Qlockwork FAQ

See also: the Qlockwork User Guide.

General Questions

Viewing Activities

Creating Reports

Tracking E-mail

Setting Projects


How do I stop Qlockwork from tracking what I'm doing?

You can easily delete unwanted entries from your Qlockwork activity calendar, but if you prefer you can temporarily stop Qlockwork from tracking what you are doing. Just right-click on the Qlockwork icon in the system tray and untick "Qlockwork Enabled" by selecting it.

When Qlockwork's tracking functionality is disabled, the icon in the system tray changes: Qlockwork disabled icon

To re-enable tracking, just right click on the Qlockwork disabled icon icon and re-select the "Qlockwork Enabled" option.

Qlockwork tracking always starts again when you restart your PC.

What do I do if my evaluation copy has expired?

If your evaluation copy has expired, you will not lose any of the activities you have already recorded. However, no new activities will be recorded until you enter a license key.

You can get a license key by going to http://www.workingprogram.com/buy.html and buying a Qlockwork license. A license key will be sent to you by email. Go to the Qlockwork menu in Outlook and select "Enter License Key". You will see a dialog like the one below:

License key box

Enter the license key you received in the email. Qlockwork will be reenabled, and the tracker can be reactivated by right clicking on the system tray Qlockwork disabled icon icon.

After installing, why don't I have a Qlockwork menu in Outlook?

After you have installed Qlockwork, you need to restart Outlook before the Qlockwork menus will appear.

If you have restarted, and they still don't appear, the problem could be that Outlook didn't close properly. To resolve this issue, you could reboot, or you could stop Outlook by hand. To stop and restart Outlook by hand

  • Right-click on the Windows taskbar (along the bottom or right of your PC screen).
  • Select "Task Manager".
  • Go to "Processes" tab and select the process "Outlook.exe".
  • Hit the "End Process" button.
  • Start Outlook again as normal.

How do I view my activities?

To view your activities in Outlook you can either:

  • Double-click on the Qlockwork icon in the system tray. This launches Outlook and displays the Qlockwork activity calendar.
  • Launch Outlook as normal and select "View Activities in a Calendar" from the Qlockwork menu.
Select View Activities in a Calendar

Why aren't my activities up-to-date?

You can refresh your activities to bring them up-to-date in any of the following ways:

  • Change to the Qlockwork folder in Outlook and the activities are automatically refreshed.
  • Click the "Refresh Qlockwork" button on the main toolbar.
  • Select "Refresh Qlockwork" from the Qlockwork menu.
Select Refresh Qlockwork

Note that you can no longer refresh your activities if you are running an evaluation version of Qlockwork which has expired.

If you have refreshed, and Qlockwork has not expired, check that you have not disabled tracking and forgotten to reenable it.

How do I select activities?

You can select a group of activities by carefully clicking on them while holding down the CTRL key. Make sure that the cursor doesn't change to the "resize" cursor, or Outlook will think you have stopped selecting and chosen to resize instead, and your selection will no longer be highlighted.

Once you have a selection, you can copy it using CTRL-<Insert> and paste it using SHIFT-<Insert>. You can delete it using CTRL-D, or you can set a project for it by selecting "Set Project for Activities" from the Qlockwork menu.

How do I group my activities in the list view?

When you view your activities in the list view, you can choose to group them by any field. Just right-click on the column heading for the field you want to group by, and select "Group By This Field".

Select Group by

Here is an example of a list view grouped by the application type

Select Group by

Why is my Qlockwork calendar cluttered?

The Qlockwork calendar is designed to be viewed at a timescale of 5 minutes (the default Outlook calendar views at 30 minutes) If a larger scale is used, the view can become cluttered. To change it back to 5 minutes right click on the timescale on the right of the Qlockwork calendar and pick "5 minutes" from the menu.

Select calendar timescale

Why has my Outlook calendar got longer?

By default the Qlockwork calendar views at a scale of 5 minutes per row. The Outlook calendar views at 30 minutes per row. In Outlook 2003, if you view both the Qlockwork calendar and the normal Outlook calendar side-by-side, then Outlook will choose one of these views. If it chooses the 5 minute view, the default calendar gets very long; if it chooses the 30 minute view, the Qlockwork calendar gets very cluttered. To resolve this, view the calendars on their own rather than side-by-side.

Why doesn't my Qlockwork folder update after I moved it?

The Qlockwork folder can be moved or renamed, but it must stay in the same top-level folder it started in. For example, if you create a new personal folder and drag the Qlockwork folder into it, it will stop updating. To fix this, just drag the Qlockwork folder back to its original position.

How do I set my calendar work week?

Qlockwork uses the same work week settings as the normal Outlook calendar. You can change your settings by going to the Outlook "Tools" menu, selecting "Options" and on the "Preferences" tab, clicking on the "Calendar Options" button.

You can then choose your work day start and end times, and the days of the week on which you work.

Work week settings

Why don't my email activities show the right subject?

