Managing projects with OUTLOOK

[Armando]

I was kind of satisfied with my home brewed project management system in Outlook until… now.

Question :

Do you know any affordable or free add-on/application to help managing projects in conjunction with Outlook’s “tasks” feature?


Here are some of the options I’ve found, googling around (maybe some will find it useful):

-  TrackerOffice :  Just mentioning it, even if not really an option : expensive and… “Minimum licensing begins at 50 named users, with a beginning price of $15,000 for a single module.”  Ouch.

- EasyProjectPlan (Excel Project Plan) :  Price:  $ 219.36 (CAD); pretty expensive if you ask me… [edit : 2007 10 25 -- 13 10 : Only expensive for a single user, not teams, since : " Each license includes UNLIMITED DISTRIBUTION to project team members" -- it should be noted though that "Each person accessing the EasyProjectPlan© Admin Screen must purchase a license".]  But seems to ingrate nicely with Outlook, lots of features… Excell oriented. A bit overkill for my needs, most probably.

    EasyProjectPlan features include:

- Track project tasks, action items, issues, bugs, defects, risks, change requests.
- Import over 30 MSProject task fields – custom select from over 700 MSProject fields.
- Create and Print Gantt Charts directly from Excel – MSProject NOT required.
- Synchronize EasyProjectPlan© tasks with Microsoft Project.
- Synchronize EasyProjectPlan© tasks with Outlook Tasks/Calendar/Email.
- Automatically assign and send Outlook tasks and calendar appointments.
- Merge EasyProjectPlan© data with MSProject and maintain Dependency/Predecessor/Successor links.
- Merge multiple EasyProjectPlan© files into a single master file.
- I-mport MSProject tasks with UNLIMITED number of levels into EasyProjectPlan©.
- Schedule tasks Finish-To-Start.
- TIME support for Start and Finish dates.
- Supports Import/Export for any 3rd party product including Project Viewers.
- Group tasks by project plan hierarchy - collapse and expand task groups.
- Email task information directly from the spreadsheet.
- UK date formatting (dd/mm/yy) is automatically detected and set on open.
- EasyProjectPlan©  file is only 2MB (the entire project plan can be emailed as a single 2MB file attachment).
- Track changes on the spreadsheet.
- Advanced version control features.

- EasyTaskSync : same company as EasyProjectPlan. Same price tag. Syncs MS project with Outlook — handy if you’ve got MS project (expensive), I guess…


EasyTaskSync features include:

- Synchronize Microsoft Project tasks with Outlook Tasks.
- Automatically assign and send Outlook tasks.
- Add tasks to team member calendars using Outlook Calendar.
- Email task information directly from Microsoft Project.
- Automated Status Column.
- Post-Sync Reports.
- Re-Link broken task links.
- Outlook tasks are automatically categorized by project plan hierarchy.
- Easy to use Admin Screen with password protection.
- EasyTaskSync© is compatible with EasyProjectPlan©

- Gantt for Outlook : 
seems to ingrate nicely with Outlook. Aesthetically pleasing??... Seems also a bit expensive for what it is : $121.

Feature list :

• Gantt view including percent complete info for task time bars
• Gantt views on any task folder. Both private and public folders are supported
• Category color support (Outlook 2007)
• Group by Task owner and Categories
• Zoom in/out
• Moving and resizing a time bar automatically modifies the actual task/appointment accordingly
• Schedule Printout

- Project KickStart : 159.95 $, 99$ academic pricing. Seems pretty nice. A bit Less expensive than the 2 previous solutions…

Some Features:

• Fast & Easy Planning Wizard
• Easily Integrates with MS Programs
• Gantt Chart Software
• Work with any size project: Up to 1000 tasks & 10 levels of subtasking.
• Drag and drop hints from libraries of goals, phases and obstacles.
• Gantt chart for "big picture" scheduling.
• Reports Generator for custom reports
• Save as HTML for website use or post project plans on your Intranet.
• Easily include project plans in proposals and business plans.
• Outlook project management add-in. Seamlessly integrates into Microsoft Outlook.
• Link to Microsoft Project, SureTrak, P3, FastTrack Schedule, Milestones, WBS Chart, MindManager and ACT! Great for novice users.
• 10 sample projects. Create process templates.
• FREE technical support

- Outlook GTD add-in : well, the name says it all… $69.95.  Not many project oriented features.

Allows 2 levels of tasks, if I remember well?



-  4Team for Microsoft Outlook : at $49.95, it’s a deal, compared to other solutions… A bit too basic, maybe, as it doesn’t seem to allow nested sub-tasks (hierarchies of tasks). BUT, seems to integrate perfectly well with Outlook and does provide some kind of gantt chart functionality. Not sure if that solution is future proof… would have to try it.

