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Importing Microsoft Outlook Data

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Importing Microsoft® Outlook® calendar data into P6 Web Access

Follow the steps in this section to share your Microsoft Outlook calendar information with your resource calendar in P6 Web Access so that others can more accurately see when you are available for work assignments.

For information about requirements to use this feature, refer to your P6 administrator, who can ensure that you have the appropriate Web browser. In the Project Management module, you must be named as a user with an associated resource, have exclusive rights to a resource calendar, and have the required security privilege.

Note: Importing data into P6 Web Access requires using specific browser security level settings. For details, see Setting browser security for Importing Data into P6 Web Access.

To access the Import Appointments feature

Tip: If Import Appointments does not appear in the action menu, you may be able to change your view preferences to display it.

Sharing calendar information with P6 Web Access

  1. On the Microsoft® Outlook® Appointment Search tab, mark the checkbox to specify which appointment types to retrieve from Outlook: Busy, Out of Office, Tentative, and Free.

    Choose whether to import all appointments or only appointments within a specific date range.

    You can further limit the appointment import by selecting a specific category that you defined in Outlook; otherwise choose all categories.

  2. Click Search to preview the appointment times and durations that can be shared with P6 Web Access.

Mark the checkbox beside each appointment you want to import, or mark the Select All checkbox to mark all appointments for importing. To clear a checkbox, mark it again.

Tip: If necessary, you can click the View Appointments in Outlook button at any time.
  1. When you are ready to continue, click Import to preview a list of start times and durations that you selected to import into P6 Web Access. Only the date and time information is stored—the names of appointments are not saved.
Note: Appointment times that do not begin or end in half hour increments are rounded up or down, depending upon which quarter hour they occur in. more detail on rounding
  1. Click the Return to Search button to exit. Click Return to Homepage to return to P6 Web Access, or click Logout to close the application.

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