Smart Schedules version 1.0.773 (Improvements based on user suggestions)

By standss · Comments ( 2 ) Tuesday, April 9th, 2013

We have just posted an update to Smart Schedules for Outlook. The updates in Version 1.0.773 have been based on user requests.

This update is free for all existing registered users of version 1.0 or later.

Fixes and Features in this update include:

  • New Feature: Ability to add Project Name before or after the subject of the Appointment/Task.
    SmartSchedules can now display the Project Name in different ways next to the appointment or Task depending on what works for you. For example:

(Project Name) Appointment Subject
Appointment Subject (Project Name)

  • Bug fix: Error messages when browsing for date in Non-English language.
  • Other ribbon changes for Outlook 2010 and above.

Click here to view the full list of updates in Smart Schedules for Outlook

Download latest version of Smart Schedules for Outlook

New to Smart Schedules: Smart Schedules is an Outlook addin that simplifies project management inside Outlook allowing you  to automatically schedule and reschedule Appointments/tasks for the full project.

Watch a short demo video on our website or you can also download a fully functional trial version of the Smart Schedules Outlook addon.

Track Progress of Tasks Assigned to others inside Outlook

By standss · Comments ( 1 ) Wednesday, September 12th, 2012

It can be difficult to keep track of tasks and projects when different people work on different tasks… but it is possible using Outlook (you don’t need any complex Project Management software).

In this post, I will show you how you can use Outlook’s own built in features to assign/delegate tasks to others in the team as well as keep track of their progress right INSIDE Outlook.

Read on to learn how to assign/delegate Tasks to others and keep track of their Task’s progress:

  • In Outlook 2010, click the Home tab > New Items > Tasks
    In Outlook 2007/2003, click File > New > Task
  • Click Assign Task on the ribbon/menu

Assign Task in Outlook

  • In the To: field, enter the email address of the person the task will be assigned to. Complete the task form filling in the other required details
  • Ensure that the 2 options “Keep an updated copy of this task on my task list” and “Send me a status report when this task is complete” are both ticked.
  • In the body of the Task, you can add information about the Project, the Task, instructions for the person who this is assigned to etc.
  • Click Send

This will now create a new Task in your Task folder and send an Invite to the Assignee to accept. Once the Task is accepted, it creates an entry in their Tasks.

You will now be able to keep track of the task assigned to others as it progresses right inside your Outlook from your desktop at any time you want.

If project management is a big part of your work, then you may also want to look at Smart Schedules for Outlook.

Do you have your own simple, easy methods of managing projects using Outlook?

Share it with our readers and us by leaving a comment below.

Smart Schedules Update – An ESSENTIAL feature was missing!

By standss · Comments ( 0 ) Thursday, October 20th, 2011

Thanks to your advice we are excited to announce the latest upgrade to Smart Schedules now provides a full solution to project management and scheduling inside Outlook.

We know that you know best… which is why the best features in our software are always designed by users.

Feedback from users showed us that Smart Schedules was missing one very important component. You told us that 3 things were important for the tasks and appointments that make up your projects… What, When and WHO!

Smart Schedules already made the What and When easy… but the Who was missing… until now.

We heard from users who were scheduling repetitive processes that could be further enhanced by inviting others from your contacts to attend key appointments and meetings.

We realized that you are not the only one at a meeting!

Just as you add participants to appointments using Meeting Request, you can invite people from your Outlook Contacts or manually to appointments in Smart Schedules.

Now, each of your individual appointments has a place to assign additional participants from your contacts, putting you squarely in the driver’s seat of the project – just like a project manager.

Smart Schedules essentially is an Outlook based project management software without the complexity and learning curve of all those others. Plus, there is no monthly subscription fee. You pay once and it’s yours to use forever!

Take a look at this screen shot below. Here is the appointment I’m adding my associate to.

Assign To Feature
See! You don’t need to change to another program or go through a complex, multi-step integration to use the functionalities that  Outlook already provides.

Smart Schedules downloads and integrates right into your existing Outlook, keeps your data safe on your computer and doesn’t disrupt anything you are already doing.

