Work with Microsoft Outlook

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Maps can contain topics  that are linked to and synchronized with their Outlook counterparts. These are called linked Outlook item topics You can then edit the associated Outlook items directly from within MindManager by editing the linked topic - your changes are synced to the Outlook item. Likewise if the item is edited in Outlook, those changes are synced to the map, and the topic will change.

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Linked Outlook item topics show special icons that indicate the type of item they are linked to:

Task

Contact

Note

Mail

Appointment

There are several ways to add linked Outlook item topics to your maps:

  • Conduct an Outlook query in MindManager to find Outlook items that match criteria you specify and then:

  • Add the query and its results to your map

  • Add select items from the query results to your map

  • Send a topic from your map to create an Outlook task or appointment

  • Send items or folders from Outlook to create linked Outlook item topics on your map

  • Drag an Outlook item into your map.

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   See also:

 

 

Add an Outlook query topic to your map

MindManager comes with a set of pre-defined Outlook queries that you can use. You can use these as-is, edit them to suit your needs, or create your own queries.

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When you add an Outlook query topic to your map it returns all matching Outlook items as linked Outlook item subtopics. You can sync the query at any time to see updated results.

  1. Optional Select a topic (the query will be added as a subtopic of this topic)

  2. On the Task tab, Send Tasks To group or the Advanced tab, Dashboards group, click Outlook Items.
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  1. Click the query you want to use, or click New Outlook Query to design your own.
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  1. The Outlook query topic and its results (linked Outlook item topics) are added to your map.

You can also add a query topic from the Outlook task pane. Using this method allows you to run the query to preview its results before adding the topics to the map.

  1. On the Task tab, Send Tasks To group or the Advanced tab, Dashboards group, click Outlook Items.

  2. Click Outlook Query Organizer.

  3. In the Outlook task pane, select the query you want to use and drag it to your map, or right-click it and then select Add to Map.
    Click to run the query first, if you want to see what results it will produce before adding it to the map.

  4. The Outlook query topic and its results (linked Outlook item topics) are added to your map.
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Add select Outlook query results to your map

You can add specific items from a query you've run in the task pane to your map:

  1. On the Task tab, Send Tasks To group or the Advanced tab, Dashboards group, do one of the following:

    Click Outlook Items, then enable Outlook Query Organizer Or Click the Task Panes button at lower-right, and select Outlook.
  2. In the Outlook task pane, select the query you want to use and click to run the query.

  3. The query results appear in the lower section of the pane.

  4. Drag any item from the results onto your map. These become linked Outlook item topics.
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Create, edit, and manage queries

You work with Outlook queries by using the Outlook Queries task pane. To see this pane, do one of the following:

On the Task tab, Send Tasks To group or the Advanced tab, Dashboards group, click Outlook Items. Enable Outlook Query Organizer. Or Click the Task Panes button on the bottom status bar, and then click Outlook.
 

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Change the order of queries in the list

Create a new query

  1. In the Outlook Queries task pane, click , or right-click on an empty space in the list of queries, and then click New Outlook Query.

  2. Enter information for these fields.

  3. Click OK.

MindManager automatically runs the query and displays the matching items in the Results list in the lower section of the pane so you can see if the query works as expected.

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Edit an existing query

  1. Optional If you want to create a new query from an existing query without changing the original, in the Outlook Queries task pane, right click the query and then in the shortcut menu, click Duplicate.

  2. In the Outlook Queries task pane, select the query you want to edit, and click Edit Outlook Query, or right-click the query you want to edit, and then click Edit Outlook Query.

  3. Modify the information in these fields.

  4. Click OK.

MindManager automatically runs the query and displays the matching items in the Results list in the lower section of the pane so you can see if the query works as expected.

You can also edit queries that you have already added to your map.

Delete queries

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Send a topic from your map to create an Outlook task or appointment

When you send a topic to Outlook, a new task or appointment is created in Outlook. The topic becomes a linked Outlook item topic that is synced with its corresponding Outlook item.

