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Outlook 2010: Time Management with Calendar and Tasks

Understanding tasks, the to-do items, and the Daily Task List


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Outlook 2010: Time Management with Calendar and Tasks

with Gini Courter

Video: Understanding tasks, the to-do items, and the Daily Task List

In some prior versions of Outlook, flags came in different colors; blue, orange, yellow, and so on, and were used purely for organizing, for sorting, and for categorizing your Outlook items, your mail, your calendar items, and so on. When we flag in Outlook 2007 and Outlook 2010 what we're saying is this is an item we want to do something more with at a particular point in time. This item isn't a Task, but it's very much like a Task, it's called a To-Do Item. So if I go to My Tasks List here and look at Tasks, what I'll see is a list of things that were created here only as Tasks.

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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

Understanding tasks, the to-do items, and the Daily Task List

In some prior versions of Outlook, flags came in different colors; blue, orange, yellow, and so on, and were used purely for organizing, for sorting, and for categorizing your Outlook items, your mail, your calendar items, and so on. When we flag in Outlook 2007 and Outlook 2010 what we're saying is this is an item we want to do something more with at a particular point in time. This item isn't a Task, but it's very much like a Task, it's called a To-Do Item. So if I go to My Tasks List here and look at Tasks, what I'll see is a list of things that were created here only as Tasks.

So I double-clicked and created a new Task for example. I chose New Task and filled out a New Task Form, and that's how items get on the Tasks List. The To-Do List on the other hand includes those items, everything that's on the Tasks List, but also includes anything that I flag, any flagged E-mail, any flagged Contact. So in a prior movie we went in and flagged Glenda Therman to be able to go and follow up with her phone call about photo finishing.

If I double-click this item, it actually opens up Glenda's contact, and that's great because it's not like the Task pops up and says call Glenda, then I need to go open Glenda's contact, find it, open it, and then call her or e-mail her. When I flag her contact directly, it's really nice, because when it's time to call her, here it is. I also flagged two different mail items; one was a Follow-Up on an offer from Adobe, and that's here. And another was a Follow-Up on an e- mail that I had received from Greg and potential vendors.

Both of those items appear here on the To-Do List. So these e-mailed items and this contact items are not Tasks, they are not on the Tasks List. However, they are on the To-Do List, so they show up here and they would show up here on the To-Do List as well. This is important, because if I decide that I'm done with this Task and I delete it, I've completed this Missing Check Task and I just Delete it, not a problem. However, if after I call Glenda I Delete this, this message box appears, it says, deleting this item will also delete the contact.

In other words, if you do this, if you say OK here, Glenda will no longer appear in my contacts list, she will be gone. I have been using Outlook with a Ribbon for four years now, I have never told it not to show me this message again, because I have a lot of years of working with Outlook where anything in the Task List I deleted didn't affect anything else. Now, in these last two versions, anytime I delete something in the To-Do List that's simply a flagged item, I'm deleting the item as well, and I always want to be told about this.

So I would encourage you not to check this checkbox, that way if you accidentally decide that you want to delete something that is an e-mail message, for example, or a contact, you can be reminded and make a different decision about what it is you'd like to do. So when I'm looking at the Tasks List, I'm looking only items created as Tasks, no matter how I created them. When I am looking at the To-Do List, I am looking at anything that I flagged and anything that was created as a Task. I'll show you how to create a Task in a future movie, but for right now if you're looking at items that you flagged, make sure that you're looking at the To-Do List here when you go to Tasks in Outlook 2010 and you'll get a summary of every Task and every flagged item.

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