When you need to create a new project or start one that you perform regularly (perhaps when you get a new client) you simply click on the Project Centre toolbar. Once you set the start or end trigger date, everything falls into place including assigning the same appointments to the same team members every time. If you want to change who attends a meeting for a single project, you can make edits to your template just for that client. And, if you want to change this person permanently for all future projects like this one, you can edit your Master Template.

Use Smart Schedules for your project management and scheduling needs seamlessly within Outlook. Start your Free 30 Day Trial Today and you will receive FREE Training Emails that will teach you how to use all the useful features Smart Schedules has to offer!

(This is a free update for registered users of Smart Schedules. We will send you a separate email with download instructions.)

Use Outlook to create and share standard processes with others

By standss · Comments ( 1 ) Thursday, September 8th, 2011

You can easily create templates of appointments and tasks for standard work processes and project plans with Smart Schedules for Outlook. These templates can then be used to create an entire series of appointments and tasks for new projects in the future. Do you know that you can also easily share your process templates with other Outlook users?

You can export the templates you have created in Smart Schedules into a zip file. This zip file can be sent to your members who use Smart Schedules. The templates can be easily imported into Smart Schedules from this zip file by using the import function in Smart Schedules.

Below are instructions on how to can easily share Smart Schedules Templates with others.

1. Export the Smart Schedules templates from your computer
2. Send the Zip file to your members
3. Import the Smart Schedules templates

1. Export the Smart Schedules templates from your computer (Your End)

  • Start Outlook and go to your Inbox
  • Click the Project Centre button on the Smart Schedules toolbar/ribbon
  • On the Project Centre window, click Create/Edit Templates under the Project Commands section
  • Select the templates you would like to send to your members from the list of templates (multiple templates can be selected with the use of the Ctrl or Shift key on your keyboard)
  • Click Export button. If the Export button is not displayed on the screen, then click on the Show Import/Export Templates link

Show Import and Export Template link

  • Enter a name for the zip file and save it to a preferred location on your computer.

A zip file will be created containing the templates you selected for Export.

2. Send the Zip file to your members

You can now attach the zip file to a email and send it to the member(s).

3. Import the Smart Schedules templates (Member’s End)

You can now advice your member(s) to follow the steps below to easily import the templates into their Smart Schedules program:

  • Start Outlook and go to your Inbox
  • Click the Project Centre button on the Smart Schedules toolbar/ribbon
  • On the Project Centre window, click Create/Edit Templates under the Project Commands section
  • Click Import button. If the Import button is not displayed on the screen, then click on the Show Import/Export Templates link

This should now import the templates into the Smart Schedules program.

I hope this tip helps you get more out of the time you put into creating process templates in Smart Schedules.

Smart Schedules Project Management Outlook Addin Update (Free)

By standss · Comments ( 1 ) Wednesday, August 31st, 2011

Smart Schedules is an Outlook addin that simplifies project management using Outlook tasks and appointment. Version 1.0.663 of Smart Schedules for Outlook is now available for download at our website.

This update is free for all existing registered users of version 1.0 or later.

Fixes and Features in this upgrade include:

  • Bug fix: Error on Reschedule if Task has date set to none.
  • When editing appointment and task from control center, category was not saved.
  • If an appointment and task was added from control center it was not saved.
  • Correct item was not selected in events when you return from editing events in templates

Click here to view the full list of updates in Smart Schedules for Outlook
Download latest version of Smart Schedules for Outlook

New to Smart Schedules: Watch this short video on managing projects inside Outlook.

You can also download a fully functional trial version of the Smart Schedule Outlook addon.

Categories : Smart Schedules for Outlook Comments ( 1 )

How to organize Appointments and Tasks in Outlook by Project

By standss · Comments ( 2 ) Tuesday, July 26th, 2011

Many of us use Outlook’s appointments and tasks to manage our 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?  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 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:
  4. Assign to Project

  5. 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.
  6. 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.

  1. On the Smart Schedules toolbar, click Project Centre
  2. From the Project drop-down, select the Project to which you assigned the appointment or task
  3. 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:

Project Centre

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 Manager (Smart Schedules)

Categories : Smart Schedules for Outlook Comments ( 2 )

Questions & Answers re Smart Schedules for Outlook

By standss · Comments ( 3 ) Thursday, June 2nd, 2011

Things are really starting to happen fast. We are launching Smart Schedules for Outlook on 3rd June – less than 24 hours away.

