Microsoft Notes Synchronization

Enabling Microsoft Notes Synchronization

To enable notes synchronization,

1. Open the Project Settings page of the project.

2. Click Microsoft Project Integration.

3. In the Microsoft Notes Synchronization section, select Enable Notes Synchronization.

4. (Required for shared control only) Select the Notes synchronization direction.

   • If you select From PPM to Microsoft Project, notes are editable in both PPM and Microsoft Project. Upon synchronization, notes in Microsoft Project are updated with PPM notes.
   • If you select From Microsoft Project to PPM, notes are editable in Microsoft Project only. Upon synchronization, the Notes tab of task details page is updated with Microsoft Project notes.

5. Click Save or Done.

Notes Synchronization in Each Synchronization Mode

If Project Management controls all shared work plan information, notes are editable in PPM. Notes are also editable in Microsoft Project, however, upon synchronization, any changes made to Microsoft Project notes are overwritten. When PPM project information is transferred to Microsoft Project, each note along with its task description, user, and timestamp, are consolidated into the Microsoft Project Notes field.

If Microsoft Project controls all shared work plan information, notes are editable in Microsoft Project only. When the Microsoft Project work plan information is transferred to a PPM project, the Microsoft Project Notes field is imported into a single PPM Notes field. Formatted text, OLE objects, and bitmaps, which are allowed in Microsoft Project notes are not allowed in Project Management notes.

If control is shared, the application that controls and edits notes is determined by the Microsoft Project integration project settings of the project. See step 4 in Enabling Microsoft Notes Synchronization.

Size of Synchronized Notes

By default, both PPM and Microsoft Project limit the size of a synchronized note to 1,500 bytes. This limitation is only applicable for synchronized notes. That is, you can create and store notes larger than 1,500 bytes in PPM or in Microsoft Project, but the information that is synchronized between the two applications is limited in size.

In Microsoft Project, a synchronized note's size is not configurable. That is, the size of a synchronized note sent from Microsoft Project to PPM cannot be larger than 1,500 bytes and cannot be modified.

In PPM, a synchronized note's size is configurable. That is, the size of a synchronized note sent from PPM to Microsoft Project is determined by the MSP_NOTES_SIZE_LIMIT server.conf parameter. To configure a synchronized note's size in PPM, edit the MSP_NOTES_SIZE_LIMIT parameter in server.conf. By default, a synchronized note's size is 1,500 bytes. Refer to the Installation and Administration Guide for more information about editing the server.conf file.

Notes Synchronization when Changing Synchronization Modes

If the synchronization mode of a project is changed from Project Management-controlled to Microsoft Project-controlled, notes initially provided in Project Management are deleted when the project is synchronized. To preserve notes initially provided in Project Management, synchronize the project to Microsoft Project before changing the synchronization mode.