Join Gini von Courter for an in-depth discussion in this video Viewing the task list and to-do list, part of Outlook 2010: Time Management with Calendar and Tasks.
When you choose the Tasks button here in Outlook 2010, you see two different lists; one is the Tasks List, and it includes only items that were created as tasks. The To-Do List also includes items that were flagged, whether they were flagged in your Inbox, for example, or a Contact that was flagged for future action. So whether you're looking at your Tasks List or your To-Do List, there are different views that you can use to be able to take a look at your work, organize your work, and so on.
The To-Do List actually uses a view called the To-Do View. So if I click on View and choose Change View, you'll notice that we have the To-Do List View, which shows items that are incomplete now and in the future. So I have some work to do tomorrow and I have some work to do this week. The Tasks List uses a different view called Simple List. Simple List shows you everything that's been done, but is still here listed in Tasks as well as everything to be done.
By the way, if you had a task and you actually wanted to remove it from the list, you can do that right here, Remove from List. In the same way on the To-Do List you can remove an item from a list, and if you want to do that, this is the safe way to do it. You choose Remove from List and you'll still have the E-mail, it will simply remove the flag and take it off of your To-Do List. Other views that might be worth your time are taking a look and saying, well, show me everything I've Completed. Not bad, I like that.
Or I could say, show me every task that I need to do in the Next 7 Days, and here they are. I could also say, show me Overdue Tasks; show me tasks that I've Assigned to someone else, and Server Tasks is actually a view that has an interesting name; it has custom categories in it, so it's actually made for collaboration sites, for example, the kind of view that you might want to connect to a SharePoint list. We're going to return though to our To -Do List View here in the To-Do List.
The same views are available to you in Tasks right here. And regardless of which list and which view you're using, you also have the ability to do some arranging. So you could say I'd like to actually see these grouped by Category. I'd like to see these by Start Date, by Due Date. In my To-Do List I could say I'd like to see them by Start Date or Due Date or by Type, which would show me Message Items, Task Items separately, Contact Items, and so on.
You can also say you'd like to see them by Categories, which is great. As we use Categories for projects, for example, choosing Categories allows me to see all of the items for one project, all of the To-Do items for the second project, and so on. So whether you're taking a look at your To-Do List or your Tasks, don't be afraid to jump over here to the View tab and switch between views to find a view that works best for you to be able to manage your task work here in Outlook.
- 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