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Figure 38-6. Use the Assign Resources dialog box from within Project 2007 to assign Outlook 2007 contacts as resources. For a detailed discussion of distribution lists, see 6, Managing Address Books and Distribution Lists. For more on assigning tasks to and working with contacts, see 14, Creating and Managing Your Contacts.
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7. Continue adding names as necessary. 8. After you nish adding names, click OK. The resources you selected are now part of the Assign Resources dialog box list. 9. Click Close to close the Assign Resources dialog box.
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In Project 2007, you can use a distribution list as you would in Outlook 2007 to make your work easier. To use a distribution list as a resource in Project 2007, create the distribution list in Outlook 2007, and then select the distribution list as shown in step 5 of the preceding procedure. A distribution list is handy if you must assign a task to multiple resources, such as a task in which multiple team members must attend a training class or multiple resources must be used to nish a construction job.
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38 Integrating Microsoft Outlook and Microsoft Project
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Assigning a Resource to a Task
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After you create your resource list, you can assign resources to any tasks in Project 2007. The following steps show you how: 1. In Project 2007, on the View menu, click Gantt Chart. 2. In the Task Name column, select a task. 3. Click the Assign Resources toolbar button to display the Assign Resources dialog box.
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4. Select a resource name or distribution list, and then click Assign. 5. Continue assigning resources as necessary. 6. After you nish, click Close. To see a list of resources assigned to a task, double-click the task in the Task Name list, and then click the Resources tab (see Figure 38-7). You can also select resources here. To do so, click a row in the Resources list, click the down arrow, and then select a resource in the drop-down list. Click OK to close the dialog box and apply any changes you made to the list.
Figure 38-7. Click the Resources tab to review a list of resources assigned to a task.
Keeping Track of Your Progress
Keeping Track of Your Progress
You can integrate the Outlook 2007 Journal feature with Project 2007 to keep a record of all the work you do on a project, including when you opened, saved, and printed the project le. This feature comes in handy, for example, when you want to nd out which project le you worked on yesterday or last week, or which le you printed a few days ago. To use the Outlook 2007 journal to track your project le work, do the following:
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1. In Outlook 2007, choose Tools, Options. 2. Click the Preferences tab. 3. Click Journal Options. 4. In the Also Record Files From list, select Microsoft Project (see Figure 38-8).
Figure 38-8. You can use the Outlook 2007 journal to keep journal information about your Project 2007 les.
5. Click OK to close the Journal Options dialog box, and then click OK again. Now, as you use Project 2007, the journal will automatically keep track of the work you do on your Project 2007 les.
38 Integrating Microsoft Outlook and Microsoft Project
For more information about working with the Outlook 2007 journal, see 18, Tracking Documents and Activities with the Journal.
Integrating Communication Features
One of the most dif cult parts of managing a project is communicating with the people associated with a task or a set of tasks. If your company uses e-mail messages or the Internet, you can integrate the Outlook 2007 communication features with Project 2007 to help you effectively communicate with resources about task responsibilities. With Of ce Project Server 2007, you can use Project 2007 to send messages to workgroup system members, also called teams. Workgroups can then use Project 2007 to assign tasks, send and receive task updates, accept or decline task assignments, and submit status reports. Team members can delegate tasks to other team members. In addition to the collaborative features of Project Server 2007, members of a team can use e-mail messages, the Web, or both to exchange Project 2007 information. Project 2007 les can include hyperlinks to other supporting documents so that resources can quickly and easily access related documents. These documents might include a Microsoft Of ce Word 2007 document describing the project in detail, a cost-analysis worksheet in Of ce Excel 2007, or a related Web site you can view in Microsoft Internet Explorer .
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