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Kanban Task Manager for Outlook ‒ Introduction

Kanban Task Manager helps a team visualize the work with Tasks and makes it easy to overview and co-operate on projects. The traditional kanban board uses cards, but moving the board into Outlook gives you everything in the computer, and nothing is lost. The tasks are shared via a SharePoint site or via an Access or SQL Server database. Kanban Task Manager features:     Drag and drop tasks within or between phases and lanes. Color code tasks by project or responsible Filter tasks by project, responsible, priority and/or a custom parameter. Automatic synchronization of tasks within the workgroup, so everything is always up to date and everyone can see    what is happening.

Zoom the kanban board.

Display of tasks for multiple projects in one Kanban board.

Excel reports

This slideshow shows the workgroup version for Outlook. There is also a workgroup version for SharePoint and a Single version for Outlook .

Welcome to the show!

Peter Kalmström CEO, kalmstrom.com Business Solutions Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ the Outlook Ribbon Group

Create a new

Kanban Task

Manager task via the New Items button when in the Outlook Mail view The Kanban Task Manager toolbar in Outlook has three buttons:  Shortcut to the Kanban Task Manager folder in the Task view  Configure Kanban Task Manager for your team  Create Kanban Task Manager Excel reports www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ The kanban board

Show all projects for all responsibles, or filter by project, responsible or priority Drag to resize Data is synchronized silently every 5 min. but you may also do it manually The Close icon may either delete the task or move it to an admin specified phase www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ The kanban board

Drag to resize Instant Search of task subjects and bodies The tasks may be dragged and dropped with the mouse within or between the phases and lanes. You can also move tasks with Ctrl + arrow keys, and if you have a touch screen you can use a finger!

Right click a task to see the details pane www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ The Task

Kanban Task Manager uses standard Outlook Tasks. We have just added dropdowns for project, phase, responsible and lane. Select them, and otherwise treat the task just as a normal Outlook Task. Here a custom value is used in addition to the default ones.

The phase and lane you click in to create the new task is selected by default. If the tasks are filtered by project and/or responsible, these values will also be shown as default in the dropdowns. www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Configure

So far you have seen the most important features of Kanban Task Manager. The configuration of Kanban Task Manager is handled via the Configure button in the toolbar.

Let’s continue! www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Coloring

Here the tasks are color coded by project The default colors can be change into any color in the RGB range www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Project Settings

Write or paste into the grid The DateTimePicker gives correct dates for Start and Due Hide finished projects from the kanban board www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Phase Settings

The phases are common for all projects Hide a phase from the kanban board Let the Close button on the tasks move the task to this phase instead of deleting Set phase order. When the order of one phase is changed, the remaining phases are adjusted automatically.

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Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Responsible Settings

Write or paste the responsible persons or groups here, and they will show up in the task dropdown. There you can select one responsible person or group for each task.

Hide a responsible from the kanban board www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Lane Settings

Write or paste the lane names here. If you prefer to NOT use lanes, just leave this grid empty.

Define the order of the lanes, from top to bottom www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Other Settings

Decide if colors should be used for projects or responsibles.

Check this box if priority should be shown on the visualized tasks on the kanban board.

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Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Custom Field

When a name is entered for Extra field, a new tab will be shown in the settings, where you can add the values for the custom field.

These values can be selected in a new dropdown in the task.

Filter by the new parameter www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Export to Excel

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Kanban Task Manager gives several statistics reports that are exported to an Excel sheet:        Number of Tasks per Project Number of Tasks per Responsible Overdue status of Tasks per Phase Number of Tasks per Phase Time spent per Phase Status of Tasks per Phase % Completed Tasks per Phase When lanes are used, there are also reports for:  Overdue status of Tasks per Lane    Number of Tasks per Lane Time spent per Lane Status of Tasks per Lane  % Completed Tasks per Lane And when a custom field is used, there is a report on the number of tasks for each value of that field.

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Excel Reports

Links to reports Pivot and graph representations of the reports. www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Pivot Table

You may sort, filter, drill and add more fields for extended info.

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Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Default Graph Style

The reports may be printed, saved as .pdf and studied with all the features of Excel.

Each report also has a graph presentation. Changes in the pivot will be reflected in the graph and vice versa.

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Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Custom Graph Style

Change the graphs as you like with the Excel tools. www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Custom Reports

The first tab shows all the task data in the database. Use it to create your own reports!

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Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ More info

Thank you for watching this slide show!

You will find more information about Kanban Task Manager for Outlook on the kalmstrom.com website .

There you may download the full version of the software and evaluate it for 30 days before you decide if you want to use it. I recommend you to also download the manual, which has detailed information about settings, configuration and usage and a full description of how to install and upgrade Kanban Task Manager.

On my web site you will also find video demonstrations on Kanban Task Manager, as well as information about the kalmstrom.com Subscriptions. www.kalmstrom.com

Kanban Task Manager for Outlook works with Microsoft Office 2007 and above