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Tracking Outlook Calendar Data in Workfront

NOTE The information on this page refers to the locally installed, Microsoft Office Outlook application. We are in the process of deprecating this functionality, and we recommend that you use the Outlook 365 Add-In instead. For information about how to use the Workfront Add-In for Outlook 365, see "Using Workfront with Outlook 365."

The Workfront Outlook Add-In enables you to create tasks and status updates based on your Outlook calendar items. You can log hours and notes based on your meetings, and you can add status updates for projects, tasks, and issues--directly from the Outlook client.

Tracking Meeting Data In Workfront

  1. You can track meeting time and notes in Workfront based on calendar items in Outlook.

    Based on the Outlook calendar item, you can either create a new task in Workfront, or you can update an existing project, task, or issue.

    1. In the Outlook client, select the calendar item that you want to track in Workfront.
       
    2. Click the Appointment tab, then, in the Workfront section, click Track Meeting.


    Or
    Right-click the calendar item and click Workfront > Log Meeting Time.
  2. Conditional) If you are not already logged in to Workfront, you must specify your user name and password, then click 'Login.'

    The Track Meeting in Workfront pane is displayed on the right side of the page. You can resize this pane; the size you choose is maintained in the future.

    1. (Conditional) Use this meeting as a basis for creating a new task in your My Work area. (The task name matches the meeting name.)
      1.  Leave the 'Search' field blank.
         
      2. Select one of the following options at the bottom of the pane:
        • Yes, mark it complete:  Workfront creates a task of the same name as your meeting and logs the duration of the meeting against the task. The task is marked as Complete.
           
        • No, keep it on my list:  Workfront creates a task of the same name as your meeting and logs the duration of the meeting against the task. The task remains In Process and is available in your My Work area, on the Working On tab.

          This option is selected by default.
    2.  (Conditional) Use this meeting as a basis for updating the status or time of an existing project, task, or issue.

      (If the meeting is configured as a recurring meeting in Outlook, any updates you make to any instances of the meeting are reflected in a single task in Workfront.) 

      In the Search field, begin typing the name of the project, task, or issue where you want to include the status update, then click the name when it appears in the drop-down list. 

      Or

      Select a project, task, or issue from the drop-down list. (When you first click in the Search field, the drop-down list displays items that you have recently accessed).
       
    3. (Optional) In the Note field, specify the status update that you want to include for the task. (The status update is displayed on the Updates tab.)
       
    4. (Optional) Specify a number of hours to log toward to the project, task, or issue. By default, the meeting duration is added. You cannot add more than 24 hours for a given meeting.
       
    5. (Optional) Notify specific users or teams about this update by clicking the People icon, beginning to type the user or team that you want to include, then click the name when it appears in the drop-down list.
       
    6. (Optional) Click the Lock icon to make this update private to your company only. By default, the update can be viewed by users outside of your organization.
       
    7. Click Save.
       
    8. (Optional) After data has been tracked in Workfront, you can easily navigate to the project, task, or issue from the Outlook client to view progress:
      1. Select the calendar item in Outlook that the item is associated with.
         
      2. Click the 'Appointments' tab, then click View In Workfront.

        Workfront is launched in a browser and the task is displayed.
         
      3. To log additional time against this task, click 'Log Time,' then specify the amount of time to log on a given day.​