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Outlook Tasks
This document provides information regarding using tasks in Microsoft Outlook 2007.
Overview of Tasks
A task is an item that you create in Outlook to track until its completion. Through the use of
tasks, Outlook 2007 allows you to create a single to-do list, enhanced with reminders and
tracking.
Creating a Task from the File Menu
1. On the File menu, point to New, and then click Task.
2. In the Subject box, type a name for the task.
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3. Set optional features, as described in the next section, if desired. Click Save & Close
when finished.
Optional Features for Managing Tasks
1. Set the Start date and the Due date for the task.
2. If you want to make the task recur, click Recurrence.
a.
In the Task Recurrence dialog box, click the frequency (Daily, Weekly, Monthly
or Yearly) with which the task should recur, and then do one of the following:
i.
To make the task recur based on a regular interval, in the Recurrence
pattern section, select the options for the frequency interval that you
want. Do not select Regenerate new task, or the task will not recur at
regular intervals.
ii.
To make the task recur based on completion date, select Regenerate new
task, and in the box, type the amount of time after which a new task must
be generated.
1. Each time that you mark the task complete, a new task will be
created based on your specifications.
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2. This is your best choice when you do not want the next reminder
for a task to appear until the previous one is marked as complete.
If you do not mark the item complete, the next reminder will
never appear.
b. Click OK to close the Task Recurrence dialog box.
3. If you want to add a reminder alert, select the Reminder check box, and then enter the
date and time for the reminder.
You can specify a custom sound to be played with your reminder. Click , click
Browse, select the sound file to play, click Open, and then click OK. This
changes the reminder sound only for this task.
4. If you want to track your progress on this task, in the Status, Priority, and % Complete
boxes, enter the desired values.
a.
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5. If you want to assign a color category to your task, click Categorize, and then click the
appropriate color category on the menu. For more color categories, click All Categories.
6. If you do not want other people to see a shared task entry, click Private.
7. If you want to enter mileage, work hours, and other billing information, click Details.
Type the information in the Total work, Actual work, Mileage, and Billing information
text boxes.
8. Click Save and Close when finished.
Creating a Task from an E-mail Message
When you drag an e-mail message to Tasks in the Navigation Pane, the contents of the e-mail
message, except attachments, are copied to the body of the task. Even if the original e-mail
message is later deleted, the task is still available.
1. Click an e-mail message to select it.
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2. Drag it to the Tasks button on the Navigation Pane.
Drag the e-mail message from
the Inbox to the Task button.
3. A new task item window appears, and a copy of the e-mail contents is pasted into the
task body. The subject of the e-mail message becomes the subject of the task.
4. To add the message as an attachment to the task instead of pasting the text into the task
body, right-click the message and drag it to the task list. On the shortcut menu, click
Copy Here as Task with Attachment.
Creating a Task in the To-Do Bar
To create a new task in the To-Do Bar,
1. Click in the Type a new task text box (called the Task Input Panel).
2. Type a subject for the task, and then press Enter.
3. By default, the task will be assigned a due date and a start date as
today. However, the task can be opened to adjust/add the
settings.
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4. To move a task up or down on the list, click and drag the item to the desired position. As
you drag the task, a red line with arrows indicates where the task will be placed when
you release the mouse button.
Creating a Task in the Calendar
The Daily Task List appears only in the Outlook Calendar day and week views.
1. In the Daily Task List, as your pointer hovers, Click to add task is displayed.
2. Click any blank space beneath a day column.
3. Type a subject for the task, and then press Enter.
4. By default, the task will be assigned a Start date and Due date of
the day in the column above the Daily Task List. Right-click the
task, and then click Open to open the task and change the start
and due dates, as well as any other settings.
5. To move a task up or down on the list, click and drag the item to the desired position.
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As you drag the task, a red line with arrows indicates where the task will be placed
when you release the mouse button.
Overview of Assigning Tasks
In addition to creating your own tasks, you can create tasks to assign to others. With Outlook,
task management is quick and efficient.
After you create a task and assign it to someone, you might have some management duties to
perform in maintaining it until it is complete. For example, you might want status reports and
updates on the progress of the task. Also, if the person to whom you assign the task rejects it,
you might want to reassign it to someone else.
Please note that if you assign a task to more than one person at a time, you cannot keep an
updated copy of that task in your task list. Therefore, to assign a project that involves more than
one person and still have Outlook keep you informed of its progress, divide the project into
separate tasks and assign each task individually.
Assigning Tasks
1. A new task can be assigned or an existing task can be assigned.
a. To assign a new task, on the File menu, point to New, and then click Task
Request.
b.
To assign an existing task, in the task list, open the task that you want to
assign. Click Assign Task.
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2. In the To box, enter the name or e-mail address of the person to whom you want to
assign the task.
3. In the Subject box, type a name for the
task.
4. Select the desired Due date and the
Status options.
5. Select or clear the Keep an updated
copy of this task on my task list check
box and the Send me a status report
when this task is complete check box.
6. If you want the task to repeat, click
Recurrence, select the desired options, and then click OK.
a. A copy of the task will remain in your task list, but it will not be updated. If
you select the Send me a status report when this task is complete check box,
you will receive a status report for each completed occurrence of the task.
7. Click Send.
Responding to a Task Assignment
1. Open the task or task request.
2. Click Accept or Decline.
3. Do one of the following:
a. Click Edit the response before sending, type your comment in the
message, and then click Send.
b. Click Send the response now.
Reclaiming a Rejected Task
1. Open the e-mail message that contains the task request. This message is usually in
your Sent Items folder.
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2. Click Return to Task List.
3. You can also reclaim the task from the declined task message by clicking Return to
Task List.
Tracking Tasks
There are three ways to track the tasks that you have assigned to other people:
1. Automatically keep copies of tasks that you assign and receive automated status
reports.
a. On the Tools menu, click Options.
b. Click Task Options.
c. Select the Keep updated copies of
assigned tasks on my task list check box.
d. Select the Send status reports when
assigned tasks are completed check box.
2. View tasks that you have assigned to others.
a. Click Tasks.
b. On the View menu, point to Current View, and then click Assignment.
3. View the list of people who receive updated copies of an assigned task.
a. Open the assigned task for which you want to view the list.
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b.
Click the Details button, and view the names in the Update list box.
Sending a Status Report or Comment
1. Open the task for which you want to send a status report or comment.
2. Click either Send Status Report, Reply,
or Reply to All.
3. Enter recipient names or e-mail addresses
in the To and Cc boxes.
a. If the task is assigned to you, then
the names of people to be updated
are added automatically.
4. In the body of the message, type any
information that you want to include in
the status report.
5. Click Send.
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