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SharePoint 2013 New Features
Illustration by Neil Webb

Keeping track of your tasks


From:

SharePoint 2013 New Features

with Gini Courter

Video: Keeping track of your tasks

Every version of SharePoint, since the very first one, has supported the ability to have a task list, so that you could create tasks, assign them to people, watch them progress with the tasks, and complete them. But in SharePoint 2013 we have the ability to synchronize personal tasks--our own work between SharePoint and Outlook-- and this is a great feature. So I am going to go to my Tasks list and I have a couple of tasks, in case you weren't with me earlier the way these tasks got here was I was actually in my newsfeed.

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SharePoint 2013 New Features
2h 20m Beginner Feb 28, 2013

Viewers: in countries Watching now:

Dive in and explore what's new in SharePoint 2013. Author Gini Courter covers the new features and the enhancements to sharing, libraries, templates, and search. Plus, discover how the social networking features have been updated to include microblogging and newsfeed options. The course also includes a look at using SkyDrive Pro, managing rich media, and using new business intelligence features.

Topics include:
  • Understanding the SharePoint 2013 product line
  • Editing your social media profile
  • Viewing the newsfeed
  • Keeping track of tasks
  • Using SkyDrive to share private documents
  • Moving files with drag and drop
  • Syncing libraries
  • Introducing SharePoint apps
  • Reviewing the template updates
Subjects:
Business Collaboration Productivity
Software:
Office SharePoint
Author:
Gini Courter

Keeping track of your tasks

Every version of SharePoint, since the very first one, has supported the ability to have a task list, so that you could create tasks, assign them to people, watch them progress with the tasks, and complete them. But in SharePoint 2013 we have the ability to synchronize personal tasks--our own work between SharePoint and Outlook-- and this is a great feature. So I am going to go to my Tasks list and I have a couple of tasks, in case you weren't with me earlier the way these tasks got here was I was actually in my newsfeed.

And I saw something that I felt I needed to do some more work on. And so I decided that I would follow up on it. So for example, I went to this item, and one of my choices is to Follow up. And if I choose Follow up as opposed to Follow, it actually adds it to my Task list. There we go, this is just so convenient because I don't have to switch to another window and log that I want to follow up on this.

I don't have to email it to myself like I do on some other social sites, I really love this feature. Then I can set it as important or not important as I wish. So I have the ability to sort my tasks: Important and Upcoming--loving the timeline-- Active tasks, Completed tasks--actually I have finished this work already, so when I look at Completed tasks it will show me tasks that I have completed after of course it does its update--and I can search for tasks. So this is a great view, but here is where I believe the power of this is.

Let me switch over to Outlook for a minute. I have tasks here in Outlook as well, these are my current tasks, and they are not related to my tasks in SharePoint. When I synchronize to my iPhone, this is the task list that gets synchronized. So I would like to have all my tasks in one place. The easiest way to do that is to synchronize my SharePoint tasks with my tasks here in Outlook, and I am going to do that from SharePoint. So here I am, back in my Tasks list, and I am going to choose Tasks > Sync to Outlook.

It says, it'll sync task between SharePoint and my Inbox, work with them anywhere, my changes show up in SharePoint. Outlook tasks also show up here, in other words if you don't want to read all this, it's a two-way sync. I am going to sync my tasks and click OK. And this will take a second the first time we do this. If you have lots of tasks in Outlook it will take a long time. I'm going to refresh my screen. Look at my active tasks, notice that it's updating and here they are.

This task comes to me from Outlook, this task from Outlook, the other three were already in SharePoint, let's go back to Outlook now. All of my tasks are here, my Outlook tasks and my SharePoint tasks. So now when I complete a task somewhere, like I book my travel, this will be synchronized with SharePoint on the next regular synchronization. If I add a new task here to this list, Register for the Home Expo, and I want to do this next Thursday, due in five days, Save & Close, I have a new task here, and that will be synchronized in the next regular synchronization with Microsoft SharePoint.

So I have three different Tasks lists here in Outlook. The first my To Do List consists of every task created in Outlook and every task that I created by flagging an item and making it something that needed action. So if I was in email and flagged an item or perhaps I flagged a contact so I would remember to call or fax them, it would show up on this list. My Tasks list is all of the tasks that I created in SharePoint for myself and all of the tasks that I created here.

This Tasks list is actually a synchronized list with a particular list in SharePoint, it's not my personal list, it's a specific list in the Inside Homes SharePoint site. So let's go back. Here we are, last updated, a few minutes ago. I am going to simply refresh my page and see if I get an update and I don't yet. But I will on the last regular synchronization, which is typically about every 20 minutes. So this is one of my favorite new features in SharePoint.

One of the things that I've always struggled with, is how to maintain one consolidated task list regardless of where I am. I can have my tasks for my Microsoft Project work synchronized with Outlook. Now that I can synchronize my SharePoint tasks there as well I have the ability to manage my work far more easily in SharePoint 2013.

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