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Outlook for Mac 2011 Essential Training
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Managing your tasks


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Outlook for Mac 2011 Essential Training

with Alicia Katz Pollock

Video: Managing your tasks

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.
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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Outlook for Mac 2011 Essential Training
3h 37m Beginner Oct 26, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up Exchange, IMAP, and POP accounts
  • Importing email and contacts
  • Reading, sending, and deleting email
  • Understanding the Outlook 2011 Information Rights Management tools
  • Organizing email with Conversation view
  • Creating and syncing contacts
  • Using tasks and appointments
  • Organizing with categories, flags, and smart folders
Subjects:
Business Email
Software:
Office Outlook Outlook for Mac Office for Mac
Author:
Alicia Katz Pollock

Managing your tasks

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.

There are currently no FAQs about Outlook for Mac 2011 Essential Training.

 
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