Some features:

click on the feature to learn more
A powerful new collaboration tool for Microsoft Outlook®.
Create and manage multiple shared projects in Microsoft Outlook.
3 Levels of Effective Management:
Share you and your teammate Calendar, set up meetings and appointments.
Share documents & synchronize updates.
Create and share a team task list.
Create and share a contact list.
Discussions.
Simultaneous control of an unlimited number of teams and projects
Synchronize data with your teammates.
News, links and other information are available to all team members.
4Team Folder/4Team Dashboard & Reports
Outlook integration:
Track Team members and Contacts activities
Synchronize your personal project data with your PDA or Palm device.
Encrypt your messages, back up and store your project data for better security.
Without server:
With central server:
Web access.  Accessible from Anywhere in the World.
Support for the Microsoft Exchange profile available.
Work offline or online:
Etc.

- Action Project Manager : beta project. Have no idea when it will be ready and how much it will cost… I’ve registered for beta testing, but haven’t got any answer… yet. (Sent the email 7 days ago) [edit : just got an answer today 2007 10 10. Project is alive and, according to Ishan at OutlookSync-PSTSync, [s]the first release should happen in about a week][/color][/s]

The software seems to be ready.
Features here : http://www.outlooksync.com/products/action-project-manager/action-project-manager-overview.html
Price is $99.99 for a single licence.

[attach]

[laughinglizard]

You may want to have a look at these two open source programs:

Open Workbench
http://www.openworkbench.org/index.php
Open Workbench is an open source desktop application that provides robust project scheduling and management functionality. Already the scheduling standard for more than 100,000 project managers worldwide, Open Workbench is a free and powerful alternative to Microsoft Project.

GanttPV
http://www.pureviolet.net/ganttpv/index.html

Zoho Projects has a plugin for Office, though they do charge according to how many projects you need to manage.
http://www.zoho.com/

[Curt]

- PLANTRAC-OUTLOOK : ...… a tad old fashioned?

Yes, you can say it is old fashioned...:

[attachimg=#]

[Curt]

Zoho Projects has a plugin for Office, though they do charge according to how many projects you need to manage. http://www.zoho.com/

Zoho Projects is 100% free for open-source projects.
To get an unlimited account for your open-source project contact our support.

[laughinglizard]

Zoho Projects is 100% free for open-source projects.
To get an unlimited account for your open-source project contact our support.

Good catch Curt!

[Curt]

Thanks, laughinglizard

- and may I add: Zoho Projects is also free ("free" as in gratis, not "FREE") if you merely are to create a single (one; 1) not-open-source project.

[Armando]

laughinglizard :

Open Workbench and  GanttPV are quite nice, of course, but, unless I’m mistaken, I don’t think that any of them interacts with Outlook’ tasks lists or calendar in any obvious way. Same thing for Zoho, actually. Seems very nice, but I don’t see any easy way to have it interact with Outlook…


Interaction/integration with Outlook is fundamental for me (all the add-ons and applications I've mentioned integrate in some ways with Outlook). This is where I manage my tasks and calendar events.


[edit 2007 10 08 -- 21:24 : PS : added "TaskWorks Outlook 2007 Add-in" to my first post... even if not that interesting for me]

[Armando]

So... Nobody wants to share experiences about project management with Outlook -- trics, add-ons, plug-ins experiments, home-brewed systems... (Or even enrich the "Outlook project management add-ons" list started in my first post)? 

[Curt]

I was looking through hundreds of addons for Outlook but didn't find any project manager.

Maybe there is no-one? 

[Armando]

Thanks Curt... Yes, not easy to find good (and cheap) project management solutions for Outlook!

I found another pretty expensive solution for those using MindManager : Gyronix ResultsManager. Added to my list (first post)

Still willing to hear about others' experiences...

[PPLandry]

>Yes, not easy to find good (and cheap) project management solutions for Outlook!

Armando, you may have read that full-featured project management is coming soon to SQLNotes in the form of an advanced Gantt chart. Other may not know, and so I wanted to mention this.

Combined with Ecco-style outliner/grid and an Outlook-linked calendar, you have quite the project management tool.

The calendar is expected in 2 weeks and the Gantt another 2 weeks after that.

p.s. Just got your first comments on the SQLNotes forum. Thanks! I'll reply within a few days (busy also on other work)

[Veign]

You may able to modify TaskFreak to sync with Outlook Tasks.  TasksFreak does a decent job of creating a centralized location for tasks.  You can even mark tasks as public so your client can see its progress.

TaskFeak:
http://www.taskfreak.com/

Its free

[Armando]

Veign : thanks! I'm more or less looking for a way to easily track progress and schedules (through gantt charts, preferably) and create nested hierarchies of subtasks -- I'm not sure the modifications you're referring too would be worth the trouble in my specific case. Do you use TaskFreak yourself?

PPLandry : thanks for the info, Pierre. I'll certainly be very happy to test any new version of SQLNotes, especially if it comes with some project management features! The Outlook-like calendar looks nice (ran the demo). It'll be interesting to see how it integrates with the other components...

[Veign]

Do you use TaskFreak yourself?

Yes.  Not as much as I should...

