eProductivity Weekly Tip: September 24, 2010   

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Weekly Tip: How do Projects and Actions appear on my Calendar, and when?
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Some users of eProductivity find it helpful to see their date-specific projects and actions on their calendar. In the past this was not practical as standard Lotus Notes would show every task on the calendar, making it cluttered and unhelpful.

In eProductivity we've fixed that by allowing you to see only the date-specific items on the day you need to see them. This is helpful for any projects or actions that have "hard" due dates i.e. they have to be done today. You can now better plan the responsibilities of your day.

This feature is enabled through the standard Lotus Notes mail preferences - we'll show you how below.
Notes 8.x and higher: How to show date-specific items on the calendar
First, you'll need to access the regular Lotus Notes mail preferences. This is done by selecting the "More > Preferences" menu option found on the action bar, as shown below. Note: You will need to select "E-mail" on the left-hand navigator menu for the More menu button to appear.

Accessing mail preferences in Notes 8


Once inside the preferences, navigate to the following tab and make sure the "Display To Do Entries" option is checked.

Display tasks preference option


Once you've made any needed changes, click OK.

Now, any eProductivity projects or actions that are "date-specific" i.e. have a Due Date filled out, will appear on the calendar.
Notes 6.x & 7.x: How to show date-specific items on the calendar
Again, you'll need to access the regular Lotus Notes mail preferences. This is done by selecting the "Tools > Preferences" menu option found on the action bar, as shown below. Note: You will need to select "E-mail" on the left-hand navigator menu for the Tools menu button to appear.

Accessing mail preferences in Notes 6 & 7


Once inside the preferences, take a look at the Calendar & To Do > To Do options. If the "Do not display To Do entries on the Calendar" is checked, then uncheck it.

Display tasks preference option


Once you've made any needed changes, click OK.

Now, any eProductivity projects or actions that are "date-specific" i.e. have a Due Date filled out, will appear on the calendar.
Some Additional Tips
1. Only assign a Due Date to a project or an action if you're absolutely committed to finishing it on that date. Otherwise, leave off the Due Date. This will make your calendar less cluttered and will give you a more realistic view of what you've committed to.

2. If you still have too many date-specific tasks, consider hiding them from your calendar and use the Today View instead to manage your day-specifc projects and actions

3. Here's a link to other frequently asked questions about the Calendar as it relates to projects and actions.
Until Next Week...
Now you know how to enable eProductivity projects and actions to appear on your calendar, so you can better plan your day.

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!

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