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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
With so much to do and so little time to do it in, sometimes it's the little things that fall through the cracks. Not to worry, Outlook has a great way of dealing with all those numerous things that you need to get around to. And we're going to start by going to the Task area of Outlook, and usually I direct you to clicking on the Task icon in the Navigation bar, but it's not here. We can add it by going to the Configure button, which is this down arrow, giving it in a click, and choose into Show More Buttons.
Now I see the Tasks icon, and I can give it a click. There's a couple of ways that we can make tasks, just like we have a number of tasks that we can create. I'm going to start by going over to the recap area on the right-hand side, where you see I'm already seeing a recap of some of the upcoming appointments. I'm going to create a task very quickly by clicking on the Task box and simply filling in my task. As soon as I click out of the box, the task is automatically added to my Task list.
Now that was an easy way to set a task, but sometimes I need to have a few more details. So this time I'm going to click on my Task list, click on the New Task button, and the New Task window appears, which gives me lots more options. Because it's not enough just to create a blog article, I need a little help with this project. So I'm going to create a new task, which is to do research for my blog articles. Now let's look at some of the options that we have. First of all, we can assign a Start date. I'm going to use today as the starting date.
But I need to have this done pretty much before the end of the month, so I'm going to choose the 28th as my Due date. I can also change the Status. I can either mark it as Not Started or as In Progress, and of course when I'm finished, I can mark it as Completed. So for now I'm going to mark it as In Progress. I could change the Priority, and I can even show how close to the finish line I am. So in this case, I'm going to say I'm 25% completed. If this is a recurring task, I can click on the Recurrence button and have this task appear every month; for example, if I need to pay sales tax on a monthly basis, I might want to click on Recurrence and mark this as a Monthly task.
I can also Categorize my task; for example, if all your green categories have to do with marketing events, I could categorize this by using the Green Category so that I would know, oh, this is something to do with marketing. I can also assign a Follow Up to make sure that I go back to this task on a timely basis. Now perhaps my favorite feature is this button over here that says Assign Task. If I feel that I'm a little overwhelmed, I can click on Assign Tasks, and now this message almost looks like an email, because it is.
What's going to happen is that this task is going to be emailed out to one of my co-workers, and when they open that email, it's going to automatically appear on their Task list. So I'm going to type in the name of the co-worker. Another few options down here. I'm going to keep an updated copy of this task on my Task list. And I would like an email status report be sent to me when this task is completed. So when Greg finishes this task and marks it as Complete, I will automatically receive an email.
So for now I'm going to send this on its way, so that when I go back to my Task list, I'm going to see that that Task appears there; however, it may make a little bit more sense to me to know who's been assigned to that task, even though I need to keep Tabs on it. So in order to do that, I'm going to do a right-click up on column headings, and I'm going to go to Field Chooser. I'm going to take the field Assigned To and drag it up to my columns. I am going to actually wind in a little bit.
And now I'll be able to tell at a glance that even though this is a task that I'm responsible for, Greg is the one who's going to be doing the work. With Outlook, it's easy to make a very long list of tasks look very organized. Now if I could just figure out a way to have Outlook actually do some of those tasks for me, I'd to have it made in the shade.
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