Microsoft KB Archive/157908

= PRJ: Workgroup Functions Unavailable Opening File =

Article ID: 157908

Article Last Modified on 11/4/2002

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APPLIES TO


 * Microsoft Project 4.1 Standard Edition

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This article was previously published under Q157908



SUMMARY
Microsoft Project Workgroup commands TeamAssign, TeamUpdate, and TeamStatus are grayed out when opening a file posted to an Exchange folder in Microsoft Project for Windows 95, version 4.1.



MORE INFORMATION
On the Tools menu, click Workgroup to access the Microsoft Project Workgroup commands TeamAssign, TeamUpdate, and TeamStatus.

Microsoft Exchange stores posted files as OLE objects. Microsoft Project cannot support Workgroup features when the file is an embedded OLE object. When a file is embedded as an OLE object in a container application like Microsoft Exchange, there is no way to determine where that file is being stored. There is also no way to activate the Microsoft Project file at a later time from another application.

Microsoft Project Workgroup commands TeamAssign, TeamUpdate, and TeamStatus send mail to resources regarding task assignments in a specific Microsoft Project file. A link to the Microsoft Project file is stored in the mail message. A resource can reply to a message from the manager, and when the manager opens the response, the link can be used by the "Update Project" command in the message to update the original Project file. In an embedded OLE object, the file exists only in the container application and Microsoft Project has no way of determining or activating the file at a later time.



WORKAROUND
Microsoft Project Workgroup commands TeamAssign, TeamUpdate, and TeamStatus are available if a Microsoft Project file is inserted as an attachment or linked attachment in a posted message in an Exchange folder.

Inserting a file as an attachment stores the project as part of the posted message. Inserting a file as a linked attachment creates a pointer to a file stored in a network folder.

The steps below show how to post a new message in an Exchange folder and how to insert a Project file as an attachment or linked attachment in the posted message:


 * 1) In the Microsoft Exchange folder where you would like the Microsoft Project file to be available, on the Compose menu, click New Post in This Folder.
 * 2) On the Insert menu in the New Post window, click File, and locate the Project file you want to be available. In the Insert as options section, choose An attachment to create an attachment, or choose "Link attachment to original file" to create a linked attachment. Click OK.
 * 3) Select the Post button, or on the File menu, click Post.

To open the file in Microsoft Project, open the posted message in Microsoft Exchange and double-click the attachment. The Workgroup menu functions are available.

Limitations to the Workaround

 * OLE document properties are not available for a Project file inserted as an attachment or linked attachment in a posted message.

In Microsoft Exchange, you can use the View Columns command to specify which columns are displayed. Some of these columns, such as Author, Manager, Comments, and so on, correspond to OLE document properties in Microsoft Project's File Properties Summary tab. Exchange can display information from the OLE document properties when a Project file is posted to a folder, but not when a Project file is inserted as an attachment or linked attachment.
 * A Microsoft Project file inserted as an attachment in a posted message cannot be updated from a resource Workgroup message response unless the Project file is manually opened first.

If the file is inserted as an attachment in a posted message, then when the manager opens a Workgroup message response from a resource, the Update Project command fails unless the attached Project file in the original posted message is manually opened first. This does not apply to linked attachments.
 * A Project file inserted as a linked attachment in a posted message should not be moved to a different location unless all Workgroup response messages from resources have been processed.

If the file is inserted as a linked attachment in a posted message, then when the manager opens a Workgroup message response from a resource, the Update Project command works without opening the file first, provided that the file has not been moved to a different location since the manager sent the Workgroup message that the resource responded to. Opening the Project file before using the Update Project command has no effect when using linked attachments.

If the manager wants to relocate the Project file, the manager must first make sure all responses to Workgroup messages sent to resources have been received and the file has been updated. After moving the file, you must create a new linked attachment pointing to the new file location.

Additional query words: 4.10

Keywords: kbinterop kbprb KB157908

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