Kanban Task Manager Single is installed in a folder under Outlook Tasks. When you open that folder you can see your different projects and tasks on a virtual kanban board. You can create new projects and tasks with a few simple steps. Kanban Task Manager Single stores your projects, phases tasks and settings in an Access database that the application creates on your computer. The database is open, so you can use all the data in it as you wish.

1. Kanban Task Manager helps you visualize the work with Outlook tasks and makes it easy to see how different projects
proceed.
The traditional Kanban board uses cards, but moving it into Outlook gives you everything in the computer, and nothing
is lost. On top of that the developers of kalmstrom.com Business Solutions have added several useful features:
 Drag and drop tasks within or between phases or lanes.
 Color code tasks by project
 Filter tasks by project, priority and/or a custom parameter.
 Display of tasks for multiple projects in one kanban board.
 Possibility to create swim lanes.
 A reading pane gives more info about the task than the short text visible on the card.
 Support for inline images and bold and italic formatting in the task body (Outlook 2010
and above).
 WIP limits give a warning when there are too many tasks.
 Zoom in and out on the kanban board.
 Convert e-mails into tasks.
 Open button in the mail view to open the corresponding task.
 Excel reports.
 Project and Month views.
 % complete graph that shows task progress.
 Priority icons.
 Task overdue indicator.
 Set number of columns per phase.
This slideshow shows the Single version for Outlook. There is also a workgroup version for SharePoint and a workgroup
version for Outlook.
Welcome to the show!
Peter Kalmström
CEO, kalmstrom.com Business Solutions
Kanban Task Manager Single‒ Introduction
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com

2. Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Kanban Task Manager ‒ The Outlook Mail View
Create a new Kanban Task
Manager task via the New
Items button when in the
Outlook Mail view.
The Kanban Task Manager ribbon group has four buttons:
 Shortcut to the Kanban Task Manager folder in the Task
view.
 Configure Kanban Task Manager for your team.
 Create Kanban Task Manager Excel reports.
 Convert the selected e-mail into a task on the kanban board.

3. Show all projects, or filter
by project or priority.
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Kanban Task Manager ‒ The kanban board
Drag to resize.
The Close icon may either delete
the task or move it to a
specified phase.
This task is overdue, which is
included by the red right border
and the red color in the
Completed icon.

4. Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Kanban Task Manager ‒ The kanban board
Right click a task to see the details pane.
Instant Search of task
subjects and bodies.
The tasks may be dragged and dropped
with the mouse within or between the
phases and lanes. You can also move
tasks with Ctrl + arrow keys, and if you
have a touch screen you can use a finger.

5. www.kalmstrom.com Kanban Task Manager Single works with Microsoft Office 2007 and above
When you use lanes and default
status as phase, there will be two
dropdowns.
Kanban Task Manager uses standard Outlook
tasks. We have just added 1-4 dropdowns.
Select your values, and otherwise treat the
task just as a normal Outlook task.
Phases in the work process are by default
defined with the Outlook Status values.
Kanban Task Manager ‒ The Task

6. Kanban Task Manager ‒ The Task
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Uncheck this box in the settings, if you
want to use your own phase names
instead of the Status names. The
custom field is also created in the
settings, refer to slide 14.
Here a custom field is added, and custom phase
names are used instead of the default Status.

7. So far you have seen the most
important features of Kanban Task
Manager.
The configuration of Kanban Task
Manager is handled via the Configure
button in the Kanban Task Manager
ribbon group in Outlook.
Let’s continue!
Kanban Task Manager ‒ Configure
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com

8. Tasks are automatically color coded for
project.
Kanban Task Manager ‒ Coloring
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
The default colors can be change into any
color in the RGB range.

9. Write or paste into the grid.
Kanban Task Manager ‒ Project Settings
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Hide projects from the
kanban board.
The DateTimePicker
gives correct dates for
Start and Completed.

10. The phases are common
for all projects.
Kanban Task Manager ‒ Phase Settings
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Let the Close button on the
kanban card move the task to
this phase instead of deleting.
Hide a phase from the
kanban board. It will still
be shown in the statistics.
Set more than one
task column.

11. Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Kanban Task Manager ‒ WIP Limits
This lane has too
many tasks.
This phase has too many
tasks.
The “Work in Progress”
limit can be set for each
phase and lane.

12. www.kalmstrom.com Kanban Task Manager Single works with Microsoft Office 2007 and above
Kanban Task Manager ‒ Lane Settings
Write or paste the lane names here.
If you prefer to NOT use lanes, just
leave this grid empty.
Define the order of the
lanes, from top to
bottom.

13. www.kalmstrom.com Kanban Task Manager Single works with Microsoft Office 2007 and above
Decide if e-mails converted into tasks should
open automatically or not, or if Kanban Task
Manager should ask every time.
Kanban Task Manager ‒ Other Settings

14. Kanban Task Manager ‒ Other Settings
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
When a name is entered in the Extra
field, a new tab will be shown in the
settings, where you can add the
values for this custom field.
These values can be selected in a
dropdown in the task, and you can
filter the tasks by it in the kanban
board.
Filter by the new
parameter.

15. Kanban Task Manager ‒ Month View
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Show Timeline or
Calendar.
Group the tasks by Phase,
Priority or Project.
Drag to change start
or due time.

16. Kanban Task Manager ‒ Project View
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com

17. Kanban Task Manager ‒ Export to Excel
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
Kanban Task Manager gives several statistics reports
that are exported to an Excel sheet:
 Number of Tasks per Project
 Number of Tasks per Phase
 Time spent per Phase
 % Completed Tasks per Phase
When lanes are used, there are also reports for:
 Number of Tasks per Lane
 Time spent per Lane
 Status of Tasks per Lane
 % Completed Tasks per Lane
 Overdue status of Tasks per Lane.
And when a custom field is used, there is a report on
the number of tasks for each value of that field.

18. Pivot and graph
representations of the
reports.
Links to reports. Lanes
are used here.
Kanban Task Manager ‒ Excel Reports
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com

19. You may sort, filter,
drill and add more
fields for extended info.
Kanban Task Manager Excel Reports ‒ Pivot Table
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com

20. Each report also has a
graph presentation.
Changes in the pivot
will be reflected in the
graph and vice versa.
Kanban Task Manager Excel Reports ‒ Default Graph Style
Kanban Task Manager Single works with Microsoft Office 2007 and abovewww.kalmstrom.com
The reports may be
printed, saved as .pdf
and studied with all the
features of Excel.

21. Kanban Task Manager Excel Reports ‒ Custom Graph Style
www.kalmstrom.com
Change the
graphs as you
like with the
Excel tools.
Kanban Task Manager Single works with Microsoft Office 2007 and above

22. www.kalmstrom.com
The first tab shows all the task data in the
database. Use it to create your own reports.
Kanban Task Manager Excel Reports ‒ Custom Reports
Kanban Task Manager Single works with Microsoft Office 2007 and above

23. Thank you for watching this slide show!
You will find more information about Kanban Task
Manager Single at www.kalmstrom.com.
There you may download the full version of the
software and evaluate it for 30 days before you
decide if you want to use it.
I recommend you to also download the manual,
which has detailed information about settings,
configuration and usage and a full description of
how to install and upgrade Kanban Task Manager
Single.
On the kalmstrom.com website you will also find
video demonstrations on Kanban Task Manager
Single, as well as subscription information.
Kanban Task Manager Single ‒ More info
www.kalmstrom.com Kanban Task Manager Single works with Microsoft Office 2007 and above