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Information Technology Services Help Desk
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Last Updated: 18-Jun-2009
Information Technology Services
Information Technology Services: Using Tasks

Using Tasks in Outlook

Create 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.

    You have now entered enough information to create a task. The following steps are optional, but will help you better manage your tasks in Outlook.

  3. On the Task tab, in the Actions group, click Save & Close or continue with the following steps to customize your task.
  4. If you want, set the Start date and the Due date for the task. If you specify a Start date, the Due date field is automatically set to the same day. You can change the Due date field to any date that you want.
  5. If you want to make the task recur, on the Task tab, in the Options group, click Recurrence.
  6. 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:
    • 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.
    • 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. Each time that you mark the task complete, a new task will be created based on your specifications.
      Tip: 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. For example, if you have a reminder to pay your utility bill on the 15th of each month and you do not mark the occurrence on April 15th as complete, in May you will still see the not yet completed April 15th task. Only after you mark the April 15th task as complete does the May 15th occurrence of the task appear.
  7. Click OK to close the Task Recurrence dialog box.
  8. If you want to add a reminder alert, select the Reminder check box, and then enter the date and time for the reminder.
  9. On the Task tab, in the Actions group, click Save and Close.

Mark a Task Complete

  1. Double-click the task to open it.
  2. In the % Complete box, enter 100%.
    The Status and % Complete fields are linked. If you change the value in one field, the value in the other field also changes, according to the values in the following table.
      Status   % Complete
      Not Started   0
      In Progress   1-99
      Completed   100
      Waiting on someone else   0-100
      Deferred   0-100

Delegating a Task

  1. To create a new task, on the File menu, point to New, and then click Task Request.
    To assign an existing task, in the task list, open the task you want to assign, and click Assign Task.
  2. In the To box, enter the name of the person you want to assign the task to. To select the name from a list, click the To button.
  3. For a new task, in the Subject box, type a task name. (In an existing task, the Subject box is already filled in.)
  4. Select the due date and status options you want.
  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 the Actions menu, click Recurrence, select the options you want, and then click OK.
  7. In the body of the task, type instructions or information about the task.
  8. Click Send send email envelope.

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Return to E-Mail.

If you need to obtain an account please, read the Faculty & Staff Accounts page.
Keyboard Shortcuts
Create a new task (when in Tasks):

Ctrl + N

Create a new task (from any Outlook view):

Ctrl + Shift + K

Forward a task as an attachment:

Ctrl + F
Task Tips

You can specify a custom sound to be played with your task reminder. Click on the sound icon (sound icon) , then Browse, select the sound file to play, click Open, and then click OK. This changes the reminder sound only for this task.

You can change the color of a completed task by:
1. On the Tools menu, click Options.
2. Click Task Options.
3. Click a color in the Completed task color box.

You can change the color of an overdue task in the task list in Tasks view
1. On the Tools menu, click Options.
2. Click Task Options.
3. Click a color in the Overdue task color box.

Outlook 2007 integrates tasks on your Calendar so that you see them displayed beneath your day & week calendar views. To allot time for working on a task, simply drag the task onto your calendar to what ever time slot you have available.
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