Outlook - Create a collaborative email with Microsoft Loop and Outlook Tutorial

Discover how to create a collaborative email with Microsoft Loop and Outlook. With Loop components, you can seamlessly embed status updates, task lists, and Kanban boards directly within your emails. Learn how to track project progress in real time and enable effective collaboration across teams. Watch now to streamline your project management and enhance team productivity!

02:30
86 views

Available in Microsoft365

Objectifs :

This video aims to demonstrate how to effectively use Loop components in Outlook for real-time collaboration on projects, enabling users to manage tasks and updates directly within their emails.

Chapitres :

Introduction to Loop Components
Loop components in Outlook allow users to capture and modify ideas, status updates, or questions in real time directly within their emails. This feature eliminates the need to switch between different applications, streamlining the workflow.
Adding a Loop Component
To add a loop component to a message, follow these steps: 1. Navigate to the message ribbon. 2. Select 'Loop Components'. 3. Choose the desired component from the drop-down list. You can insert various types of components, such as a task list to track project status or a Kanban board to visualize and manage the steps of your process.
Using a Kanban Board
For example, consider using a Kanban board for a website creation project. Once the component appears in the email, you can: - Add a title. - Fill in the cards in the 'To Do' column to detail the tasks required for this project. - Assign tasks to team members by entering their respective names in the activities they will need to accomplish.
Task Assignment and Permissions
When you assign a task to a person, it automatically adds them to the recipient list of the email. By default, a loop component sent via Outlook is shared according to the permissions in place within your organization. While drafting the item, you can adjust who the loop component will be shared with by: 1. Clicking on its name in the upper left corner of the loop component. 2. Selecting the first option to configure the desired permission type.
Collaborating in Real Time
After composing the email subject, send it to start collaborating. Teams can now complete each task by moving the cards. As the project progresses, changes made to the Kanban board will be visible in real time to all team members, enabling seamless and effective collaboration.
Tracking Project Progress
To track project progress, you can use the email or the Loop application by clicking on the provided link. It is also possible to share the component in a team's group. To do this: 1. Right-click on the component title. 2. Copy the link. 3. Paste it into a team's chat group. All changes made here will also be visible to other team members already collaborating from the previously sent email.
Conclusion
By centralizing information and enabling real-time updates, you can manage your projects more smoothly and consistently. The use of Loop components in Outlook enhances collaboration and project management efficiency.

FAQ :

What are loop components in Outlook?

Loop components are interactive elements that allow users to capture and modify ideas, status updates, or questions directly within their emails without needing to switch between different applications.

How do I add a loop component to my email?

To add a loop component, navigate to the message ribbon in Outlook, select 'Loop Components', and choose the desired component from the drop-down list.

What types of components can I insert?

You can insert various types of components, such as a task list to track project status or a Kanban board to visualize and manage the steps of your process.

How do I assign tasks to team members using loop components?

You can assign tasks by entering the names of team members in the activities they need to accomplish. When you assign a task, it automatically adds them to the email's recipient list.

Can I share loop components with my team?

Yes, loop components can be shared with your team. You can adjust sharing permissions in the upper left corner of the loop component and copy the link to share it in a team chat.

Quelques cas d'usages :

Project Management with Kanban Boards

Using loop components, teams can manage projects by creating Kanban boards within emails. This allows for real-time updates and task assignments, improving collaboration and tracking project progress efficiently.

Real-Time Status Updates

Teams can utilize loop components to provide real-time status updates on ongoing projects. By modifying the task list or Kanban board, all team members can see changes instantly, ensuring everyone is on the same page.

Cross-Department Collaboration

Loop components can facilitate collaboration between different departments by allowing users to share project updates and tasks in a centralized manner. This helps in managing inter-departmental projects smoothly.

Remote Team Coordination

For remote teams, loop components enable effective coordination by allowing team members to update tasks and share progress in real time, regardless of their location, thus enhancing productivity.

Glossaire :

Loop Components

Interactive elements within Outlook that allow users to capture and modify ideas, status updates, or questions in real time directly within emails.

Kanban Board

A visual tool used to manage and track tasks in a project, organized into columns representing different stages of the workflow, such as 'To Do', 'In Progress', and 'Done'.

Task List

A list of tasks that need to be completed, often used to track project status and assign responsibilities to team members.

Permissions

Settings that determine who can view or modify a loop component within an organization, ensuring that sensitive information is shared appropriately.

Real Time Collaboration

The ability for multiple users to work on the same document or project simultaneously, with changes being visible to all participants instantly.

00:00:06

status updates or questions in real time directly

00:00:10

within your emails without switching between different applications

00:00:15

to add a loop component to a message.

00:00:17

Navigate to the message ribbon. Then loop components

00:00:21

select the desired component from the drop down list.

00:00:24

You can insert various types of components such as a task list to track project

00:00:29

status or a Kanban board to visualize and manage the steps of your process.

00:00:34

Let's take for example, a Kanban board for a website creation project.

00:00:39

Once the component appears in the email, add a title,

00:00:43

fill in the cards in the to do column to detail the tasks required for this project.

00:00:49

Assign tasks to team members by entering their respective

00:00:52

names in the activities they will need to accomplish

00:00:56

when you assign a task to a person.

00:00:58

It automatically adds them to the recipient of the email.

00:01:02

By default.

00:01:03

A loop component sent via outlook is shared according

00:01:06

to the permissions in place within your organization.

00:01:09

While drafting the item, you can adjust who the loop component will be shared with in

00:01:14

the upper left corner of the loop component. Click on its name.

00:01:17

Then select the first option

00:01:20

note currently only members of your organization

00:01:23

can view and modify a loop component

00:01:26

in the window that opens. You can choose and configure the desired permission type,

00:01:33

compose the email subject and send it to start collaborating.

00:01:38

Teams can now complete each task by moving the cards. As the project progresses,

00:01:43

changes made to the Kanban board will be visible in

00:01:46

real time to all team members enabling seamless and effective collaboration

00:01:52

to track project progress.

00:01:54

You can use this email or use the loop application by clicking on this link.

00:02:01

It is also possible to share the component in a team's group, for example,

00:02:05

to do this right, click on the component title

00:02:08

and copy the link,

00:02:09

then paste it into a team's chat group.

00:02:12

All changes made here will also be visible to

00:02:14

other team members already collaborating from the previously sent email

00:02:20

by centralizing information and enabling real time updates.

00:02:24

You can manage your projects more smoothly and consistently.

Mandarine AI: CE QUI POURRAIT VOUS INTÉRESSER

RELATED COURSES This tutorial is part of the following courses

120 Views

Microsoft Outlook Advanced Training – Master Essential Features

Elevate your Microsoft Outlook skills with our intermediate training, designed to leverage advanced features essential for effective email a...

Cours E-learning

ALL COURSES