Locked lesson.
About this lesson
Take your own to-do list and turn it into a series of Tasks that are easy to manage and complete within Outlook
Exercise files
Download this lesson’s exercise file.
6.01, Tasks, New and Recurring - Exercise.docx182.2 KB
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.
- 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.
Lesson notes are only available for subscribers.