Agile teams can use Google Docs for storing and sharing Microsoft Project (MPP) files.
In A Nutshell
The Project Manager, after creating or updating the project plan, uploads it to their Google Docs account. From there the file can be shared with team members by way of the Housatonic Project Viewers for Microsoft Project.
Detailed View
Google Docs is a free, comprehensive cloud-based suite of office applications combined with 5Gb of cloud storage. Documents stored on Google Docs may be private or shared. To get a Google Docs account, go to http://docs.google.com.
To store your MS Project file and make it available to team members, log in to you Google Docs account.
Click on the Upload icon and browse your local files to choose your MPP
Your file will be uploaded and stored in its native MPP format and added to the list of documents you have stored on Google Docs.
To share the project plan check the box next to your MPP and click on the “More” icon.
From the menu that drops down, choose “Share”.
Add team members to the “Who has access” list.
By default, the MPP is set to private and only those who you have explicitly given permission to can access it. However, it you’re project is not proprietary or sensitive, you can set the file to be shared with anyone via a link, or even made public on the web.
Now that the your MS Project plan is stored in the cloud, team members without Microsoft Project will need a way to open, view, read, sort and print the project plan. Housatonic offers several solutions to this challenge.
Team Members with Housatonic Project Viewer Installed On Their PC
Team Members can install the Housatonic Project Viewer on their PC (free 30 day trial). Once they have the viewed installed, team members can view, share, sort or print project plans just as they would with the full version of Microsoft Project.
Option 1
Project Managers send the project plan as an email attachment to Team members with the Housatonic Project Viewer installed on their PC. This option does not require that team members have a Google Account.
Option 2
Alternately, team members with Google Docs accounts can log in to their accounts where the MPP will appear in their list of documents. They can then download the file and open it with their copy of Housatonic Project Viewer.
Using the Housatonic Project Viewer Free Online to Share With Team Members Who Do Not Have A MS Project or a Viewer On Their PC
Team members can use the Housatonic Project Viewer Free Online or a corporate copy of the Housatonic Project Viewer Web Server (free trial available) to access, view, read, share, sort and print the project plan stored on Google Docs.
With the MS Project file (MPP) securely stored in the cloud on Google Docs, and “Share” options set appropriately, the Project Manager notifies team members that they now have access to the file via their Google Docs account.
Team members using their web browser and internet connection (no other software needed), go to the Project Viewer URL (either on the corporate web server or Housatonic Project Viewer Free Online), and then from the Project Viewer file menu choose “Open From Google Docs.”
Team members not already logged into their Google account will be asked to log in.
Team members will be asked to grant the Project Viewer application access to their Google Docs.
After granting access, a drop down menu appears with any MPP files stored in this account. Team members can then choose the project plan and click “Load Document.”
Using the Housatonic Project Viewer Free Online in their browser, team members can now view, sort, share, print or email a pdf of the project plan.
For more information about Google Docs – http://docs.google.com
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View your Microsoft Project file now with the Housatonic Project Viewer Free Online
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