Synchronizing Changes Between Project and SharePoint

After you create the connection between your project plan and the SharePoint project tasks list, when information in one or the other changes, you can synchronize them to be sure the changes are reflected in both places.

Synchronizing Changes and Resolving Sync Conflicts

To synchronize changes between your project plan and the SharePoint project tasks list, follow these steps:

  1. Open the project plan that’s connected to SharePoint.

  2. On the File tab, click Info, and then click Sync.

    The information in the two locations is synchronized.

    Note that the SharePoint site does not need to be open on your computer when you do the synchronization.

    Sometimes you might get a synchronization conflict. This happens if a field has changed in both the SharePoint version and in the Project version. In such cases, a dialog box provides information about the conflict and asks you to choose whether to keep the SharePoint version or the Project version.

    Synchronizing Changes and Resolving Sync Conflicts

Mapping Fields Between Project and SharePoint

If you want to show a column of information from your Project 2010 plan in your connected SharePoint project tasks list, or vice versa, the fields need to be mapped. Project 2010 does a good job of identifying which fields are included and how they map. You can change the mapping, which can be necessary if certain fields are not showing up or they’re appearing in unintended columns.

To review and change field mapping in your project plan in Project 2010, follow these steps:

  1. On the File tab, click Info.

  2. In the Information Backstage view, under Sync To Tasks List, click the Manage Fields button.

    Mapping Fields Between Project and SharePoint

    Manage Fields

    The Manage Fields dialog box appears, as shown in Figure 21-7. The dimmed fields are the standard synchronized fields; they cannot be changed. Below those are any additional fields being used in the SharePoint project tasks list.

    Identify the pairings of fields between the project file and the connected SharePoint project tasks list by using the Manage Fields dialog box.

    Figure 21-7. Identify the pairings of fields between the project file and the connected SharePoint project tasks list by using the Manage Fields dialog box.

  3. If additional SharePoint fields are showing without a Project 2010 field pairing, and you want them to be part of the synchronization, click in the Project Field cell, and then click the arrow to show all available Project fields. Click the field you want to associate with the SharePoint field.

    The field is entered in the cell, and the Sync check box is selected.

  4. To add a new Project field for synchronization, click Add Field. In the Add Field dialog box, shown in Figure 21-8, click the arrow in the Project Field box to see all available Project fields. Click the field you want to add to the synchronization. The corresponding SharePoint field appears in the SharePoint Column box. Click OK.

    Create new, more meaningful pairings of fields by using the Add Fields dialog box.

    Figure 21-8. Create new, more meaningful pairings of fields by using the Add Fields dialog box.

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