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8Exporting tasks from Project into your Outlook

calendar
BY BEN HOWARD, ON OCTOBER 27TH, 2011

<Guinness>

This is something that in the past I have done manually, but due to a discussion on a
Web2.0 application somewhere I had the idea that it would be possible to semi automate
this.

<Update 8th October 2014 – this is now available as a fully fledged and supported add-in to
Project – see here>

I guess the 1st thing to ascertain is why we might want to do this – for me it is basically the
requirement to view both my programmed work from multiple projects (held in single MPP
plans) and Outlook, (where I plan other things such as personal commitments which in turn
often determine which location I need to be in (eg I need to be home for certain social
commitments)). As a consultant, it’s important to be able to tell a client whether I can be
onsite and away from home during a certain period, and if I’m working for multiple clients,
then I need to consolidate several schedules. Within each schedule I might be known as
Ben, Ben Howard, Consultant or any other such name, and so there would be little
consistency for putting them in a Master Plan. Of course, it’s much easier if I’m driving the
schedule, but sometimes I’m just the hired hand – when I’m driving all of my schedules, I
just stick them in Project Server!

So, that’s my excuse for this foray into Project, Excel and Outlook, what’s yours?

Note that I’m using Project 2010, Excel 2010 and Outlook 2010, but this should work in all
formats commonly used.

Here is the overall process.

Saving this to Excel 97-2003 format gives the following warning. We need to save it to 2003 format because for some reason Outlook doesn’t have an option to import items from 2010 versions of Excel! Due to the usual security concerns. Click on File | Save As and choose Excel 97-2003 format. The file I’ve chosen to use for this blog is the "Wine tasting fundraiser” template from Office. go to the Backstage | Options | Trust Center | Trust Center Settings | Prompt when loading files with non-default file format.PROJECT 2010 So the first thing I need to do is to save the file in Excel 2003 format. Open up Project.com. we specifically need to change the settings to allow saving in an older format. .

We simply need the resource. The goal of this wizard is to choose the data to export from Project.Next you are taken through the Export Wizard. I’ll list all the screen shots so you can follow it completely . task name start and finish dates. You can optionally put the work in.

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We need assignment data.Now we can begin to select the data. and we will include the headers (titles or column names) in our output. .

Task Name. For me they are Resource Name. .Next. Start & Finish. Suggested names will be created in the Excel field – you can rename these as required. select the fields you want to export from Project. Work.

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you have the opportunity to save the map you have created – this is a sensible idea if you are going to do this more than once! You can see that I called mine “Export for Outlook Calendar import” .Once this is completed.

.So. onto the next stage Excel 2010.

with a single workbook called Assignment_Table1. Remove all the rows (assignments) that are not mine. This is because Outlook calendars don’t have a work value field. Note that this value is the assignment work so if I have multiple assignments to a task the work value is correct. Opening it up gives the following I now need some VBA to do the following 1. . 2.I now have an Excel 97-2003 Worksheet. and so I’m going to add them to the task name so I can have an idea of how much work I have to do. Add the number of hours work to the task name.

Cells(rowNum.Select Selection.Delete Next rowNum = 1 colNum = 2 While Cells(rowNum.Rows. colNum = 4 n = InStr(1. colNum).Insert Shift:=xlToRight.3.Value <> "" ‘contactenate the Name and work value colNum = 2 Cells(rowNum.Value ‘split the start and finish time.Value) – n) .applepark.Value.Value = Cells(rowNum. Split the Start and Finish time values from the start and finish dates so that the appointment is entered correctly into my calendar (08:00. colNum). Len(Cells(rowNum.Value. Cells(rowNum.Value) – n) Cells(rowNum.co.CurrentRegion FirstRow = myRng. colNum).Value = TimePart colNum = 6 n = InStr(1. colNum + 1).Count – 1 For rw = Lastrow To FirstRow Step -1 If Cells(rw. and the columns and resource names are hard coded. CopyOrigin:=xlFormatFromLeftOrAbove ‘Removes rows with the name not equalling Chairperson in column A Set myRng = Range("A1"). Sub Format_Dates() ‘ Ben Howard – www. colNum). colNum). colNum). The following VBA performs the above actions – note that is comes with no warranties etc. "A") <> "Chairperson" Then Rows(rw).uk October 2011 ‘ Excel VBA to modify our Dim TimePart As String Dim n As Integer Dim rowNum As Integer Dim colNum As Integer ‘ Insert a new column to hold the start time Columns("E:E"). You will need to modify this to work for your exact map of exported items from MSProject.Row Lastrow = FirstRow + myRng. colNum). " ") TimePart = Right(Cells(rowNum. colNum + 1). 13:00 etc).Value.Value.Value & " – " & Cells(rowNum. colNum). " ") TimePart = Right(Cells(rowNum. Len(Cells(rowNum. colNum).

com/track/excel-lplxvLaM/ and some others for publishing their code which I have shamelessly copied and modified) Once you have run the VBA. your Excel file should now look like the following… The Outlook import needs to find a named range. . Cells(rowNum. so highlight the rows and columns to be imported. go to the Name Range cell.Value = TimePart rowNum = rowNum + 1 Wend End Sub (thanks to http://excel.bigresource. and type OutlookImport and hit return. colNum + 1).

Outlook 2010 Open Outlook2010. or put it on the ribbon.0/95 format whilst saving.Save and close Excel – note for some reason Excel chose to default to 5. . then add it either the the Quick Access Toolbar. so you might have to Save As a 97-2003 format. and if the Import & Export command isn’t available.

It’s an easy wizard so I’ve just included most of the screen shots for you to follow. select the Import & Export icon. .Once it’s on the ribbon.

I always set up a new calendar for each project I’m working on.Choose the file to import. Choose the calendar to import the file into. and select your relevant options. .

Select the appropriate named range to import Map the fields from the Excel chart to Outlook. There is no need to map the hours or name. . You do this by dragging and dropping items from the left to the right.

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Using Outlook’s Calendar Overlay feature. I can see my normal calendar alongside the project one. I can do this for multiple calendars – it really is a great feature. .The items are imported to the calendar with the correct start and finish times and the correct subject.