Integrating Your Address Book

After you create an address book in Outlook 2007, you don’t need to waste time typing resource names each time a project plan requires them. Instead, just use an Outlook 2007 address book from within Project 2007 to add resource names, addresses, and e-mail information. This saves time and eliminates errors you might introduce when retyping resource information.

Creating a Resource List

A resource list is a list of names, distribution lists, or other contact information you use when assigning a task. For instance, if you want to assign a particular editor to edit your newsletter articles, you can add that editor’s name to a resource list compiled from your Outlook 2007 Contacts folder and then assign that editor to the Edit Articles task.

The following steps show how to create a resource list in Project 2007 using an Outlook 2007 address book:

  1. In Project 2007, on the View menu, click Gantt Chart.

  2. On the Standard toolbar, click Assign Resources to display the Assign Resources dialog box (see Figure 38-6).

    Use the Assign Resources dialog box from within Project 2007 to assign Outlook 2007 contacts as resources.

    Figure 38-6. Use the Assign Resources dialog box from within Project 2007 to assign Outlook 2007 contacts as resources.

  3. Click the plus (+) sign to the left of Resource List Options.

  4. Click Add Resources, and then click From Address Book to display your address book contacts. You can also select resources from Active Directory, such as conference rooms, video equipment, or other objects.

  5. Select the resource you want to assign to project tasks.

  6. In the Name list, select a resource name or distribution list and click Add to add this name to the resource list. You can use this name as a resource for any task in Project 2007.

    Note

    For a detailed discussion of distribution lists, see Chapter 6. For more on assigning tasks to and working with contacts, see Chapter 18.

  7. Continue adding names as necessary.

  8. After you finish 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.

Note

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 finish a construction job.

Assigning a Resource to a Task

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.

  4. Select a resource name or distribution list, and then click Assign.

  5. Continue assigning resources as necessary.

  6. After you finish, 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.

Click the Resources tab to review a list of resources assigned to a task.

Figure 38-7. Click the Resources tab to review a list of resources assigned to a task.

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