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Outlook Web App (OWA) 2010 Essential Training
Illustration by Richard Downs

Creating a task


From:

Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Creating a task

Tasks are pieces of work that are assigned to you that you don't necessarily want to have on your calendar. For example, if you know that you need to spend three hours today editing a proposal, I put that on my calendar because you really need those three hours and you don't want somebody else bothering you during that time. So you're going to block that time on your calendars and appointment time with yourself. But if I have a deadline to review something two weeks from now or if I need to make sure that I have something done that doesn't require huge amounts of time, but I just need to get it on a list, that's a task.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Creating a task

Tasks are pieces of work that are assigned to you that you don't necessarily want to have on your calendar. For example, if you know that you need to spend three hours today editing a proposal, I put that on my calendar because you really need those three hours and you don't want somebody else bothering you during that time. So you're going to block that time on your calendars and appointment time with yourself. But if I have a deadline to review something two weeks from now or if I need to make sure that I have something done that doesn't require huge amounts of time, but I just need to get it on a list, that's a task.

Now if you want to spent some time understanding more how tasks and calendar appointments relate and how you might best use OWA in order to enforce the rules around that and help yourself speed up your work life, I would recommend a time management course that's in the lynda.com library. But let's just suffice it to say if it takes time during your workday and you need other people to leave you alone for that time, you want to put it on your calendar. If it's a deadline you want put it on your calendar like a hard deadline. But if it's just something that you need to track for right now; either it's a long way out on the horizon or it doesn't take time it's a small thing, that's a task.

So for example, a great example of a task is that I need to fill out my expense report. I'm just going to put expense report, its all I need to put. Its due actually on the day after the end of the month, so it's going to be due on the first. I'm okay either not having a different start date or I could say I'm going to start it on the 28th. A task has a status: not started, you're working on it, it's done, waiting on others, or deferred; deferred simply means not right now it just became a non-priority.

So not started is the default. There are three different priorities: normal is I need to get this done when I said I would; high is I need to get this done when I said I would really, really need to get this done when I say I would; and low priority as if this doesn't get done it's okay. So I set a priority so that I can decide when I don't have enough time in my work week what I focus on and that should be the items that are high-priority. You want to make sure there are items that are high-priority for you, not simply items that are high-priority because there someone else's priorities.

You need to be able to manage your own time. Date completed is None, because this isn't done yet, and the % complete is 0 because it's not started, but I have these ways of saying, oh I'm about a quarter done or half done or so on. If I want to be reminded about this, I need to set a reminder. I'm going to say please remind me about this on the 28th towards the end of the day, so I start gathering my expenses maybe three in the afternoon. This is other information that I can track: about, how much time I spent, about any billing hours and other items and this is actually to allow me to enter information that could then be summarized someplace else. For example in a project plan.

If I want to put an attachment on here I could. If I have an expense report that I am ready to fill out this is a great place to put the template is right here. To go get my expense report for example, we'll just attach to this, just so you can see how that works. This is the survey I filled out earlier in the week. But notice I can put the documents that I need right here, so that I can fill this out really easily. And then this is actually part of finance if I wish. But it's also maybe that's an overstatement that it's finance time. I might want to have a new category that's called paperwork for the things that I need to get done each and every week or each and every month.

We'll just give it a nice gray color and that'll be good. So now I can say, yeah, this is some of my paperwork. There is my new task. It's all set up and I'm going to click Save and Close. And this new task to complete the expense report is added to my list here in a OWA.

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