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Rediscover the robust task management features in Microsoft Outlook 2010. Author Gini Courter explains the difference between Outlook tasks and To-Do Lists, and shows how to use Outlook 2010 to handle both business and personal schedules, from making appointments, to creating and completing tasks, to color-coding calendars and tasks for at-a-glance review.
Olivia agreed to perform a task that Judith assigned her to design a survey for the Northern California expansion. And now Olivia is actually begun to do some work on this, so she has marked this as In Progress or another way she could do this as she could simply change the % Complete to anything greater than 0. So if she says she's about 10% complete on this, it's still going to be marked as In Progress. Now at anytime she can send a status report also on this task, but I'm going to go ahead and Save & Close it and we're going to do that separately so that we can take a look at what this looks like in Judith's inbox.
So let's say now that Olivia would like to send a status report explicitly to Judith, so let's mark this as half done she's finished half a task and she is going to send this status report and she says I think that I could use a contact in Yosemite, do you have any suggestions. So she's sending this to Judith and then she's also saying the task is ahead of schedule right now, so she is going to send this.
Now a little later on she actually completes the task, so she can either mark it as a 100% or she can click the drop-down and click Completed. When she does that and Save & Closes the task, notice that the task is no longer on this list, but she can change to a view that would allow her to see completed tasks, so she looked at the Simple List to you for example. The Design survey is now crossed out and marked as complete. Let's now go take a look and see how Olivia's work on the task updated the task in Judith's task list and sent her a series of communications that appeared in her inbox.
Here we are in Judith's task list and the first thing you'll notice is whoa! we don't even have this item anymore and that's because it's been completed, I'm going to change Views to a Simple List view and you'll find that the design survey for California Expansion is actually marked off here, but it's also bold, its the one item here that showing as having not been read yet in this folder, let switch over to mail and take a look and see what we heard Olivia about this project.
First we sent this status report and said I think I could use a contact in Yosemite. Do you have any suggestions? And said the task is currently ahead of schedule. So at that point in time it was 50% done and if we'd switch back to Olivia's inbox then we would've found that it updated the task at 50%. Later Olivia actually completed the task, marked it at a 100% and so at this point when this message was received here by Judith even though she hadn't read it yet automatically Outlook updated this task if I double-click here, here is our completed task it looks great and again as Olivia was working the project whenever she would send a status report it would automatically be sent, but also by simply completing the task it was automatically marked as Complete here in Judith's task list.
Judith is accountable for the task, she wants to make sure that it's been done, but this process of delegating a task and asking someone simply to track their progress, means that she won't have to bother Olivia for updates in regular basis. She'll receive them simply because she kept a copy of the task in her task list.
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