Setting, Handling and Managing Outlook Tasks

Setting Tasks in Outlook

How does he/she stay so organized, you might ask? How does heshe send out the Divine Computer Tips each week without fail? Well, I could tell you that being a Virtual Angel has its advantages, but I'll let you in on one secret; I use Outlook's Tasks features like there's no tomorrow.

These can be one-time tasks (“Call Mr. Oyuko regarding potential opportunity”) or recurring tasks (“Write Divine Computer Tip and publish every Wednesday”).

1. To enter a task in Outlook, click on Tasks in your Outlook shortcut bar or go to New – Tasks.

2. A task form similar to the image below appears. This form has places where you can enter all kinds of information about your task.

3. In the Task form, describe the task (Subject).

3. Enter start date in the Start Date box.

4. Enter the due date in the Due Date box.

5. Describe the task's status.

6. Prioritize the task.

7. Jot down notes about the task.

By clicking the Recurrence button in the Task form, you can enter a task that gets repeated over and over again.

In the Task Recurrence dialog box, describe how often the task recurs. Outlook marks recurring tasks in the Task window with an icon.

Use the Details tab of the Task form to track the hours that you work on a project, the companies you work for, and how many miles you log going to a fro in your work.

Click the Save and Close button when you finish describing the task. Now, here's the divine part! You can set up your task so that Outlook reminds you of your task. To set a reminder, double click on your task. On the next screen that comes up, you have the option to set a reminder (Outlook calls it an alarm). Outlook defaults to 8:00 a.m., but you can set it to any time you choose.

Handling and managing tasks

When the time comes to manage the tasks in the Tasks window, you should be a stern taskmaster. Here are some tips for handling and managing tasks:

• Marking a task as complete: Open the task and at the top ribbon, Click on Mark Complete Button. Alternatively In the % Complete box, enter 100%.

• Deleting a task: Select the task and click the Delete button or press Ctrl+D.

• Editing a task: Double-click a task in the Task window to open the Task form and change the particulars there. Outlook offers a number of techniques for locating tasks in a crowded Task window:

• Change views in the Task window: Open the Current View drop-down menu and choose the view that can most likely turn up the task you're looking for.

• Categorize tasks: Assign tasks to categories and choose By Category in the Current View drop-down menu to arrange tasks by category.

 

For any assistance with the above please contact the respective ICT Helpdesks

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