Kanban Task Manager for Outlook is installed in a folder under Outlook Tasks. When a user opens that folder he can reach the workgroup’s different projects and tasks. New projects and tasks can be created with a few simple steps. All ongoing projects can be seen in Outlook on all PCs, and when one member of the group creates a new task, changes a task or drags it to another phase or lane, the other team members can see it in their PCs also.

1. 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 e-mails 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 ‒ Introduction
Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

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

3. Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com
Kanban Task Manager ‒ Kanban View
Data is synchronized
silently every 5 min, but
you may also do it
manually
This task is overdue, which is indicated by
the red border and the red Due date
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

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

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

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

7. Kanban Task Manager ‒ Task with the maximum 4 dropdowns
Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com
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.

8. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above
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

9. 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 ‒ Configuration
Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

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

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

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

13. Kanban Task Manager ‒ Responsible Settings
Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com
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.
The responsible
person’s initials are
shown on the task
card

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

15. Kanban Task Manager ‒ Custom Field
Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com
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.

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

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

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

20. www.kalmstrom.com
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 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 ‒ Export to Excel
Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

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

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

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

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

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

27. 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 ‒ More info
www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above