How to set up e-mail workgroup messaging as a team collaboration solution in Project 2002 (329827)

SUMMARY

This step-by-step article describes how to use your organization's MAPI 32-bit e-mail system as a team collaboration solution.

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 2002
  At the very least, Project 2002 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 2002 CD-ROM. Running this program makes it possible for the e-mail system to receive and send team collaboration messages.

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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.

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Use an E-Mail System for Team Collaboration

To use an e-mail system to send and receive team collaboration messages:

1. Start Project 2002, and then open your project.
2. On the Collaborate menu, click Collaboration Options.
3. 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.
4. Click OK to dismiss the message, and then click OK to close the Options dialog box.
5. Assign e-mail addresses to your resources:
   1. On the View menu, click Resource Sheet.
   2. In the Resource Name box, click the resource whose collaboration information you want to enter, and then click Resource Information.
   3. Click the General tab.
   4. 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

6. Assign resources to your tasks:
   1. On the View menu, click Gantt Chart.
   2. In the Task Name box, click the task to which you want to assign a resource.
   3. Click Assign Resources.
   4. Click the resource, click Assign, and then click Close.
7. 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?
8. Click OK. In the Publish New and Changed Assignments window, do any of the following:
   • 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.
   • 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.
   • Click Edit message text if you want to type a message to send to resources.
9. Click OK to send the "Publish New and Changed Assignments" messages to your resources.
10. When you receive a "Publish New and Changed Assignments" message:
    1. Open the message, and then double-click the attachment.
    2. Click Reply, and then type any message that you want to send with the reply in the Message box.
    3. Click Send to accept the Task, and then send the message. The new task appears in your Outlook Tasks list.

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