A schedule note is an email message that another member of the team who has access to Project sends to the project manager, resources and contacts assigned to a task, or to the entire project team. The schedule note can contain a copy of the complete project
or an image of whatever view is visible on the screen. You may want to send an image, for example, to a member of the team who is putting together a PowerPoint presentation about the project and wants to include an image showing the Project tasks or Resource Sheet.
If you want to send a bitmap image of the Gantt Chart or another selected view, switch to that view and select the rows you want to send. To send a schedule note, choose Tools > Workgroup and click Send Schedule note. This opens the dialog box shown in Figure 15.12
Select the person or people you want the message addressed to (project manager, resources, and contacts), and choose whether to send the entire project or only selected tasks. Click OK to open a pre-addressed message form with the image attached. Enter any message you want to accompany the image. To view the image, double-click it-the image opens in the application on your system that opens bit map (*.bmp) images. Figure 15.13 shows an image in Microsoft Paint. Close the image and click Send to send the message.
If you want to send a copy of the entire project file, choose Tools > Workgroup, click Send Schedule. Tote, and select Attach File. This attaches a copy of the project file to the message. Be aware that this is not a linked copy, so any changes made are not reflected in the original project file
Using the Workgroup Toolbar
With Project’s Workgroup toolbar, you can access many o’fthe workgroup communication commands you need without using the Tools menu. To activate the Workgroup toolbar, choose View s- Toolbars and select Workgroup.
Table 15.2 describes each of the features of the Workgroup toolbar.
Routing a Project File
When you are finalizing a project plan, it never hurts to solicit comments about the plan from stakeholders in the project. Although you can send each person a copy of the project, you are then faced with the daunting task of consolidating all of the changes into a central project file. If you route the project file instead, each person can make comments and changes to the active copy of the project. It then moves on to the next person on the routing list, and finally returns to you as one project file with all the incorporated changes. All recipients must have Microsoft Project on their systems to review the project file.
You can route a project by using the File menu (Flle > Send To :> Routing Recipient) or by choosing Send to Routing Recipient from the Workgroup toolbar. When you choose this option, a routing slip (like the one shown in Figure 15.14) opens.
Follow these steps to complete the routing slip:
1. Click the Address button to choose the email addresses of the intended recipients.
2. Select as many recipients as you want from the Address book by double-clicking their name or by clicking once and clicking the To button.
3. Click OK to return to the Routing Slip.
4. Use the up and down Move arrows to change the order of the routing recipients.
5. Edit the subject and enter a message In the Message Text box.
6. Select to route to recipients One After Another or All At Once. The All at Once option sends duplicates to each recipient and should not be used if you want to incorporate changes from multiple recipients.
7. Select Return when Done to have the project file returned when everyone has reviewed it.
8. Select Track Status to receive an email message every time the file is sent on to the next recipient-this helps to know where the project is and whether it has been held up along the way.
9. Click Route to send to the project to the first recipient, or click Add Slip to add the routing slip to the project file but not send it yet. If you choose the Add Slip option, the menu command and toolbar button change to Other Routing Recipient. Choose Other Routing Recipient to add another recipient or to activate the routing by clicking Route. You can remove the routing slip by choosing Remove All.
When a routing recipient receives the message, they can double-click on the attachment to open the project file. When they are ready to send on to the next recipient, they choose Send To > Next Routing Recipient from the Project File menu. The sender can choose to send the file to the next person on the routing slip or to send a copy of the file to any other mail recipient.
Posting to a Public Folder
To make a protect available to multiple stakeholders, the easiest way is to post the project file to a Microsoft Exchange public folder. In a public folder, anyone with permissions to the folder who has. Project can open the active project file. To post a project to a public folder, do the following
1. Click the Spne to Exchange Folder button on the Workgroup tool bar, or choose File> Send to > Exchange Folder on the menu.
2. Select the folder to which fOU want to post the project file from the Send To Exchange Folder dialog box, or click the New Folder button to create a new folder (select the folder you want the new folder to be under before clicking the New Folder button).
3. Click OK to post the folder
You can set permissions to the public folder to restrict access to other users. To set permissions to it folder you created, right-click the folder and choose Properties. Click the Permissions tab