Join Gini von Courter for an in-depth discussion in this video Creating a task from an email, part of Outlook 2007: Time Management with Calendar and Tasks.
You already know how easy it is to flag an email item for follow up. All you need to do is either click to set the quick click flag or right-click and choose a particular time frame. But what if you want to delete this email message, you don't particularly want to flag it but you do want to turn this into a task. Or, you want to turn this into a task that you can then turn around and delegate to somebody else if you wish. So how do I take this particular item, this email item and turn it into a task. Well the easy way to do it is simply to drag this email and hover over the Task group and then simply drop it.
And what I get is I get a task that has in it all of the information that was in the original email with one exception, that is I'm not going to get any attachments automatically. So if you take a look, here's the text of the message, the subject here is the subject that was originally in the message here and then I can set a date and say well we're going to make sure that I start this by then because I want to finish it no later than the second. And I can edit any of this information out that I don't want to keep anymore.
For example, if I decide that I really don't need to have all of this information but just some of it. I can simply delete what I don't want to have. So that's one way I can do this. If I wish I can also take these items here and turn around and place them into this task. So there is my first item, there are my two attachments easy enough to get and if I Save this item now I have a new task created very, very easily using three drag-and-drop operations. Now another possibility is that I could take this and I could right drag, drag holding down the right mouse button, again take it to Tasks, wait, notice here I have a choice to copy this as a Task with Text which is the default option, but I also have the choice to copy here as a Task with the Attachments.
So if I choose that what I'll get is, I'll get the original email as an attachment that has the attachments in it. Let's look at that again, here's my new task and rather than having all the text I have the item itself inserted as an attachment. I can then double-click and notice that I have these attachments here easy enough to look at. It creates a large task but on the other hand I have everything that I need and there's one more benefit to doing this into this fashion. If I want to be able later on to forward this or respond to it as an email message then this attached email message is exactly what I want to have.
I can still turn around and reply to this or forward this if I wish very, very easily. So again, another way that you could think about creating a new task from an email item, And I'll go ahead and set this one for the same day, we'll save this. And then finally, my final choice right dragging again so that I get those options I'm right dragging this item, taken it to Tasks, waiting until, I see the task list come up, and I can move this here as a task with an attachment. If I do this what I'm doing is I'm actually choosing to copy it as a Task with an Attachment, and then asking Outlook to delete this email so that it's no longer hanging around my inbox.
So if I move it as a task with an attachment and I save and close you'll notice that at this point having told it to move it. I no longer have that email sitting here in my folder any longer. So, a regular drag using the left- mouse button or the left button on your touchpad creates by default a task with text. I can also copy it as a task with this email item attached to it or move it, create this copied task with an attachment and delete the email so that it's no longer hanging around my inbox.
Three different ways that you can very easily create a new To-Do item or task from an email message.
- Creating an appointment, event, or meeting
- Inviting others
- Creating recurring meetings
- Flagging emails
- Creating tasks from email or from scratch
- Applying categories to tasks and to-do items
- Completing a task and sending an update
- Setting Calendar and Task List options