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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. 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 to chapter 4, "Staying on Task." In this chapter, I'm going to arm you with a variety of ways to help manage your tasks within Outlook, starting with five different ways to create them. The first is the To-Do bar. To add a task to the To-Do bar, place your cursor here and just start typing. Press Enter when you're done. Outlook will add the task to your list and set the due date as today. You should try and keep the task name short. But if you want to add notes, just double-click on the task after you've created it.
Number two is the Daily Task List. If you're viewing your Calendar, and you need to 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 either the To-Do bar or the Daily Task List, don't worry; the very next video discusses how to turn those features on. The third is to flag an e-mail. If an e-mail directly relates to a task, you can save time by just flagging the e-mail itself.
Click on the outline of a flag, and it will turn red and be marked as due today. Later in this chapter, we will discuss how to change a task's due date. Flagged e-mails like this appear in the same To-Do list as your other tasks. However, double-clicking on them opens up the original e-mail, not a Task window with notes. By the way, messages can be flagged in any folder, including Sent Items and custom Folders. The fourth is to drag to your Navigation Pane. If you want to create a task from an e-mail but also want the ability to add notes, you are going to want to try this handy trick.
Here I will take this e-mail from Greg and drag it to the Tasks area of my Navigation Pane. When I let go, Outlook creates the tasks with the contents of the original e-mail, but this time I can customize the Notes area. And Finally, shortcut keys. What tip wouldn't be complete without a shortcut key? To create a task from anywhere within Outlook, press Ctrl+Shift+K. Type what you need using Tab to move between the fields, and then press Alt+S to save.
Also, if you have an e-mail selected, you can use the Insert key as a shortcut to flag a message. So there are five ways to make a task, but what about when you want to get something done? Just click on the flag to mark the task as Complete, or select it and press the Insert key. Completed tasks disappear from the To-Do bar for convenience, but they're still in Outlook. You can see them whenever you view the Daily Task List, and in certain views, from the Main Task Listing.
Our next video discusses three ways to view your tasks.
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