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Outlook 2010: Time Management with Calendar and Tasks

Creating a task


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Outlook 2010: Time Management with Calendar and Tasks

with Gini Courter

Video: Creating a task

As with everything else in Outlook there are many different ways to create a new task. If we're in either the To-Do List or the Tasks List you can simply right-click in an empty space and choose New Task, or you can on the Home tab click New Task. If you're in another application like Mail and you think, oh, I want to create a new task you can choose New Items on the Home tab and choose Task. You can also in any application hold Ctrl+Shift and hit the letter K, the last letter in the word Task to open a new task form.

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Outlook 2010: Time Management with Calendar and Tasks
2h 27m Intermediate Jan 17, 2012

Viewers: in countries Watching now:

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.

Topics include:
  • Creating an appointment, event, or meeting
  • Inviting others
  • Creating recurring meetings
  • Flagging emails
  • Creating tasks from email or from scratch
  • Creating custom QuickSteps
  • Applying categories to tasks and to-do items
  • Completing a task and sending an update
  • Setting calendar and task list options
Subjects:
Business Productivity Time Management
Software:
Office Outlook
Author:
Gini Courter

Creating a task

As with everything else in Outlook there are many different ways to create a new task. If we're in either the To-Do List or the Tasks List you can simply right-click in an empty space and choose New Task, or you can on the Home tab click New Task. If you're in another application like Mail and you think, oh, I want to create a new task you can choose New Items on the Home tab and choose Task. You can also in any application hold Ctrl+Shift and hit the letter K, the last letter in the word Task to open a new task form.

If you are looking at the Calendar, and you're in either the Day, Work Week or Week view, in Day/Week/Month view you can double-click where you'd like to add the task to open a form or you can click once and start typing to create a new task. Notice that when you drop a task on a day it's actually assigned to that day, start and end both on the same date. So many different ways that you can create a new task that you can open up the task form. So I'm going to hold Ctrl+Shift and hit the letter K to open a new task form.

I'm going to fill-in the Subject and the Subject is that we need to make the bank deposit. This is something that we're going to do on Friday, so I just type Friday and it will fill it in. It's already started, I do want to create a reminder so I'm going to create reminder for Friday at 8 o'clock in the morning, and I could assign this to a category if I wished. It's actually an errand, so why not, and I'm going to save and close this. If I go take a look at my Tasks List, you'll notice that it's here, listed on this week, because it's a task it also appears on the Tasks List.

So quick and easy no matter where you are Ctrl+Shift+K will open a new task form. If you're anywhere near a To-Do List or a Task List you can simply click once and start typing or double-click to create a new task using the task form. One more thing if you want to create a task from an existing e-mail item rather than flagging an e-mail item you can drag-and-drop the e-mail item on the Task List. For example, if you want to create a task from this item, drag it, drop it on the Tasks List, and when you do, Outlook will open a new tasks form that has all of the text of the e-mail included.

So really easy to take or hold the e-mail text and put it in here at one time, and then because we didn't drop it on a Calendar we dropped it in Tasks we'll need to set a date and say, this is actually something we're going look at in the new year for example. If there are attachments like here and you drag-and-drop, you won't get the attachments you'll only get the text here out of the message. So if I drag-and-drop on Tasks I'll get this new item that only has the text. There is no picture in it, but I could get the picture if I wanted to.

Normally I'm going to hold my right mouse button down-and-drag. And when I drop this on Tasks I'll get prompted and I can say, Copy Here as Task with Text, that's the default. Copy Here with Task as Attachment, now what is going to attach isn't just this picture it's going to attach the entire message including the picture. Or Move Here as Task with Attachment, what that does effectively is it creates the new task and it deletes the e-mail message. So if I move the e-mail message is gone but many times that's what I want.

I have something I need to create a task, I want to take the attachment with me, but I don't need it in my e-mail anymore. I've placed it on my Task List, I don't need to keep the e-mail but I do need to keep its contents. So if I choose Move Here as Task with Attachment what I'll get is I'll get a new task inside as my e-mail message. Double-click, it opens, and here's the attachment inside the e-mail message. How fabulous is that. Now you might wonder, well why didn't I just keep the picture? Well, because I want the whole e-mail message and here's the beauty of this.

If I ever have to reply to this or follow-up I need more information I can double-click and I can actually still reply to this message to get more information from Olivia about this. So this is a beautiful thing. I have the choice to either drag an item, and drop it and create a task, or right drag-and-drop an item. If it has an attachment, I can hang onto the entire message including the attachment, but even if it doesn't have an attachment if I want this entire message that's a great way to do it.

I can right-drag this item, drop it on tasks, Move Here as Task with Attachment, it'll be gone or copy it and it won't be but in either event this e-mail will be included in the new task. So a variety of ways to create tasks, beginning either with an e-mail here or beginning from Scratch by opening a form in any one of the several ways including the shortcut Ctrl+Shift+K to create a new task.

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