Help Center

How to create a task from Outlook email or meeting

To create Actionspace task from Outlook email message, Outlook meeting or another Outlook object:

  1. Select an Outlook object (e.g., email message or meeting) that you want to use for creating a task in Actionspace, or open it in a separate window. The New Actionspace Task icon will become active on Outlook ribbon.
  2. Click on New Actionspace Task icon.  Then you will be taken to Actionspace's New Task page.
    In case of absence of the subject, text or attachments in the Outlook object (except for Outlook contacts), the user will get an error message as follows: "Before creating a new Actionspace task, you should enter the task subject, content and add attachments."  
    For Outlook contacts, in case of empty fields and absence of attachments, the user will get an error message as follows: "Before creating a new Actionspace task, you should fill in the required fields and add attachments."
  3. At Actionspace New Task page:
    • By default, start date is set to the current date;
    • By default, task duration is set to 1 day;
    • Subject of the Outlook object is copied into Task Name field. The body of the Outlook object will be copied into Description field. If a new task is created from Outlook contact, these fields are left blank;
    • Regardless of the original format, the text is inserted as a plain text without formatting;
    • OLE-objects from the body of the Outlook object are ignored and not added to the new task;
    • To add any fragment of the Outlook contact to Description field, hightlight it before creating a task. If a task is created from Outlook contact with any text highlighted, all formatting is ignored as well;
    • The Outlook object in its original format (*.msg, *.ics, *.vcf, and etc.) is added to a task as an attachment. The name of the attachment is added in the format: <Author of Outlook object> - <Date of receipt> (or, if there is no receipt date, the date of creation in the format of <month/day /year – hr/min>).
  4. If necessary, you can edit the task. For example, you can change the deadline or assign the responsible.
  5. After editing, save the task and send it to the responsible by clicking Start.

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