Email Resources

Posted on 2011-10-18
Last Modified: 2013-11-15

I am busy with a project in Microsoft Project 2010 and am assigning resources in the form of people. These people are sub contracted and I wish to send them an automatic email of the tasks outlined in Project 2010 that they are responsible for. IE The deigner needsto complete a said Layout by X date and the task is outlined in Project 2010 but I want the system to send that task to him at a preset date with the information and duration.

Is this possible.
Thanks in Advance
Question by:Beastley
    LVL 4

    Expert Comment

    Can this sub contracted people access your intranet or extranet?

    If yes, you can use Project Server 2010 or SharePoint Foundation 2010 to publish the task assignments from Project Professional 2010.  Are these options available to you?

    Author Comment

    I have access to that software, is it worth it though to install Project Server 2010 specifically for this purpose only. The project requires that many various departments and sub contractors over a fairly lengthy period be used, so should Project Server 2010 be a solution then I will implement it.

    What steps should be taken or could you direct me to an online resource with the steps needed?

    LVL 4

    Accepted Solution

    The implementation of Project Server 2010 is not trivial.  It needs to be installed on top of SharePoint Server 2010 (Enterprise Edition).  It also needs significant configuration efforts and user training.  Companies typically need an EPM consultant in order to do this.

    You can find all the relevant documentation at this site:

    If your organization manages several key projects that involve many people during a lengthy period of time, then I think Project Server is worth the investment.

    If only one project is to be managed, then perhaps the other option (Project Professional + SharePoint Foundation) is more suitable to the task.  You can find more information about this functionality and how to use it here:

    I hope this helps.
    LVL 2

    Assisted Solution

    Your task to send automated emails about Project details or Task status to resources is doable with Project Server.
    Leopolde is right, its not easy to install  and configure Project Server 2010, but it is doable for someone who knows about the small traps as well as the Security Concept of this system (if you decide to implement one). You should be sure about the Infrastructure you want to run a system like this (Single Box or multiple server Farm?) for SharePoint & Project Server, Project Professional Client as well as the SQL Server. You also should be sure about the licensing of these components ( MICROSOFT licensing model). And last, but not least be sure that the effort of installation, configuration and customization is worth it and server based, tool supported EPM is what you want.
    if you say, you just want to use it for ONE single project, no matter how big it is, better don't do it. The Effort and cost of such an Installation and basic configuration ( including Resources, RBS, various custom fields and their lookup tables) is about 1 to 2 Weeks minimum if you have a good consultant with technical experience on your side.

    Without using Project Server, your task about sending emails to the external resources in your plan could maybe be done by a .vba macro or script what would be the more cost efficient solution and a workaround so far.

    Good luck and I hope this helps you a bit.

    Author Comment

    Hi leopolde and Thomas,

    I am going to go ahead with the installation of Sharepoint Foundation 2010 as this is very useful moving forward for other activities and business related functions.

    Thank you for the assistance I have begun the process and am implementing SharePoint Foundation 2010 as we speak,

    LVL 2

    Expert Comment

    Sounds good to me.. most important thing is that you have a practical solution for your tasks and future business.

    best regards


    Write Comment

    Please enter a first name

    Please enter a last name

    We will never share this with anyone.

    Featured Post

    How to run any project with ease

    Manage projects of all sizes how you want. Great for personal to-do lists, project milestones, team priorities and launch plans.
    - Combine task lists, docs, spreadsheets, and chat in one
    - View and edit from mobile/offline
    - Cut down on emails

    Many companies are making the switch from Microsoft to Google Apps ( Use this article to learn more about what Google Apps has to offer and to help if you’re planning on migrating to Google Apps. It is …
    Technology opened people to different means of presenting information, but PowerPoint remains to be above competition. Know why PPT still works today.
    The viewer will learn how to simulate a series of coin tosses with the rand() function and learn how to make these “tosses” depend on a predetermined probability. Flipping Coins in Excel: Enter =RAND() into cell A2: Recalculate the random variable…
    The viewer will learn how to create two correlated normally distributed random variables in Excel, use a normal distribution to simulate the return on different levels of investment in each of the two funds over a period of ten years, and, create a …

    761 members asked questions and received personalized solutions in the past 7 days.

    Join the community of 500,000 technology professionals and ask your questions.

    Join & Ask a Question

    Need Help in Real-Time?

    Connect with top rated Experts

    14 Experts available now in Live!

    Get 1:1 Help Now