Tasks
From help.officedesktop.com
| Tasks: Create To Do lists and track their progress.
|
Contents |
Delete
Description: The Delete Task feature allows you to remove Tasks from your Calendar.
Directions:
- Highlight the Task on the Calendar.
- Click the Delete button on the Command Row.
- Click OK to confirm.
To restore a deleted Task, see Restore Task for more details. If you delete a Task assigned to you, it will be automatically declined.
Display Options
Description: The Display Options allows you to customize the default ways Tasks appear on the screen, including text colors and Display Look.
Directions:
- Click the Display icon.
- Select Options.
- Use the drop-down lists to change the Text Display and default Display Look.
- Click Save and Exit.
Display Settings
Description: Display Settings define the fields, their placement, and their order to be displayed in the Details Look within the two system-defined field lists: Standard and Search Results. You can also create a Custom List in which you can also choose which fields you wish to view.
Directions:
- Click the Display icon.
- Select Settings.
- Select the list you wish to modify from the drop-down list.
- To move a field, highlight it and use the up and down arrows at the bottom to change the placement of the fields. If you are creating a Custom List, choose the desired fields from the Available Fields list on the left.
- To change the sort order, click Sorting.
- Choose up to three fields to sort by, and whether you want them displayed in ascending or descending order.
- Check the box to set the current sort rules as the default sort order.
- When finished, click Save and Exit.
Folder Permissions
Description: You can give permissions to Task folders to other system users. There are four levels of permissions that can be granted: Read Only, Read/Create, Read/Create/Edit, and Read/Create/Edit/Delete.
Directions:
- Click the Tools icon and select Folders. Alternatively, click the square to the right of the Folder header.
- From the Folders pop-up window, click the Permissions link.
- Select the users that you want to give permissions to and click the Right arrow.
- To assign the permittee(s) permissions, highlight the permittee(s) name and select the appropriate permissions from the permission dropdown.
- To define the Permissions for new permittees, click the Specify link.
- Click OK.
Forward
Description: You can forward information about a Task to let others know how much of it has been completed.
Directions:
- Open an existing Task and select Forward. Alternatively, highlight a task and select Forward from the Actions thumbnail. A Message with the status information appears in the body.
- Enter the name of the recipient(s) in the To field.
- You may add any other pertinent information in the body of the email.
- Click Send.
Move
Description: The Move To feature allows you to move Tasks from one folder to another.
Directions:
- Highlight the Task you want to move.
- Select Move To from the Actions button on the Command Row.
- Choose the desired folder. If you need to create a new folder, click the Tools icon and select Task Folders.
- Click Move.
If a Task is a series, all occurrences of the series will be moved to the new folder. Moving a Task to the Deleted folder is the same as deleting a Task.
New
Description: The New Task feature allows you to create a Task to be completed by you.
Directions:
- Click the New button on the Command Row. The Task Window appears.
- Fill in the Task details, including Subject, Due Date, Start Date, Task Type, Priority, Status, and Percent Completed.
- To attach a file to the Task, click the Attachments link.
- Type a message describing the Task in the box. You can format text in the description by selecting HTML Format from the drop-down list.
- To assign the Task to someone, click Assign. Click Assignee to select the person who will perform the Task. For more information, go to Assign Task.
- Click the Reminder link to email or text message up to three addresses at a user-defined time. You can also set up to two popup reminders on your computer. Click OK to set the reminder, or Turn Off to turn off the reminder.
- Click Status To to determine who should receive the Status Reports.
- Click Tags to set the appropriate tag for the Task.
- If this is a regular Task, click Recurrence to set the frequency of the Task.
- Click Save and Close when finished.
Percent Complete
Description: You can change the Status of a Task to reflect the percentage of the Task that has been completed.
Directions:
- Open an existing Task
- Use the drop-down list for Percent Complete to reflect how much of the Task has been completed.
- Click Save and Close.
Receiving
Description: When you receive a Task, you have the option of accepting, declining, or reassigning the Task.
Directions:
- Open the Message containing the Task.
- Decide whether you want to Accept, Decline, or Reassign the Task.
