- 6 minutes to read
- Applies to:
- SharePoint Server 2019, Project Professional 2019, SharePoint Server 2016, Project Professional 2016, Project Professional 2013, SharePoint Server 2013, Project Online Desktop Client, SharePoint Online
The Sync with SharePointfeature lets a Project Manager share an .mpp project file with Microsoft SharePoint users. This feature is available to use with SharePoint Server 2013, SharePoint Server 2016, SharePoint Server 2019, and SharePoint Online through Project Professional 2013, Project Professional 2016, Project Professional 2019, and Project for Microsoft 365. This feature creates a SharePoint Project site. This site contains a Project Summary and Timeline, a tasks list, and a Calendar. Synchronizing also saves the .mpp file to the site assets for future editing.
The Project Manager must be part of the SharePoint Owners group (or at the least have designer permissions) on the parent site collection where the new or existing site resides.
Synchronization goes the other way, too. If you have a SharePoint tasks list, there's an Open with Project button that opens the plan in Project Professional. This feature lets you use the Project Scheduling Engine to make schedule updates in Project Professional 2013, Project Professional 2016, Project Professional 2019, or Project for Microsoft 365 and then synchronize the static list back to the tasks list on the SharePoint Project site.
Managing a Project Site tasks list in this manner is also known as lightweight project management. Project Server is not required for this functionality. SharePoint Foundation 2013, SharePoint Foundation 2016, or SharePoint Foundation 2019 is the minimum requirement for using the Sync to SharePointfeature.
When you use SharePoint Server, you can use the "All My Work in One Place" feature to display all tasks that are specifically assigned to you. From your "My site" personal tasks list, you can view, organize, and update all your work from this one location. The following URL is for a SharePoint personal tasks list:
Scenarios for using Project Professional with SharePoint Server or SharePoint Online
- Create a plan in Project, and then sync by using NEW SharePoint Site. A site and tasks list are created.
- Create a plan in Project, and then sync by using Existing SharePoint Site. This updates an existing list or creates a new list, depending on your selection.
- In SharePoint when you have tasks in a tasks list, you can use Open with Projectto open the plan in Project Professional for editing and then sync back to the existing SharePoint site. The .mpp file is saved to the site assets for future editing.
The following Office article describes how to synchronize a Project plan with SharePoint, and how to sync to create a New Project site and an Existing Project site:
- Sync with a SharePoint tasks list
Because we save the .mpp file to the Project Site's Site Assets, you should not save a local copy of the plan for editing. You will always use Open with Project when you want to use Project to update either the SharePoint tasks list or the .mpp file. These two entities are now linked, and the SharePoint tasks list is considered the "master." Opening the .mpp file from any location other than Site Assets will damage the link and cause issues, such as duplicate tasks on the SharePoint tasks list. You may also receive an error message, which is discussed later in this article.
After you sync a plan to a SharePoint tasks list, the next time you want to update the tasks list just click Save in Project.
Manual versus Auto scheduled tasks
When you open a SharePoint tasks list in Project Professional for the first time, the tasks will be set to Manual or Auto scheduled, depending on the New tasks createdsetting in your Project client. You can find this setting on the File menu, by clicking Options, and then selecting the Schedule tab.
Currently, a single task cannot contain more than 89 links to other tasks. Project Professional may crash if it has a larger number of predecessors.
When you try to sync a plan that contains external links to tasks in other plans, you receive an error message that contains the wrong information. The error message should tell you that you cannot sync a plan with external links. Instead this is the message that you receive:
Cannot access the site due to one of the following reasons:- The Sharepoint site url is invalid- The Sharepoint site is currently unavailable- The user does not have full or design permissions in the Sharepoint site
The plan may save to the tasks list, but the .mpp is not saved to the Site Assets. Therefore, you cannot use the .mpp file again for updating the tasks list. In this situation, we recommend that you delete the subsite and begin again, if possible.
