Start learning with our library of video tutorials taught by experts. Get started

Outlook 2010: Time Management with Calendar and Tasks

Troubleshooting delegation


From:

Outlook 2010: Time Management with Calendar and Tasks

with Gini Courter

Video: Troubleshooting delegation

So what can go wrong when you delegate tasks? Well, one of the things that can go wrong from your point of view is that someone can say no I'm not particularly interested in doing that task. So what happens if we delegate a task and someone refuses it? Well, it'll actually come right back to our Inbox and it'll say the task was declined. When we show the email has read, when we actually read it, then the task will return as an unassigned task, it will simply look like any of these other tasks. So if I take this task and I say, let's see if we can get somebody else to do this.

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
Please wait...
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

Troubleshooting delegation

So what can go wrong when you delegate tasks? Well, one of the things that can go wrong from your point of view is that someone can say no I'm not particularly interested in doing that task. So what happens if we delegate a task and someone refuses it? Well, it'll actually come right back to our Inbox and it'll say the task was declined. When we show the email has read, when we actually read it, then the task will return as an unassigned task, it will simply look like any of these other tasks. So if I take this task and I say, let's see if we can get somebody else to do this.

So let's assign this task to Olivia and send it and I am actually going to send a second test to Olivia to, I am going to send her this one. And it will ship both of those off. So two potential assignments, she did a great job on the last task we assigned to her, so isn't that fabulous? Let's send more work her way. Olivia is actually going to decline the task of ordering business cards and rather than show you her Inbox and switch over there, I'm simply going to slide over really quickly and decline that task and meet you back here.

So, Olivia declined the task and this is what it looks like. It shows clear red X, it's not hard to see that this is not good news coming into her Inbox, I am going to open this up and Olivia did exactly what she should do when she declines a task, whether it's a task that a supervisor sends you that you can't complete for some reason or something a peer sends you, even someone who reports to you, who asked you if you can do a particular task. If you're going to say no, you probably want to say why. So Olivia's written to say I leave for vacation about an hour. Sorry! If this can wait until after 1/3, she's happy to do it.

Okay, so I'm going to take a look if that works for me. It has some text in it. It's still hanging around here. So after I read it, it has actually been moved to my Deleted Items folder and when I go back to my Task list you'll notice that Order business cards, okay, it says it was declined by Olivia. Well, it was, so notice that nobody's doing it, but me, I tried to assign it. Now at this point, I could try to assign it to somebody else, if I wish or I can simply do it myself. But I'm the owner of this task and it's mine and I need to figure out if I'm going to finish it or somebody else is.

The other thing that can happen is I can have a task that I assigned that I never heard back about. For example I sent two tasks to Olivia and she is on her way out of the office. So this one I actually assigned to her, but I never heard back from her, I'm waiting for a response and I realize I'm not going to get a response from her. What do I do now? I still have this copy of the task, but notice I can't really assign this to anybody else because it doesn't belong to me right now. While I'm trying to get Olivia to say yes to it, she's technically the owner.

So what can happen is I have assigned a task to somebody and I don't hear from them, either in the timeframe that I need or maybe Olivia wins the lottery while she's gone and I never see her again. And here's this task that's mine that needs to be done and yet, I don't have access to it. I don't have to recreate this task though I have the ability to make a copy of it. So if you have a task that you assigned to someone and they either say well, I didn't get that task or I would have replied or they simply are out of the office and never reply, what you do is open the task in Task tab in the Show group, go to Details and say Create an Unassigned Copy of this task.

So it says if you do this, you will no longer be connected to the assigned version. I am going to say okay, that's fine. So here's my original task. I am going to go ahead and Save & Close it. Now you'll notice that this says that it's a copy, but the original is gone. It doesn't exist any longer. So Research social media (copy) is all that exists. So think of this as a recovery utility. This creating a copy allows you to recover a task that someone either has stopped working on or hasn't replied to at all.

So whether you're reassigning a task, recovering a task that was never replied to, there are good tools for troubleshooting task assignments here in Outlook 2010.

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

Share a link to this course
Please wait... Please wait...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Outlook 2010: Time Management with Calendar and Tasks.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Welcome to the redesigned course page.

We’ve moved some things around, and now you can



Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked