CodeTwo Task Workflow

Key features

  • Free and easy-to-use project and task manager for Outlook 2013 / 2010 / 2007
  • Assign, monitor and track your own (or your team's) tasks in Outlook
  • Synchronize Outlook tasks with others in real time (via Exchange server or CodeTwo Public Folders)
  • Create and manage projects
  • Perfect for various project management – from simple to-dos to complex task groups to agile estimating and planning (SCRUM, DSDM, XP)
  • Automatic email notifications
  • Generate task statistics, use shared setting and much more
  • Seamless Outlook integration, start using it right of the bat after the installation

What is it

Outlook beginners and savvy users alike appreciate tons of features Microsoft Outlook provides. Even though the program is so great and powerful that many of us simply live in it during workdays, the task feature seems to need more hammering out. As a result, many of us don't use Outlook tasks at all and resort to other task or project tools.

To let you stay on top of everything and tackle your tasks without leaving Outlook, we created a free Outlook addin called CodeTwo Task Workflow. Thanks to a nifty task pane, automatic message notifications, and a full support for Exchange or CodeTwo Public Folders synchronization, you can finally plan ahead for the entire company and work on your projects with others in real time – and the whole process stays on track, in Outlook.

How it works

CodeTwo Task Workflow automatically integrates with your Outlook and adds its own task pane to your task windows, and a bunch of additional buttons on their ribbon. The task pane will let you easily and quickly assign people to given tasks, select and edit substatuses, enter estimated time and effort, and manage notifications. The buttons we added to the tasks' ribbon are for adding time stamps to the task content, work-time, and for toggling task pane on or off.

CodeTwo Task Workflow adds its own task panel to Outlook

Any changes to your tasks can generate automatic email notifications that are sent to all people involved in a given task so you are sure everyone gets a heads-up and no task will ever slip through unnoticed.

When anything is changed in Outlook tasks, email notifications are generated

The program's options are also available in Outlook ribbon and stay at hand whenever you need them while working with your tasks.

CodeTwo Task Workflow seamlessly integrates with Outlook and stays at hand all the time

The Workflow View button changes Outlook view in task folders giving you instant access to all necessary data like assigned people, task progress, task statuses, substatuses, and the time spent on a given task.

workflow view

The Default Notifications option lets you toggle on/off email notifications for task actions in a given folder, and select people who are notified if any changes are made to any of the tasks.

CodeTwo Task Workflow can automatically send notifications about task changes in Outlook

Off to the left, the Statistics button allows you to quickly create stats for your projects to see how much work has been done so far and how long it will take until the end of the project. You will also know how many tasks have been completed and who of your teammates is dragging behind and needs additional info or help from the manager. The statistics can be generated as an Excel spreadsheet or an HTML report displayed in your web browser.

Web-stats of Outlook tasks from CodeTwo Task Workflow

Share Outlook calendars, contacts, mails in network without Exchange. Microsoft Outlook calendar sharing, sync outlook contacts and folders in real time.

How to use it

Take a look at the workflow examples below and pick the one that best suits your work model. You can get the ball rolling right away with CodeTwo Task Workflow if you simply stick to the one of the scenarios below.

Outlook tasks for you and your team

If you just want to create a simple list of to-dos or tasks for your team that can be easily accessible for all teammates, and that will allow you to monitor the entire progress in one place, this example is for you.

Imagine that you own a small recording studio and you need to assign tasks to 3 people and control their progress. Since you don't do a lot of audio recording and editing at the same time, you don't have to divide your work into projects and it's enough if you just create one public tasks folder for the entire company. See the steps below for more details:

Install CodeTwo Task Workflow on all computers equipped with Outlook

See the Installation and configuration section to learn more about installing CodeTwo Task Workflow.

Make sure you are either on Exchange account or that you use CodeTwo Public Folders

To share tasks with other Outlook users in real-time or to create public folders, you need to have an additional Outlook addin. Learn more about installing CodeTwo Public Folders and sharing Outlook folders.

Create a public folder in Outlook

To create a public folder in Outlook, just right-click on C2Public Folders, select New Folder, enter its name and make sure it contains Task Items (more info on creating public folders in Outlook can be found here).

Add your tasks to the public folder

Now that you've created a public folder, you can add tasks, estimate time and/or effort, and assign your workmates. Since you have created these tasks in the public folder, they are visible on all machines immediately and can be edited by other users at any time.

Public Tasks in Outlook from CodeTwo Task Workflow

Monitor the progress of your workmates

Note that you can use the Stamp Date and Time option to create a diary of each task, which will provide a comprehensive task history with text, graphics, documents and any files created while the team worked on a given task.

