Microsoft KB Archive/329827

= How to set up e-mail workgroup messaging as a team collaboration solution in Project =

Article ID: 329827

Article Last Modified on 3/7/2007

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APPLIES TO


 * Microsoft Project 2002 Standard Edition
 * Microsoft Project 2002 Professional Edition

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This article was previously published under Q329827





SUMMARY
This step-by-step article describes how to use your organization's MAPI 32-bit e-mail system as a team collaboration solution in Microsoft Project 2002 and in Microsoft Office Project 2003.

Requirements for team communication using a MAPI-based e-mail system
To use your organization's MAPI 32-bit e-mail system as a team collaboration solution, the project manager and team members must have the following:
 * Project

At the very least, Project must be installed on the project manager's computer.
 * A network

All the team member's computers must be connected to a network that can convey e-mail messages. The typical choice is a local area network (LAN).
 * A MAPI-compliant, 32-bit e-mail system

Team members must be connected through a MAPI-compliant e-mail system. MAPI is the standard programming interface that is supported by Microsoft for using electronic messaging. E-mail products that are MAPI-compliant include Microsoft Outlook, Microsoft Exchange, and Microsoft Mail.
 * Workgroup Message Handler

The project manager and all team members must install the Workgroup Message Handler. To do so, run Wgsetup.exe on the Project CD-ROM. Running this program makes it possible for the e-mail system to receive and send team collaboration messages.

Set up an e-mail system for team collaboration
To use an e-mail system to send and receive team collaboration messages, you and your team members must run Wgsetup.exe:
 * 1) Copy the Wgsetup folder from the Project CD-ROM to a network drive that is accessible by everyone with a MAPI-compliant, 32-bit e-mail system. You or the team members can connect to the network drive that contains the Wgsetup folder by using Microsoft Windows Explorer.
 * 2) In the Wgsetup folder, double-click the Wgsetup.exe file, and then follow the instructions on the screen.

Note Setup cannot install system files or update shared files if the files are in use. Before you continue, quit any programs that are running.

Use an e-mail system for team collaboration
To use an e-mail system to send and receive team collaboration messages:  Start Project, and then open your project. On the Collaborate menu, click Collaboration Options. In the Collaborate using box, click E-mail only. You receive the following message:

E-mail-only Collaboration Selected.

Collaboration with e-mail is possible, but using Project Server 2002 is the preferred method and provides more functionality.

For more information about Project Server 2002, see Help.

 Click OK to dismiss the message, and then click OK to close the Options dialog box. Assign e-mail addresses to your resources. To do this, follow these steps:  On the View menu, click Resource Sheet. In the Resource Name box, click the resource whose collaboration information you want to enter, and then click Resource Information.</li> Click the General tab.</li> In the Email box, type the e-mail address for the resource.

If the resource is located outside your organization, make sure to include the whole address. For example, if the resource e-mail name is Someone and Someone can be reached through the Internet service provider (ISP) that is named Example (registered as example.com), the following address would be correct:

someone@example.com

</li></ol> </li> Assign resources to your tasks. To do this, follow these steps: <ol style="list-style-type: lower-alpha;"> On the View menu, click Gantt Chart.</li> In the Task Name box, click the task to which you want to assign a resource.</li> Click Assign Resources.</li> Click the resource, click Assign, and then click Close.</li></ol> </li> Save the project, point to Publish on the Collaborate menu, and then click New and Changed Assignments. You may receive the following message if the project has not been saved:

After publishing to Microsoft Project Server, your project will be saved.

Do you want to proceed?

</li> Click OK. In the Publish New and Changed Assignments window, do any of the following: <ul> Specify the scope of the information published to Project Server 2002 by using the Publish new and changed assignments for box. Click Entire project to publish the whole project, click Current view to publish only the tasks that are currently displayed, or click Selected items to publish only the tasks that you have selected.</li> Click to select the Notify all affected resources via e-mail check box to send an e-mail message to resources that are affected by changes you have made to assignments. Click to clear the check box if you do not want to send e-mail messages to resources.</li> Click Edit message text if you want to type a message to send to resources.</li></ul> </li> Click OK to send the &quot;Publish New and Changed Assignments&quot; messages to your resources.</li> When you receive a &quot;Publish New and Changed Assignments&quot; message, follow these steps: <ol style="list-style-type: lower-alpha;"> Open the message, and then double-click the attachment.</li> <li>Click Reply, and then type any message that you want to send with the reply in the Message box.</li> <li>Click Send to accept the Task, and then send the message. The new task appears in your Outlook Tasks list.</li></ol> </li></ol>

Note Microsoft Project 2002 will work with Microsoft Outlook 2000 as an e-mail system. Additionally, Microsoft Office Project 2003 will work with Microsoft Office Outlook 2007 as an e-mail system.

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MORE INFORMATION
For more information about how to use an e-mail system for team collaboration, click Microsoft Project Help on the Help menu, type Goal: Set up methods for communicating project information in the Office Assistant or the Answer Wizard, and then click Search to view the topic.

For more information about the Workgroup Mail feature in Project 2003, click the following article number to view the article in the Microsoft Knowledge Base:

818337 How to turn on the Workgroup Mail feature in Project 2003

Keywords: kbemail kbsetup kbhowtomaster kbhowto KB329827

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