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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.
Just as I can set options for my Calendar and Tasks, I can also set options for the To-Do Bar. So if your To-Do Bar is not displayed, you can go to View in the Layout group, choose To-Do Bar, and say that you'd like to see it in Normal view. Now the options are also listed here. So I'm showing my To-Do Bar here. Let me show it to you Minimized, that's what it looks like, I can also click here. Sometimes folks will have turned it off.
I'd just so encourage you not to do that, it takes up so little space here on the right when you minimize it, and with a new function like the To-Do Bar, it's nice to give it some time to see how you can integrate this into your work life, because it has lots of nice features in it. So my other options are I can choose to show or not show a Date Navigator. I actually love the Date Navigator, so I am going to keep that. I can show or hide Appointments here.
I can show or hide the Task List down here at the bottom or click the Options button in order to see all of these choices in one space. Also, I can go to the top of the To-Do Bar, right-click, and open this same context menu that I saw here by choosing the To-Do Bar dropdown. So I am going to choose Options. The first thing is how many rows of months do you want to see in the Date Navigator? Right now I'm showing one row.
Now that doesn't mean I only can show one month, it's one row of months. For example, if I give more room to the To-Do Bar, now it's showing one row, but it's actually showing two months. If now, I go into my Options and say show two rows of months, I'll actually see four months here. If I narrow this, I'll see again only the two months.
So it's not the number of months, it's actually the number of rows of months that we're asking for here. The next thing is do you want to Show All Day Events in your appointments; do you want to show appointments at all first. If so, do you want to Show All Day Events and do you want to Show the Details of Private Items. Some people don't want to show the details of private Items because anybody could be walking pass their computer; they work in a work area that's pretty public. So you want to see that there's a private item at 11:30, but you don't want to show its details.
You want to be able to look around first no, there's nobody there and double-click to see the appointment form itself. And then finally do I want to hide or show a Task List. So I'm going to go down to No Task List and notice that the space that's left, that the single row of the Date Navigator doesn't occupy, is totally filled with appointments. If I say that I want to show a Task List, I will then show fewer appointments, so that there's a room for a Task List as well. So Date Navigator, Appointments, Task List, you decide which you want to show, you decide how much of each you want to show by how you split up the space, and know there's no way you can rearrange them to put the tasks higher up and the appointments further down.
But a fair amount of tweaking that you can do to decide how you'd really like to have your To-Do Bar appear. In case you wonder what I do with mine, I actually keep it pretty wide because I like having two months. There are sometimes of the year that I will actually go out and add that second row, so that I can be showing the full quarter coming up in front of me. And the reason that I feel really comfortable doing this is that I'm also able than just to minimize that To-Do Bar when I don't want it and it doesn't take up anywhere near as much space and then I can minimize or maximize my Navigation Pane.
So when I want the To-Do Bar fully displayed, I actually like having a full quarter of months sitting out here in front of me that I can quickly and easily jump into and then slide back over and go back into my Task List or go back into my Contacts, but I really love having a really big Date Navigator, and then I am willing just to minimize the To-Do Bar in order to get it out of my way when I don't need it. So give some thought about how you'd like to configure your To-Do Bar to best support your work in Outlook.
And then again, simply right-click at the top of the To-Do Bar or choose View>To-Do Bar and choose Options to set your options for the To-Do Bar in Outlook 2010.
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