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About this lesson

Tasks can be assigned to an assistant or co-worker via email, and an automated response keeps you updated on the status. Also change the view with a simple click.

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2016, 2019/365.

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Assign Tasks, Add Column Headers.docx
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Quick reference

Assign Tasks, Add Column Headers

Tasks can be assigned to an assistant or co-worker via email, and an automated response keeps you updated to the status.

When to use

An assigned task is an automated feature of pure electronic communication. It begins with an email assignment, acceptance by the other person, and then an automated notification process updating you of the status.

Instructions to Assign Tasks:

   OR  

  1. Create a New Task and click “Assign Task”
      
  2. The task screen becomes an email. Enter an email address and then click Send:
  1. The Task arrives in the recipient’s inbox with a Task icon:


    They will either Accept or Decline the Task:

Instructions to Add Columns to the Task View:

To keep track of vital information, such as “Assigned To” or “Completed Date”

  1. In the Task View, choose “View” Ribbon ,
    click “Add Columns”      
  2. Select “Assigned To” and “Date Completed”
    click “Add”   and Move Up

    New Column Headers:

     
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  • 00:04 A marvelous feature about tasks is actually getting help from other people,
  • 00:08 and electronically alerting them to that.
  • 00:11 I'm in my task area.
  • 00:12 I'm gonna go ahead and click on a brand new task that I've already typed up.
  • 00:16 I need someone to help order lunch for the executive meeting, and
  • 00:19 here's the order right down here, so I've got all the details written in there.
  • 00:23 Basically what I'm gonna do is assign the task to someone else,
  • 00:26 maybe it's after hours and they're not there for me to ask.
  • 00:29 So I'll go ahead and click the assign task button.
  • 00:32 It becomes an email.
  • 00:34 I can enter in the email of the person I want to assign this to,
  • 00:37 all the details are here.
  • 00:39 I can go ahead and
  • 00:40 put the due date on for Monday and and I'll leave everything else the same.
  • 00:45 Right down here,
  • 00:46 I can uncheck these if I want to keep an updated copy of this task on my task list,
  • 00:51 so I can keep an eye on it to remind me I did assign it to someone else.
  • 00:55 And send me a status report when this task is complete.
  • 00:58 Meaning, when they mark it done,
  • 01:00 I automatically get a email that it has been finished.
  • 01:02 I love that option, so I'm gonna leave both of those checked, but
  • 01:05 you do have the option to uncheck those, and then go ahead and hit send.
  • 01:09 Now this will go ahead and send right out of my inbox.
  • 01:12 Take at look at the bottom, it says sending message, happened very quickly.
  • 01:16 I'll go over to my email and I will hit my send receive button and
  • 01:22 you'll see it show up in my inbox right here.
  • 01:25 One unread email and there it is.
  • 01:27 It appeared on my inbox with a little task symbol on it, so it's not an email.
  • 01:32 That is a flag to the person that received it, this is a task.
  • 01:36 When I activate that email, notice right down here.
  • 01:39 It says, accept or decline.
  • 01:41 I have the option to accept the task, which then lands on my task list.
  • 01:46 Or I can decline the task.
  • 01:48 So, depending on if it's your boss, you might not want to decline a task.
  • 01:53 I'll go ahead, and I'll click accept.
  • 01:56 After I clicked accept, it landed on my task list and
  • 02:00 now I can perform the function and get back to the boss, said it is done.
  • 02:04 In the meantime,
  • 02:06 let's just say I'm back on my, I'm the boss again ad I'm looking at this list.
  • 02:11 I can't remember who I assigned that task to.
  • 02:14 Well, our headers will give us that clue.
  • 02:16 So, on the view ribbon, we do have the add columns button and of course,
  • 02:20 right away, up comes my task list.
  • 02:23 One of them says assign to.
  • 02:25 I can add that, I can move it up to a different section and hit okay and it will
  • 02:29 actually show me the email address to the person that I assigned that task to.
  • 02:34 So at the ready all that information is right there for me.
  • 02:39 I'd also like to know when it's completed, what the completed date is.
  • 02:43 Again I can click the add columns and I can look here for date completed.
  • 02:49 When you find it, go ahead and hit add.
  • 02:51 Move it to where you'd like it to be and hit OK.
  • 02:55 Now, I have due date.
  • 02:56 I can resize these.
  • 02:58 I have date completed.
  • 02:59 I have categories assigned to.
  • 03:01 There we go. As soon as this is done.
  • 03:04 It will show me the date completed, date assign, due date, date completed and
  • 03:08 who it got assigned to, with a line through it.
  • 03:11 These features are wonderful to keep track of your job and just to follow up and
  • 03:15 make sure when someone asks, did you get it done?
  • 03:17 Yes, as a matter of fact, I did.
  • 03:19 Today, on the first, and you could even show at what time.
  • 03:22 So, I hope that helps you.

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