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Microsoft Project 2010 Feature Rally: Sync to SharePoint

Sync to SharePoint is a useful feature for those organizations that have SharePoint 2010, but not Project Server 2010 — or for those that have both, but prefer to use a simple SharePoint task list to publish project plans rather than Project Server 2010.

Usage is simple. First, you set up the SharePoint list. In SharePoint 2010, the icon to do so looks like this:

Microsoft Project 2010 Feature Rally: Sync to SharePoint

For illustration purposes I’ve created a task list named “Sync To SharePoint Training Deployment.” Although task list names may generally contain special characters, for the purposes of Sync to SharePoint with your project plan they can’t.

Next I created a very simple project, which is based on the Microsoft template for a training deployment. For the purposes of this article, I’ve deleted many of the tasks to simplify the demonstration.

Microsoft Project 2010 Feature Rally: Sync to SharePoint

In order to synchronize this project to my SharePoint list, I navigate through File | Save & Send | Sync with Tasks List. Now the first thing I do is type In the site collection name of the SharePoint site I want to access. After that I click the Validate URL button. In my case, because the project name was similar to the SharePoint task list name, the correct task list was selected for me in the Select an existing tasks list, or enter a new name drop down list box. Note that I could have chosen to create the SharePoint task list during the sync process; however, the most common scenario based on your organization’s security will probably be the former.

Microsoft Project 2010 Feature Rally: Sync to SharePoint

Now click the Sync button. You may receive a confirmation message during the sync; just click OK when you do. Upon completion you’ll have (I hope!) successfully synchronized your project to the SharePoint task list. Note that summary tasks will show up as folders. When you click on a folder, subtasks will appear.

Microsoft Project 2010 Feature Rally: Sync to SharePoint

Microsoft Project 2010 Feature Rally: Sync to SharePoint

Microsoft Project 2010 Feature Rally: Sync to SharePoint

Of course, there more functionality to be had, but that’ll have to wait for a future article or WebNLearn.

Daniel Bell
Written by Daniel Bell

Daniel Bell, PMP, MCT, MCP, MCTS, is the founder and CEO of MS Project Now!, a consultancy focused on delivering project, portfolio, and business management solutions. Dan has already completed several upgrade projects to the Project Server 2010 beta. He has a strong background in enterprise project and portfolio management (EPM). He has worked with the Microsoft Project Portfolio Server application since it was first acquired from UMT by Microsoft and has some of the most complex portfolio server implementation experience in the United States. In addition Dan has extensive experience with database maintenance and design, systems architecture planning, networking technologies, and server operating systems, as well as experience building servers from the ground up. Dan enjoys balancing his work commitments with skiing, exercise, playing the guitar, and coaching members of youth sport.

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