Computers may be seen as the saving grace of offices throughout the world, but they are only as good as the software they feature, and this is why there are different ways of reading/seeing Microsoft Project documents.

As mobile devices and broadband get more developed, it's usual to see the technological devices that people own becoming smaller. Commuters are increasingly likely to pick up e-readers to keep them company on their journeys to workplaces and emails are being sent from mobile phones and notebooks rather than just large PCs. Although you're probably more dependent on your computer throughout the working day than mobile devices, it's not always possible to get access to the files you need.

This could be because you're out of the office tackling other tasks, your PC is playing up, or perhaps there are power/server problems. On the other hand, issues may result from your PC lacking the necessary updated software to view important files. Unfortunately, business will not wait for you to get these problems sorted out, a deadline is a deadline after all. If you're involved in the running or management of a workplace assignment and you're using Microsoft Project there are ways around some of these issues so you're still able to see the documents concerned and give your input as required.

Unlocking the secrets

Not having access to Project documents may not sound like a massive deal, but when you consider how much data is held in them, it could affect decisions you make or opinions you give on business campaigns. Documents detail the resources needed to bring in deliverables and apply them to a timeline, so jobs are completed on schedule. They reveal who will be working on what and when, so you've got a clear picture of the road ahead.

Also, you're able to manipulate the data contained in the documents, and create 'what if' scenarios and the associated outcomes. For instance, if you hear a supplier of materials you need is about to go out of business, you can put in the prices of the necessary goods from their nearest competitor to see how this change may affect your budget. If your issue is a simple software problem and you can't see files because you haven't updated to Microsoft Project 2010, you can request that the sender re-saves the files in the format you currently possess.

You can also download trial versions of the newer software if you wish. The 2010 and 2007 incarnations are not 100 per cent incompatible, and you may need to convert certain files to make sense of them when using older versions of the software.

When you need a bit of information

If these tips are not an option for you, there are still ways that you're able to see parts of the documents. This could be useful if you need to address certain aspects of the task, like timelines. For example, you can ask that the sender cuts and pastes relevant parts of the files into other compatible Office applications, such as Excel and Word, making them readable to you.

Visual reports of the required information can be generated, meaning you get the data and images that help to reflect the data. Also, you're able to copy the timeline of the entire project, into Office programmes and emails, so you can see how tasks and resources have been scheduled. GIF images of the overall plan may also be created, downloaded and viewed.

Seeing the whole picture

These bits of information may not provide you with all the data you need. If this sounds familiar then there are other routes you're able to take to view files. Getting the files published via SharePoint Server and Project Web Access will let you see the documents in their entirety, although there may be privacy controls to consider.