有很多用于管理项目和团队的应用程序，从看板(Kanban boards)到协作应用程序(collaboration applications)。如果您已经使用Microsoft Office，则可以利用Outlook中的许多内置功能让您自己和您的团队井井有条。
您可以在项目规划时对电子邮件进行颜色编码并将消息转化为任务。如果您与团队合作，您可以创建和分配任务以及设置组。为了将这些功能与其他功能一起使用，以下是使用Microsoft Outlook作为项目管理工具的一些建议、提示和步骤。
对传入电子邮件进行分类
管理项目时可以使用的最简单但最有用的功能之一就是对电子邮件进行颜色编码。设置Outlook类别后，您可以将它们分配给电子邮件，从而使它们在收件箱中脱颖而出。此外，如果您愿意，您可以创建规则来自动分配类别。
您可以为最有意义的内容创建类别。一些建议包括每个项目、客户或部门的类别。
- 转到 Outlook 的“主页”(Home)选项卡，然后打开“标签”(Tags)组中的“分类”(Categorize)菜单。然后，选择所有类别。
- 您会注意到几个预制类别，它们只是颜色作为类别名称。您可以编辑其中之一以使用更有意义的名称。选择一个类别，选择右侧的“重命名” ，输入新名称，然后按(Rename)Enter保存。
- 要创建新类别，请选择右侧的“新建” 。(New)输入名称，选择颜色，可以选择添加快捷键，然后使用“确定”保存它。
要将类别分配给电子邮件，请执行以下操作之一：
- (Choose Categorize)在“主页”选项卡上(Home)选择“分类”，然后选择您要使用的分类。
- 右键单击(Right-click)，移至分类(Categorize)，然后在弹出菜单中选择一项。
然后，您将在收件箱中的电子邮件旁边以及其自己的窗口中的消息顶部看到类别。
将电子邮件变成任务
在Outlook(Outlook)中管理项目的一个特别有用的方法是将电子邮件转变为任务。您可能会收到为利益相关者更新项目状态或向团队成员发送文档的请求。通过将该消息放入您的任务列表中，您将可以轻松完成它。
要将电子邮件快速转变为任务，只需执行以下操作之一：
- 右键单击(Right-click)收件箱中的邮件，转到“移动”(Move)，然后在弹出菜单中选择任务文件夹。
- 在消息窗口中，选择功能区中的“移动” ，然后使用(Move)“移动”(Move)下拉菜单选择任务文件夹。
- 将(Drag)消息从收件箱拖到左侧导航栏中的
“任务”图标。(Tasks)
如需将电子邮件转变为任务时的其他选项，您可以使用下一个方法。
- 选择电子邮件时按住鼠标右键，然后将其拖动到左侧的
任务图标并释放。(Tasks)
- 您将看到用于将电子邮件复制为包含文本的任务、将其复制为包含电子邮件附件的任务或将电子邮件作为包含附件的任务移动的选项。
- 选择(Pick one)其中一个选项即可。如果您改变主意，
也可以选择“取消” 。(Cancel)
然后，随时选择Outlook 任务(Outlook Tasks)图标即可查看您的待办事项列表。
创建和分配任务
除了将电子邮件变成自己的待办事项之外，您还可以创建任务并在Outlook中分配它们。如果您决定委派任务而不是自己处理任务，或者您想要接收可通过单击发送的任务状态报告，这会很方便。
- 选择左侧的“任务”图标或(Tasks)“主页”(Home)选项卡上的“New Items > Task，然后像平常一样创建新任务。或者，您可以使用上述步骤将电子邮件变成任务。
- 完成(Complete)所有任务详细信息，包括主题(Subject)、开始日期(Start)和截止(Due)日期、优先级(Priority)和详细信息。准备就绪后，转到“任务”(Task)选项卡，然后在功能区的
“管理任务”(Manage Task)部分中选择“分配任务” 。(Assign Task)
- 这将刷新任务窗口以包含用于添加受让人的“收件人”行。输入(Enter)他们的姓名或电子邮件地址，或使用“收件人”按钮从您的地址簿中选择他们。
- 或者，您可以选中复选框以在列表中保留任务的更新副本，并在任务完成时接收状态报告。
- 一切完成后，选择“发送”(Send)将任务发送给受让人。
当他们通过电子邮件收到任务时，只需将其添加到自己的任务列表中即可。