Large number of tasks
SharePoint has a limit of 5,000 items in a list. However, you will experience severe performance issues if there are 1,000 tasks in a list. Project best practices suggest that 750 is the largest number of tasks that you should include a project plan. A SharePoint list should be even smaller for optimal functionality and usability. For example, 100 tasks in a SharePoint tasks list is a reasonable number to work with.
If there are resources assigned in your plan that are not resources in SharePoint, you receive a warning message stating that these resources will not be added to the SharePoint tasks list but that the tasks will sync to the list. This error message resembles the following:
We can't sync resource <resource name> to the tasks list because the resource does not exist on the SharePoint server. This resource, and any other resource that doesn't exist in SharePoint, will remain assigned to the tasks in your project plan.
To add these users to SharePoint, contact your SharePoint administrator. It's a best practice to always use the People Picker when you assign users to tasks.
Starting with a SharePoint tasks list
If you, the Project Manager, begin in SharePoint by having a tasks list, they can decide at any time that you want to use Project's scheduling engine to calculate a more precise schedule. You can click the Open with Project button from the List ribbon, the Project client starts as the currently logged-on user, and you can begin editing.
Open with Project
When the plan opens, the tasks will be either Manually Scheduled or Auto Scheduled based on the value of File> Options > Schedule > New tasks Created. Tasks can be added or edited by using any or all features in the Project client and then synced back to the SharePoint tasks list just by clicking Save.
Only the fields that are mapped between the two products will synchronize. The following fields sync between your SharePoint list and Project by default:
- Task Name
- Start date
- Finish (due) date
- % Complete
- Resource Name
If you want to map more fields to be synced between Project and SharePoint, you can do this on the Info tab on the File menu with in Project. Specifically, open the Map Fields dialog box, and then select the new fields that you want to sync. This way, you can have your team members report on other custom fields, or you can generate reports based on non-default SharePoint columns.
Synchronizing to an existing task list
If you sync to an existing tasks list that has already been linked to another plan (or if the original sync did not copy the .mpp to site assets), you receive the following error message:
The tasks list is linked to a different project plan. If you continue with the synchronization the task list link will be changed to the current project plan.
Would you like to continue with the synchronization?
If the .mpp file is open in Project at the same time that a user adds or edits task info in the SharePoint tasks list, a conflict dialog box is displayed the next time that the .mpp file is saved. This dialog box gives the user the following options:
- Keep Microsoft Project version for all fields
- Keep SharePoint version for all fields
- Choose between SharePoint and Microsoft project versions
Tasks can be updated in Outlook, but they cannot be created in Outlook and then inserted into a SharePoint tasks list.
How can Microsoft Project Professional be used to work with a SharePoint project site? ›
In SharePoint when you have tasks in a tasks list, you can use Open with Projectto open the plan in Project Professional for editing and then sync back to the existing SharePoint site. The . mpp file is saved to the site assets for future editing.Why are my tasks not syncing? ›
If so, Open the Tasks folder that isn't syncing and go to the Send/Receive menu - click Update folder. Does that bring them down? If not, right click on the folder and choose Properties then Clear offline items. If they don't start syncing down within a few minutes, click the Update folder button.Can you use SharePoint to track tasks? ›
SharePoint Personal Site
A timeline view allows you to display certain tasks in a Gantt chart style view, the most popular view for SharePoint task management. This is a convenient way to represent task list sequentially as tasks, subtasks, and milestones with dates.
- Open Microsoft Project Professional.
- Click on File >> Account >> Sign in.
- Enter your Project Online account and click on Next.
- Enter the password for your account and Click on Sign in.
Depending on the version, there are different editions of MS Project. Project Professional is a premium edition that includes everything available in MS Project Standard. This software is located on the user's desktop and has the capability of connecting with Microsoft Project Server or Project Online Professional.What is the difference between MS Project and MS Project Professional? ›
The only difference is that Project Online Desktop Client comes with Kanban boards. The Professional edition includes all the features of the Standard version, plus more features like team collaboration tools and the ability to connect to Microsoft Project Server.Is SharePoint good for Project management? ›
It has the best project management features, including web parts, lists, site collections, and SharePoint sites. It has the best tools for managing and storing documents, building external websites and intranets, collaboration, and more.How do I link tasks in SharePoint? ›
- Navigate to your Project Page and click Edit Links in the Quick Launch.
