The InLoox for Outlook add-in was developed to facilitate project management tasks directly within your Outlook application. It consists of several components that are seamlessly integrated into your email environment.
Content
Set up the InLoox for Outlook add-in
Structure of the InLoox for Outlook add-in
Create, edit and complete tasks
Document management - Save emails and attachments
Time tracking of Outlook elements (emails & calendar appointments)
Module extension - InLoox Web App interface in Outlook
There are differen ways to load the add-in into your Outlook. Please refer to the installation guide.
First steps in the InLoox for Outlook add-in:
The InLoox for Outlook add-in equips your Outlook with a side panel.
This side panel serves as your personal workspace, providing you with a comprehensive overview of your current and upcoming tasks. The tasks are sorted according to their due date so that you can easily see which tasks have priority.
At the top, you can also see which e-mail is currently selected and whether you are currently tracking the time for a task using the stopwatch.
You will see two small icons at the top right:
You have several options for creating tasks:
1. Direct creation of a new task without e-mail reference:
2. Creation of new task based on a selected email:
3. Suggestions for tasks by the InLoox AI Assistant:
Here you can find out how to edit tasks efficiently:
1. Open a task: Click on the task in the task list that you want to edit. This opens the task detail view.
2. Edit the task: In the opened view, you can edit the task as usual. All functionalities that are also offered in the InLoox Web App are available to you. The editing options include, for example:
InfoFor detailed information on project-related tasks, we recommend the help article Edit Tasks »
Checking off completed tasks is a central component of task management. It allows you to keep track of completed and outstanding tasks. You have various options for marking tasks as completed:
1. Check off directly in the task detail view:
2. Check off in the task list:
Info Completed tasks are shown crossed out at the end of the task list. This gives you a clear overview of the tasks you have completed on the current day.
PLEASE NOTE Since InLoox 11.17, you can chose to save emails as .eml-files. This will also save attachments as they are in the .eml-file.
If you would like to save your emails and/or email attachments in your InLoox projects, proceed as follows:
You can also store your email attachments directly in a specific task:
If you want to track the time of tasks, you have various options for doing so:
1. Using the stopwatch in the task overview:
2. Using the stopwatch within a task:
3. Creation of a classical time tracking entry:
In the InLoox for Outlook Modern Add-in, switch to the Time tab.
There you can:
1. In the InLoox for Outlook Modern Add-in, switch to the Time tab.
2. In the side panel, select the project to which you want to track time for an email.
3 .Then, in Outlook, select the email you want to track time for.
4. In the side panel under A: Track time from email, click the button with the blue check mark next to the selected email to create the time entry.
5. The time entry for the email will open, and you can enter the details such as duration, etc.
6. Done! The time has been tracked.
1. In the InLoox for Outlook Modern Add-in, switch to the Time tab.
2. In the side panel, select the project to which you want to track time for an email.
3. Under B: Track time from appointment you can view your Outlook calendar appointments, navigate up and down in time with the scroll wheel, open the appointment via the details or join directly an online appointments with a meeting link. The prerequisite to see your Outlook calendar appointments is that you grant the "Calendar-Read" permission to view your calendar.
4. Create a time entry from an appointment by clicking on the Track button next to the appointment. If required, you can adjust the details such as the duration of the appointment in order to track the time spent per project precisely.
5. Done! The time has been booked - the calendar entry is therefore marked as Tracked.
Private appointments or appointments that are not to be billed can be ignored. To do this, simply click on the Ignore button next to the relevant appointment.
By clicking on the three-dot menu to the right of the project selection, you can make some general settings.
This includes:
If you want to create a new project, you can do this directly from within a task. To do this, proceed as follows:
1. Either create a new task or open an existing task.
Note It is important that the task is not yet assigned to an existing project (or that you remove the project assignment).
2. Open this task and navigate to the Project field. Enter the name of the project that you would like to create. The system compares the name with the existing database - if the name entered is not found, the option Create new project appears. By confirming with Enter, the new project is created under the name entered.
3. To specify further details about the project, please go the the Manage page of the project in InLoox Web App.
Info The original task is automatically transferred to the Kanban board of the newly created project.
With the module extension of the Modern Add-in, you can access since version 11.14 all functionalities of the InLoox Web App directly in Outlook.
How to open the module extension:
1. Open Outlook.
2. Click on the bottom icon in the horizontal menu bar on the left, which stands for More apps. Then select InLoox.
3. The “InLoox” tab opens in Outlook. There you have access to the areas Workplace, Projects, Tasks, Time, People, Workload, Dashboards and Reports.
4. Tip Pin the InLoox module extension in the left sidebar by right-clicking and and clicking on Pin in order to open the module extension quickly and conveniently.
For detailed instructions of the functionalities, please read the online help for InLoox Web App.