他们可以在完成任务时使用任务的“状态”(Status)和“完成百分比”字段，并且可以选择(Percent Complete)“任务”(Task)选项卡上的“发送状态报告”(Send Status Report)以通过电子邮件向您提供更新的状态。
设置联系人组
当您与团队合作时，创建通讯组列表(creating a distribution list)或联系人组可以节省您的时间。您无需将每个团队成员添加到电子邮件、日历事件或任务中，只需添加组即可。
- 选择左侧导航栏中的
“人员”图标。(People)
- 转到“主页”(Home)选项卡，然后在功能区的“
新建”(New)部分中选择“新建联系人组” 。(New Contact Group)
- (Enter)在顶部输入组名称。然后，在成员部分中选择“添加(Add) 成员”，然后选择(Members)“来自 Outlook 联系人”(From Outlook Contacts)、“来自地址簿(From Address Book)”或“新电子邮件联系人”(New Email Contact)。
- 使用前两个选项，会弹出一个新窗口，您可以在其中选择联系人并使用“成员”按钮添加它们。继续此过程，直到拥有所有成员并选择“确定”进行保存。
- 然后，您将看到列出的群组成员，并且可以根据需要添加更多成员。选择保存(Select Save)并关闭(Close)以完成该过程并保存组。
要使用您在电子邮件地址行中创建的群组或作为活动的受邀者，请开始键入群组名称并从建议中选择该群组，或使用“收件人”按钮找到并选择该群组。
分享日历
虽然您可以在 Outlook 中设置特定的组日历(set up a specific group calendar in Outlook)，但您可能只想共享您自己的日历(share your own calendar)。这对于充当项目后备或联合经理的团队成员很有帮助。
- 选择左侧的日历图标，然后使用(Calendar)文件夹窗格(Folder Pane)选择日历。
- 转到“主页”(Home)选项卡，然后在“管理日历”(Manage Calendars)组中选择“共享日历”(Share Calendar)。选择日历。
- 在“权限”(Permissions)选项卡上，使用“添加”(Add)按钮选择要共享的联系人。
- 找到该联系人，选择“添加”(Add)，然后选择“确定”。然后，根据您想要允许的权限
选择“可以查看”(Can View)或“可以编辑” 。(Can Edit)
- 选择“应用”(Select Apply)，然后选择“确定”以共享您的日历。
您的收件人应该会收到一封电子邮件，表明您正在与他们共享日历。他们可以接受在他们的Outlook(Outlook)日历列表中查看您的日历。
管理您的文件夹
Outlook中的文件夹就像您在计算机上使用的文件夹一样；它们为您提供了简单的方法来整理您的物品。您可以通过几种好方法来管理项目或团队的
Outlook文件夹。(Outlook)
打开收件箱左侧的文件夹窗格。(Folder Pane)然后，如果您有多个帐户，您可以展开帐户以查看其中的所有文件夹。
创建新的父文件夹(New Parent Folder)或子文件夹(Subfolder)
考虑为每个项目
创建一个文件夹，或者为每个客户或团队成员创建一个文件夹，以使一切井井有条。(creating a folder)
右键单击(Right-click)帐户或当前文件夹，选择“新建文件夹”(New Folder)，然后为其命名。
对子文件夹进行排序
如果您的父文件夹包含许多子文件夹，您可以通过对它们进行排序来快速找到您需要的文件夹。右键单击父文件夹并选择对子文件夹 A(Sort Subfolders A)到 Z
进行排序。
将文件夹添加到收藏夹
“收藏夹”部分位于(Favorites)文件夹窗格(Folder Pane)的顶部。当您折叠该窗格时，您可以在左侧栏中看到您的收藏夹。(Favorites)这两者都可以让您快速访问常用文件夹。
右键单击该文件夹并选择“添加(Add)到收藏夹”(Favorites)，或将该文件夹拖到文件夹窗格(Folder Pane)顶部的“收藏夹”(Favorites)部分。
显示未读项目数
