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Integrating Communication Features
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Figure 38-10. You can import an Outlook 2007 task into a project created in Project 2007.
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Figure 38-11. Select the task to import from this dialog box.
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38 Integrating Microsoft Outlook and Microsoft Project
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Sending a Microsoft Project File Using Outlook
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One way you might want to share a Project 2007 le is to send it as a project le using Outlook 2007 e-mail. Recipients can then save the le to disk and open it in Project 2007, which enables them to view, modify, or print the Project 2007 le. Of course, everyone who receives the le must have Project 2007 installed on their computers. To send a Project 2007 le this way, do the following: 1. In Project 2007, choose File, Send To, Mail Recipient (As Attachment) to display the message form (see Figure 38-12).
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Figure 38-12. Send a Project 2007 le from Project 2007 using the Outlook 2007 e-mail features.
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2. In the To box, type an e-mail address (or click To to access your address book). Add as many recipients as needed. 3. In the Subject box, type a subject. By default, Project 2007 uses the le name as the subject. 4. In the message area, type a message. 5. Click Send.
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Integrating Communication Features
Routing a Microsoft Project File Using Outlook
You can also use Outlook 2007 to route a Project 2007 le. With routing, you send a le sequentially from one team member to the next or to all team members at one time. Use the former method if you want only one version of the le to be seen by all team members in the routing slip list. In this way, one member can review and modify the le before sending it to the next person on the routing slip. Use the latter method if you want all individuals to review and modify the le and return it directly to you.
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Note
One downside of routing a le to a list of team members sequentially is that if someone in the routing list is out of the of ce for an extended time, your routed le could get stuck in that person s Inbox until they return, delaying any work you want to do on the le.
To route a Project 2007 le, follow these steps: 1. In Project 2007, choose File, Send To, Routing Recipient to display the Routing Slip dialog box. 2. Click Address to display the Address Book dialog box. 3. Select the recipients, and then click OK. The addresses are added to the To list, as shown in Figure 38-13.
Figure 38-13. You can route a Project 2007 le using the Outlook 2007 routing features.
38 Integrating Microsoft Outlook and Microsoft Project
4. Click the up and down Move arrows to move recipients locations in the list, specifying the order in which you want them to receive the routing slip. If you want everyone to receive a copy simultaneously, select the All At Once option at the bottom of the dialog box. 5. In the Subject box, type a subject. 6. In the Message text area, type a message. 7. If you want the Project 2007 le returned to you after all recipients have received it, select the Return When Done check box.
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8. If you want Outlook 2007 to send you an e-mail noti cation each time the le is routed to the next recipient, select the Track Status check box. This process enables you to keep track of where the le is in the routing sequence.
Note
You can save the routing slip with the Project 2007 le if you are not ready to send it out yet. To do so, click Add Slip. To route the le, choose File, Send To, Next Routing Recipient, and then click OK.
9. When you re ready to start routing the le to speci ed recipients, click Route. If you receive a message telling you that another program is attempting to access your e-mail addresses, click Yes to continue. Outlook 2007 routes the le to the recipients.
Forwarding a Microsoft Project File Using Outlook
If a Project 2007 le is routed to you, you must forward it to the next person in the list. To forward a Project 2007 le, follow these steps: 1. Open Outlook 2007 and view the routed message. 2. Double-click the Microsoft Project icon in the e-mail message to display the Project 2007 le. 3. In Project 2007, view and modify the project as needed. 4. Choose File, Save to save your changes. 5. In Project 2007, choose File, Send To, Next Routing Recipient. 6. Click OK when prompted to send the le to the speci ed person.
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