Use of the outlook add-in in a shared mailbox

May 31, 2017 General,Product Tips,

Do your service management team use a shared mailbox to manage incoming work?

Do they currently use the Outlook Add-in to create tasks for this work but need an easy way to identify if a task has already been created?

When the Outlook Add-in is used to create a task from an email, if someone else tries to create a task from the same email they will get the below notification message:

Above prevents the duplication of task creation in a shared mailbox environment.

Users can then also pull through the task ID into the email columns:

In the shared mailbox, right click on the header, and select “View Settings” as per below.

Click Columns

Select User-defined fields in the available columns drop down box

Select Task List


Ensure the task list is high on the column order – OK.

In Outlook, as per below, there is now the task ID displaying – in the below example 91656:

You can then search this in TimeTrak to bring up the task:

If you have any further questions please contact the TimeTrak team via email: or phone NZ: 0800 12 00 99 AU: 1800 60 80 77