eProductivity Weekly Tip: September 02, 2010   

  eProductivity Logo
The Ultimate Productivity Solution for Lotus Notes™ 
  eProductivity Opportunities:   Free GTD & Notes Podcast | Subscribe to Weekly Tips | Tips Archive
Weekly Tip: 2 Tips when Linking Emails to Existing Projects and Actions

When you're linking an email to an existing project or action, you're presented with a box that lists all the possible projects or actions that you can link to. If you have a lot of projects and actions, it can be challenging to find what you're looking for.

Here are two tips to make that easier.
Linking to an Existing Project or Action
There a number of ways to link an email to an existing project or action. If the email is in your inbox, the quickest way is to drag-and-drop the email onto the 'Link to Project' or 'Link to Action' options that appear on the right-hand Folder Pane (to learn how to keep the Folder Pane permanently open, see this tip.)

'Link to' options on the Folder Pane

You can also use the various 'Link To' buttons that appear in eProductivity to link emails (and other items) to existing projects or actions.

Link To buttons

Once you've selected to link an email to existing project or action, you're presented with a list of projects or actions to choose form. In this example, we've chosen to link to an action, so our list of existing actions appears.

List of available exisiting actions

From this list, choose which action to link to. However, if you have a long list of actions, finding the desired action can be tedious. So read on for two tips that make this easier.
Tip #1 - Use the Search Box
Inside the pop-up box that lists your available existing actions, click on the 'Activity' column. Then, just start typing the name of the action you'd like to locate. A search box appears and you can then click the 'Search' button to look for the name that you just typed.

'Search box available in the existing project or action pop-up box

Search result of an existing action

If you know the name of the action that you're looking for, the search box is an extremely fast way to find it.
Tip #2 - Use the Collapse All keyboard shortcut
If you don't know the name of the action you're looking for, but you do know the context (or contexts) that it might appear in, use the Collapse All keyboard shortcut. This shortcut is invoked by pressing the Ctrl and - (minus) keys on your keyboard at the same time.

Once pressed, your list of exisiting actions is sorted into a tidy list according to context. Now it's easier to quickly locate the desired action.

'Using the Collapse All keyboard shortcut

Sidenote: If you want to uncollapse the list, press the Ctrl and + (plus) keys at the same time.
Until Next Week...
There you have it - two quick tips to help you easily locate the existing project or action that you're looking for.

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!