您可以在窗格中的文件夹上显示该文件夹的未读项目总数。如果您自动将电子邮件发送到文件夹，这会很方便，因为您可以快速发现新邮件。
- 右键单击(Right-click)该文件夹并选择属性。
- 打开常规(General)选项卡并选择显示(Show)未读项目数。
- 选择“应用”(Select Apply)和“确定”以保存更改。
如果您希望查看所有项目，请选择显示(Show)项目总数。
自动化常见操作
如上所述，您可以在Outlook中执行自动操作。这包括将电子邮件移至文件夹、转发消息(forwarding messages)以及标记重要项目。其中每一个不仅可以帮助您掌控收件箱，还可以帮助您的项目或团队掌控全局。
创建 Outlook 规则
我们有一份关于在Windows、Mac和 Web上的Outlook 中创建规则的完整指南，您可以查看，因此在这里，我们将看一个对项目管理有帮助的示例。(creating rules in Outlook)您可以自动将电子邮件移至上述文件夹。另外，您可以根据收到的电子邮件来创建规则，而不是从头开始创建规则。
- 选择电子邮件，然后右键单击，移至“规则”(Rules)，然后选择“创建规则”(Create Rule)，或者选择“主页”(Home)选项卡上的“规则”(Rules)，然后选择“创建规则”(Create Rule)。
- 您会在顶部看到电子邮件的基本条件。您可以根据发件人、主题或寻址方式制定规则。选择您想要使用的一个或多个条件。
- 在“执行以下操作”区域中，选中“将项目移动(Move)到文件夹”框。然后，使用“选择文件夹”(Select Folder)按钮选择文件夹。
- (Select OK)完成后选择“确定” ，新规则即可开始使用。每当根据您选择的条件收到电子邮件时，它将自动移至您选择的文件夹。
创建快速步骤
Outlook中另一个出色的自动化工具称为“快速步骤”(Quick Steps)。通过快速步骤(Quick Steps)，您只需单击一下即可对电子邮件执行操作。正如您可以想象的那样，这可以节省大量时间。
您可以为移动、分类或转发电子邮件等操作设置快速步骤。(Quick Steps)例如，我们将设置一个快速步骤来标记一封电子邮件以供明天跟进。
- 转到“主页”选项卡，然后选择(Home)“快速步骤”(Quick Steps)框中的“更多”箭头（底部箭头）。Choose New Quick Step > Custom。
- 在“编辑快速步骤”(Edit Quick Step)框中，在顶部为其命名。然后，打开“选择(Choose)操作”(Action)下拉菜单并选择“标记消息”(Flag Message)。
- 在随后的下拉菜单中，选择明天(Tomorrow)。您可以选择不同的选项，例如“今天”(Today)或“下周”，或者如果您愿意的话。
- 选择完成(Choose Finish)以保存快速步骤(Quick Step)。
要使用“快速步骤”(Quick Step)，请选择电子邮件，转到“主页(Home)”选项卡，然后在“快速步骤”(Quick Steps)框中选择它，或者右键单击，移至“快速步骤”(Quick Steps)，然后在弹出菜单中选择它。
这里的所有都是它的。您只需单击一下即可标记一封电子邮件以供明天跟进。
希望这些建议能够帮助您在(Hopefully)Outlook中管理您的下一个新项目甚至您的团队。有关更多信息，请查看如何将 Microsoft Teams 添加到 Outlook(how to add Microsoft Teams to Outlook)，以更简单的方式加入或安排会议。
How to Use Microsoft Outlook for Project or Team Management
There are plenty оf apps out there for managing projects and teams, from Kanban boards to collaboration applications. If you already use Microsoft Office, you can take advantage of many built-in features to keep yourself and your team organized in Outlook.
