Advanced Training for Microsoft Outlook 2002

Using the Task List

Creating New Tasks

1 To begin working with tasks, on the Outlook Bar, click Tasks.
2 To create a new task, on the Standard toolbar, click the New Task button.
3 In the Task form, in the Subject box, type Order.
4 To set the end date of the task, click the Due date arrow, and then click June 9, 2003.
5 To set the date that this task should begin appearing in your Tasks folder, click the Start date arrow, and then click June 6, 2003.
6 To close the Order new brochures - Task form, click Save and Close.
7 To create another task, on the Standard toolbar, click the New Task button.
8 In the Subject box, type Submit.
9 To set the date you would like the task completed, click the Due date arrow, and then click June 16, 2003.
10 To set the start date, click the Start date arrow, and then click June 9, 2003.
11 To set a priority for the task, click the Priority arrow, and then click High.
12 To make this task recurrent, on the toolbar of the Task form, click the Recurrence button.
13 To define the number of occurrences, in the Task Recurrence dialog box, under Range of recurrence, click End after, and in the occurrences box, double-click to select 10, and type 8.
14 To accept the default settings in the Recurrence pattern section, so that as you complete the task each week, the task is regenerated for the next Monday, click OK.
15 To close the Submit timesheet - Task form, and display the new task in the Tasks folder, click Save and Close.

Updating Tasks

1 To begin updating a task, in the Tasks folder, double-click Order new brochures.
2 To change the due date, in the Order new brochures – Task form, click the Due date arrow, and then click June 13, 2003.
3 To mark the task as 25% complete and change its status to In Progress, click once on the up arrow for % Complete.
4 To set a reminder for two days before the task’s due date, click the arrow to the right of the first Reminder box, and click June 11, 2003.
5 To change the time for the reminder, click the arrow to the right of 8:00 AM, and click 10:00 AM.
6 To begin entering a comment, click in the comments area, and type Contact.
7 To save your changes to the Order new brochures – Task form, click Save and Close.
8 To change the default reminder time for all tasks, click the Tools menu, and then click Options.
9 In the Options dialog box, in the Tasks section, click the Reminder time arrow, and then click 9:00 AM.
10 To change other task options, click the Task Options button.
11 To change the color of completed tasks, in the Task Options dialog box, click the Completed task color arrow, and then click blue (third from bottom).
12 To stop Outlook from automatically sending status reports, click to clear the Send status reports when assigned tasks are completed check box, and then click OK.
13 To close the Options dialog box, click OK.
14 To mark a task as complete, in the Task folder, click the check box to the left of the Submit timesheet task.
15 Notice that, as the first instance of this recurring task is crossed out, the next instance is generated. To create a new task from an e-mail message, on the Outlook Bar, click Inbox.
16 Click the Follow up message from Chris Hill, hold down the mouse button, drag the message to the Tasks button on the Outlook Bar, and release the mouse button.
17 To set a due date for the new task, in the Follow Up - Task form, click the Due Date arrow, and click June 9, 2003.
18 To save the new task, click Save and Close.

Managing Your Tasks

1 To respond to a task request, in the Inbox, double-click Task Request: Approve invoice payments.
2 To accept this task, on the toolbar for the Accept invoice payments - Task, click Accept.
3 To send a response to the person who sent the request, in the Accepting Task dialog box, notice that Send the response now is already selected, so click OK.
4 To update the Approve invoice payments task, on the Outlook Bar, click Tasks.
5 To mark an assigned task as 50% complete, double-click the Approve invoice payments task.
6 In the Approve invoice payments – Task form, click twice on the up arrow for % Complete.
7 To send a status report to the person who assigned you this task, on the task form's toolbar, click the Send Status Report button (to the right of Assign Task).
8 To send a status report without adding any comments, in the Task Status Report: Approve invoice payments - Message form, click the Send button.
9 To respond to another task request, on the Outlook Bar, click Inbox.
10 In the Inbox, double-click Task Request: Review brochure layout.
11 To decline this task, on the toolbar for the Review brochure layout - Task, click Decline.
12 To edit your response to the person who sent the request, in the Declining Task dialog box, click Edit the response before sending, and then click OK.
13 Type I'll be, and then click Send.
14 To move to the Tasks folder, on the Outlook Bar, click Tasks.
15 To stop a task from continuing to recur, in the Tasks list, double-click Submit timesheet.
16 On the toolbar of the Submit timesheet – Task form, click Recurrence.
17 In the Task Recurrence dialog box, click Remove Recurrence.
18 To save the updated task, click Save and Close.
19 To delete a task, in the Tasks list, click Submit timesheet, and on the Standard toolbar, click the Delete button.
20 To delete a task that someone else has assigned to you, in the Tasks list, click Approve invoice payments, and on the Standard toolbar, click the Delete button.
21 In the Delete Incomplete Task dialog box, click Mark complete and delete, and then click OK.

Assigning Tasks to Others

1 To begin assigning a task, on the Standard toolbar, click the New Task button.
2 In the Subject box, type Submit.
3 To set the due date for the task, click the Due date arrow, and click June 19, 2003.
4 To set the start date, click the Start date arrow, and click June 12, 2003.
5 To assign the task, on the toolbar of the task form's toolbar, click the Assign Task button.
6 To locate the e-mail address of the person to whom you would like to assign this task, click To.
7 In the Select Task Recipient dialog box, click the Show Names from the arrow, and in the drop-down list, click Contacts.
8 In the Name list, click John Evans, then click To, and click OK.
9 To describe the type of report you are requesting, click in the comments area, and type Inventory.
10 To send the task request, on the task form's toolbar, click the Send button.
11 In the message that notifies you that the task reminder has been turned off, click OK.
12 To view only those tasks that you have assigned to others, click the View menu, point to Current View, and click Assignment.
13 To open an assigned task, in the Tasks list, double-click the Submit report task.
14 To view the task's current status, in the Submit report - Task form, click the Details tab.
15 To close the Task form, click the Close button.