- Click the radio button to determine whether you want to send a note back to the sender with or without comments.
- If you choose to reply, type the message in the body of the email.
- If you chose to reassign the Task, enter the new Assignee in the appropriate location. Click Assign.
- Click Send. The Task has been added to your Task list.
Reminders
Description: You can set a pop-up reminder on your computer to notify you that a Task is almost due. You can also email or text message up to three people with a Reminder. You can set Reminders when you create, update or receive a Task.
Directions:
- From within a Task, click the Reminder link. The Reminder window appears.
- If you wish to remind up to three people, including yourself, via email or text messages, check the box, enter the address of the recipient(s), and select the time to send the Reminder.
- If you want the Reminder to pop-up on your computer, check the box and select the time to send the Reminder. *Click OK to set the Reminder. The Reminder box reads On, and a bell icon appears.
- Reminders can be removed from the Task by clicking Turn Off from within the Reminder window.
Restore
Description: A Task that has been accidentally deleted can be restored. For example, if you deleted a folder without realizing that there was still a Task in it, the Task is not permanently lost.
Directions:
- Select the Deleted Tasks folder from the drop-down list.
- Highlight the Task you want to restore.
- Click the Restore button on the Command Row. The Task is moved back into the original folder.
Send Status Update
Description: You can send a Status Update to let others how much of a Task has been completed.
Directions:
- Open an existing Task.
- Use the drop-down list for Status to select the Status of the Task.
- Use the drop-down list for Percent Complete to reflect how much of the Task has been completed.
- Click Send Status. A Message with the new status information appears in the body.
- The address of the person designated to receive the Status Updater appears in the To field.
- You may add any other pertinent information in the body of the email.
- Click Send.
- Click Save and Close to save the Status and Percent Complete.
Show
Description: The Show Tasks drop-down list, located above the Task list, allows you to see your Tasks in three formats.
Show All Tasks allows you to see every Task, complete or incomplete, within the given time frame shown on your Calendar.
Show Incomplete Tasks displays only the Tasks that have not yet been completed within the given time frame shown on your Calendar.
Show Tasks By Date displays only the Tasks that are due to be completed within the given time frame shown on your Calendar.
Directions:
- Use the drop-down list on the Folder header to decide how you want your Tasks to be displayed.
Folders
Description: Task Folders allow you to organize your Tasks into self-defined folders (e.g., “Work,” “Personal”).
Directions:
- Click the Tools icon, select Folders. Alternatively, you can click the square after the Folder name and above the list of Tasks.
- Click New to create a new folder.
- Type the name of the folder. Click Save and Exit.
- You can also rename and delete folders. Warning: If you delete a folder, all Tasks within that folder will also be deleted. To restore a deleted Task, see Restore Task for more details.
- Click Close.
You may also give permissions to a Task folder by highlighting the Permissions link in the Folders pop-up window. See Folder Permissions for more details.
Retention
Description: You can tell the system to permanently delete Tasks for a period of up to seven days after their occurrence or when they were sent to the Deleted folder.
Directions:
- Click the Tools icon.
- Select Task Retention.
- Use the drop-down lists to choose the length of time to automatically delete expired individual and recurring Events, Tasks and Alerts.
- Click the Permanent Deletion tab.
- Use the drop-down lists to choose the length of time to store deleted Events, Tasks and Alerts in their respective Deleted Folders.
- Click Save and Exit.
If your corporate policy specifies a deletion timeframe less than your personal retention policy, the Task will be deleted based on the corporate policy.
Search
Description: Searches are performed to locate Tasks.
Directions:
- Click the Search icon.
- Click the Folder icon to select the folder(s) you want to search.
- Enter the keyword(s).
- Click Search.
Type List
Description: You can categorize Tasks by using the Task Type list. This allows you to organize your Tasks yourself and aid in your Searches of Tasks.
Directions:
- Click the Tools icon.
- Select Task Type List.
- Enter the Task Type.
- Click Add.
- To delete a Task Type, highlight it and click Delete. You cannot delete system-created Task Types.
- To restore to the defaults, click Reset.
- When finished, click Save and Exit.
