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Outlook Web App (OWA) 2010 Essential Training
Illustration by Richard Downs

Using repeating tasks


From:

Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Using repeating tasks

Just as I can create repeating appointments and repeating meetings, I can create repeating tasks. And I have a real need for repeating tasks, because there are many things in my work life and probably in yours that are cyclical, that I do them every week or every month or every quarter or once a year. And so my Expense Report is due on the first day of every month. I'm going to simply set a repeat for my Expense Report. I open up the task I already have and I say this is Monthly and I'm going to do this on Day 1 of every 1 month, or I could say the first Thursday of every month or something else.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Using repeating tasks

Just as I can create repeating appointments and repeating meetings, I can create repeating tasks. And I have a real need for repeating tasks, because there are many things in my work life and probably in yours that are cyclical, that I do them every week or every month or every quarter or once a year. And so my Expense Report is due on the first day of every month. I'm going to simply set a repeat for my Expense Report. I open up the task I already have and I say this is Monthly and I'm going to do this on Day 1 of every 1 month, or I could say the first Thursday of every month or something else.

This is an interesting choice, task regeneration. Let me explain to you what this is. You use regeneration rather than regular repetition. When you have a task that has to be done for example, every six weeks or every 30 days from the last date it was done. It doesn't really have to be done on the first of the month. It can't go more than 30 days; it can't go more than four weeks. And so if we look and we go, well we got to do this by Friday, let's do it today, and today is Thursday, we've just shortened by a day the next time that it's due.

So if I have a regular inspection schedule, an evaluation schedule, if I have specific inspections that have to be done on a periodic basis, that's what regeneration, is for. So if I say I want a new task one month after each time the task is complete, that's going to be a month, but I could actually regenerate this task 30 days after the last time it was completed and so on. So when I regenerate a task, there is only one on my Tasks List, as soon as I complete it I get a new one.

But I'm going to do my expenses on day 1 of every one month. There is no time that this ends and I'm going to click OK. I'm going to save and close this task. So here is my Expense Report, the icon has changed, it has a little symbol for repeating here, looks like recycling. And you wonder, well wait a second , where is the one for next month and the month after and the month after? Well, this is how this works. When I complete this particular iteration of Expense Report, I've done the expenses that are due tomorrow. I turn them in and could turn this off, what happens is the next instance of this task is now created for me.

So the way the repetition works for tasks is different than calendar. As soon as I say I've done this one, the next version of the task is created. Here is the one I did today; here is the one that's ready for next month. Let's pretend, let's zip ahead to April Fool's Day and let's go ahead and do that report as well. And as soon as I do, I will get a new one for the next month. This is how repeating tasks work; different than repeating meetings and different -- than repeating appointments.

But a really powerful feature here in OWA.

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