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Microsoft Outlook 2010 Tutorials
Tracking Your Tasks / Working with the Tasks and To-Do List Views
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Subtitles of the Movie (Microsoft Outlook 2010 / Tracking Your Tasks / Working with the Tasks and To-Do List Views)
Here we are in Tasks which we got to by clicking the Tasks button here in the Navigation Pane. The goal of this lesson is to acquaint you with the view that you have in Tasks, how you can customize it a bit and what information is typically displayed about Tasks in both To-Do and Tasks Views. This will give you an idea of some of the things you can do with your Tasks which will help you decide what to build into the Tasks when you create them, which you'll learn to do in another lesson. First let's look around. We've got our Navigation Pane here on the left. We have the Task List, or To-Do List in this case, here. We have a Reading Pane which just like it does in Outlook Mail defaults to being displayed on the right and then we have a To-Do Bar. Now, the To-Do Bar consists of a Date Navigator, a list of items upcoming from the calendar and our Tasks. Now this is kind of redundant to see Tasks again so we're going to turn that off and then we have more room for more Calendar Items. These panes can be collapsed or minimized and then re-expanded, same over here. It'll reduce your list over here on the Navigation Pane to Icons, but it allows you to quickly get to your mail if you need to, which is why I would not suggest turning it off because if you want to get out of Tasks you have to come back here and turn it back on, so you might as well just leave it minimized if you feel it takes too much room. I'm going to re-expand it and now let's move our Reading Pane to the bottom. Now what appears in the Reading Pane? If you click on a Task you get all the stuff that was entered when that Task was created, such as the Due Date, Text in terms of what needs to be done to complete the task and that's purely optional and you'll learn how all these components were created when you build your own Task. You have, as I click on different ones you'll see more or less detail for each one appear in the Reading Pane. Now, in the Tasks View I'm going to see a little less information. I'm going to see the Subject, the Due Date, the Categories and that's about it. If you want to see more information about Tasks simply right-click the Column headers and you can select Field Chooser and I'll drag this out into the middle here and if I want to add a column all I have to do is drag it from this list up to the header. So, for example, let's say I assign a lot of my tasks. I haven't assigned any yet but you'll learn how to assign tasks in another lesson. Let's say I want to see that, I just drag it up here to the Columns, let it go and that becomes a feature, it becomes something I can see about my Tasks. Now if I decide I don't want it, just drag it back out. So that's one way to customize the View. I'm going to close this up. You can also choose to change views here. I can choose a Detailed View which gives me more columns by default - go back to a simple list which is how I left it - I can view just the To-Do List which we saw by selecting it here as well, I can choose to view them by items that are Prioritized, by the ones that are due in the Next 7 Days, due Today, that are Completed, that are Active, Overdue, Assigned to others - so all these options here are available through the Change View button. If I choose Manage Views I get this option where I can select each of my Views and modify them and we'll see this dialog box in other places. This just allows us to choose which columns we want to see. It's yet another way to add them so you can select, for example, when it was last modified and add that. If you want to get rid of it you select it on the right and click Remove. Now I'm going to Cancel out of here. Your other options are to Group your tasks. They are automatically grouped by date which is really the best way to view them. How to Sort them. I'll show you a better way to do that momentarily. How to filter them, how to set up the fonts and so forth for how they're displayed. So all these options are available under Advanced View Settings and, as I said, there are several ways to get to this dialog box. I'm going to close out of here. We can adjust the Arrangement. We can view things by Categories, Start Date, Due Date which is the default, Type and Importance. We can Reverse Sort, yet another way to sort, but here's a better way. If I click Due Date I'm sorting by Due Date. And I can sort by Reminder Time, Start Date, Categories - so all these options are available just by clicking the buttons and you can reverse the sort order by clicking the button again - Ascending, Descending and so forth. Again, we can Add Columns, that dialog box that we saw before has returned and we can Expand and Collapse. So, for example, if I'm viewing this week's tasks I can expand or collapse - let me collapse that group - these triangles do the same thing, expand and collapse. If we have an Overdue task we can choose to display the Reminders Window. Now there's nothing appearing here right now. I'm going to close that up and I'll put this back by Due Date and I'm going to go in and change the prompt time for this so that it should have prompted me a day earlier. Save and Close and now if I hit - ah, the Reminders Window pops up and I get a Reminder. So, this should happen automatically as the times that you've set to be reminded and you'll learn how to do that when you create the task, but as those times appear the Reminder Window will pop up. If you want to have a list of all the stuff that's currently due, things that you've Snoozed earlier in the day, you can just click Reminder Window and it brings those up. I'm going to Snooze this for a half a day because I'm continuing to put this task off. Now those are our choices for how to view our tasks: as a To-Do List or a list of simple Tasks and we can change the View. I'll go back to Simple List here, so now Tasks is back to the default Simple List View. Red tasks are overdue. The Flags here indicate that it's a current task or something for the future or, in this case, a completed task. In other lessons you'll learn how to mark tasks as complete, how to change their due dates which you can take something that's overdue and move it to the future so it's no longer menacing you in this red type. So, now that you have a sense of the lay of the land and all the things you can view about your tasks you hopefully have a better sense of how you can use this feature and how to build your tasks so that they give you all the information you need.
Tutorial Information
| Course: | Microsoft Outlook 2010 |
| Author: | Laurie Ulrich Fuller |
| SKU: | 34166 |
| ISBN: | 1-936334-54-2 |
| Release Date: | 2010-10-05 |
| Duration: | 7 hrs / 89 lessons |
| Captions: | No |
| Compatibility: |
Vista/XP/2000, OS X, Linux QuickTime 7, Flash 8 |
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