Project Center Add-in for Microsoft Outlook Toolbar

Project Center integrates with Microsoft Outlook through its Project Center Add-in for Microsoft Outlook. A toolbar is added to Outlook that you can use to perform various functions on Outlook itemsSupported Outlook items include email messages, tasks, posts, appointment/meetings, contacts, distribution lists, journal items, meeting requests, and reports.. The toolbar options change depending on the mode you are in. Click any of the menu items in the examples below for information on what each does.

Selecting unlinked Outlook items

When you are in a Microsoft Outlook folder and select an un-tagged Outlook item (one that is not linked to a Project Center item), the following version of the Toolbar appears:

• Outlook items that are linked to Project Center items have a tagA tag is a text identifier that Project Center appends to an Outlook item's Subject line to indicate which Project Center project and item the Outlook item is linked to. Do not edit or remove it.
  
  The tag will look similar to the following example: ActionItem:00004:lCSPU appended to the subject.

Selecting tagged Outlook items

If you select an Outlook item that is linked to a Project Center item (one that has a tag appended to the subject), the Toolbar buttons change, as shown in the following examples.

Action items

If you select an Outlook item linked to an action item, the File in Project button becomes File in Action Item, and the Actions button is enabled. This example shows the Toolbar when the selected Outlook item is linked to an action item:

Submittals

If you select an Outlook item linked to a submittal, the File in Project button becomes File in Submittal, and the Actions button is enabled. This example shows the Toolbar when the selected Outlook item is linked to a submittal:

RFIs

If you select an Outlook item linked to an RFI, the File in Project button becomes File in RFI, and the Actions button is enabled. This example shows the Toolbar when the selected Outlook item is linked to an RFI:

Timeline

If you select an Outlook item (in this case, appointments, meetings, tasks, or journal items) linked to a project timeline eventProjects events include phone calls, client meetings, contractor meetings, conversations, conference calls, tasks, site visits, and any other custom events that may have been added to the project., the File in Project button becomes File in Timeline, and the Actions button is enabled. This example shows the Toolbar when the selected Outlook item is linked to a project timeline item:

Multiple Project center items

If you select an Outlook item linked to multiple Project Center items, the File in Project button becomes File in Newforma Items, and the Actions button is enabled. This example shows the Toolbar when the selected Outlook item is linked to multiple Project Center items:

Other Outlook situations

If you select certain items that cannot be filed, such as an unsent email message, or do not have a message selected, most Toolbar buttons will be disabled, as shown in this example:

If Outlook is not connected to the Exchange Server, the filing and search functions of the Toolbar are disabled, as shown in this example:

When opening an existing message in Microsoft Outlook 2007 (as shown in the left example), or creating a new message (as shown in the right example), the Project Center buttons and menu items are located in the Message ribbon.