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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
Welcome the Chapter 4, "Staying on Task." In this chapter I am going to arm you with a variety of ways to help manage your tasks within Outlook, starting with five different ways to create them. Number one, the To-Do bar. To add a task to the daily task list, place your cursor here and just start typing. Press Enter when you're done. You should keep the task name short, but if you want to add notes to a task, you can double-click on it after you've created it.
Likewise, if you're viewing your calendar and you get something done, you can click on the daily task list area for the appropriate day and start typing. By the way, if you don't see the To-Do bar or the daily task list, don't worry. The very next video discusses how to turn these features on. If an email directly relates to a task you can save time by flagging the email itself. Just click on the silhouette of the flag and it will turn red and be marked as due today.
The third video of this chapter discusses how to change a task's due date. Flagged emails like this appear in the same To-do list as your other tasks. However, double-clicking on them opens the original email, not a task window with notes. By the way, messages can be flagged in any folder including Sent Items and custom folders you've made. If you want to create a task from email, but also the ability to add notes and other information to it, you are going to want to try this handy trick. Select the email and drag-and-drop it onto the Tasks tab of your navigation area.
When you let go, a new task is created with the information that was contained in the original email. Modify anything you need to and hit Save and Close. Now what tip wouldn't be complete without some shortcut keys? To create task from anywhere within Outlook, press Ctrl+Shift+K, then type what you need. Remember that you can use Tab to jump between the fields.
When you're done, you can use Alt+S to Save. If you have an email selected, you can use the Insert key as a shortcut to flag to message. So there is five different ways to make a task, but what about when you want to mark something as finished, just click the flag to mark the task as complete or select an email and hit the Insert key a second time. Completed tasks disappear from the To-Do bar for convenience, but they are still in Outlook. You can see them when you view the daily task list and from certain views from the main Tasks folder, which we will talk about in the next video.
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