If you haven’t seen the video of how easy, fast and error-free scheduling of appointments (and tasks) in Outlook can be, take a look at the video now.

We are busy putting the finishing touches to the website and related material in place.

Actually, the software itself is complete and ready to go, we are just getting everything in order so we can handle the huge rush once we launch… after all this is being launched to more than 20,000 Outlook users.

In any case, we have been getting a HUGE NUMBER OF QUESTIONS AND COMMENTS coming in which is truly appreciated.

It seems that the information I have sent out over the last few weeks has struck a chord with many people (I think that’s the right use of the phrase) and I want to answer all your questions before the actual launch.

I suspect that we will be under a lot of pressure once we launch so I may not be able to answer questions then.

I hope that the following answers help you make up your mind about the software and snap up the 200 copies of additional software that we will be giving away.

YOUR QUESTIONS…

I’ve had a few questions with regard to both Smart Schedules and the launch process. I’ve tried to answer them below:

Q: The video showed Smart Schedules in Outlook 2007. Does Smart Schedule work in other versions of Outlook too?

A. YES. Smart Schedules works with Outlook 2003, 2007, and 2010.

Q: I seem to receive your emails in the middle of the night. I don’t want to miss out on the limited software that you are giving out for early movers.

A. I have absolutely no idea how long the first 200 sales will take BUT… the emails I have received seem to indicate that demand is high. If you don’t make the first 200 because of a time zone difference, please email me within 24 hours of the launch email.

Q. Are there sample templates for my industry to help me get started?

A. Definitely. We have included templates for many industries including legal and real estate. However please use these templates as a starting point only. You need to refine them to ensure that the appointments and tasks are scheduled correctly for the way your business works.

Q. Is there a way to share my templates with other people in my organization?

A. YES! Smart Schedules lets you export and import templates easily

Q. Can I have a template with appointments/tasks scheduled both before and after the trigger date?

A. Yes. We did not originally have this but feedback from readers made it clear that this was an essential feature that you wanted.

Q. What about existing appointments and tasks? Can they be added to Projects so that they show up in the Project Centre.

A. Yes. Again this was something that readers pointed out. We appreciate your great ideas and are happy to report that this has been implemented for you to use as well.

Q: How much will Smart Schedules cost?

A. Sorry but you have to wait till tomorrow (3rd June) to find out but we will be giving a SUBSTANTIAL DISCOUNT to anyone who purchases during the launch week.

GET READY…
We will be launching in less than 24 hours time. Once again I wish to thank you all for taking the time to read my report, watch our video and having faith in our solutions.

Oh… one last thing: we are going to have a rock-solid guarantee for Smart Schedules for Outlook – 60 days for anyone who purchases during the launch week. I truly believe that Smart Schedules will make a dramatic change in the productivity of many users and I want to make sure you have enough time to feel its benefits.

Till tomorrow…

Have a better Outlook.

Regards,
Sanjay Singh

PS: The launch takes place in less than 24 hours. See the video now to see if you want to claim the 200 copies of extra software that we are giving away.

[Video] Outlook Appointments & Tasks… the Fast, Easy ERROR-FREE way

By standss · Comments ( 0 ) Thursday, June 2nd, 2011

Since our last report, we’ve been getting a lot of emails from readers… is the video ready… I want to see if this solution will work for MY BUSINESS. So…

The video is ready… take a look right now at:

The Fast, Easy, Error Free way to Schedule, Manage and Reschedule Appointments and Tasks for all your projects… inside Outlook.

My personal favourite part of the Smart Schedules for Outlook… how I can see ALL appointments and tasks for a project in one place… it makes it so much easier to see the impact of changes.

Beta Testers have been telling us that their favourites include how quick and easy it is to create ALL appointments and tasks for a process from a template…. and how easy it is to ACCURATELY reschedule multiple appointments when there is a change in a deadline.

We’d love to hear what you like so please let us know after you see the video.

Regards,
Sanjay Singh

PS: We are giving away a limited quantity of other software as part of the launch. Take a look at the video now to find out if this solution works for you.

PSS: Then, if you have the time, I would appreciate any feedback you can send me on the video… send us a email at news@standss.com. And…don’t forget to send us any questions you have on our new software.

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