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Take your own to-do list and turn it into a series of Tasks that are easy to manage and complete within Outlook

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6.01, Tasks, New and Recurring - Exercise.docx
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Quick reference

Tasks: New and Recurring

Tasks are to-do items that are tracked electronically and can be recurring weekly or monthly.

When to use

A task list allows you to keep track of to-do items and check them off as they are completed. The process is simple and has many useful features.

Instructions

View Tasks: Click the Tasks icon on the Navigation Pane (or press Ctrl + 4)

Add New Task

  • Click New Task.

  • Enter the information for the task.

  • Choose Details to record job-specific task details for billing purposes.
      

Make a recurring task

  • Select a task and click Recurrence
  • Choose the recurrence pattern (daily, monthly, etc.) and how many recurrences you want to set up.
          

 

Know your task icons. They can show you at a glance what kind of Task you're looking at:

Mark as Done: Checking the box will put a line through the task indicating it has been completed. It remains on the task list as long as you determine it should.

 

Categorize tasks:

Sort tasks by clicking the column headers.

The Task Folder Pane: The folder pane shows the tasks and the to-do list, including emails flagged for follow-up.

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  • 00:04 We now switch over to the task section of Outlook.
  • 00:07 You can activate tasks with Ctrl+4 or
  • 00:10 you could just click on the button on the left-hand panel.
  • 00:14 When we come in here, we do have a home ribbon with a course, a new task,
  • 00:18 new email, new items.
  • 00:19 Please also notice, the screen itself says click here to add a new task,
  • 00:23 so you could just click onto the screen.
  • 00:26 Go ahead and type in the subject of the task, and then hit Enter to accept it.
  • 00:31 As soon as I hit Enter, it lowers down a bit, so
  • 00:35 I can see a brand new section to enter another task.
  • 00:40 When I click on the task that I just created,
  • 00:43 we have more items that light up up on top.
  • 00:47 So we can delete it, I can forward it.
  • 00:50 Notice, I'm just floating my mouse on these to see what they say,
  • 00:53 to learn what else I can do.
  • 00:56 If I'm done with the task, I can mark it complete.
  • 00:58 I can also remove it from the list.
  • 01:02 I can assign it to another day.
  • 01:04 I can change the view of this task.
  • 01:06 I want to look at detailed, simple list which is
  • 01:11 the one I prefer, to-do list, prioritized.
  • 01:15 And just go ahead and click on through these just to see which one you like,
  • 01:19 if they help you or if they don't help you.
  • 01:27 I'm going to go back to the detailed list.
  • 01:30 Again, selecting that particular task, I can move this task to a different folder.
  • 01:36 I can send this task to OneNote, or I love to categorize,
  • 01:40 I can categorize this task and put that under meetings.
  • 01:45 Notice, the category color popped up right there.
  • 01:49 I can, of course, mark this private, put importance on it, high or low, and
  • 01:54 that's about it for this task.
  • 01:56 There is one great thing I can do.
  • 01:58 So I'm going to double click this task to open it up and see all the details of it.
  • 02:03 We have an option right over here, the spinning circle called recurrence.
  • 02:07 So if this is something I want to see every week, I'll just hit the recurrence.
  • 02:12 Notice, the tooltip also says Ctrl+G.
  • 02:14 If that's something you want to memorize, go ahead.
  • 02:17 When I click recurrence, I can now tell it weekly,
  • 02:22 every two weeks, on Friday, and by a certain date, and hit OK.
  • 02:29 Now I'm going to save and close this.
  • 02:32 Now you would think that maybe I would have all of those show up on my screen,
  • 02:36 but they're not.
  • 02:38 Well, it's taking care of me by not flooding my task screen.
  • 02:42 So I'm going to go ahead and mark this one as done.
  • 02:44 Now, watch what happens.
  • 02:45 As soon as I click this, mark it as done or
  • 02:47 I could hit the mark complete up on top.
  • 02:50 Look what happened, it put a line through it that this is done and
  • 02:53 it loaded up the next one for me.
  • 02:55 I'm going to do it again.
  • 02:57 Mark complete and it loaded the next one two weeks out.
  • 03:02 So you see, it takes care of you.
  • 03:03 Now you don't have to view the ones that are done,
  • 03:05 you can change the view for that.
  • 03:06 But this is kind of a great feature, create a new task,
  • 03:12 recur the task, mark it as complete so you can see the next one load right up.

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