1. Lesson 5: Using Tasks, Notes and the Journal

2. Lesson Objectives create one-time tasks
update tasks and send status reports
create recurring tasks
create and manage notes
create a task from a message
change the view of notes
set task options
look at the journal
mark a task complete
create and edit a journal entry
assign a status to a task
assign a task to others
accept/decline task assignments
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3. Working with Tasks
To access Tasks element, click Tasks button on Peeks Bar
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4. Working with Tasks
By default, To-Do list displays any item assigned and accepted by you, created, or tagged with flag, in Task list
New tasks appear as bold number at right of Tasks folder
Tasks in red mean deadline set for task due either today or has passed
Click task in list to display details in Reading Pane
To change order of tasks by changing view:
On Home tab, in Current View group, click Change View, or
on View tab, in Current View group, click Change View
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5. Working with Tasks Creating Tasks To create a task:
Type name of task directly in Contents Pane, or
on Home tab, in New group, click New Task, or
press CTRL+N
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6. Working with Tasks Use Details to add more information about task
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7. Working with Tasks
Task that occurs regularly with or without end date or to end after certain number of occurrences
Automatically listed in task list at appropriate intervals
To create recurring task, click Recurrence and make appropriate choices
Double-click task to edit it
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8. Tracking the Status of a Task
Marking a Task Complete
To mark task as complete:
On Home tab, in Manage Task group, click Mark Complete, or
right-click task and click Mark Complete, or
in most views, click flag in right-hand column, or
in Simple List view, click check box for a task in Complete column, or
if task open, on Task tab, in Manage Task group, click Mark Complete
Can maintain record of completed tasks and even reuse for setting up similar tasks
Once task marked as complete, anyone who has a copy of this task also notified
To move task to a folder, drag it to folder in Navigation Pane
Copy task by pressing CTRL as you drag task to appropriate folder
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Objective 3.4
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9. Tracking the Status of a Task
Changing the Task Status
New tasks assigned default status of Not Started but can choose another status:
Not Started
In Progress
Completed
Waiting on someone else
Deferred
Can also enter percentage completion value to automatically changes status of task to In Progress
If change to 100%, Outlook automatically changes status to Complete
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10. Tracking the Status of a Task
Assigning a Task
To assign existing task to someone:
Right-click task and click Assign Task, or
open task and on Task tab, in Manage Task group, click Assign Task
Can also assign task in main Contacts window by clicking Assign Task from More command in Communicate group of Home tab
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11. Tracking the Status of a Task
Accepting/Declining Tasks
When task assigned to you, message displays in Inbox with
If in Tasks area, new task appears in task list with
Open task to accept or decline it
When you accept task, you become owner of task
Accepted task appears with
Declined task appears with
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12. Tracking the Status of a Task
Updating Tasks and Sending Status Reports
Can track status and completion
If first check box checked, any time you update % Complete field, update message automatically sent to originator, and information updated on originator’s task list
If second check box checked, originator automatically notified when you mark task complete
Can send status report at any time, address it or Cc it to others, and add text message
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13. Tracking the Status of a Task
When receive status update on assigned task appears with as reminder task assigned to someone else
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14. Customizing Tasks
To customize tasks, click File, click Options, and click Tasks
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15. Using Notes To create note, open the Notes element:
On Home tab, in New group, click New Note, or
press CTRL+N
To view options to the note, click at top left of note
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16. Using Notes To organize view: To delete note, select it in list and:
On Home tab, in Current View group, click to select view, or
On View tab, in Current View group, click Change View, or
On View tab, in Arrangement group, select display for notes
To delete note, select it in list and:
On Home tab, in Delete group, click Delete, or
press DELETE, or
right-click note and then click Delete
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17. Using Notes Attaching Notes to Contacts
To attach note to contact, select note and then:
On Home tab, in Actions group, click Forward, or
right-click note and click Forward
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18. Using Notes
To attach note within new message, create new message and then:
On Home tab, in Include group, click Attach Item and click Outlook Item, or
click Insert tab and, in Include group, click Outlook Item
Click Notes to select Outlook item in list and click note to attach with message
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19. Using Notes Customizing Notes
To customize notes, click File, click Options and click Notes and Journal
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20. Using the Journal Use Journal to track actions
Displays as timeline to help show number or type of activities completed during specific period
By default Journal not active in Navigation Pane
Can be added using Folders in Navigation Pane, then click Journal
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21. Using the Journal
Use horizontal scroll bar to move between dates to view activities recorded
Entries can be recorded manually or turned on to automatically record activities
To create new journal entry:
On Home tab, in New group, click Journal Entry, or
press CTRL+N
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22. Using the Journal Enter fields as with other elements in Outlook
To track amount of time you spend on project or with contact, click Start Timer from Timer group on Journal Entry tab
Will change to Stop Timer once activated
When complete, click Save & Close
To modify any journal entry, double-click to open it for editing
Can also associate other options with journal entries
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23. Lesson Summary create one-time tasks
update tasks and send status reports
create recurring tasks
create and manage notes
create a task from a message
change the view of notes
set task options
look at the journal
mark a task complete
create and edit a journal entry
assign a status to a task
assign a task to others
accept/decline task assignments
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24. Review Questions
1. Where can you enter a new task? 2. How could you use the Details option with a task? 3. What are the different Status settings available for an Outlook task? 4. How would you assign a task in your To-Do List to someone else? 5. What happens to a task if someone assigns it to you and you decline it?
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25. Review Questions
6. Explain what happens when you change the % Complete of a task that has been assigned to you. 7. How can you obtain a hard copy of the details for all tasks? 8. What are some actions you can apply to a note? 9. How can you use the Journal? 10. How can you modify an existing journal entry?
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