Outlook Integration


Outlook Email Tasks

Many tasks originate in email. Often, these tasks become lost in your inbox, scattered amongst various appointment requests, informational items, news alerts, and so on. With the Outlook Email Task support in Tasktop Dev, you can easily create tasks for these email and manage them along with all your other tasks within a single task list. In addition to providing support for scheduling email tasks in your Task List, you can also associate files and web sites with the task making it easier to locate when returning to the task at a later date.

To setup an email repository, you can either add it through the Task Repositories view (Window > Show View > Tasks > Task Repositories), or by clicking the Outlook hyperlink on the Feature Overview of Tasktop Dev Home.  Only single Outlook Email repository is required to connect to your Outlook email.  On the repository settings page under the Additional Settings you will find settings for changing the default Outlook profile and for adjusting the depth of folders to display in the query page. 

From the Tasktop Dev Feature Overview, clicking the Outlook Email hyperlink will present a wizard that will help guide you through the configuration steps resulting in:

1) Creating an @Tasktop folder in Outlook

2) Adding an '@Email ' query to your Task List in Tasktop Dev. Upon dragging an email into the @Tasktop folder in Outlook, it will appear within the @Email query within the Tasktop Dev Task List (once the Task List synchronizes). Task List synchronization occurs once every 1/2hr by default (configure via Window (menu) > Preferences > Tasks > Task List). You can force synchronization on a particular query by selecting the query in the Task List and pressing F5.

You can now view your Outlook email tasks within Tasktop Dev or open, forward, and reply to the original email in Outlook using the associated editor toolbar button. Tip: If you get warnings about Outlook security permissions see the related FAQ entries.

Tip: The Tasktop toolbar includes a button for launching new email creation using your default email client.

When dragging an email to the @Tasktop, if an Outlook Email task already exists in Tasktop Dev for the same conversation, the newly added email will be threaded and displayed inline within the original Outlook Email task within Tasktop Dev. Only messages that are put into the @Tasktop Outlook folder will be threaded in Tasktop Dev. Once in Tasktop Dev, the message is threaded similarly to the group by conversation option provided in Outlook. If an email task is moved from the @Email folder to a category in Tasktop Dev, it will no longer thread any new messages that arrive. 

Outlook Threading

If you desire to pull out a threaded comment as a new task, this can be achieved by pressing the “create new task from email” button located in the comment's toolbar. The comment will be broken out as a new task with all of the information from the email. The comment will still appear in the threaded email that it was created from, but the button will change to reflect the ability to open the task corresponding to that comment. When a task is marked completed in Tasktop Dev, the email that represents the start of the thread is marked as completed in Outlook. 

Finally, if an email task is moved in Tasktop Dev to a category from the @Email query, the email is moved in Outlook from the folder (e.g. @Tasktop) to a subfolder with the -archive suffix (e.g. @Tasktop-archive). 


Outlook Tasks

Tasktop Dev integrates with Outlook Tasks allowing you to manage, synchronize and create new Outlook Tasks directly from within Tasktop Dev.

To get started using Outlook Tasks within your Tasktop Dev:

  1. Click the Outlook Tasks... hyperlink on the Feature Overview page (accessible from Help (menu) > Tasktop Dev Feature Overview).
  2. Select Outlook Tasks in the resulting New Repository Query dialog and press Next.
  3. Enter a title for the Outlook Tasks query
  4. Choose from the available Outlook task folders

On the repository settings for Outlook Tasks, under the Additional Settings section, you can disable exchange support (on by default), change the default Outlook profile, or change the depth of folders to display in the query page. If the user sets a default profile, this profile will be used if outlook is not yet started. If outlook is already started, Tasktop Dev will use the profile that Outlook is currently using since there can only be one Outlook profile loaded at a time. All of the settings under Additional Settings affect all of the Outlook repositories (Tasks, Email and Calendar), and are also available in the Tasktop Preferences. Under the Task Editor Settings, choose a wiki markup language to use for editing and previewing the description of the Task.

Outlook Calendar Configuration

Task Synchronization

To get started synchronizing tasks to your Outlook calendar do the following:

  1. Double click Outlook Calendar in the Calendars view to open the Outlook calendar configuration properties
  2. Press the Refresh Calendars button to update the list of available calendars
  3. Under the Synchronize Tasks To group, choose the calendars you wish to synchronize your tasks to
  4. Directly below calendar selection within this same group are two check boxes:

.  In order for tasks in your Task List to be synchronized to the calendars you chose in step 2, at least one of these two options must be selected.

Upcoming Events

The Tasktop Dev Agenda displays upcoming events and tasks from your configured calendars. To configure display of events from your Outlook calendars perform the following steps:

  1. If not already open, double click Outlook Calendar in the Calendars view to open the Outlook calendar configuration page.
  2. Within the Retrieve Upcoming Events group, choose the calendars you wish to see events for.

From the Tasktop Dev Agenda you can now get a quick overview of your tasks and events synchronized from your Outlook calendars.