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Outlook 2010: Time Management with Calendar and Tasks

Setting options for the Daily or Weekly Task List in Calendar


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Outlook 2010: Time Management with Calendar and Tasks

with Gini Courter

Video: Setting options for the Daily or Weekly Task List in Calendar

Even though you've already set options for the Calendar and the Task List, there is one additional set of options that you can set in the Day or a Work Week or Week views here in the Calendar. And that's how do I want my tasks to appear. At a granular level, you know that you can simply scroll this down and now you won't have a lot of space devoted to the Task List here. You'll see that you have some active tasks and some completed task, but that's about it.

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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

Setting options for the Daily or Weekly Task List in Calendar

Even though you've already set options for the Calendar and the Task List, there is one additional set of options that you can set in the Day or a Work Week or Week views here in the Calendar. And that's how do I want my tasks to appear. At a granular level, you know that you can simply scroll this down and now you won't have a lot of space devoted to the Task List here. You'll see that you have some active tasks and some completed task, but that's about it.

I want to encourage you to give some space to this Task List here, because you can easily minimize it and reset it to Normal here. So give it enough room that you can actually go in and see the items that are in the list. This isn't a place to try to figure out how little you can get by on because I really want to know that there are more tasks here. So, I am going to give it enough room that my tasks can show and then simply feel really comfortable saying, I am going to minimize that, I am going to work with that in Normal view again.

Whatever space I allow here in the Week view is exactly the same space that I am going to see in Day view. If I go into Day view and slide this down when I go back to Week or Work Week view, you will notice the Tasks area here is exactly the same in Day, Work Week and Week views all three. Three are a couple of other settings that I can change here for the Tasks List displayed in the Calendar. I can right-click and create a new task or a new task request really easily.

I could also do that by double-clicking, but here are the things that are options. First, when items are placed here in the Tasks List, they are actually placed by Due Date. So if I choose for example that I want something to be done next week, it will automatically set it to Friday by the Due Date. If I choose By Start Date it will actually place it on Monday, if I have simply assigned something to next week, flagged it for the next week. If I have a very specific assignment that's in my task for example, if I have a new task and it says that I'm going to start it on a particular day, like for example on the Wednesday and I'm going to end it on the Friday, then it says this is going to end on Friday and let's say that this is Close the books.

And you will notice that it's placed on Friday because right now this has been arranged By Due Date. If I arrange it By Start Date, you'll notice that Close books moves back to the Start Date. For any item, I can point to it and see what the Start Date and Due Date is, but the real question is do you want your tasks all to appear on the Start Date or all to appear on the End Date. I tend to actually prefer having them show on the Start Date because that's when I intend to begin working with them.

But there are other choices that you might want to make. The other question is do you want to show tasks that have been completed, if you turn this off, then notice that once a task is done it doesn't show here any longer. This has a benefit. The benefit it has is that your Task pane is not cluttered up with stuff that's been done already. However remember that everything that's been done is actually pinned to the day on which it was finished. So if I'm looking at the remainder of this week, I don't need to worry that completed tasks will get in my way, even if it was due on the 30th, if I finish it on the 26th, it's going to be pinned to the 26th.

So I actually prefer to show my Completed Tasks. It's one of the reasons that I actually love working with this particular view, because I have a retrospective on the tasks that I've completed on each particular week, any particular day or during the entire year. So again, you know I have this Daily Task List that I have some tools that I can actually work in. If I go to any place in this area I am going to see this Daily Task List all the time.

So, whether I'm in my Day, my Work Week or my Week view, I am going to be able to see and work with this task list and set its options to either show me tasks as soon as I want to start them By Start Date, by when they're due, Due Date and either to show or to hide all of the tasks that I've already completed here in Outlook 2010. Think about which of those methods Start or End Date work for you and be sure you set this Tasks area to display tasks in a way that will work best for you.

There are currently no FAQs about Outlook 2010: Time Management with Calendar and Tasks.

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