You can color-code emails and turn messages into tasks when project planning. If you work with a team, you can create and assign tasks and set up a group. For using these features along with others, here are several suggestions, tips, and steps for using Microsoft Outlook as a project management tool.
Categorize Incoming Emails
One of the simplest but most helpful features you can use when managing a project is color-coding your emails. Once you set up categories Outlook, you can assign them to emails which makes them stand out in your inbox. Additionally, you can create rules to automatically assign categories if you like.
You can create categories for what makes the most sense. Some suggestions include a category for each project, client, or department.
- Head to Outlook’s Home tab and open the Categorize menu in the Tags group. Then, choose All Categories.
- You’ll notice several pre-made categories which are simply the colors as the category names. You can edit one of these to use a more meaningful name. Select a category, choose Rename on the right, enter the new name, and use Enter to save it.
- To create a new category, choose New on the right. Enter a name, pick a color, optionally add a shortcut key, and use OK to save it.
To assign a category to an email, do one of the following:
- Choose Categorize on the Home tab and pick the one you want to use.
- Right-click, move to Categorize, and pick one in the pop-out menu.
You’ll then see the category next to the email in your inbox as well as on top of the message in its own window.
Turn Emails Into Tasks
An especially helpful way to manage a project in Outlook is by turning emails into tasks. You may receive a request to update the project status for your stakeholders or send documents to a team member. By placing that message on your task list, you’ll have it at your fingertips to complete.
To quickly turn an email into a task, just do one of the following:
- Right-click the message in your inbox, go down to Move, and pick the task folder in the pop-out menu.
- In the message window, select Move in the ribbon and use the Move drop-down menu to pick the task folder.
- Drag the message from your inbox to the Tasks icon in the left-hand navigation.
For additional options when turning an email into a task, you can use this next method instead.
- Hold your right-mouse button as you select the email and then drag it to the Tasks icon on the left and release.
- You’ll see options appear for copying the email as a task with text, copying it as a task with the email as an attachment, or moving the email as a task with an attachment.
- Pick one of those options and you’re set. You can also pick Cancel if you change your mind.
Then, select the Outlook Tasks icon anytime to view your to-do list.
Create and Assign Tasks
Along with turning emails into to-dos for yourself, you can create tasks and assign them in Outlook. This is convenient if you decide to delegate a task rather than tackle it yourself or if you want to receive status reports for the task which can be sent with a click.
- Select the Tasks icon on the left or New Items > Task on the Home tab and create a new task as you normally would. Alternatively, you can use the steps above to turn an email into a task.
- Complete all of the task details including Subject, Start and Due date, Priority, and the details. When you’re ready, go to the Task tab and choose Assign Task in the Manage Task section of the ribbon.
- This refreshes the task window to include a To line for adding the assignee. Enter their name or email address or use the To button to choose them from your address book.
- Optionally, you can check the boxes to keep an updated copy of the task in your list and receive a status report when the task is complete.
- After everything is complete, select Send to send the task to the assignee.
When they receive the task via email, they simply add it to their own task list.
They can use the Status and Percent Complete fields on the task as they progress through it and can select Send Status Report on the Task tab to provide you with an updated status via email.
Set Up a Contact Group
When you’re working with a team, creating a distribution list, or contact group, saves you time. Rather than add every team member to an email, calendar event, or task, you simply add the group.
- Select the People icon in the left-hand navigation.
- Go to the Home tab and pick New Contact Group in the New section of the ribbon.
- Enter a group name at the top. Then, choose Add Members in the members section and pick From Outlook Contacts, From Address Book, or New Email Contact.
- With the first two options, a new window pops open where you select the contact and use the Members button to add them. Continue this process until you have all members and select OK to save.
- You’ll then see your group members listed and can add more if necessary. Select Save & Close to complete the process and save the group.
To use the group you created in the address line of an email or as invitees for an event, start typing the name of the group and pick it from the suggestions or use the To button to locate and select the group.
Share a Calendar
While you can set up a specific group calendar in Outlook, you may want to simply share your own calendar. This is helpful for a team member who acts as your backup or co-manager for your projects.
