sending project task via e-mail (2000)

[LanceG]

I've been trying to find a way to have Project generate an e-mail of a task to the resources assigned to the task.

I"ve seen how Project can generate an e-mail with a file attachment or a bitmap image of the task but that is not what I really want to do.
What I really want is for project to send a task and the ASSOCIATED NOTES.
To make matters more complex, the associated notes have objects embedded, not just text.
Can anyone assist with this?

[LanceG]

Nothing? There has to be something. VBA? anyone?

[GARYPSWANSON]

Lance,

I have been offline for several days. Let me see if I can come up with a solution or some ideas. <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>

[GARYPSWANSON]

Lance,

You can try the following. It works but you might want to tweak it to meet your requirements. The notes field is included in the data.

1. In MS Project, Press All F11 to start VB Mode. Go to Tools, References, and make sure Microsoft Outlook is selected

2. Create a new macro. (I called it email) You could go to Tools, Macro, record new macro and then save it. Then edit the macro and put in the following code. I set the Macro to launch using Ctrl E.

3. In the project, highlight the tasks you would want to email data for. Press Crtl E or launch the macro. Input the email address of the person to send to, input the subject, and then select yes when prompted. Data will then be sent. Post back with any questions.


<pre>Sub email()
' Macro email
' Macro Recorded Tue 4/22/03 by SwansonG.
' Code obtained from Special Edition Using MS Project 2000 by Tim Pyron and &_
modified accordingly.

Dim T As Task

Dim OlApp As Outlook.Application
Dim msg As Outlook.MailItem
Dim msgBody As String

On Error Resume Next

Set OlApp = GetObject(, "Outlook.Application")
If OlApp Is Nothing Then
Set OlApp = CreateObject("Outlook.Application")
If OlApp Is Nothing Then
MsgBox "Cant find Outlook"
Exit Sub
End If
End If

Set msg = OlApp.CreateItem(olMailItem) 'Create New Message
msg.To = InputBox("Enter Email Address to send data to")
msg.Subject = InputBox("Enter Subject for New Email")
msg.Body = " Task Details as of" & Format(Date, "Short Date") & vbCrLf

For Each T In ActiveSelection.Tasks
msgBody = msgBody & "Task Name: " & T.Name & "Start: " & T.Start & "Finish: " &_
& T.Finish & "Task Notes: " & T.Notes
Next T

msg.Body = msgBody 'Add text to message
msg.Send

If Err.Number <> 0 Then
MsgBox Err.Description, vbOKOnly + vbCritical
End If

End Sub
</pre>

[GARYPSWANSON]

Lance,

Upon re-reading your email, the question is a little more complicated. On the fly, you could do the following

- For each selected task
-- Loop through and select the assignments
-- Set up the email
-- Send the message
-- Next Assignment
- Next Task

As to sending the imbedded objects, not sure if this will work.

HTH

[LanceG]

Gary,
Thank you for your attempt to help. I appreciate the effort.
I've tried your macro (and other techniques similar to what you defined) and found that it doesn't work quite the way I'd like.
The problem is the embedded object in the Notes field.

To expand somewhat, I created a new task in a new project.
Date and name are irrelevant but let's say the task name is test and the start and finish are today April 22, 2003.
I then open up the notes field by double clicking the task and selecting the notes tab from the dialog box.
I select the object button, and tell it to create an object from a file.
Any file will do.
hit ok, close the item.
attempt to run the macro.
Result - an e-mail with text but no object.
There has to be a way to get to this data but I've not been able to figure it out.
I've searched high and low but have not been able to find anything.
Again, thank you for the effort.

[GARYPSWANSON]

What is the embedded object in the notes field? Is the object a linked file (i.e. excel) so it updates automatically, or is the object a bitmap, jpeg, or other format?

The Task collection also includes T.objects but I dont think this will work for emailing the data. I know there are some issues with this in Project 2000. Try searching the Microsoft Knowledgebase http://support.microsoft.com/?scid=fh;[ln];kbhowto. I took a look but could not find anything that would help you.

I also tried to replicate your problem and still could not get the inserted object to email. Sorry I could not help. I will post back if I can think of something.

Good Luck.