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About this lesson
Open and edit tasks to add more detailed information.
Exercise files
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5.04 edit-task-details - Exercise.docx52.7 KB 5.04 edit-task-details - Exercise solution.docx
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Quick reference
Add More Details to Tasks
Edit a task to add more information and display that information in the grid.
When to use
We edit a task whenever we need to update information.
Instructions
We can make changes to tasks in our task list at any time.
Edit a Task
- Hover over the task to edit and click the 'i' icon.
- The task details pane will open.
From here we can edit every aspect of our task. We can change who the task is assigned to, the start date, the completion status, the bucket, the label, and the priority. We can add attachments, notes, and checklist items as well as any comments.
- Click the X to close the task pane.
Show Completion Status Column
If we edit a task and update the information, we might then want to view that updated information in the grid. For example, if we update the completion status of a task to show 75% complete, it would be helpful to be able to see that information.
- From Grid view, click Add column.
- Choose % complete from the drop-down menu.
- 00:04 So I now have all of my tasks from the spreadsheet in my project plan.
- 00:10 And you can see that I have added that basic information, so
- 00:14 the start and finish dates, the duration,
- 00:17 who they're assigned to, if it's been costed, and also the status.
- 00:21 Now as I mentioned there is other information that I can add to these tasks,
- 00:26 so let's take a quick look at that.
- 00:29 So let's use the first task as an example, Get Inspired on Pinterest.
- 00:33 I'm going to click on the, i, to open up the task details pane.
- 00:38 Now notice at the top here we can see immediately who this task is assigned to.
- 00:42 If I want to assign this task to more people, I can simply click on the plus and
- 00:47 select somebody else from the list.
- 00:49 Underneath, I get the opportunity to add in some labels.
- 00:52 And we're going to talk about labels in a later lesson.
- 00:55 So for the time being, I'm just going to leave that as blank.
- 00:58 I can choose to add in some notes.
- 01:00 We have our start, our finish date, our duration, and
- 01:04 also the percentage complete.
- 01:06 We then have the bucket that this particular task is assigned to, currently
- 01:10 everything is assigned to Bucket 1 because I haven't created any additional buckets.
- 01:15 And then we have the priority, which is set to Medium.
- 01:18 If I click the drop down here, I'm just going to change this to Important.
- 01:22 We then have Checklist items that we can add underneath.
- 01:26 And if we scroll all the way down, we can add in any dependencies and
- 01:29 also attachments.
- 01:31 Then run to the bottom here I can choose to add this project to a team's
- 01:36 channel in Microsoft Teams.
- 01:38 And we're going to take a look at how those two applications integrate
- 01:41 a bit later on.
- 01:41 So everything that we can add about a task, we can find in this window.
- 01:48 So I'm going to scroll to the top, and I'm just going to quickly add a note in here.
- 01:53 So where it says Add a note, we just need to click our mouse.
- 01:56 And I'm going to leave a little note for myself to, Take a look at B&Q's Pinterest,
- 02:02 because they have so many inspiring pins related to kitchen renovations.
- 02:08 So I'm going to add a note in there and
- 02:10 check out what happens as soon as I click away.
- 02:13 Take a look at the Quick Look column in our plan.
- 02:17 Notice that this is now updated with a little note icon.
- 02:21 So this is a way that visually indicates to me that there is some kind of note
- 02:26 attached to this particular task, and this is why this column is read only.
- 02:31 It automatically updates depending on other things that we're adding to our task
- 02:35 details.
- 02:36 Now one final thing I'm going to do here is I'm going to update the percentage
- 02:40 complete.
- 02:40 So I'm going to say that I've kind of started looking and
- 02:43 this is kind of 10% complete.
- 02:46 So I'm going to enter 10 in there, just press the Tab key.
- 02:49 And then when I click on close,
- 02:51 I can see that percentage complete in a couple of places.
- 02:54 Now if I had the percentage complete column added,
- 02:56 I would be able to see it on here.
- 02:58 So let's do that straight away.
- 03:00 I'm going to say, add column, % complete.
- 03:04 And there we go, it's added it on to the end and
- 03:06 we can now see that this first task is 10% complete.
- 03:09 I can also see it if I switch across to Timeline view.
- 03:13 Once again, I'm going to go to date and we're going to jump to January 2nd,
- 03:18 2023, and we've got our, Get Inspired with Pinterest task at the top here.
- 03:24 And notice that the first part of that is shaded in a darker blue.
- 03:29 So that tells me the percentage complete when I'm looking in this view.
- 03:34 Another thing you might want to do if you look through this project plan,
- 03:38 you can see that some of these tasks, such as, let's say, task number 20 here,
- 03:42 Rewire Kitchen.
- 03:43 Now this task is assigned to Olivia.
- 03:46 She is the one overseeing this particular task, but
- 03:49 she's not actually the one doing it.
- 03:51 The electrician that we've booked is going to be rewiring the kitchen.
- 03:55 Now remember, in project for the web we don't have a resources section where we
- 03:59 can start assigning external contractors to specific tasks.
- 04:03 But what we could do instead is add another custom column,
- 04:07 maybe a text column,
- 04:08 where we can add some information about who's actually carrying out the work.
- 04:13 So once again, let's click on Add Column.
- 04:15 We're going to go to, New field, and we're going to choose,
- 04:19 let's choose a Text column and the Field name.
- 04:24 We're going to call this Contractor and click on Create.
- 04:28 So now I have a contractor column, which means that this task just here,
- 04:33 if I click in it, I can free type in some information.
- 04:36 So maybe we've hired Handyman Electricals to do this work.
- 04:42 So I can type that in there and it acts as kind of a note to myself, but
- 04:46 also shows me the resource that's allocated to this particular task.
- 04:50 So lots of things we can change through that edit task details pane.
- 04:54 And you've also seen there how we can add more information related to resources and
- 04:59 completion dates by adding additional columns.
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