Outlook for Mac 2016: Create a recurring task for short time work that must be done on a cyclical or periodic basis. Examples include submitting a bimonthly expense report or calculating a payroll. The recurring task appears once on your task list. When a recurring task is marked complete, the task is updated to the next due date.
- [Voiceover] Just as I can create recurring meetings and recurring appointments in my Calendar, I can create recurring tasks in my Task list. Anything that happens periodically that takes less than an hour or less than your upper threshold can go on the Task list unless it needs to be at a specific time of day, in which case you might choose to block that time on your Calendar. However, I'm going to create a new Task.
And the Task is to Submit my expense report. My expense report is due on a recurring basis. Let's open up our custom recurrence. Notice that I have daily, weekly, monthly, yearly just as I do with my Calendar appointments. And my expenses are due every two weeks, on Monday. Not on Monday and Tuesday, just on Monday, every two weeks. And I'm starting as of today, well maybe, I actually prefer to start on the first Monday that I need to do this on, which is going to be the sixth.
It is the best practice to have an end date. And I usually end all of my Tasks that recur in all my meetings that recur at the end of the year if I don't have another date. That's a reminder for me to go clean this up for the next year during the holiday season and create new Tasks. Evaluate how this is going for me. I'll say OK. I could categorize this if I wish. It's not really Creative Work, it's not Planning, it's not Vendor, it's not Travel, it's none of these things, it doesn't need a category.
Not every Task in Calendar appointments you create needs one. It's a high priority for me, and I'm going to save and close this item. When I created a recurring appointment at every two weeks, there was an item on my Calendar every two weeks, but I only created one expense report item. Why is that? Well, Tasks in Calendar behave differently. If I have to do this every two weeks, once I've gone in and submitted my first expense report, and I've marked it as complete, notice this is June sixth, so let's say for example I submitted an expense report way early, for June sixth, 'cause I have no other expenses, no other travel between now and then.
I'm going to mark it as complete, and save and close it. And what just happened is almost magic. If I've already turned in my expense report for the sixth, then the next one's due two weeks later on the 20th. And I now have my Task, Submit expense report, here for the 20th, one and only one Task. As soon as I have completed it, then it's updated so that my next Task date and any reminders that I have that go along with it, are right there for me.
So if an item that would normally be recorded as a Task recurs on a periodic basis, create it not as a regular Task but as a recurring Task so that you can complete and track it in Outlook for Mac 2016.
- Managing your time with Outlook for Mac 2016
- Creating an appointment or event
- Inviting others to meetings
- Creating recurring meetings
- Applying categories
- Flagging email
- Creating and completing tasks
- Working with reminders
- Setting calendar options