[Armando]

First attempt at trialing one of the above mentionned solutions :
4Team for Microsoft Outlook

No luck. Error message at the end of the installation process : "ActiveX component can't create object at line 118 errors while creating scripting object " 

Tried to repair Office, repair my PST file, etc. To no avail.
I could contact 4team support, but will investigate other options before loosing to much time on that one.

Reminds me of the problems I had with MS Word, trying to install the Word Toys plugin. Maybe some conflicts between addins or somthing like that.

Next!

[Armando]

Got some news concerning "Action Project Manager". See first post. Project should go live in a week if everything goes well.

[Curt]

A pitty, the line 118 error, as I would imagine 4Team to be a fine affordable solution.
-Edit2: maybe you should try to close the firewall and install on top / again?

I think the number of tasks / subtasks / subprojects are unlimited:





- if this was what you were afraid might be missing?

[Armando]

Thanks for your answer, encouragements, and... nice screenshots, Curt.

The error 118 is probably VBA related, but I'm not a programmer, and have less and less time to tinker as we approach December.

Yes, the number of tasks / subtasks / subprojects might be unlimited, but, how many levels (if any) can the software accommodate (I'm talking about "nested" tasks hierarchies here). This is what I meant by : "a bit too basic, maybe, as it doesn’t seem to allow nested sub-tasks (hierarchies of tasks)."


edit : Classic example (taken from the nice todolist, which I don't use because of a lack of Outlook integration and palm syncing) :

[TomColvin]

Armando, keep an eye open for version 2.3 of Essential PIM Pro.  If you are willing to manage projects is a tree outline form, it may work for you.

Once the new version is out [by December at lastest], I expect to use it as a Getting Things Done manager.  I'll be doing a rather full review of the system I expect to work into the software.

Essential PIM Pro also sync's with Outlook.

Tom

[Armando]

Thanks Tom! I'll check that out.
I think that SQLNotes will also be a very interesting option when it's ready. (I wonder when will the first release candidate be launched though. Maybe not that soon.)

[thomthowolf]

I have just ordered Outlook project management from http://www.outlookproject.com/
From the website:

This Extension to Microsoft Outlook will provide you with the tools needed to enable you to effectively manage a project.
The solution encompasses out-of-the-box tools and processes that enable you to:


    * Break a complex project into manageable sub-projects
    * Assign responsibility/ownership of project components
    * Gain real-time project visibility into resources, processes, status
    * Focus on highest-priority items and ensure resources are allocated appropriately
    * Develop and complete a project plan


Your projects can be as simple or complex as you prefer. It can be projects with only 1 participant, or with a group of people taking part.


Effective project management requires more than just good project managers; you also need effective processes. This Extension will integrate your project management with your Outlook features, giving you a familiar interface, and solid contact management.

Seems a lot to promise for a whopping $9.99.  This is something they email to you, no test version available as yet, so I will just test it for all of us and let you know how it goes.

[PPLandry]

I think that SQLNotes will also be a very interesting option when it's ready. (I wonder when will the first release candidate be launched though. Maybe not that soon.)

I'm going at it step by step. Expected release is first quarter 2008. Exact feature list in the first release is not finalized. Make your preferences known.

Have you seen the Gantt chart integrated?
http://www.donationcoder.com/forum/index.php?topic=9827.200

For a different application, but it gives a good idea.

[Curt]

I have just ordered Outlook project management from http://www.outlookproject.com/
...
This is something they email to you, ...

Interesting to hear if you ever receive this file! The site has not been updated for two years, and their forum has been closed for at least half a year. But the extension sure sounds ideal for the purpose in question.

[Armando]

I'm going at it step by step. Expected release is first quarter 2008. Exact feature list in the first release is not finalized. Make your preferences known.

Have you seen the Gantt chart integrated?
http://www.donationcoder.com/forum/index.php?topic=9827.200

For a different application, but it gives a good idea.

Yes, Pierre, very interesting! It'll be a very cool thing to try when it's ready. Thanks for keeping in touch! I'll keep downloading the betas until then! (one is "due" soon if I remember well...)

I have just ordered Outlook project management from http://www.outlookproject.com/
...
This is something they email to you, ...

Interesting to hear if you ever receive this file! The site has not been updated for two years, and their forum has been closed for at least half a year. But the extension sure sounds ideal for the purpose in question.

Interesting indeed. keep us posted,  thomthowolf. Thanks!

[thomthowolf]

I have just ordered Outlook project management from http://www.outlookproject.com/
...
This is something they email to you, ...

Interesting to hear if you ever receive this file! The site has not been updated for two years, and their forum has been closed for at least half a year. But the extension sure sounds ideal for the purpose in question.

I paid for the file on Sunday evening, and the email came to me Monday afternoon, my time.  I was starting to worry because it got caught in Gmail's spam filter, but all is well.  I will do a review this weekend after I get to play with it a bit more, but it is a very clever use of the the features available in Outlook.  Seems promising so far.