Subtitles of the Movie

Well I've got good news. Especially if you're a manager, and that is you can take your To-Do List here of tasks, and you can assign tasks to other people so that you don't have to do anything, you can get all the people who work for you to do things for you, that make you look good. So, how do you do that? Well, you go to your To-Do List first of all in your Tasks, and you don't have to necessarily go to the To-Do List, you can go to any of your Task Lists for example, so Simple List, Detailed List, Active Tasks, and so on. I'm going to go to my To-do List here, and I'm going to double click on one of my tasks that I've created, Explain Outlook 2007. And what you can do here, in fact I'll talk about a couple of different things as you manage the task. You can either send the status report, so let's say I'm 50% done with this task, then the status changes notice to In progress, and I can send a status report which summarizes that particular information there, and then I can assign who I'm going to send this task update to. And you're just composing an e-mail, which will update the other person with your task status. So I'm not going to save changes, I'm not going to send this out. We go back to our Task dialog box. Here's the even better part. Which is that you can assign your task. You can make someone else do this, or not make them, you can ask them to do it. So let's say the Start date is due by this time, and we're going to send it to, and we'll send it to this person right here, and Ok. So let's give this, let's send this out; Status: it's in progress I want someone else to do the other half of this, or 0%, it's not even started yet; Priority: High. Again most of the options you can set with a normal e-mail message you can set to any kind of assignment of a task. And when we're done we will just send it out. So let's go ahead and do this here. Notice these two options are also selected by default: Keep an updated copy of this task on my task list; Send me a status report when this task is complete. Bingo, let's send it out. So it doesn't go anywhere. I changed the Due date also, notice that changes the color of it. And now let's look at some of our other views to follow up on this task. So if I go to the by Assignment; if I use my Current View grouping here and change my To-do List so I'm going to view things by assignment. Notice that, here is now the owner, it's who I've assigned it to. But the status notice, as I give this a double click, is it's still not started. Now, if you want to go in and change the status, again the status is not started, but this is a field which you can edit. So if you've sent this out for assignment, and you're waiting on someone else, you can change the status right there. So, whoops trying to do something else here, trying to just expand that. But you can come into your Task List and see which of your tasks are waiting on someone else, or otherwise what their status is. Also, people will have the chance now to respond, they could decline the task if you assign it to them, or they could respond to you with a percent completion, like I just showed you just a moment ago. Now, as a last note here as we're talking about assigning tasks and some of the options that you have when you're dealing with an assigned task is that again, you can have that task declined by the other person. And if you do, you'll see an e-mail sent to you, and then once you open up that e-mail you'll have the option to take that task back to your Task List if you want to. The other thing worth pointing out as I open up the task, and I'll just do this one by double clicking it. But there's also a details section of the task, and we can enter more details about the task. So you might have noticed this, I sent my status report that the total work was zero hours, but you can assign a value to this, and you do this of course when you're creating the task not after it's already been created and assigned. But, you can use this detail to assign a total work, so that way the person working on it might have a better gauge of what percentage of that task is completed. So, just to quickly show you that with a new task, since we can't do anything about this task that's already been created and then assigned. We can just go to our Tasks, create a new task, and in this Show section here we have the task but we also below it have the task details, which if you're using a higher resolution or making this window bigger should be pretty apparent right here. So the date completed, you can set a due date, and you can set an expectation as far as the amount of work that needs to be done. So if you are managing people in your organization, this can be a great way to make sure that work gets done, and that it gets followed up on. It's a great management tool. And it works best, I should finally add, if you're using an exchange server as your backend.