import the CSV data into appointments in Outlook.

Have a drink ;-)

I hope this helps. Let us know how you get along.

Julie

"Gary" <Ga...@discussions.microsoft.com> wrote in message
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[Gary]

Julie:

Works very well. I noticed I have to be more descriptive in my task names if
I am to know which calendar event goes with which project but, besides that,
it worked.

Thanks for your help.

Gary

[JulieS]

You are welcome Gary and thanks for the feedback.

Julie
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[Ying]

Hi Julie,

I have followed your instruction about export tasks to outlook calender.

I got one problem in step 6 in outlook when I imported the CSV file to
outlook calender, which is:
Name, start_date, finish_date, start_time, finish_time are all in the one
same row which means I can't drag name over to "subject" etc because it
follows others.

Do you know why it happens? How can I correct it?

Thanks in advance
Ying

[JulieS]

Hi Ving,

I found the directions from back in January 2006 and stepped through
them again using Project 2003, Excel 2003, and Outlook 2003 and all
seemed to work as expected.

I could not reproduce the error you are seeing. Do you choose a CSV
file and comma separator in Project? Did the file open without
difficulty in Excel? Did you retain the file type of CSV in Excel?

All I can suggest is trying it again to see if you are more successful.

I hope this helps. Let us know how you get along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional information
about Microsoft Project

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