Import assignments from Project Web Access to Outlook

With the Microsoft Office Project Add-in for Outlook, you can import your task assignments. This enables you to report your timesheet actual work and task status to your manager using Microsoft Office Outlook.

Note: For information on installing and configuring the add-in, see Install and set up the Microsoft Office Project Add-in for Outlook.

Import your task assignments

After you set up the connection between Outlook and Microsoft Office Project Web Access, you can import your task assignments.

1. In Outlook, click Import New Assignments on the Project Web Access toolbar.

   If the toolbar is not displayed, click the View menu, point to Toolbars, and then click Project Web Access.

   Tip: This option is also available on the Tools menu. Point to Project Web Access, and then click Import New Assignments.

2. If you are connecting to Microsoft Office Project Server by using Project Server authentication, type the password in the Password box, and then click OK.

3. Review the list of tasks that will be imported, and then click OK.

   Tip: If you want to skip this dialog box the next time that you import your tasks, select the Don't show this dialog in the future, just import check box on the Import Assignments from Project Web Access dialog box. To reverse this setting, on the Tools menu, click Options. Click the Project Web Access tab, and then select the Show confirmation dialog before importing check box.

Each of your tasks is added to the Calendar or the Tasks folder in Outlook, based on your settings.

If you have chosen to display your tasks on the Outlook Calendar, note that tasks are represented according to duration, and not on a per-day basis indicating hours dedicated to that task. For example, if you have a task duration of five days, that task will be displayed continuously across five days. By default, the allocated time is displayed as free, not busy.

Tip: See Change import options in this article for more information on changing the default Calendar availability for imported assignments.

As you are assigned additional tasks, you can click Import New Assignments on the Project Web Access toolbar to add these tasks to Outlook.

Note: When you import tasks, all tasks assigned to you in a specific date range are imported. See Change import options in this article for more information on setting this date range. If an assigned task is already in your Calendar, it will be updated with changes you made.

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Change import options

There are several additional options that you can specify for how the add-in imports your task assignments. To modify any of these options, click the Tools menu, click Options, and then click the Project Web Access tab.

• To set the date range for imported assignments    In the Assignment Import section, under Date Range, click Next, and then specify the number of days, weeks, or months in the corresponding boxes.

• To schedule the importing of assignments to occur at regular intervals    In the Assignment Import section, under Import from Project Web Access to your Outlook calendar, click Every, specify the number of days, weeks, or months in the corresponding boxes, and then enter when you want the next update to occur in the next update box.

  Note: You must be logged on to Microsoft Office Project Server by using a Windows user account to import assignments automatically.

• To change the default Calendar availability for imported assignments    Click Advanced Options. In the Assignment Import section, click Free, Tentative, Busy, or Out of Office in the Show availability for project assignment appointment as list to select the availability you want to set, by default, for all task assignments imported from Project Web Access.

• To change the reminders set for imported tasks    Click Advanced Options. In the Assignment Import section, under When importing from Project Web Access to Outlook, click the reminder option you want. If you click Always create reminders, select a reminder time from the corresponding list.