Keep your Outlook tasks' diary

Communicating with your team inside the tasks will store all data connected with your tasks or projects in one place. Thanks to this, going back to the task after months or handing them over to another person is now easier and faster than ever before.

Outlook team projects

If you plan and run complex tasks at the same time, it would be a good idea to divide your task folders into separate projects and make them accessible to project leaders and team members. Check out this example to see how to do it in Outlook with CodeTwo Task Workflow.

Let's say that you own an advertising and marketing company with 10+ people on board. You're engaged in various projects so putting all of the tasks to one folder and assigning them to your employees will end up as a total mess. Instead of this you can create public folders with tasks and make each of them an individual project. Follow the steps below for more details:

Install CodeTwo Task Workflow on all computers equipped with Outlook

See the Installation and configuration section to learn more about installing CodeTwo Task Workflow.

Make sure you are either on Exchange account or that you use CodeTwo Public Folders

To share tasks with other Outlook users in real-time or to create public folders, you need to have an additional Outlook addin. Learn more about installing CodeTwo Public Folders and sharing Outlook folders.

Organize your public folders in Outlook

If your company consists of a few teams that work simultaneously on different projects, it might be a good idea to group all tasks of the given team in a separate public folder in Outlook. Each of these folders can then be divided into appropriate projects containing individual tasks. Learn more about creating public folders in Outlook.

Organize your Outlook tasks into projects

Assign individual tasks and keep track of the work progress

Once the public projects are divided into smaller tasks, you can use CodeTwo Task Workflow to assign them to individual team members. By means of such features as Stamp Time and Date, Statuses, Substatuses and automatic notifications the entire communication within the team takes place within CodeTwo TaskWorkflow. The program notifies selected people about recent changes made to the task and allows them to keep track of the entire history of the given project.

Quickly and easily assign tasks to teamates in Outlook

Agile estimating and planning in Outlook

CodeTwo Task Workflow is a perfect solution for Agile project management in Outlook or any other time-constrained projects. The additional features the program offers, if combined with Outlook synchronization software like CodeTwo Public Folders or Microsoft Exchange Server, will let you plan, monitor and review projects directly in Microsoft Outlook and still keep them in compliance with the agile project management rules.

Incorporating SCRUM software development method into Outlook tasks will let your team work in interactions to let your client give you feedback at regular intervals. This gives you the chance to change plans during the project to make sure you deliver a product that fully satisfies your client.

Here is how to use CodeTwo Task Workflow for the SCRUM method, which is one of the most popular models for software development projects.

Install CodeTwo Task Workflow on all computers equipped with Outlook

See the Installation and configuration section to learn more about installing CodeTwo Task Workflow.

Make sure you are either on Exchange account or that you use CodeTwo Public Folders

To share tasks with other Outlook users in real-time or to create public folders, you need to have an additional Outlook addin. Learn more about installing CodeTwo Public Folders and sharing Outlook folders.

Arrange the task folders – create a separate folder for each sprint

The basic time unit of software development in Scrum is called sprint. All individual tasks of each team members in Scrum are planned separately for this specified period of time, e.g. one,two or four weeks. Owing to this, the Outlook public folder tree structure for Scrum can simply contain sprints filled with tasks.

Outlook tasks divided into sprints - SCRUM in Outlook

Assign tasks to team members and fill in the story point values

Once you have divided the public folders in Outlook into sprints, you can assign each task to a particular person responsible for completing it. The Workflow View provided together with CodeTwo Task Workflow addin already offers predfined fields for inserting the estimated Story points for each task. After a task is completed, the estimated value can be verified and compared with the Actual amount of story points it required.

CodeTwo Task Workflow tasks in Outlook

Generate statistics for sprints

CodeTwo TaskWorkflow is capable of generating detailed statistics containing all the necessary information the Scrum Master needs to review and maximize the efforts of the Development Team.

Quickly generate stats of your progress

Enable category sharing in Outlook and adjust the program to your needs

The above described method can be enriched with further synchronization features, like Outlook category color sharing. Each category can, for instance, reflect a particular project from the given sprint, and all tasks in the Outlook folder view can be synchronized by the category color for better transparency. See how to share Outlook category colors with others.

CodeTwo Task Worklfow

Installation and configuration

The installation process is very straightforward. Just download CodeTwo Task Workflow and launch it on each of the computers equipped with Microsoft Outlook. Follow the wizard (Next, Next, Finish) and start Outlook. There you go! CodeTwo Task Workflow is already in your Outlook's ribbon and you can start working on your Outlook tasks with your team immediately.

Note! If you want to share tasks with other Outlook users and manage them with CodeTwo Task Workflow, make sure you are all connected to Microsoft Exchange server or that you use CodeTwo Public Folders (Exchange server cost-effective alternative). Learn more about CodeTwo Public Folders...

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