Add Outlook emails to Activities

Add Microsoft Outlook emails to an activity.

1. Open Microsoft Outlook.

2. Select the email from a view, such as Inbox.

3. Click the Connections tab.

4. Click Activities.

5. If we connect to more than one site, select a site to upload the document to.

6. Do one of the following:

   • Click Browse to find an existing activity, then do one of the following:

     1. Select My activities and choose from the list of activities you own or are a member of. The list includes community activities.

     2. Select Search, then type characters to use to search for activities. The results include community activities.

     3. Click OK.

   • Click Create new activity, then:

     1. Type a name, tags and a goal for the activity.

     2. Add a due date.

     3. Add people or communities as members with specified access.

     4. Click Create.

   Create a new activity is not available if we are connecting to a SmartCloud site.

7. If we are adding the email as a To Do item, by default, the task is assigned to Anyone (shared), meaning any member of the activity can perform the task, and then check it off after it is completed. To assign the to-do item to a specific member, click Choose a person, and then perform one of the following actions:

   • Standard activity:

     • To assign the to-do entry to a specific person, select Individual activity members, and then select the persons name from the list. To find people, scroll through the list of names or type a person's name into the Type to filter this list field.

     • If the activity is shared with a community, then we can assign the to-do item to a community member by selecting Community: community_name where community_name is the name of the community, and then selecting the persons name from the list.

     • If a person is a member of a group that belongs to the activity, then add the person as an individual activity member before we can add them.

   • Community activity to which all community members were added:

     • Select the persons name from the list. To find people, scroll through the list of names or type a person's name into the Type to filter this list field.

       If the activity has more than 500 members, we can click Next to see more names.

       The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name we are looking for, and then type the name into the filter box.

   • Community activity to which only a subset of community members were added:

     • Select Individual activity members, and then select the persons name from the list. To find people, scroll through the list of names or type a person's name into the Type to filter this list field.

       If the activity has more than 500 members, we can click Next to see additional names.

       The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name we are looking for, and then type the name into the filter box.

     • (IBM SmartCloud only) To assign the to-do entry to a person who is not an explicit member of the community activity, click Assign to New Member. Select a role to assign to the member that we are adding, and then begin typing the person's name or email address into the second field. As you type, a list of matching names is displayed. Click a name in the list to add that person, and then click Save. When the to-do entry is assigned to someone who is not a community member, that person is automatically added as an explicit member to the community.

     • To assign the to-do entry to a community owner, select community_name (community owners) where community_name is the name of the community, and then select the owners name from the list.

     • (IBM SmartCloud only) To assign the to-do entry to both community owners and individual members, select owner names from the community_name (community owners) list where community_name is the name of the community, and then select individual names from the Individual activity members list. Your selections are remembered as you switch between each list.

8. Add a due date.

9. Change the title, and add tags, a description, and new section.

10. Mark the to-do item as private if you do not want other members to see it.

11. Click Upload. This adds the complete email file, including any attachments, as one document.

Parent topic:
Use the Connections plug-in for Microsoft Outlook