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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.
Outlook's task management tools are almost as robust as its email tools. You can display just the task you want to see, in any order you want to see them. Outlook defaults whether your tasks are in a list like this, with the contents in a pane on the right, but you can change that. Go to the View menu and highlight Reading pane, where you can select Below and Hidden. You can also do that from the Organize Ribbon by clicking on the Reading pane button. Try having the contents below the window. When you use Below, the task list gives you additional column headers, including Folder, so you know where the original item is stored.
If they're hidden, you would double- click on the task to open it in a new window. I'll go ahead and close that window. To unhide your tasks, you can either drag this little dot down to the bottom or go back to the Reading pane. And I'll make it back to Right. For most people, Right is the most practical, if your list is long, because you can see all your tasks at once. At the top of the list of tasks, there's a relative column headers. The first box is a check box for when you finish the task. The second column with the eye at the top gives you information on what kind of task it is.
If it's a standard task, it will have a little clipboard. If the task was created by flagging an email message from follow-up, you'll see a little envelope. If it's a contact that you flagged, you'll see a little contact card. The third column header says Title. That's the name of the task. Date due shows you any due date that's you assigned. If you just added the task but didn't specify by when you need to finish, it will say No Due Date. The exclamation point indicates whether you set a high or low priority for the task. All of these headers allow you to click on them, to sort them ascending or descending.
If you go up to the View menu and hold your cursor over Columns, you can add additional columns to the List View. The ones with the checkmarks are the ones you can see now. To add a column to task list, click on it to add a checkmark. I'll add Categories. You can also see that list by right-clicking on your headers. To turn a column off, click that item again and the checkmark will disappear. If you add several columns to your list your list and you want to give it more room, hold your cursor carefully over the line, between the list and the details until you get the double-headed arrow, then drag it to the size that you want.
You can resize the headers by carefully holding your cursor over the line between them and dragging in exactly the same way. I'll make the Title bigger and the Category smaller. You can even drag the headers around to reorder them. For example, I can live the Category column to the second spot by picking up the header and dropping it after the completion checkmarks. Even if the column is not displayed, I can still use it to arrange the order of my tasks. On the Organize Ribbon, click on Arranged By and choose any practical method of sorting your list. I'll choose Categories.
If you've made a lot of changes to your Task View and its sort order, you can set it back to the defaults by selecting from the Arrange By menu > Restore it to Defaults at the bottom of the list. If you like all your modifications, you can set Outlooks' default to your current view, by choosing the next option, Make This the Default View. You can specify which types of action items appear on your task lists with these three checkboxes. If you uncheck Flagged Items, you'll see a list purely consisting of tasks. If you turn the box on, you'll also see all the emails, contacts, and calendar items that you marked with the flag for follow-up.
We'll explore flagging in detail in a later video. Overdue will display any tasks or flags that had a due date assigned. If you missed your deadline, the item will turn red here and it will tell you how many days overdue it is. If you check Completed, all the tasks you've finished and checked off already will be displayed. Now, let's go back to the Home Ribbon. Those three checkboxes are also here on the right side. To their left is a button for Filters, which works in a similar way. I can have it just show me my High priority tasks and even add a second filter for just the ones that are Overdue/ Because filters are cumulative, When I want them to go away, I'll click on Filters again, and tell it to Clear All Filters.
I am going to turn off my Completed items. Task is one of the areas where diligent use of your categories comes in handy. You can turn on and off the checkmarks in front of the categories in the navigation pane to see just the projects you want to see, and focus on what you really need to get done right this moment. For example, I can turn off all my Family and Personal items and just see my work items. If you are using your tasks list as your main workflow management, you can create new email messages while you're looking at your to-do list by clicking on this Email button up here.
If an item on your task list is an email that you flagged for follow-up, you don't even need to leave the task view to respond, you can reply to or forward the flagged email right here from the Ribbon. The wide variety of viewing options will allow you to manage your to-do list, so you always know what's ahead and when you need to do it.
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