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Flagging an item as a to-do

From: Entourage 2008 for Mac Essential Training

Video: Flagging an item as a to-do

Now we'll take a look at another new feature of Entourage 2008, the To Do list. Like Entourage's Task area, the To Do list gives you a single place to keep track of all the things you need to get done, but gives you the added advantage of being able to also flag things like e-mails and contacts that you need to tackle at some point, so you can truly you see everything you need to do in one place. You can also sort and filter the To Do list by priority or by due dates to make it real easy to figure out what you want To Do next. Let me show you how this feature works. There are a couple of ways to get to the To Do list. You can find it in the Tasks area, by going to To Do, and then notice that the items in the Tasks list are always added to the To Do list automatically.

Flagging an item as a to-do

Now we'll take a look at another new feature of Entourage 2008, the To Do list. Like Entourage's Task area, the To Do list gives you a single place to keep track of all the things you need to get done, but gives you the added advantage of being able to also flag things like e-mails and contacts that you need to tackle at some point, so you can truly you see everything you need to do in one place. You can also sort and filter the To Do list by priority or by due dates to make it real easy to figure out what you want To Do next. Let me show you how this feature works. There are a couple of ways to get to the To Do list. You can find it in the Tasks area, by going to To Do, and then notice that the items in the Tasks list are always added to the To Do list automatically.

You can also get to the To Do list from the Calendar area by clicking the To Do list button right here. And this opens the to-do list in its own little pane over here so you can continue looking your Calendar if you need to. Incidentally, also notice this Create a Task field down here for quickly creating a task that having to go to the Task section. So if you're working in your Calendar and you need to remind yourself to you perform a task you just come down here and enter it here and it will automatically get added to your Task list. You can also get to the To Do list in the Favorites bar. You can see it is right here, To Do list, as long as you have removed it from the Favorites bar, you can click it and that takes you back to the main view of the To Do list in the Tasks area.

So now let's add some items to the To Do list. I'll go over to my e-mail and in here I have this e-mail from Jan telling me to pick up my parking pass by next Tuesday when they're repaving the parking lot. So I need to remember to do this so with that e-mail selected, I'll come up to the To Do button here and click the arrow next to it, and from here I can specify when this is due. So I can say it's due Today, Tomorrow, This Week, Next Week, No Due Date, or I can actually choose a date as well.

Notice that each one of the selections also has a keyboard shortcut This little caret (^) symbol here next to the number is the Control key symbol. So for instance if I wanted to make this due by the end of this week, I can also just select the e-mail and press Control+3. But since I'm up here already, I'll select this week from this menu. So you can see that puts a little flag next to the e-mail and it also puts it in the Preview pane here and it tells me and that it's flagged as a To Do item. Telling me I should start it by January 30th and that it's due by February 1st, which happens to be the week I'm working in right now.

And now if I go back to my To Do list, I see the parking lot my e-mail right here. If I double-click at the e-mail itself pops up, so I can refresh my memory on exactly what it is I'm supposed to do. I'll close that. Now you can also add a reminder to any item in your To Do list, which I suggest you do for important items because until you get used to the idea, you might not make it a habit to be constantly checking your To Do list. So with this item selected here in the To DO list, I go back up to the To Do button, and I can choose Add Reminder.

I can see that it is due by the first, so I might want to add a reminder say on the 31st, just to make sure I do it by then. And if you want to change the time, we can always come in here and say, make sure I do it by three o'clock PM, on Thursday. You can see that puts a little reminder there and if you recall from previous movies, you see a little reminder pop up in the lower portion of your screen when that time comes. So that's one method of making an e-mail a To Do list item. Let me show you one more thing about that. Let's go back to e-mail. You'll notice next to each one of the e-mails is a little uncolored flag, except for this one, which is colored because I did to flag this as a To Do.

But you can use the flag next to each e-mail message to tag it as a To Do item. So I can just click one, puts a little flag next to it and, by default that marks the flag as an item I need yo do today, January 28th. You can see it says, "Start by 1/28. Due by 1/28." But if I need to change that, I can always just come up here and make it due another time. I could say Next Week. Also clicking on a flag next to an e-mail, turns it into a check mark, which indicates you've completed whatever it is you needed to do. So that tells me that it's done. If I go over to my To Do list now, you can see that that item is actually crossed off as completed and you can see those little check box next to it.