  1. (optional) To send multiple topics to Outlook, select them now.

  2. Do one of the following:

    Right-click on a topic, click Send to, and then click Microsoft Outlook as Task or Microsoft Outlook as Appointment. Or On the ribbon's Task tab, Send Tasks To group or the Advanced tab, Dashboards group, click Outlook.

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If you send a single topic:

Read Note

If you send multiple topics:

The topics become linked Outlook item topics that are synced with their corresponding Outlook items.

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Send Outlook items or folders to a map

When you send items from Outlook to a map, new Outlook topics are created on the map. These topics are linked to the corresponding Outlook items.

  1. Open the target map in MindManager or, if this is a new map, save it. Select a topic if you want the new Outlook item topics to become its subtopics.

  2. In Outlook do one of the following:

    Select one or more items, then click Send to MindManager Map   on the ribbon. Or Click on a folder and then click Send Folder to MindManager Map   on the ribbon or on Standard toolbar.

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The Outlook items are added as Outlook topics: as subtopics below the selected topic, or as main topics if nothing is selected.

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Drag Outlook items into your map

When you drag items from Outlook to a map, new Outlook topics are created on the map. These topics are linked to the corresponding Outlook items.

  1. Open the target map in MindManager or, if this is a new map, save it.

  2. In Outlook, select one or more items (message, note, task, appointment, or contact) and drag them into the map in Map view or Outline view.

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Edit Outlook query and linked Outlook item topics

Edit a query on the map

Once you have added a query to your map, you can edit it.

Read Note

  1. Click the Outlook Query topic icon, and then click Edit Query.

  2. Modify the information in these fields.

  3. Click OK.

MindManager automatically runs the modified query and displays the new results as linked Outlook item subtopics.

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Edit Outlook items

When you edit an item in Outlook that is linked to a map topic, you'll see the changes on your map the next time you sync the item or its parent query topic.

You can also edit Outlook items directly from the map by doing one of the following:

Edit the item attributes and properties on the linked Outlook item map topic. Your changes are sent to Outlook the next time you sync the topic. Some information is read-only in MindManager. Or Open the item in Outlook from MindManager and edit it. Your changes are recorded in Outlook immediately, and will show on your map the next time you sync the topic.

Edit item attributes and properties on a linked Outlook item topic

You can edit linked Outlook item topics in the same way that you edit normal map topics. For example, you can change the topic text, or change the task info, and then sync the topic to change the corresponding Outlook item's properties.

Some item properties are included as Topic Properties. To show or hide these:

To edit these:

Your changes are sent to Outlook the next time you sync the topic.

Open the Outlook item from MindManager

  1. Click the topic's Outlook item icon.

  2. Click Open Microsoft Outlook item.

The item opens in Outlook so you can edit it. Your changes will appear on the map when you sync the topic.

Disconnect an Outlook query or linked Outlook item topic

  1. Click the topic's Outlook query or Outlook item icon.

  2. Click Disconnect from Microsoft Outlook.

If you disconnect a query topic, the query definition will be removed from the topic. Its icon will change from (Outlook query) to  (topic with Topic Properties). Its existing results topics will remain linked to and stay in sync with their corresponding Outlook items.

If you disconnect a linked Outlook item topic, its icon changes to  (topic with Topic Properties). Its properties are retained as Topic Properties, but it is no longer linked to or synced with its corresponding Outlook item.

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Sync queries and linked Outlook item topics

You can sync a query that you have added to your map to get updated results, or sync the query's individual results topics. You can also sync individual linked Outlook item topics that you have added directly to the map .If you have edited the properties on any linked Outlook item topic, your changes will be sent to Outlook, and vice versa.

Sync a query

MindManager will re-run the query to show you the most current results.

Sync all Outlook items - all queries and individual linked Outlook item topics

Sync specific items

Sync rules

In some cases, if an item has been changed in both Outlook and in MindManager since the last sync, you will be asked to resolve the conflict. Syncing follows these rules.

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