Microsoft Outlook Tasks Tutorial
Microsoft Outlook is much more than a simple email program. You can use Outlook's Tasks feature to follow a particular job until it is complete. Use Outlook Tasks as a type of to-do list that will help you stay focused, create a recurring task to remind yourself of routine chores or allow to even assign tasks to others.
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Create a Task
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Track the status of tasks.
Creating a new task is straightforward. In any version of Outlook, you can use the keyboard shortcut "Ctrl+Shift+K" to open a new task form. In Outlook 2007, you can also create a task by clicking the "Office Button," selecting "New Appointment" and clicking "Task" in the "Create New Outlook Item" list. In Outlook 2003 or earlier, click the drop-down arrow next to the "New" button and select "Task," or go to the "File" menu, point to "New" and then click "Task."
Once the task form is open, you can enter as much or as little information as you need. On the "Task" tab of the form, enter a subject that will remind you about the task. Select a due date and start date to help you stay focused. In the "Status" drop-down list, select the stage this task is currently in, and set an alarm time in the "Reminder" section if you want Outlook to jog your memory. In the message box, type whatever information you or anyone else working on the task will need.
Use the "Details" tab to track the completion date, the amount of time spent on the task and other information that you might need.
Recurring Tasks
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Task recurrence.
If you need to track a task that you tend to repeatedly, create a recurring task in Outlook. Create a new task using the standard methods. To make it a recurring task, click the "Recurrence" button. Select a pattern, such as "Daily, Weekly or Monthly" or another range of recurrence. Choose an end date if desired, or select "No End Date" to leave the recurring task open-ended.
If you later want to stop a task from recurring, click the "Recurrence" button and select "Remove Recurrence."
Click "OK" to apply any changes and close the "Task Recurrence" window.
Assign Tasks
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Task assignment.
One way to be more productive is by delegating tasks to others. Outlook makes it even easier for you to do so. On the task form, click "Assign Task." Click the "To" button to select someone in your contact list, or type in an email address to assign the task to someone not in your list of contacts. Make changes, add details and include a message if desired. Make sure to select the "Send Me a Status Report when This Task is Complete" button if you want to be notified when the task has been completed. When you are ready to assign the task, click the "Send" button. The recipient will receive the task as an email message.
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