Of course I can uncheck it from here and if I go back to my e-mail again, you can see it's a regular flag. If you ever accidentally mark an item as a To Do, just select it, come up here and choose Clear To Do Flag. And that takes that away. Now as I mentioned earlier, you can also flag contacts as To Do's, which is really useful if you need to remember to call somebody by a certain time. So I can go over to my Address Book, select one of my contacts and just flag him. Again we can use the To Do button up here or just click the little flag icon next to it.

And that flags him as a To Do item, so if I go to my To Do list, I'll see him right there. If I double-click, that opens up his contact information, and I can remember, oh right, I'm supposed to call Barney. And as before, you can also add a reminder to your To Do item, even if it's a contact, so get a reminder to call this person up. So that's how you make a contact a To Do. Now we've already seen that creating a task automatically makes it a To Do item. So that's yet another way to create To Do item. The last method of creating it To Do item that I'll mention is just doing it manually. Just go to your To Do list, click New, and just enter the information for the To Do. So maybe I need to make dinner reservations for Friday and I could say it's due on, say by the 31st, so I do it a day ahead of time.

Set myself a reminder to also do it on the 31st. Make that around noon- let's make that around 1 p.m. And let's close and save that. And there's my To Do. So that's how we manually create a To Do. It is just like creating a task. Alright. So that is your To Do list. Again, you can double-click items to open up for more details, filter through them with the Task Views over here, if you want to find the ones you've changed in the past seven days or completed or that are due today, you can do that.

Remember you can also sort the list, by using the column headers here. Or you can filter for using the Quick Filter bar here or even the Search bar up here. And of course once you're done with a To Do item you can just check them off as a completed items.

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This video is part of

Image for Entourage 2008 for Mac Essential Training
Entourage 2008 for Mac Essential Training

40 video lessons · 8286 viewers

Garrick Chow
Author

 
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  1. 1m 2s
    1. Welcome
      1m 2s
  2. 14m 53s
    1. The toolbar
      5m 22s
    2. The Favorites bar
      2m 14s
    3. The main window and the Quick Filter
      3m 58s
    4. Components overview
      3m 19s
  3. 24m 21s
    1. About identities and accounts
      2m 30s
    2. Creating a new account
      11m 13s
    3. Configuring POP and IMAP settings
      5m 32s
    4. Importing data from other mail applications
      3m 19s
    5. Making Entourage your default email application
      1m 47s
  4. 27m 57s
    1. Importing contacts from the Address Book
      3m 26s
    2. Adding contacts
      6m 49s
    3. Display and search options
      6m 53s
    4. Creating groups
      3m 1s
    5. Working with vCards
      3m 22s
    6. Exporting contacts
      4m 26s
  5. 24m 3s
    1. Viewing the Calendar
      6m 26s
    2. Adding events
      10m 59s
    3. Sending and receiving invitations
      6m 38s
  6. 33m 42s
    1. Working with notes
      5m 58s
    2. Creating tasks
      5m 9s
    3. Flagging an item as a to-do
      6m 20s
    4. Linking items
      5m 2s
    5. Using My Day
      11m 13s
  7. 28m 56s
    1. Creating a new message
      7m 17s
    2. Formatting text
      3m 33s
    3. Adding a signature
      4m 33s
    4. Adding attachments
      5m 19s
    5. Replying to email
      2m 44s
    6. Forwarding and redirecting email
      3m 0s
    7. Sending email
      2m 30s
  8. 25m 13s
    1. Checking for new mail
      3m 10s
    2. Receiving and saving attachments
      4m 42s
    3. Managing junk mail
      7m 58s
    4. Creating message folders
      5m 0s
    5. Creating message rules
      4m 23s
  9. 16m 31s
    1. Creating a new project
      4m 55s
    2. Adding items to the project
      8m 59s
    3. Backing up the project
      2m 37s
  10. 22s
    1. Goodbye
      22s

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