Microsoft Office Tutorials and References
In Depth Information
Drowning in the resource pool
Drawing resources from resource pools saves
you time because you don’t have to re-create
those resources again and again. However,
should you track your resource’s time in the
resource pool file to see whether the resource
is overbooked? Most projects in the real world
use resources that are not solely dedicated to a
single project. New users of Project often get
confused because almost every person working
on their projects puts in time on other work, from
general communication with co-workers and
clients to efforts put in on other projects. Should
they build resource pools to account for time
shared among several projects at one time?
Generally speaking, it would be chaos to try to
track every minute of all your resources’ days to
see whether they’re working 100 percent or 50
percent on your tasks or are being shared
among multiple projects. Ask yourself this
question: When this resource works on a task in your
project, “Will he or she put his entire focus on
that task at that time?” If so, you might not need
to fool around with tracking shared resources
across many projects. Especially on shorter
tasks, not trying to micromanage the efforts of
your resources outside of your own project
usually works just fine. If, on the other hand, you
have resources who work only half time or split
their time between two projects routinely,
consider using shared resource tools to keep track
of those resources across projects.
You must have Outlook specified as your default e-mail program in order for
this to work. Do that by opening Outlook; when you’re asked whether you
want it to be your default program, say yes.
When you insert one or more Outlook resources in your project, they’re added
to your project list, taking the resource name and e-mail address as they exist
in the Outlook Address Book. The default first-letter initial and work type is
also preassigned. You can then add any details you like to the resource.
To insert resources from your Outlook Address Book, display Resource view
and then follow these steps:
1. Choose Insert
The Choose Profile dialog box appears.
2. Select Outlook.
The Select Resources dialog box appears.
3. Specify a name.
You can type a name in the Type Name or Select from List box, or you
can click a contact name in the Name list.
4. Click Add to place the selected name in the Resources list.
5. Repeat Steps 2 and 3 to add all the resource names that you want to
import to your project.
6. When you’re finished, click OK.
New Resource From