How to add Outlook items to InLoox PM 7 projects

Save files, links and Outlook elements with InLoox PM 7 and organize them in the corresponding project folder.

Emails, which include attachments, can be assigned directly to the project. InLoox PM 7 offers a proper feature, which is always available from any part of Outlook.

• The following standard elements can be posted directly to an InLoox PM project: emails, contacts, tasks, journal entries and calendar entries.
• Non-standard message types are not supported by InLoox PM.

1. Choose an Outlook element, e.g. an email from your Outlook inbox.
2. On the Outlook Ribbon, in the Start tab, in the InLoox PM group, click Add to Project.
   In Outlook 2003/2007, click Add to Project in the InLoox PM Toolbar.
3. In the Add to Project dialog box do the following:

   1. Choose a project from the project list, to which you want to add the element.

      • Use the filter to search for the project. For more information, see Search and find projects.
      • Use the Recent projects button. The drop-down list displays projects you opened recently organized by numbers.
      • Click Clear selection , if you want to change the choice.
   2. In the Add Outlook element to project area, do the following:

      • Activate the Create new time tracking entry check box in order to add a new time tracking entry to the project. Time tracking entries are the records of time spent for a project, e.g. for work carried out.

        By clicking OK, the New Item dialog box will be displayed. Fill out this dialog box with the required information. For more information, see Create and edit a time tracking item.

      • Activate the Add to document store check box. With this option, you can assign any email attachments (files) to a project.

        1. In the Operation drop-down list, choose between Item including attachments, Item without attachments, Only attachments and Item and attachments separately.

           Below, you find the description of all these operations in the Management methods area.

        2. In the Subfolder drop-down list, choose a subfolder. You can also create a new one by clicking New....
           1. In the Create a New Subfolder dialog box, select the directory in which you want to create a new folder.
           2. Click Create New Folder.

           3. Click OK.

              For more information on how to create a subfolder, see Create a subfolder.

        3. In the Status field enter instructions, e.g. complete or awaiting release.
        4. In the Notes field enter comments and remarks to the document.
           Optionally, you can also format these comments. Use features such as cut, copy and paste, undo and redo, font, font size, font style (bold, italic, strikethrough, subscript, superscript and underline), font color, and text highlighting. You can also select the font size, increase or decrease the size by one increment, and change the case.
        5. Click Links to link the Outlook element with a project element. Click Add and then OK.
           InLoox PM displays a document as a paper clip on the page you have chosen. You can also open the document directly from this page.
   3. Click OK.
      InLoox PM saves the Outlook element as a document on the Documents project page.

The context menu contains several options to adjust the project list view. Right-click in the project list to open the context menu.

•  Expand or reduce the project list view  Change the view by using Expand All or Collapse All to make the project list clear.
• Choose Fields  This feature sorts and organizes the project by important data.
  • On the Choose Fields dialog box, click one field, e.g. Budget critical, and drag it into the headlines.
  • Reset the fields via Drag and Drop back into the dialog box.

When you insert an Outlook element with attachment into an InLoox PM project, there are various options to handle a attachment.