Qlockwork tracks what you are doing at the time. If you are writing an email but haven't filled the subject in yet, Qlockwork doesn't know what the subject is. Try to get into the habit of writing a recognizable subject before writing the rest of the email.

Why don't my email activities show the right people?

On Outlook 2002, Qlockwork can only get limited information about email senders and recipients.

On Outlook 2003, Qlockwork gets far more information. However, Qlockwork can still only track what you are doing at the time. If you are writing an email but haven't filled the recipients in yet, Qlockwork doesn't know who the recipients are. Try to get into the habit of filling in your recipients before writing the rest of the email. (If you are worried about accidentally sending the email before it's finished, just fill in a "bad" recipient like "xxxxx" as well, then delete the bad recipient before sending—Outlook won't let you send an email with a bad recipient.)

If you have filled in the recipients and Qlockwork still isn't reporting them, you may have security settings that block Outlook from telling Qlockwork who the recipients are on an email before it is saved or sent. These security settings will be in place if your Exchange administrator has chosen to override the default Outlook client security settings with more stringent settings from your Exchange server. To resolve this, please talk to your Exchange Server administrator.

How do I set projects for my activities?

You can set a project for an activity in 3 ways:

  • Automatically, based on the activity's subject or the people involved.
  • By hand for existing activities, using the "Set Project For Activities" option from the Qlockwork menu in Outlook.
  • By hand for new activities, using the "Override Project" option from the Qlockwork system tray menu.

If you set a project for an activity, the project appears in the activity's subject, surrounded by [square brackets]. For example, the following activity has the project "Staff Training":

Project name on activity

How do I set projects for my activities automatically?

The "Automatic Project Settings" option on the Qlockwork menu allows you to assign projects automatically.

Automatic project settings dialog

You can create a new project by selecting <New Project...> from the dropdown menu, and typing in a new name:

New project selection

Projects are assigned to activities based on the activity's subject and the people involved (for email-based activity). For any project you can set up "Match Rules" which automatically match an activity with that project.

In the "Subject Matches" area, you can specify words that will match an activity with the selected project. For the example below, the project "Staff Training" will automatically be assigned to any activity if the words "seminar" or "training" or the phrase "skills meeting" appears in the subject of the activity. See advanced project rules for more information.

Match settings area

In the "Subject Doesn't Match" area you can specify words that mean an activity will never be associated with that project. In the example below, if the word "Private" appears in the subject of an activity, it will never be automatically associated with the project "Staff Training".

Don't match settings area

For more information see Projects

How do I set projects for my activities manually?

You can manually set a project for an activity in 3 ways

  • Option 1: Open the activity by doubling clicking, select a new project from the Project dropdown list, then hit "Save and Close".
Manual setting of project
  • Option 2: Choose "Set Project For Activities" from the Qlockwork main menu. Choose a project. Now choose a range of times or select the activities you want to apply the project to. You can select multiple activities by holding down the CTRL key while you click on them in the calendar or list view. (Make sure the cursor doesn't change to "resize" while you are selecting or you will unselect everything!). It is easiest to select activities in the list view.
Set project manually dialog
  • Option 3: Choose "Set Override Project" from the Qlockwork system tray icon menu, and then choose a project. This project will then be automatically assigned to all new activities until you return to this menu and select a different project or "No Project". Unless "No Project" is selected, the chosen value will override any project assigned by your match settings.
Set project override

Why do all my activities have the same project?

Make sure you don't have project override enabled. from the Qlockwork system tray icon, click "Set Project Override" and then choose "No project".

Clear project override

Why doesn't my activity automatically get the correct project?

If your activity doesn't get assigned the project you expect, it could be because it matches two project rules. For example, you might have a project called "Getting Fit" with a match word of "training", and another project called "Staff Training", also with a match word of "training". In this case, the project with the highest precedence will be assigned to the matching activity.

Qlockwork isn't working on Windows Vista

To work properly on Microsoft Vista, Qlockwork needs to be installed by the 'Administrator' user ID. If you installed Qlockwork as a normal user (even if that user has administrator privileges), please de-install and then re-install following the instructions here.

Qlockwork has disappeared since I upgraded Microsoft Outlook

If you have upgraded Outlook since installing Qlockwork, simply de-install then re-install Qlockwork to reactivate it. Your settings (and license key) will be preserved across the reinstallation.

Qlockwork data has stopped appearing in Outlook

On rare occasions Qlockwork data may stop appearing in Microsoft Outlook because Outlook has disabled the Qlockwork plug-in that drives the Qlockwork calendar. To check if this the case (and fix it if so):

  • Select "About Microsoft Outlook" from the Help menu in Outlook.
  • Click on "Disabled Items..." in the "About Microsoft Outlook" dialog box.
  • This brings up a list of additional features that Outlook has disabled.
  • If "Qlockwork" or "QWCapture" appear in the list of disabled items, select them and click on the "Enable" button.
  • Restart Microsoft Outlook.