How to add Outlook items to a project in InLoox PM 8

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Save files, links and Outlook elements with InLoox PM 8 and organize them in the corresponding project folder.

Emails which include attachments can be assigned directly to the project. InLoox PM 8 offers a proper feature, which is always available from any part of Outlook.

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Manage an attachment

  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 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 feature to search for the project. Click Filter projects in the Projects section. For more information, see Search and find projects, in the Use filters section.
      • Use the Recent projects button. The drop-down list displays projects you opened recently organized by numbers.
      • Use the Search projects field to find the needed project information and click the ENTEr button.
      • Use the filter feature to quickly reach the needed data from each column. For more information, see Search and filter in a project.
      • 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 invoked. 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 New Subfolder and enter a name for it.
          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. Click Notes on the left from the Subfolder 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.
        4. Click Links to link the Outlook element with a project element. Via New... button on the left from the Links field you can create a new link.
          In the Assign Document Relation box you can choose between mindmap nodes, work packages, time tracking entries and planung elements to assign to. 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.

Management methods

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



Pros & cons

Element with attachment

InLoox PM assigns the email and the attachment in file form to a project. (Outlook does the same).

Email and attachment are stored together.

The document list shows whether the element is carrying an attachment but no details of the attachment, such as name or type.

Element without attachment

InLoox assigns only the email to the project. All attachments will be removed.

 Saves storage space.

Attachments can neither be displayed nor saved in InLoox PM.

Attachment only

InLoox PM assigns only the attachment to the project. The email is discarded.

 Removes superfluous correspondence.

Correspondence (including notes) can neither be read nor saved in InLoox PM.

Element and attachment separately

InLoox PM assigns the email and attachment to the project separately

 Correspondence is kept. Attachments can be seen in the document list with name and type.

Relationship between correspondence and attachments is lost.