Use Project with SharePoint

With Microsoft Project Professional 2010, you can create a project task list and then sync the task list to a list on a SharePoint Server 2010 or SharePoint Foundation 2010 site. Or, if your team already has a SharePoint list in place, you can import it to Project. And you can do all this without using Project Server.

After a project has been synced to a SharePoint list, changes to the task list within Project will be reflected in the task list on the SharePoint site, and vice versa.

 Tip    You can use any type of list in SharePoint, including a task lists and project task lists.

 Note   .Syncing more than 1,000 tasks between Project and SharePoint is not recommended. If you want to sync more than 1,000 tasks, use Microsoft Project Server 2010.

What do you want to do?


Publish a project to a SharePoint list

This procedure assumes you have created a list of tasks in Project prior to syncing the task list to a SharePoint list.

  1. In Project, click the File tab to open the Backstage view. Click Save & Send
  2. Click Sync with Tasks Lists.
  3. In the Site URL list, select the URL (absolute URL: The full Internet address of a page or other World Wide Web resource. The absolute URL includes a protocol, such as "http," network location, and optional path and file name. For example, http://example.microsoft.com/.) name of the SharePoint site that contains the list that you want to sync to.

     Note    At this point, don’t use a URL that contains the name of the task list you want to use.

  4. Click Validate URL.
  5. In the Select an existing tasks list list, select the name of the SharePoint task list to which you want the project tasks list to sync.
    If you want to sync the Project task list with a new list in SharePoint, type a new name. A new task list will be created in SharePoint, and will become synced up with the one in Project.
  6. Click Sync.

After the two task lists are synced, changes to one list will be reflected in the other. If changes are made to the two lists at the same time, a dialog box appears that prompts you to decide which version of the change you want to keep.

 Tip    After the two task lists are synced, within Project you can go the SharePoint version of the task list. Click the File tab, click Info. In the Sync to Tasks Lists section, click the link to the SharePoint site.

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Import a SharePoint list into Project

This procedure assumes that you have created a list of tasks in SharePoint list, but have not created a corresponding one in Project.

  1. In Project, click the File tab to open the Backstage view. Click Save & Send.
  2. Click Sync with Tasks Lists.
  3. In the Site URL list, type the URL (absolute URL: The full Internet address of a page or other World Wide Web resource. The absolute URL includes a protocol, such as "http," network location, and optional path and file name. For example, http://example.microsoft.com/.) name of the SharePoint site that contains the task list that you want to use.

     Note    At this point, don’t use a URL that contains the name of the task list you want to use.

  4. Click Validate URL.
  5. In the Select an existing tasks list list, select the name of the SharePoint task list that you want to export to Project.
  6. Click Sync.

After the two task lists are synced, changes to one list will be reflected in the other. If changes are made to the two lists at the same time, a dialog box will appear that prompts you to decide on which version of the change you want to keep.

 Tip    After the two task lists are synced, in Project you can go the SharePoint version of the task list. Click the File tab, and then click Info. In the Sync to Tasks Lists section, click the link to the SharePoint site.

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Troubleshooting problems with syncing lists

The table below contains conditions that will prevent Project tasks from syncing with a SharePoint list.

Condition Explanation
SharePoint list contains required field If the SharePoint list contains a field that is required, but the project plan does not contain the same field, then synching between the two lists will stop. Solution   : Add the required field as a custom field in Project.
Project field contains a formula Text . Solution   : Add the required field as a custom field in Project.
Problems with predecessor relationships

A cycle was created between predecessors

Child has parent as a predecessor

Non-Finish-To-Start predecessor relationships

Multiple resource assignments WinProj has multiple resources assigned to a single task and SharePoint has specified there may only be one resource for that task.
Invalid summary task name If a summary task has an invalid name, sync will not be completed. The rules for an invalid name are the same that apply to an invalid folder name in SharePoint. In addition to these rules, a name may not contain two periods next to each other or a space at the end. / : * ? < > |
Look-up fields have incorrect format Look up fields contain values which are not of type string/text.
A list contains incorrect characters A list name contains the following characters !.[]’

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Applies to:
Project 2010