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How to use e-mails in InLoox


You are here: InLoox Support Knowledge Base Online Help InLoox for Outlook 9.0 All support articles Interaction between InLoox and Outlook How to use e-mails in InLoox

While you are working in Outlook you can access some selected InLoox features via the Start tab. This allows you to further use specific Outlook elements in InLoox. The following InLoox icons are always available on the start tab regardless if you are working in your Outlook inbox, calendar or address-book.

Easily access important InLoox features from your Outlook inbox

By using those icons you can:

  1. Create either a personal or project-related task from a selected e-mail
  2. Book a time tracking entry for the selected item
  3. Attach the e-mail as a document to a project

 

1. Create a task from an e-mail

You can either create a personal or a project-related task from an e-mail. To create an InLoox task from an e-mail, proceed as follows:

1. Select an e-mail from your Outlook inbox.

2. In the Ribbon on the Home tab click on the Create task button. Afterwards select a project from the dropdown-list (create project related-task) or select Create free task (personal task). 

Create a task from an e-mail

3. A new window is going to open. There you can enter all important information regarding the task. By default the subject of the e-mail is used as the task name and the e-mail content is used in the description. Both can be changed in the Task Details. Here you proceed as usual when creating a new task in InLoox:

Project-related task Personal task

4. Additionally, you can switch to the Comments tab where you can add further information. After adding all important information to the task, click on OK to save the task. A small note at your e-mail will indicate that you are using this e-mail as an InLoox element. 

 

2. Book a time tracking entry for an e-mail

You can also book a time tracking entry directly from your inbox. Therefore, proceed as follows:

1. Select an e-mail from your Outlook inbox.

2. Click on Track Time in the Start tab. In the dropdown-list select the project where you want to store the time tracking entry. 

Book a time tracking entry for the selected item

3. A new window will open. Here you can add all important information regarding the time tracking entry:

Time tracking details

Moreover you can decide whether you want to assign the time tracking entry to a specific task or activity of the project (use the small arrow next to task for changing between task and activity). You can also select a group (design, production, consulting) for the entry. Groups can be created in the InLoox options by any InLoox admin.

 

3. Attach the e-mail as a document to a project

InLoox allows you to quickly assign e-mails to the document storage of a project – directly from your Outlook inbox. A reference will indicate to which project the e-mail has been assigned.

1. Select the e-mail in your Outlook inbox.

2. In the ribbon on the Home tab click on Save Email. Afterwards select from the dropdown-list the project where you want to save the e-mail.

Attach the e-mail as a document to a project

3. A new window will open. There you can change several settings regarding the document. Those settings can be viewed and changed later (Right click on the document in the project >> Edit). The following settings are available:

Save e-mail as a project document

4. When you have finished click on OK and the e-mail will be saved a document of the selected project. Double click on the e-mail in your inbox and a reference will indicate that it has been assigned to a project. If the assigned email was addressed to several recipients, each of them sees to which project this email has been assigned. This prevents duplicating the email as a project-document. For this to work, the recipients have to be working on the same InLoox database. 

Indicates the project an e-mail has been assigned to

 

The following table gives an overview to the benefits and drawbacks of the different operation possibilities:

Method

Action

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.