Syncing Microsoft Project with SharePoint is a powerful combination for project management. By harnessing both tools, we can manage our tasks and schedules more effectively. Microsoft Project is a comprehensive project management software that allows detailed planning, resource allocation, and tracking. On the other hand, SharePoint provides a collaborative platform where project documentation, tasks, and communication insights can be shared and accessed within a team.
We find that syncing between the two platforms enhances visibility and communication among team members. It ensures everyone has the latest updates and that project progress is transparent. SharePoint task lists can be brought into MS Project, offering a richer set of project management capabilities. Conversely, MS Project plans can be published to a SharePoint site, aligning the dynamic scheduling features of MS Project with the collaborative environment of SharePoint.
Through synchronization, project stakeholders benefit from real-time updates that aid in tracking and decision-making. Project plans created in MS Project can be connected to a SharePoint site, giving team members access without requiring them to have MS Project installed. All changes in the project schedule are reflected in SharePoint, enabling team members who might not be using MS Project actively to remain informed and engaged with the project progress.
- Creating or opening a project in MS Project.
- Selecting the option to ‘Sync with SharePoint’ from the File menu.
- Choosing whether to link to an existing SharePoint site or create a new one.
- Publishing the project to allow team members collaboration access.
Contents
Before we start synchronizing MS Project with SharePoint, it is crucial that we properly set up our SharePoint site. This includes creating the site itself and configuring the necessary permissions and assets.
If we’re initiating a new project, we’ll need to establish a new SharePoint site. Here’s how to go about it:
- Navigate to the SharePoint home page and click on Create site.
- Select the type of site you want to create, typically a ‘Team site’ for collaborative projects.
- Fill in the details such as the site name, description, and privacy settings.
- Upon creation, a corresponding Office 365 group is also created to streamline collaboration.
For projects that already have an established workflow and team, we might want to sync to an existing SharePoint site. In that case, ensure that the site is easily accessible and that it’s the correct one where our project details should reside.
Configuring Permissions and Site Assets
Once our site is up and running, it’s important to set up the right permissions and configure our Site Assets library. Here’s our checklist:
- Permissions: Assemble our team and assign appropriate roles. Usually, we’ll need site owners who have full control, members who can contribute, and visitors with read-only access. The site owner would need to give Designer permissions to those who will manage the project syncing.
| User Role | Permissions Needed | Typical Actions |
| Site Owner | Full Control | Manage Site Settings, Permissions |
| Members | Contribute | Add, Edit, and Delete Content |
| Visitors | Read | View Content |
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Site Assets: We must ensure there’s a Site Assets library in our SharePoint site where the MS Project .mpp file can be stored.
To check or create a Site Assets library:
- Go to Site Contents on the SharePoint site.
- Look for the Site Assets library; if it’s not there, we can create one by clicking New -> App and then choosing Document Library.
- Rename the new library to “Site Assets” if necessary.
Properly setting up our SharePoint site and configuring these elements are the foundational steps that enable a successful synchronization with MS Project, allowing us to track and manage our project effectively within the SharePoint environment.
If we’re looking to combine the project management capabilities of MS Project with the collaborative environment of SharePoint, integrating these two tools is essential. By synchronizing MS Project with SharePoint, we can seamlessly manage tasks across both platforms, ensuring that updates are reflected in real time.
Creating a New Project File
When we start a new project, we first create a project plan in MS Project. This plan outlines all our tasks and their respective timelines. To later integrate this with SharePoint, we:
2. Select Save As.
3. Pick a location to save the project file (MPP file).
Once our project file is ready, the next step is to establish a link between MS Project and SharePoint. Linking ensures that our project plan in MS Project and our tasks in SharePoint are connected.
| Step | Action | Result |
| 1 | Click File > Save As > Sync with SharePoint | Prepares MS Project for linkage with a SharePoint site |
| 2 | Enter the URL of the SharePoint site and verify | MS Project validates the SharePoint site URL |
| 3 | Choose to create a new SharePoint task list or use an existing one | Decides where the MS Project tasks will be listed in SharePoint |
After linking MS Project with our SharePoint site, we need to map out the tasks so that changes in MS Project reflect on the SharePoint tasks list and vice versa.
Click Open with Project on the SharePoint Ribbon.
Making changes in the MPP file will now update the SharePoint tasks list.
Every time we save changes in MS Project, we ensure that we are also updating our team’s SharePoint tasks list. This integration maximizes our project’s efficiency and streamlines our workflow.
Managing Synchronization and Collaboration
As project managers, we know that effective synchronization and collaboration are pivotal for the success of any project. Let’s focus on how to integrate scheduling with task management and ensure that updates are shared and conflicts resolved efficiently.
Scheduling and Task Management
| Component | Action Required | Outcome |
| MS Project Schedule | Define tasks and milestones | Baseline for progress tracking |
| SharePoint | Sync with MS Project | Real-time updates and access for the team |
Sharing Updates and Resolving Conflicts
| Task | Conflict | Resolution |
| Task Update | Changes made in isolation | Synchronization identifies and flags issues |
| Progress Tracking | Mismatched status reports | Team meeting to align on progress |
Advanced Techniques and Best Practices
In integrating MS Project with SharePoint, harnessing advanced techniques ensures that project management is both flexible and powerful. Let’s delve into customizing task lists for enhanced tracking and leveraging SharePoint’s robust features to amplify project management efficiency.
Customizing Task Lists and Fields
When we sync MS Project with SharePoint, the customization of task lists and the fields within these lists is critical for reflecting the unique aspects of our projects. We often need more than the default fields provided by SharePoint. By adding custom fields, we can track additional details relevant to our projects. Here’s how we can do this effectively:
| Field | Description | Benefit |
| Cost | Tracks expenses for each task | Enables budget management within the Gantt chart |
| Risk Level | Indicates potential issues | Allows for proactive risk mitigation |
| Dependencies | Shows task relationships | Clarifies the order of operations |
To further enhance our task lists, we can implement formulas within custom fields to automate calculations and conditions, offering real-time insights and contributing to dynamic project planning.
SharePoint contains a myriad of features that can be used to enhance project management when synchronized with MS Project. One such feature is the integration of “My Tasks,” which compiles tasks across various projects for individual team members, centralized on the SharePoint project site. This personalizes the project management experience and aids in prioritization.
We should also capitalize on SharePoint’s native collaboration features. This includes document libraries for storing project files, which lend themselves to version control and co-authoring. By maintaining our project-related documents directly within the SharePoint site, all project members have access to the latest information, fostering a seamless flow of knowledge and centralizing communication.
Moreover, integrating our MS Project Gantt charts with SharePoint offers visual progress tracking for stakeholders. We maintain accuracy in our project timeline by ensuring the Gantt chart on the SharePoint site reflects real-time changes made in MS Project files. This synchronization between the two platforms supports consistent progress updates, keeping all stakeholders informed and engendering a transparent project environment.