- Select the Calendar icon on the left and then choose the calendar using the Folder Pane.
- Go to the Home tab and select Share Calendar in the Manage Calendars group. Pick the calendar.
- On the Permissions tab, use the Add button to choose the contact to share with.
- Locate the contact, select Add, and pick OK. Then, choose either Can View or Can Edit depending on the permissions you want to allow.
- Select Apply and then OK to share your calendar.
Your recipient should receive an email that you’re sharing a calendar with them. They can accept to see your calendar in their Outlook calendar list.
Manage Your Folders
Folders in Outlook are just like those you use on your computer; they give you simple ways to organize your items. You have a few great ways to manage Outlook folders for your project or team.
Open the Folder Pane on the left side of your inbox. You can then expand an account, if you have more than one, to view all folders within it.
Create a New Parent Folder or Subfolder
Consider creating a folder for each project or one for every client or team member to keep everything organized.
Right-click an account or current folder, choose New Folder, and give it a name.
Sort Your Subfolders
If you have a parent folder with many subfolders, you can find the one you need quickly by sorting them. Right-click the parent folder and select Sort Subfolders A to Z.
Add a Folder to Favorites
The Favorites section sits at the top of your Folder Pane. When you collapse that pane, you can see your Favorites in the bar along the left. Both of these give you fast access to frequently-used folders.
Either right-click the folder and pick Add to Favorites or drag the folder to the Favorites section at the top of the Folder Pane.
Show the Number of Unread Items
You can display the total number of unread items for a folder right on that folder in the pane. This is handy if you send emails to folders automatically because you can spot new messages quickly.
- Right-click the folder and select Properties.
- Open the General tab and choose Show number of unread items.
- Select Apply and OK to save the change.
If you prefer to see all items, choose Show total number of items instead.
Automate Common Actions
As mentioned above, you can perform automatic actions in Outlook. This includes moving emails to folders, forwarding messages, and marking items with importance. Each of these can not only help you stay on top of your inbox but your project or team as well.
Create Outlook Rules
We have a complete guide to creating rules in Outlook on Windows, Mac, and the web you can check out, so here, we’ll look at one example that’s helpful for project management. You can automatically move emails to a folder as mentioned above. Plus, instead of creating the rule from scratch, you can base it on an email you’ve received.
- Select the email and either right-click, move to Rules, and pick Create Rule or choose Rules on the Home tab and pick Create Rule.
- You’ll see basic conditions for the email at the top. You can base the rule on the sender, subject, or how it’s addressed. Choose one or more of the conditions you want to use.
- In the Do the following area, check the box for Move the item to a folder. Then, use the Select Folder button to choose the folder.
- Select OK when you finish and your new rule is ready to go. Whenever an email arrives based on the condition(s) you picked, it’ll automatically move to your chosen folder.
Create Quick Steps
Another wonderful automation tool in Outlook is called Quick Steps. With Quick Steps, you can perform an action on an email with a single click. As you can imagine, this is a huge time-saver.
You can set up Quick Steps for things like moving, categorizing, or forwarding an email. As an example, we’ll set up a Quick Step to flag an email for follow up tomorrow.
- Go to the Home tab and select the More arrow (bottom arrow) in the Quick Steps box. Choose New Quick Step > Custom.
- In the Edit Quick Step box, give it a name at the top. Then, open the Choose an Action drop-down menu and pick Flag Message.
- In the subsequent drop-down menu, choose Tomorrow. You can pick a different option like Today or Next Week or if you prefer.
- Choose Finish to save the Quick Step.
To use your Quick Step, select the email, go to the Home tab, and choose it in the Quick Steps box or right-click, move to Quick Steps, and pick it in the pop-out menu.
That’s all there is to it. You’ve just flagged an email for follow-up tomorrow with just one click.
Hopefully these suggestions have you on your way to managing your next new project or even your team in Outlook. For even more, look at how to add Microsoft Teams to Outlook for a simpler way to join or schedule meetings.
