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How to organize Appointments and Tasks in Outlook by Project

Posted 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

  4. 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.
  5. 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)

Let Outlook colour special emails (for example emails with notes)

Posted by: standss | Comments (1)
Tuesday, March 15th, 2011

Here’s a quick tip that you can use to get Outlook to automatically display special emails in a different colour so that they stand out in your Inbox (or any other folder)

In this example we will be using this technique to display in green bold any emails that you have added notes to (using Email Notes for Outlook).

Emails with Notes highlighted

Step By Step

1. Go to the Folder in which the emails are. This can be the Inbox or any other folder.

2. In Outlook 2010, Click View on the Ribbon and then click View Settings.

On all other versions of Outlook, on the menu at the top, Click View – Arrange By – Current View – Customize Current View to display the Customize View screen.

3. In Outlook 2010, Click the Conditional Formatting… button

On all other versions of Outlook, click Automatic Formatting… button

highlight Email Conditions

4. Click the Add Button

5. Enter a name e.g. “Emails with Notes”

6. Click the Font button and using the resulting screen to choose how you want emails to be highlighted (I chose the colour Green and Bold). Click OK to return to the previous screen.

7. Click the Conditions… button to display the Filter screen.

8. Click the Advanced Tab

9. Click the Field button > User-defined fields in Inbox > EmailNotes
10.  For the Condition: drop-down, select “is (exactly)” and for the Value: enter “Yes”.

Conditioning Filter

11. Click Add to List

12. Now OK your way back to the Outlook Inbox

You should now notice that any emails with notes would appear in the format you have defined.

In this example we have used this technique to highlight emails with notes linked to them. You can also use the same technique to highlight any emails that are important to you (e.g. emails from you main clients/manager etc).

Categories : Email Notes for Outlook, Outlook Email Tips
Comments (1)

QUICK & EASY EMAIL SORTING IN OUTLOOK

Posted by: standss | Comments (0)
Thursday, December 2nd, 2010

Do you have folders with huge lists of emails in them? Here is a quick easy way to find particular emails by sorting your emails anyway you want.
This tip is particularly useful if (like my mum) you keep all your emails in your Inbox and Sent Items folders and you suddenly find that your emails are not being displayed in the order you are used to.

This tip is super easy… all you need to know how to do is click with the mouse.

Go to your Inbox (or any other email folder that you wish to sort). Do you see a list of column titles at the top (with labels like From, Subject, Received)

Column Titles

To sort by the Received date, click on the Received column title (as shown above).

You will notice a little arrow next to the Received column title in the screen above. This indicates that the email list is sorted by the Received column.

The arrow pointing downward means that the list is sort in descending order i.e. the newest emails are at the top of the list and the oldest are at the bottom (for other fields it means that it will sort from Z to A).

The arrow pointing upward means that the list is sort in ascending order i.e. the oldest emails are at the top of the list and the newest are at the bottom (for other fields it means that it will sort from A to Z).

To make a list sort by a different column, simply click on the title of the column you wish to sort by.

To change the way a list is sorted (i.e. change from ascending to descending), click on the title of the column again.

In summary… to sort, click on the column title!

If you find this post useful, please leave a comment on the blog.

Other Articles of Interest:
Color Coded Emails In Your Inbox

Categories : Outlook Email Tips, Outlook Search Tips
Comments (0)

Outlook Calendar: How to View Consecutive and Non-Consecutive Days

Posted by: standss | Comments (0)
Friday, May 21st, 2010

Do you use your Outlook calendar to plan and manage your day? Here are a few quick tips to see several days at the same time on your calendar. These tips work on all versions of Outlook from Outlook 2000 to Outlook 2007

Viewing any number of consecutive days
Need to see your appointments for the next 2 days (or 4 days or 6 days).

This is a SUPER EASY tip… it doesn’t even need a picture or step-by-step instructions. Simply go to your Calendar and press ALT and the number of days you want to see. For example, press ALT+4 and Outlook will show you 4 days side by side.

Viewing any number of non-consecutive days
What if you need to see your calendar for days that are not one after another. Easy…

  1. Go to your Outlook Calendar. You should see a thumbnail view of the current view either on the left or right hand side depending on your version of Outlook.

  2. Click on the first date that you want to see.
  3. Now press and hold the control (CTRL) key on the keyboard and then use the mouse to click on all the other dates that you are interested in. If the date that you are interested in is not visible, you can change months by clicking on the little arrows on the thumbnail calendar.

Hopefully these two tips have made it a little easier to get organized.

Do you have any favourite Outlook calendar tricks of your own? Please leave a comment.

Categories : Outlook Calendar Tip
Comments (0)

Outlook 2010: Turn OFF Conversation View in ALL folders

Posted by: standss | Comments (0)
Monday, May 3rd, 2010

Outlook 2010 has a new Conversation view that brings together all emails related to the current email which is meant to make it easier to see the full conversation when responding to emails. A great idea but I do NOT like how it works. Here’s how to turn it off across all folders.

This Conversation view is enabled by default on all your Outlook folders and it can be frustrating finding and responding to emails quickly.

I have to be fair here… there are a lot of users who seem to like the Conversation view and I may have not given myself enough time to get used to it…

If like me… you want your emails listed in the way you are used to…

To turn off the Conversation in any ONE folder:

Go to the relevant folder.

Right click on any of the field names and click Arrange By > Conversations > Show Messages in Conversations so that the Show Messages in Conversations is no longer ticked.

This will remove the conversation view from the chosen folder.

To apply this new setting to one or more (or all) other folders:

Select the View tab on the Ribbon.

Click Change View and then click Apply Current View to other Mail Folders. The Apply View screen will be displayed.

Apply View

Select either specific folders or select your entire mailbox. You will probably also want to tick the option to Apply view to subfolders.

Click OK.

It’s nice to have emails displaying the old way again…

Categories : Outlook Email Tips
Comments (0)
  

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