Using Tasks and Notes

Core Training for Microsoft Outlook 2002

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 new brochures.
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 timesheet.
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 (second 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.

Organizing Tasks

1	To view the status, percent complete, and categories of tasks, click the View menu, point to Current View, and click Detailed List.
2	To view only incomplete tasks, click the View menu, point to Current View, and click Active Tasks.
3	To sort the tasks in alphabetical order based on the Subject column, click the Subject column heading.
4	To return to the default view, click the View menu, point to Current View, and click Simple List.
5	To begin assigning a category to a task, in the Tasks list, double-click Process supply invoices.
6	In the Process supply invoices – Task form, click Categories.
7	In the Categories dialog box, in the Available categories list, click to insert a check mark in the Miscellaneous check box.
8	To assign the Process supply invoices task to the Miscellaneous category, click OK.
9	To save the updated task, click Save and Close.
10	To add a new category to the list of available categories, in the Tasks list, double-click the active Submit timesheet task.
11	In the Submit timesheet – Task form, click Categories.
12	In the Categories dialog box, click in the Item(s) belong to these categories box, type Payroll, and then click Add to List.
13	Notice that the Payroll category appears in the Available categories list with a check mark. To accept the assignment of this task to the Payroll category, click OK.
14	To save the updated Submit timesheet task, click Save and Close.
15	To view tasks grouped by category, click the View menu, point to Current View, and click By Category.
16	To view the task in the Payroll category, click the plus (+) sign to the left of Categories: Payroll.

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 on vacation that week., 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 report.
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, and 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 report.
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.

Creating and Modifying Notes

1	To begin creating a note, on the Outlook Bar, click Notes.
2	On the Standard toolbar, click the New Note button.
3	In the Note form, type Conference Call to Italy.
4	Press ENTER twice and type Sent invoice Monday.
5	To save the note, click the note's Close button.
6	To edit the note you created, double-click the Conference call to Italy note.
7	To add to this note, click at the end of the second line, press ENTER, and type Sent payment date and check number by e-mail.
8	To save the updated note, click the Close button.
9	To delete a note, in the Notes folder, click the Phone Call from Shirley note, and on the Standard toolbar, click the Delete button.
10	To recover the deleted note, click the Edit menu, and click Undo Delete.

Organizing and Managing Notes

1	To display notes as icons in a list, on the Standard toolbar, click the List button.
2	To view the notes in a list with their contents visible, click the View menu, point to Current View, and click Notes List.
3	The notes are sorted by the Created column. To sort them alphabetically by subject, click the Subject column heading.
4	To begin assigning a note to a category, double-click Meeting Agenda.
5	In the top-left corner of the Note form, click the Note button, and then click Categories in the drop-down list.
6	To create a new category, in the Categories dialog box, click in the Item(s) belong to these categories box, and type To Do.
7	To add this to the Available categories list, click the Add to List button.
8	To confirm that this note has been assigned to the new category, click once below the scroll box on the list scroll bar, notice the check mark next to To Do, and click OK.
9	To close it, click the note's Close button.
10	To assign another note to a category, double-click Phone Call from Shirley.
11	In the top left corner of the Note form, click the Note button, and click Categories in the drop-down list.
12	In the Categories dialog box, in the Available categories list, click the Business check box to insert a check mark, and then click OK.
13	To close it, click the note's Close button.
14	To group the notes by category, click the View menu, point to Current View, and then click By Category.
15	To view the notes under a category, click the plus (+) sign to the left of the To Do category.