- Select New Link to add a link.
- Enter the link name and paste your Task list URL in the address.
- Save and close.
- Enter tasks in the list without linking them.
- Double click on the successor task.
- Go to “Predecessors” tab.
- Enter the predecessor number under “ID” and select “Finish-to-Start” dependency type.
One of the best ways to keep track of a project is creating an outline or document that includes the team's tasks, dependencies, deadlines, and goals, and then delegating which team member is responsible for what.
How do I track multiple tasks in multiple projects? ›
- Plan before starting anything. ...
- Use every tool at your disposal. ...
- Prioritize tasks. ...
- Adjust your plan through regular reviews. ...
- Know when to delegate. ...
- Stay focused. ...
- Communicate with team members.
- Sign in to your organization's SharePoint in Microsoft 365 site with your work or school account.
- Open the library you want to sync.
- Select the Sync button. Notes: ...
- At the prompt, click Sync Now to start the sync app wizard. ...
- Select Sync Now in the wizard to start syncing.
The synchronization is performed using a semaphore, e.g. denoted Change_Sem. If the asymmetric synchronization also involves han- dling of shared data, e.g. data that shall be transferred from one task to another task, an additional semaphore is needed.What are task synchronization techniques? ›
The methods of task synchronization are:
Synchronization primitives. Semaphore: counting semaphore and binary semaphore. A semaphore is created with initial count, which is the number of allowed holders of the semaphore lock. (initial count=1: binary sem) .
- Create a complete list of tasks.
- Break big projects down into achievable tasks.
- Prioritize your task list.
- Automate tasks where and when possible.
- Use a kanban or other visualization tool.
- Tackle the least appealing (or scariest) task first.
- Focus on one task at a time.
- Make a list of all the tasks your team needs to complete. ...
- List deadlines and timeframes for each task. ...
- Assign a priority for each task. ...
- Note any other relevant information for each task. ...
- Assign each task to a team member. ...
- Track your team's progress.
What are the differences between Project Professional 2021 and Project Online desktop client? The core features of the two products are identical with one exception. Project Online desktop client includes Kanban boards. Project Professional has a perpetual license.How does SharePoint integrate with Project Online? ›
On the SharePoint admin center, select Classic features. On the Classic features page, in the Classic site collections page section, select Open. Hover over the URL for the site collection where you want to enable Project Online, and then select the check box that appears to the left of the URL.What is Project Online professional called now? ›
Project for the web is available in all three Project subscriptions: Project Plan 1. Project Plan 3 (formerly Project Online Professional)Is MS project being discontinued? ›
Your Project Online subscriptions are not going away. All the new capabilities available through Project for the web will be available to you through your existing Project Online subscriptions.
What is Microsoft Project Professional used for? ›
Microsoft Project is project management software that's used to create schedules, project plans, manage resources and keep track of time. It has features such as Gantt charts, kanban boards and project calendars for project management professionals.Is MS Project Professional part of Office 365? ›
Microsoft Office 365 doesn't include any online or desktop version of MS Project. You'll need to pay for a subscription to use Microsoft Project Online.What are the three types of project management office? ›
Different types of PMO
In order of least support to most support, the three general types of PMO are Supportive, Controlling and Directive.
