In this video, staff author Jess Stratton shows users how to use tasks to create reminders, and even assign them to someone else and get status reports when completed.
- [Instructor] Outlook comes with a built-in mechanism for handling all your to-do lists, and it's called Tasks. To get to your task list, click the clipboard icon on the bottom navigation pane. The first time you go into your tasks, you may find that you already have some in here. That's because Outlook treats your followup flags as tasks. In fact, it's considered part of your to-do list. Also, if you've connected a Gmail account and you've marked certain emails as important, Outlook will flag those as followups.
So anything that you see here could be a Gmail email that's marked as important. Here I can see an additional followup flag that I've created from an email. If I click on it, I can see the body of the email here. Or, I could double-click on it to go right to the email directly. On the left-hand side I can click Tasks and it's going to bring me right into my tasks list. Tasks work very similar to followups on emails, but there's some more things that I can do.
The easiest way to create a new task is to click inside the box that says, Click Here to add a new Task. From here, you can type your task and hit the enter key. The task has been created, and you can continue to add more. To mark it complete, I can select it once, click Mark Complete, or I can place a check mark right here in the view. It's going to cross it off and the task is considered done.
I can also double-click on a task. This is going to bring up a much larger screen with some more information about it. I can add a note to that task if I want. I'll click Save & Close here and the details have been added. Another way I can create a new task is by clicking New Task from the Home ribbon tab. I can enter in a subject for that task. I can choose a start date by clicking the calendar icon.
I'll choose today, and I can also choose a due date. I can set the status if I want. Right now, since this is a brand-new task, it's not started, though I could change it to something else. I can also set the priority on the task. I can mark the percentage complete and you'll notice that once I up that value, the status changes to In Progress. I can also set a reminder on the task. Because it has a due date, I want to be reminded a little bit before that to make sure it gets done.
I could click Save & Close, however, I want to assign this to Sharon. So from the ribbon tab, I'll click Assign Task. It's going to bring up an email, and in the To: box I'll select Sharon. I can add an additional note if I need to. I can make sure that the box is selected that says, Send me a status report when this task is complete. I'll click Send and Outlook will tell me that since I'm no longer going to be the owner of the task, it's turning off that task reminder that I set.
It's up to Sharon now to put her own reminder on it. I'll click OK and my task has been sent. I can tell by this icon that I have assigned this task to somebody else.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.