Pleexy creates tasks in your To Do from emails with follow-up flags in your Outlook account. Pleexy can synchronize due dates and automatically remove follow-up flags from your emails when you complete tasks in your To Do. Sign up for our 14-day free trial.
After you connect Outlook as a source service, use Pleexy’s customization options to integrate Outlook and To Do exactly the way you want. First, navigate to the page where you can change settings:
From the Pleexy dashboard, inside the Outlook card, click Details.
Click Edit settings.
On this page, you can customize the connection's name. You can also adjust the settings for Source, Destination, Tasks, and Actions. Let’s walk through your options for each.
Source settings
Source means the Outlook folders where Pleexy will pick the tasks to add to your To Do. Pleexy only takes emails marked for follow-up from your Outlook account. You have three options for which Outlook folders Pleexy will check:
Inbox only: Pleexy only checks your Outlook Inbox folder.
All folders: Pleexy checks all your Outlook folders.
Select folders: Pleexy checks only the Outlook folders you select.Note: If you create a new folder in Outlook, click Refresh in the drop-down menu to reload the list of folders.
Next, set a date range to tell Pleexy to ignore Outlook emails that you consider out-of-date. For example, if you enter ‘60,’ Pleexy will ignore emails marked for follow-up that haven’t been updated in the last 60 days.
Pleexy combines your settings for these two filters. For example, if you choose Inbox only and enter 30 days, Pleexy will search for emails marked for follow-up that meet both requirements:
In the Inbox folder
+ Updated less than 30 days ago
Destination settings
Destination means where Pleexy will create tasks in your To Do. You have two destination options:
Create all tasks in one project: Create all tasks in the same To Do project. Click the drop-down menu to select the To Do project to use.Note: If you want Pleexy to create tasks in a new To Do project, log in to your To Do and create the new project there. Back in your Pleexy settings, in the project drop-down menu, click Refresh to update the list of projects.
Use an individual project for each folder: Create tasks from each Outlook folder in a different To Do project. Click the drop-down menu to select the root To Do project to use. Pleexy will create individual projects within the root project you select for the tasks from each Outlook folder.Note: If a project with the same name already exists in the root project you select, Pleexy will use it instead of creating a new project. This way, Pleexy can combine tasks from different source services in the same project. For example, Pleexy will create tasks from a “Development” folder in Outlook and a “Development” board in Trello in a single root project.
Task settings
In the Task settings, you can specify how Pleexy will name and group tasks in your To Do.
Under Task title template, use macros to customize how Pleexy names your tasks. For Outlook integrations, five elements are available for task names: {subject}, {sender}, {date_received}, {due_date}, and {folder}.
As you change your task title template, Pleexy shows how your changes will look in a live example under the template field. You can combine the macro elements however you want, as long as you get the formatting correct. Here are some ideas:
{subject} from {sender}, due on {due_date}
Reply to email from {sender} about {subject}
Received on {date_received}; due on {due_date}: {subject} from {sender}
Note: If you manually edit a task title in To Do, Pleexy won’t update or change your edited title.
Under Synchronize due date, you have four options for how Pleexy handles your changes to task due dates:
From Outlook to To Do: when due date changes in Outlook, change it in To Do
Both in Outlook and To Do: when due date changes in one place, change it in the other
From To Do to Outlook: when due date changes in To Do, change it in Outlook
Do not sync: do not synchronize due dates between emails and tasks
You can toggle-on the Set task’s priority option. With this option, Pleexy synchronizes each task’s priority in To Do according to the corresponding email’s priority in Outlook.
And you can toggle-on Add email’s Body to the task in To Do if you want Pleexy to add the body of your Outlook emails to task comments in To Do.
Action settings
Action settings let you control what happens in Outlook and To Do when you delete and complete tasks—on both sides of the integration!
First, tell Pleexy what should happen in To Do when you delete an email in Outlook. Click the drop-down to select one option:
Delete corresponding task: Pleexy should delete the corresponding task in To Do
Do not touch task: Pleexy should leave the corresponding task in To Do
Second, specify what should happen in To Do when you complete a follow-up flag in Outlook. Click the drop-down menu to select one option:
Complete corresponding task: Pleexy should mark the corresponding task as complete in To Do
Do not touch task: Pleexy should not mark the corresponding task as complete in To Do
Third, tell Pleexy what should happen in Outlook when you complete a task in To Do. Click the drop-down menu to select one option:
Do not touch email: Pleexy should not mark the corresponding follow-up flag as complete in Outlook
Mark follow-up as complete: Pleexy should mark the corresponding follow-up flag as complete in Outlook
Don’t forget to scroll down and click Save changes when you’re finished customizing!