TPAssist integration with Microsoft Outlook® has two aspects. Firstly TPAssist provides
integration between mind map topics and Outlook Tasks and Appointments. Secondly, Outlook
Items can be linked to mind map topics for journal tracking and easy retrieval.
Topics:
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TPAssist Outlook Integration synchronises information between your mind map topics and
Outlook Task and Appointment items. You can use this capability to drive reminders and also get
instance access to your current activities outside of MindManager. |
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The Outlook integration is controlled using the
Journal Tab of the TPAssist Console and is
enabled by default using Document Tab
of the TPAssist Console. You can also override the
function at a topic tree level using the
Topic properties. You can also "batch" process your linked
topics using the "Update Outlook Integration
" Document Tool
When managing topics via the Journal Tab, you have the following Outlook Integration modes:
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ON (Auto Reminder) - Enable Outlook integration and automatically predict the correct
reminder configuration, i.e. when Topic is active, use Next Business Day (NBD).
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ON (Manual Reminder) - Enable Outlook integration but do not predict the correct reminder
configuration.
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OFF (None) - Turn off Outlook integration for this topic.
Once enabled, you have the following integration options:
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Automatic (Task) OR just Task: This topic will be integrated with Outlook, in that Outlook will
contain an Outlook Task item for this mind map topic.
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Reminder (Appt.): This topic will be integrated with Outlook, in that Outlook will contain an
Outlook Appointment item for this mind map topic. This item will be configured as zero
duration and FREE so that is only appears in your calendar as a reminder.
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Appointment: This topic will be integrated with Outlook, in that Outlook will contain an
Outlook Appointment item for this mind map topic.
Topic integration with Outlook is indicated via one of the following map markers.
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Outlook Task Linked.
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Outlook Reminder Linked.
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Outlook Appointment Assigned.
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TPAssist 2007 synchronises the following task data:
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Start Date
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Due Date
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Priority (1/2 = High, 3 = Normal, 4 = Low)
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Percentage Complete and Reminder.
The Outlook Item Title is constructed using the “Task Title Macro”. The Outlook item categories
are constructed from the Categories Macro (which by default includes the central topic and
“Customer” property). By default TPAssist 2007 will not override existing categories. This
behaviour is configurable. See
Document Tab for further details.
The Outlook Item notes or “body” is constructed and includes a summary of the task data, plus
the mind map topic’s notes.
Finally, the Total Work or Actual Work properties of Outlook Task items can be synchronised
with the topic's Duration. NOTE: This is configured on a per- map basis and if turned off by
default.
For further configuration options See User Reference, TPAssist Console,
Journal Tab. |
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Update Outlook Integration tool performs a batch up update of all topic that are using TPAssist's
Outlook integration. This tools catches and synchronises changes to made with-in Outlook or
the map topics.
The tool has two modes and depends on where you last made changes to the linked topics and
Outlook items. If you last made changes in Outlook, you need to use the "Bring changes back
from Outlook" mode. However, if you recently made a number of changes directly to the map
topics, you need to use the "Save changes into linked Outlook items" mode.
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Once a topic has been configured to integrate with Outlook, the Outlook item can be used to
"jump" back to your mind map. Simply open the item in Outlook and click the "Launch TPAssist
Integrated Linkage Module
" button ( ) either from the Standard Toolbar in the Outlook item
folder or from the Item's own toolbar. NB: If the Outlook Item linkage cannot be found, you will
be switched to the linkage dialogue instead (See Linked Items below).
WARNING: TPAssist's Outlook integration has been designed to have zero impact on Outlook's
schema. This is done to minimise the interference with anti- virus software and strict Microsoft
Exchange policies. This is achieved using an intermediary "linkage" mind map. This map is
used by TPAssist to store all references to all Outlook linked items. This map is called
"TPAssistOutlookLinkages" and is stored in your My Documents folder. Corruption or deletion of
this mind map will not stop TPAssist from working, however integrated Outlook Items won't be
able to find their associated mind map Topics. ALSO, if the mind map Topic is deleted whilst it
still has an associated Outlook Item, the configuration in "linkage" map will become orphaned.
Large numbers of orphaned "linkage" items will impede the performance of the Outlook
integration. To remove the linkage configuration properly, use the Journal Tab of the TPAssist
console and either "Complete" the task or change the Outlook Integration to "None". NOTE:
The population and therefore support for the Outlook Integration Linkage Module can be turned off
via the Outlook Settings
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TPAssist provides the means to track your emails, appointments, notes, tasks etc with- in your
mind map. As well as linking, embedding or integrating Outlook items with-in map topics,
TPAssist will also automatically create Journal entries based on a summary of the content of the
Outlook item.
Using this facility you can achieve the following:
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The Integrated Linkage Module is installed separately. Please see our Download page
for further details: www.tpassist.com/downloads
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Once installed, you access the capability via the Integrated Linkage Module button on the menu
bars.
(NOTE: When opening an item in Outlook 2007, the button is found in the Add- In Ribbon tab).
If launched on a normal e-mail, appointment or task, the following dialog will appear. The available
functionality will depend on the type of Outlook item selected.
