Monthly Archives: January 2014


Managing Projects in Outlook using Appointments and Tasks

By standss - Comments ( 0 ) Tuesday, January 28th, 2014

In the post last week, we looked at some of the ways that you can customize outlook to suit your style of working and also effective handle the pile of emails in your inbox.

Other than emails, Outlook users also use the calendar and task to manage their daily lives and projects… and yet Outlook does not give us an easy way to manage projects inside Outlook. Outlook users frequently ask us how they can see all appointments and tasks that make up a project in one place.

Why is this important?  Most work or projects are made up of a series of steps all being related to each other. As we finish a step, it is important to know what the next steps are to get the project completed. Things also don’t always go according to plan… and we need to see what else gets affected when things change.

Our research showed that there is no simple way to organize and view related tasks and appointments under projects… so we added this functionality to our Outlook Project Management addin Smart Schedules for Outlook.

With Smart Schedules for Outlook you can:

  1.  Assign existing (or new) tasks and appointments to projects
  2. Quickly see all tasks and appointments for a project at the click of a button.

Here are step by step instructions showing you just how easy this can be:

Assign existing (or new) tasks and appointments to projects

  1.  Open Outlook and go to the Calendar/Task folder that the existing appointment/task is located in
  2. Select the appointment/task
  3. Click on Assign Project button on the Smart Schedules toolbar/ribbon. This will display the following screen:

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 Select an existing project from the Project list.

  • Note: You can also type in a new project name if you would like to create a new project and add this selected appointment/task to that project.
  • Click OK.

Quickly see all tasks and appointments for a project at the click of a button

Smart Schedules Project Centre makes it easy to see all appointments and tasks that you have associated with a project.

On the Smart Schedules toolbar, click Project Centre

  • From the Project drop-down, select the Project to which you assigned the appointment or task
  • You will now be able to view the appointment or task assigned to the project and all other related appointments and tasks for the project as shown below:

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Next Steps…

Smart Schedules for Outlook was designed with the help of almost 20,000 Outlook users. Try it for yourself today and tell us what you think.

Download a fully functional version of Smart Schedules for Outlook.

Watch a short video of our Outlook based Project Management tool (Smart Schedules)

I hope you find this tip useful managing your projects in Outlook.

If you know of other ways to manage projects using Outlook, share it with our readers by leaving a comment below.

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Customize Outlook to Work the way you want

By standss - Comments ( 0 ) Wednesday, January 22nd, 2014

First of all Happy New Year to all our readers and welcome back to work J

I’m sure you all have enjoyed the holidays and now recharged to work through another year.

Your inbox is sure to be full of emails piled up while you were away and so in this first post for the year, we will show you some of the ways that you can customize outlook to suit your style of working and also effectively handle the pile of emails in your inbox.

Tip 1: Auto Highlight Important Emails in Outlook

Not all emails in your inbox will require immediate attention for example newsletters, so how do you pick out which ones are urgent and which ones can be dealt with later?

Outlook has an in-built feature which automatically highlights by color coding emails so that you remain focused and easily identify important emails from the hundreds of emails you receive.

For me, I’m only interested in emails that have the word Outlook in them.

I’ve setup Outlook so that it automatically highlights (Red Bold) any email with the word Outlook in it.

 This way you don’t have to waste time scanning through hundreds of emails.

Here’s how to auto-highlight important emails in Outlook

Tip 2: Mark Outlook Emails READ only after you ACTUALLY Read them

 If you are not using the auto highlight option above, you would likely be clicking through each email in your inbox to find the ones that you need to deal with BUT…

As you are clicking through your emails, Outlook is marking them as READ, which means they will no longer appear BOLD for you to clearly identify which ones are still left to be ACTUALLY READ or dealt with.

Here is a simple setting in Outlook which lets you set a minimum time that you need to be on an email before it is marked as read (I have set mine to 5 second):

 Tip 3: Easy Email Search Tricks in Outlook

 In the old days, finding an Outlook email meant wading through folders and manually searching for the correct email. Finding emails now is EASY particularly if you know some tricks to help you get more accurate search results. Here are a few of my favorite search tricks in Outlook.

I hope you find this tips useful in working through your emails this year.

If you have other tips for handling emails in Outlook, please share it with our readers by leaving a comment below

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