Different PM's may have earned different degrees not necessarily in the field. However, PMP's seek such a status, and want to stand out amongst others who might not have earned such a degree. In order to be perceived as a PMP you need a required degree or certification.How do I import Excel into project Professional? ›
In Project, click File > New. On the New page, click New from Excel workbook. In the Open box, click the arrow next to XML Format, and pick Excel Workbook or Excel 97-2003 Workbook (if your project data is in an earlier file format). Locate and select the workbook you want to import, and click Open.What are the 5 P's in project management? ›
The 5 P's of management provide such a framework. The 5 Ps are: 1) Plan, 2) Process, 3) People, 4) Possessions, and 5) Profits. Planning is the key to the success of an organization.What is the most difficult in project management? ›
Scope creep — the nightmare of every project manager. It can be frustrating to work with stakeholders who don't know what they want and who do not have a clear goal in mind. This can introduce huge risks, ultimately impacting all aspects of the project.How do I link tasks to my project? ›
- Choose View > Gantt Chart.
- Hold down Ctrl and select the two tasks you want to link (in the Task Name column).
- Choose Task > Link Tasks.
- Create a custom SharePoint list where the subscriptions are stored. ...
- Create a SharePoint workflow that sets the renewal date. ...
- Create a SharePoint workflow that creates a renewal task for the responsible person. ...
- Set the time when the renewal task workflow should be run.
Overview. SharePoint provides two types of lookup column: Lookup: links to another list: for example an Orders list may have a lookup column that links to customers in a Customer list; Choice: clicking or tapping the column displays a small menu of items that you choose from.
What are the four types of task links in MS Project? ›
- Schedule management: What types of links are there?
- FS - Finish to Start.
- SS - Start to Start.
- FF - Finish to Finish.
- SF - Start to Finish.
The four types are as follows – Finish to Start, Finish to Finish, Start to Start, and Start to Finish. This is the approach you will find in most project management guides and the one that is also closely related to visualizing projects on a Gantt chart.How do you manage tasks efficiently? ›
- Start with smaller tasks. ...
- Focus on one at a time. ...
- Create an effective schedule. ...
- Get to grips with change management. ...
- Set realistic deadlines. ...
- Break tasks up into smaller tasks. ...
- Collaborate whenever possible. ...
- Communicate clearly.
- Determine the Project's Scope and Objectives. ...
- Coordinate and Communicate. ...
- Reserve Time for Unexpected Issues. ...
- Break Down the Project into Smaller Tasks. ...
- Review the Project's Progress Frequently.
- Make a master to-do list.
- Organize tasks by priority.
- Break tasks down into smaller activities.
- Limit distractions.
- Create meeting agendas.
- Adjust to changing deadlines.
- Be open to advice.
- Ask for help.
Project management software is one of the most important tools to track multiple projects. This software allows you to create a roadmap for each project, track progress, and assign tasks to team members. Another useful tool for tracking multiple projects is a task management application.How do I manage multiple tasks simultaneously? ›
- Make a to-do list before you start your day. ...
- Determine urgent VS. ...
- Schedule time for interruptions. ...
- Create an email-free time of the day. ...
- Time-box your tasks. ...
- Upgrade your skillset. ...
- Invest in time management tools.
- Designate one place to house all of your projects.
- Define goals, plans, responsibilities, and expectations at the beginning.
- Prioritize the work that will make the most impact.
- Empower your team to be flexible when priorities change.
Research suggests 2-3 projects at a time is optimal for individual focus and collective scheduling. If you're asking people to juggle more than this then you are lowering their productivity. Too Many Projects will damage your business and drive you into a self-perpetuating low productivity fire-fighting culture.What's the most challenging part of managing multiple projects at once? ›
Delegation is one of the most critical aspects in a multi-project environment. If you can't delegate activities to your team members, you won't be able to manage the increasing volume of work involved with juggling more than one project.
How do I integrate a project online with SharePoint? ›
On the SharePoint admin center, select Classic features. On the Classic features page, in the Classic site collections page section, select Open. Hover over the URL for the site collection where you want to enable Project Online, and then select the check box that appears to the left of the URL.How do I link a project to a task planner? ›
Linking Project Online Activities to an MS Planner Plan
Open a project in Project Online and select the activity you want to link to a plan in MS Planner. Then click the “Planner” button in the task ribbon. The “Link to plan” pane now appears on the left. Displaying the pane showing existing MS Planner plans.