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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
In addition to managing your email, calendar and contacts, Outlook also has the ability to manage your to-do list as well. Outlook's tasks are found by clicking in the lower-left corner on the word Tasks. You can also get here by going up to the View menu, highlighting Go To, and choosing Tasks. You can get here from anywhere in Outlook by pressing Command+4 on your keyboard. To create a new task, click on the Task button in the upper-left corner. A little window will open. You can also create task by clicking on the New button from anywhere in Outlook and choosing Task.
Type-in the task name here. I'll put-in Pay mortgage. If it has a specific due date, click where it says No Date and a calendar will appear. enter the date by when you need to complete this activity. I'll put-in the following month on the 4th. If you need to track when you began the work, you would enter in a start date. Otherwise, you can leave it blank. If you like a reminder about it, click where it says None and choose a date and time. Outlook will pop-up a little yellow reminder in the bottom-right corner when it's time.
I'll tell it to remind me on the first day of the month. If you have any notes you'd like to associate with the task, enter them here at the bottom. If the task was recurring, you can specify how often it should renew itself on the list. We went over this in detail in the chapter about calendars. I'll go to Custom, change it to repeat monthly, and have it re-add to my task list on the first day of the month, and click OK. If I need to change that Recurrence, I can do it by clicking on the Recurrence arrow up here or on these little rolling arrows down here.
If I want to assign this task to a category, I can do that using this button in the toolbar. I can pick it off of this list. I can also assign a category by picking up the task and dropping it on that task in the list. If I want a task to have its own flag, I can do that here. We'll talk about flags in a future video, and if the task is highly important, I'll add this exclamation point and if it's not at all important, I'll use this down-arrow to make it less of a priority. When I'm done, I'll click Save & Close and it will appear on my list. When I finish the task and I am ready to mark it off of the list, I can either click the box to its left or on the Mark Complete button on the toolbar.
The item will briefly get a checkmark, then disappear off the list. Emails, calendar items, and even contacts can also be turned into task list items. That technique is called flagging and is covered in detail in a later video in this course. Creating new tasks is so easy, but you should use them for everything from shopping lists to managing your employees.
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