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. Linked Outlook item topics show special icons that indicate the type of item they are linked to:
There are several ways to add linked Outlook item topics to your maps:
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See also: |
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.
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.
Optional Select a topic (the query will be added as a subtopic of this topic)
On the Task
tab, Send Tasks To group or
the Advanced tab, Dashboards
group, click Outlook Items.
Read Note
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.
On the Task tab, Send Tasks To group or the Advanced tab, Dashboards group, click Outlook Items.
Click Outlook Query Organizer.
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.
The Outlook query topic
and its results (linked Outlook item topics) are added to your map.
Read Hint
You can add specific items from a query you've run in the task pane to your map:
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. |
In the Outlook task pane, select the query you want to use and click to run the query.
The query results appear in the lower section of the pane.
Drag any item from the results
onto your map. These become linked Outlook item topics.
Read Hint
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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In the Outlook Queries task pane, drag query names up or down to reorder the list.
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.
Enter information for these fields.
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.
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.
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.
Modify the information in these fields.
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.
In the Outlook Queries task pane, select the query you want to delete (press CTRL to select additional queries, or press SHIFT to select a range), and click Delete Outlook Query, or right-click the query and then click Delete.
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.
(optional) To send multiple topics to Outlook, select them now.
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. |
If you send a single topic:
A new Outlook item is created and the appropriate Outlook form pops up to let you enter the necessary item data.
Click Save and Close to save the new item in Outlook.
Click Cancel to cancel creating the Outlook item.
If you send multiple topics:
New Outlook items are created with these default properties ▼. You can then edit the items in Outlook individually to adjust their properties.
The topics become linked Outlook item topics that are synced with their corresponding Outlook items.
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.
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.
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. |
The Outlook items are added as Outlook topics: as subtopics below the selected topic, or as main topics if nothing is selected.
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.
Open the target map in MindManager or, if this is a new map, save it.
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.
If you drag the item(s) onto a topic, the new Outlook topics become subtopics.
If you drag the item(s) onto the map background, the new Outlook topics become main topics.
Once you have added a query to your map, you can edit it.
Click the Outlook Query topic icon, and then click Edit Query.
Modify the information in these fields.
Click OK.
MindManager automatically runs the modified query and displays the new results as linked Outlook item subtopics.
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. |
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:
Click or on the linked Outlook item topic.
To edit these:
Select the topic, then
double-click on a property value (right-hand column) to start edit
mode.
Read Note
Your changes are sent to Outlook the next time you sync the topic.
Click the topic's Outlook item icon.
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.
Click the topic's Outlook query or Outlook item icon.
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.
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.
On your map, click the Outlook Query topic icon , and then click Sync query topics with Outlook.
MindManager will re-run the query to show you the most current results.
On the Task tab, Send Tasks To group or the Advanced tab, Dashboards group, click Outlook Items, and then click Sync All Outlook Items in Map.
Select the topics you want to sync. On the Task tab, Send Tasks To group or the Advanced tab, Dashboards group, click Outlook Items, and then click Sync Selected Outlook Items.
On a linked Outlook item topic, click the Outlook item icon, and then click Sync with Outlook.
Press F5
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.