1. Kanban Task Manager for Outlook ‒ Introduction
Kanban Task Manager helps a team visualize the work with Tasks and makes it easy to overview and co-operate on projects.
The traditional kanban board uses cards, but moving the board into Outlook gives you everything in the computer, and nothing is lost. The tasks are shared via a SharePoint site or via an Access or SQL Server database.
Kanban Task Manager features:
Drag and drop tasks within or between phases and lanes.
Color code tasks by project or responsible.
Filter tasks by one or multiple projects, responsibles and/or priorities and also by a custom value if it is used.
Automatic synchronization of tasks within the workgroup, so everything is always up to date and everyone can see what is happening.
Display of tasks for multiple projects in one kanban board.
A reading pane gives detailed info about the task.
Possibility to create swim lanes.
Convert s in to tasks.
Set WIP limits for phases and lanes.
Support for inline images and bold and italic formatting in the task body.
Excel reports.
The responsible person’s initials on the task
Various views in addition to the kanban view.
% complete bar that shows task progress.
Priority icons.
Task overdue indicators.
Set number of columns per phase.
This slideshow shows the workgroup edition for Outlook. There are also two different Workgroup editions for SharePoint and a Single edition for Outlook.
Welcome to the show! Peter Kalmström CEO, kalmstrom.com Business Solutions
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

2. Kanban Task Manager ‒ Outlook Mail View
The Kanban Task Manager ribbon group has two buttons:
Shortcut to the Kanban Task Manager folder in the Task view
Convert an into a task on the kanban board
Create a new Kanban Task Manager task
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

3. Kanban Task Manager ‒ Kanban View
Data is synchronized silently every 5 min, but you may also do it manually
The tasks may be dragged and dropped with the mouse within or between the phases and lanes.
The Kanban Task Manager example data is used in this slideshow
This task is overdue, which is indicated by the red border and the red Due date
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

4. Kanban Task Manager ‒ Filter and Search
Click to open the filter pane
Search and filter tasks in the left pane
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

5. Kanban Task Manager ‒ Details pane
Change completed and responsible without opening the task
Right click to open the task in a Details pane
The task description
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

6. Kanban Task Manager ‒ Task with the minimum 2 dropdowns
Kanban Task Manager uses standard Outlook tasks, but we have added dropdowns for project and responsible.
When Completed percentage is filled out, it is shown on the task card.
The Status value = the phase
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

7. Kanban Task Manager ‒ Task with the maximum 4 dropdowns
Here lanes and a custom field have been added by the administrator. The phase (and lane) you click in to create the new task is selected by default. If the tasks are filtered by project and/or responsible, these values will also be shown as default in the dropdowns.
High and low priority is shown on the task cards.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

8. Kanban Task Manager ‒ WIP Limits
This phase has too many tasks
This lane has too many tasks
The “Work in Progress” limit can be set for each phase and lane
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

9. Kanban Task Manager ‒ Configuration
So far you have seen the most important features of Kanban Task Manager.
The Kanban Task Manager configuration is reached from the kanban board.
Let’s continue!
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

10. Kanban Task Manager ‒ Coloring
By default, the tasks are color coded by project
Click on a color to change it
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

11. Kanban Task Manager ‒ Project Settings
Write or paste into the grid
Hide finished projects from the kanban board
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

12. Kanban Task Manager ‒ Phase Settings
Three columns of task cards in the In Progress phase.
Set the number of task columns in the phase
Hide a phase from the kanban board
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

13. Kanban Task Manager ‒ Responsible Settings
The responsible person’s initials are shown on the task card
If you select an Access or SQL Server database, write or paste the responsible persons or groups here, and they will show up in the task dropdown. There you can select one responsible person or group for each task. When SharePoint is used as sharing medium, the responsible persons are taken from the SharePoint user accounts.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

14. Kanban Task Manager ‒ Lane Settings
Define the order of the lanes, from top to bottom
Set limits for number of tasks per lane
Write or paste the lane names here. If you prefer to NOT use lanes, just leave this grid empty.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

15. Kanban Task Manager ‒ Custom Field
When a name is entered for Extra field, a new tab will be shown, where you can add the values for the custom field. These values can be selected in a new dropdown in the task.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

16. Kanban Task Manager ‒ Month View
Select another month
Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

17. Kanban Task Manager ‒ Year View
Highlighted dates have tasks
Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

18. Kanban Task Manager Timeline grouped by Responsible
Drag to change responsible person
Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

19. Kanban Task Manager Timeline grouped by Projects
Drag to change start or due time
Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

20. Kanban Task Manager ‒ Project View
Each project is visualized as a pie chart
This phase has 3 tasks
Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

21. Kanban Task Manager ‒ Export to Excel
Kanban Task Manager generates several statistics reports that are exported to a downloadable Excel file:
Number of Tasks per Project
Number of Tasks per Phase
Tasks per Lane and Phase
Average of Tasks % Completed per Phase
Number of Tasks per responsible
Average of Tasks % completed per Responsible
When swim lanes are used, these are additional default reports:
Number of Tasks per Lane
Tasks per Phase and Lane
Average of Tasks % Completed per Lane
And when a custom field is used, there is a report on the number of tasks for each value of that field.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

22. Kanban Task Manager ‒ Excel Reports
Links to reports
Pivot and graph representations of the reports.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

23. Kanban Task Manager Excel Reports ‒ Pivot Table
You may sort, filter, drill and add more fields for extended info.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

24. Kanban Task Manager Excel Reports ‒ Default Graph Style
Each report also has a graph presentation. Changes in the pivot will be reflected in the graph and vice versa.
The reports may be printed, saved as .pdf and studied with all the features of Excel.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

25. Kanban Task Manager Excel Reports ‒ Custom Graph Style
Change the graphs as you like with the Excel tools.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

26. Kanban Task Manager Excel Reports ‒ Custom Reports
The first tab shows all the task data in the database. Use it to create your own reports!
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

27. Kanban Task Manager ‒ More info
Thank you for watching this slide show! You will find more information about Kanban Task Manager for Outlook on the kalmstrom.com website.
There you may download the full version of the software and evaluate it for 30 days before you decide if you want to use it.
We recommend you to also download the manual, which has detailed information about settings, configuration and usage and a full description of how to install and upgrade Kanban Task Manager.
On the kalmstrom.com website you will also find video demonstrations on Kanban Task Manager, as ell as information about the kalmstrom.com Subscriptions.
Kanban Task Manager for Outlook works with Microsoft Office 2007 and above