If you use the Integrated Linkage Module on an appointment or task created previously via the
TPAssist Integrated Task and Calendar capability, TPAssist will open the target map and jump to
the linked topic.
The Integrated Linkage Module has the following actions:
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Action
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Explanation
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Add item to focus topic
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Extract item summaries, then "Journal" with-in the Focus
Topic and add the item as per the "Add item as"
configuration.
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Add Item As:
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This choice box instructs TPAssist as to how the outlook
item or items are added to the mind map topic. The
choices are:
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Linked to Local Outlook - Record identification strings for
use with the "Linked Items" tool of the Topic Tab of the
TPAssist Console. (This choice assumes the map will
typically only be used by yourself and also only really
when the same Outlook profile is used. Otherwise, the
"linked items" capability wont be able to find the Outlook
item or mind map topic.
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Embed As Topic Attachment - instead of just creating a
reference, actually attach the message, appointment,
contact or task with- in the mind map focus topic, not
unlike how documents are attached to map topic.
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Copy to and link via AC - this option will copy the
Outlook Item to the Attachment Cache then create a
shortcut to the copied item and attached that shortcut to
the focus topic.
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Auto Create a new sub topic and add
item
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Create a new mind map topic as a sub topic of the Focus
Topic. Then integrated the items as explained above in
"Add Item(s) as".
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Integrated Outlook Task/Appointment
into Focus Topic
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Replace the Focus Topic's TPAssist Outlook Integration (if
configured) and then adopt the currently selected Task or
Appointment with- in the Focus Topic.
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Auto Create new sub topic and
integrated Outlook Task
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As above, except the integration is performed on a newly
created mind map topic as a sub topic of the Focus Topic.
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The Integrated Linkage Module is multi-select enabled, meaning you can select several emails and
attach them in one command to the focus topic.
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No matter what method of linking or embedding is used, as well as incorporating Outlook Items
with-in your map, TPAssist also creates Journal entry for each item with- in the mind map focus
topic. This Journal entry will include a summary of the Outlook item subject and details. |
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The process for linking your Outlook Items to map topics is as follows:
1. Open your target mind map with-in MindManager.
2. Select the mind map topic where you will link your Outlook items.
3. Switch to Outlook (using Alt-TAB or via the Windows Task bar).
4. Select the Outlook items OR open an individual item.
6. Choose "Linked to Local Outlook" and click "Add item to focus topic".
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The process for embedding your Outlook Items in map topics is as follows:
1. Open your target mind map with-in MindManager.
2. Select the mind map topic where you will link your Outlook items.
3. Switch to Outlook (using Alt-TAB or via the Windows Task bar).
4. Select the Outlook items OR open an individual item.
6. Choose "Embed As Topic Attachment" and click "Add item to focus topic".
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The process for copying and linking your Outlook Items to map topics via the Attachment Cache is
as follows:
1. Open your target mind map with-in MindManager.
3. Select the mind map topic where you will link your Outlook items.
4. Switch to Outlook (using Alt-TAB or via the Windows Task bar).
5. Select the Outlook items OR open an individual item.
7. Choose "Copy to and link via AC" and click "Add item to focus topic".
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All Outlook Items can be used to automatically create new sub topics with-in your map. The
process for creating sub topics and then linking or embedding the Outlook item is as follows:
1. Open your target mind map with-in MindManager.
2. Select the mind map topic where you want the new topic to be created.
3. Switch to Outlook (using Alt-TAB or via the Windows Task bar).
4. Select the Outlook items OR open an individual item.
6. Choose the required "Add Item As:" option.
7. Edit the new topic title in the Text Box provided (this defaults to the subject to the focus Outlook
Item)
8. Click "Auto Create a new sub topic and add item".
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In addition to linking, embedding and creating new sub topics, you can choose to "move" Outlook
appointments and Tasks to the map. This effectively replaces the Outlook item with a
TPAssist
Integrated item. The process is as follows:
1. Open your target mind map with-in MindManager.
2. Select the mind map topic where that will be integrated (or you want the new topic to be created).
3. Switch to Outlook (using Alt-TAB or via the Windows Task bar).
4. Select the Outlook items OR open an individual item.
6. Choose the required "Add Item As:" option.
7. (If creating a new sub topic, edit the new topic title in the Text Box provided (this defaults to the
subject to the focus Outlook Item))
8. Click either "Integrated Outlook Task/Appointment into Focus Topic" or "Auto Create new sub
topic and integrated Outlook Task".
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You MUST select the target mind map topic BEFORE you launch the linkage tool.
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The text box provided will be used as the title for the new sub topic. It defaults to the subject
of the currently selected Outlook Item.
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If the Focus Topic already has an Integrated Outlook Task or Appointment is will be deleted
by either of the two later options.
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The two later options are not available if selecting e-mail or multiple items.
The "Migrate existing Task Notes to mind map" copies your existing Task or Appointment notes
(body) to the Project Notes of the Focus Topic. Once Integrated all changes to these notes will
need to be made with-in the mind map.
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1. Welcome
