Locked lesson.
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.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Assign Tasks, Change View
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
Assign tasks
- Create a new task and click Assign Task.
OR
- The task screen becomes an email. Enter an email address and then click Send.
- The task arrives in the recipient’s inbox with a task icon.
- They will either Accept or Decline the task.
Change the view of the task window
- In the task view, choose View ribbon, click Change View.
- Choose from one of the many available views to find your preferred setting.
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- 00:04 Okay, let's create a task and assign it to someone else and then allow the computer
- 00:09 to send through the updates electronically the way computer was designed to work.
- 00:13 First of all, of course, we can hit the new task to check this out.
- 00:17 Notice these words, click here to add a new task.
- 00:20 So in case you are not on the correct ribbon, you can just click this section.
- 00:23 Well, I've got one ready so I'll just go ahead and click this one already typed up.
- 00:28 So I can, at this point, I can hit the start date,
- 00:32 better put that in there for Monday.
- 00:35 And I can have the list there, and
- 00:39 I'm going to hit this button right over here that says assign task.
- 00:42 Now, at this point, my task just became an email.
- 00:46 So I'm going to go ahead and put in an email address, and
- 00:49 we're going to go ahead and hit Send.
- 00:50 Now keep your eyes down at the bottom of the screen.
- 00:53 Soon as I hit Send, this email is going to send out that fast, so
- 00:56 you better be ready when it happens.
- 00:59 Keep in mind also these two check marks I'm going to leave checked,
- 01:02 keep an updated copy of the task on my task list and
- 01:05 send me a status report when the task is complete.
- 01:08 See the computer will electronically update this.
- 01:11 I don't have to pester anyone.
- 01:12 Alright, so I'm going to go ahead and send this out.
- 01:15 And there it goes.
- 01:16 It just shot out of my outbox.
- 01:18 And there we go.
- 01:19 Now, in the meantime, what does it look like when a task arrives into an inbox?
- 01:25 Well, let's go ahead and check out my inbox.
- 01:27 Okay?
- 01:27 So I've got a task headed in because I know I sent it just a few minutes ago and
- 01:31 there it is.
- 01:32 Now I have been assigned a task by someone else.
- 01:34 Notice the symbol, this is a task symbol.
- 01:38 Check out this one down here.
- 01:39 This was a tracking it was a voting button symbol.
- 01:42 So, pay attention to these symbols,
- 01:44 they help you understand what's going on with these emails.
- 01:47 I'm going to just click this once.
- 01:49 And on my preview pane over here on the right hand side, I see an accept or
- 01:53 decline.
- 01:54 Well, if this is my boss, I'm certainly not going to decline it.
- 01:57 So I'll go ahead and hit accept, now this will fall onto my task list.
- 02:01 Click accept Yes, tell them I accepted it.
- 02:05 And let's jump on back over tasks, right over here.
- 02:08 When I click on my task pane here we go, now,
- 02:11 the symbols look a little different, right?
- 02:14 So way down here, please order lunch for
- 02:16 the executive meeting, with a little tiny clipboard and a little person on it.
- 02:20 That means I signed it out to someone else.
- 02:23 I'm going to close this, I was doing something.
- 02:24 Right over here, the top one, please make dinner reservations.
- 02:27 This isn't one that was sent to me.
- 02:29 Look at the symbol.
- 02:31 It's a little clipboard with a check mark.
- 02:33 Upper left corner.
- 02:34 Sort of matches this clipboard with a check mark.
- 02:37 But this one has a little down green arrow which means it downloaded to me.
- 02:40 I received it.
- 02:41 So again, I'm not asking you to memorize these little symbols off to the left,
- 02:46 I'm just asking you to be aware of those little symbols off to the left.
- 02:49 Okay. At this point, I'm going to go ahead and
- 02:52 click this and if I want, I can double click this to open it and
- 02:55 see if there were any more details, which there were not.
- 02:58 I'm going to close this.
- 03:01 I already hit accept.
- 03:02 So I'm going to mark this as done.
- 03:04 Actually let me double click that again because I want to show you I can mark
- 03:07 this as 50% done, and save and
- 03:10 close and now the person who sent it to me is getting an email
- 03:13 message it was down there at the bottom real quick, that I was 50% complete.
- 03:17 Now I'm going to completely mark this done.
- 03:19 Click.
- 03:20 Okay, there it is sending the message down at the bottom.
- 03:23 Okay, do you see what's happening?
- 03:24 The computer is talking back and forth to the other computer so
- 03:27 that humans don't have to pester each other.
- 03:30 This is great.
- 03:31 Now at this point, if the other person was keeping me updated,
- 03:34 I would see some stuff happening here.
- 03:37 The one last thing I want to point out is the changing the view.
- 03:40 See, I can't remember who I assigned that to or who that was from.
- 03:43 Well when you click on change view, check the this out.
- 03:46 I have an assigned button and it's giving me more information.
- 03:49 A detailed list, giving me the due date and the date completed and
- 03:54 which folder did I store this in date.
- 03:57 Change View, I only want to see active tasks.
- 03:59 Change View, I only want to see completed tasks.
- 04:02 See, we don't have to go to a lot of work to customize this view
- 04:05 because we have all these great options right here and I use them all the time.
- 04:10 Personally, I prefer the detailed view.
- 04:12 Thank you.
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