Outlook 2007 Tasks
Outlook 2007 tasks is used as a to-do list. With the tasks feature you can set reminders, categorize tasks, and assign responsibilities of a task. Open Outlook 2007 and click on the task option.
You will see a window similar to the one above. As with all of the features in Outlook 2007 Tasks has a Navigation pane on the left hand side. The Navigation pane can be minimized by clicking the left pointing double arrows next to Tasks. Click the arrows again to show the navigation pane.
Below the Tasks label is an option menu where you can choose what tasks you want displayed. Click the down arrow to see the options. You should have 3 options; mailbox, archive folders, and personal folders. Click on the options to add or remove the check mark.
Below the task option menu in the navigation pane is a list of view/sort options. Click on the to do list this will show all of your tasks including email messages that have been marked with a follow up flag. The task option will show only tasks created in the task function of Outlook 2007. Archive will show all completed tasks that have been moved to the archive folder. This section of the navigation pane can be hidden by clicking the up arrows.
Below the task option menu is the Current View section of the navigation pane. Click on each selection to sort and view the current tasks. The simple list will show the description of the task and the due date. Detailed List will display subject, status, due date, percentage complete, category and folder. Active tasks will show only tasks that have not been completed. The Next seven days will show tasks that are due in the next seven days. Overdue tasks will show any tasks that have not been marked complete and is past the due date. By category will sort the tasks by the assigned category. Assignment will show tasks assigned to other people. By person responsible will sort the task by the person the task has been assigned to. Completed tasks will only show tasks that have been marked complete. Task time line will show dates horizontally across the top of the working screen with the tasks listed in a time line fashion. If you are using a server for outlook or share point the tasks will be shown in the server tasks. Outlook data Files will show all tasks as well. The To-Do list will give you a list of tasks including email messages.
Click on the Open Shared tasks link below Current view. This will open a window to select or type a name of a person you would like to view their tasks. Click Name to open the contact list window and select a name or type the person's name and click OK. If you do not have permission to view this person's tasks a window will pop up. If you would like to ask this person to share his/her tasks click Yes if not select No. Once you have been given permission to view the person's tasks you will see their name appear in the My Tasks section of the navigation bar. When you click on their name you will be able to view their tasks the same as yours.
The next link is Share my task folder. Click this link and an email message will open for you to select a recipient, grant them permission to view your tasks and request permission to view their tasks. When you are finished filling out the email click the Send button and the request will be sent.
Click on the add new group link. This link will place a new group heading in your navigation pane. You are then able to group your tasks and have groups of option placed in this section.
The last link in the navigation pane is Customize Current View. Click on this link and the Customize view window comes up with the current view selection listed in the window title so you know what view you are editing. In this window you can edit the settings in whatever current view setting you have selected. In the Customize view window click the Fields tab.
This will open the Show Fields window. In this window select the maximum number of lines you want to show in compact mode by using the drop down arrow and clicking your selections. The next selection is Select available fields from: the default is frequently - used fields. Click the down arrow to see other choices. Make you selection to change the options in Available fields. Use the scroll bar to see the entire list of Available fields to add to the view. If you would like to add a field to the view click on the field name and click the add button this will move this field name to the Show these fields in this order box. To remove a field click on the field in the Show these fields box and click the remove button. When you have the list of fields you can use the Move Up and Move Down buttons to change the order the fields will be displayed in your task screen. To add a new field that is not listed click the New field button. This will open the new field window. In this window type the name of the field you would like to add use the drop down arrow to select the type of field and the format and click OK. Click OK in the Show fields button to return to the Customize view window.
Click the Group by button in the Customize view window. This will open the Group By window. This window is where you are going to group and organize your tasks. If you want Outlook to automatically group them click the top check box. If you would like to organize them use the drop down arrow and make a selection then choose ascending or descending order. Go down the list in the order you would like the tasks sorted. Click the OK button when you have made all of your selections. This will return you to the customize view window.
Click the sort button this will open the Sort window. This window works like the group options. Use the drop down window to make the selection in the order you want your tasks sorted then click either ascending or descending order. When you are finished making your selections click the OK button to return to the Customize view window.
Click the Filter button to open the filter window. This window is used for a synchronization filter. When you enter your search words and/or the from and sent to sections, and time this will place the tasks in the synchronization folder that is used when you are not connected to exchange. The items in this folder will be available when you are off line. Click on the More Choices, Advanced and SQL tabs to see the rest of your options. Click Ok to return to save your changes and return to the customize view window.
Click on the Other Settings button. This will open the Other Settings window. This window allows you to set the fonts, lines, reading pane and layout of your task working screen.
To select a new font for the Column Heading and Rows click on the Column or Row font button. This will open another window where you can select your font, style, size. At the bottom of the window you will see a preview of the font selections you made. Check the boxes to select or deselect the settings to the right of the font in Column Heading and rows. Automatic column sizing will change the size of the columns to match the text length. Allow in-cell editing will let you edit your tasks in the working screen without double clicking on the task and opening up the specific task window. Show new items row will add a row to your tasks just for new items.
In the Grid Lines and Group Headings section click the down arrow in the Grid line style to make a selection. Check the Show items in Groups if you would like to group your headings, check Shade group heading if you would like them to be distinguished by a shaded color.
You can change the location of the reading pane or turn it off. Make you selection by clicking the button in the reading pane section. A reading pane will open all of the details of the task in a section of the working screen.
In the Other Options you can make selection on how the layout of the tasks will appear. Play with these selections and click OK when you are finished to see the outcome. Clicking OK will bring you back to the customize view window. You will need to click OK in this window as well to see the changes.
In the customize view window click on Automatic Formatting. This will open the window. In this window you will add, select or delete rules for formatting your tasks. You will see a list of default options in the Rules for this view section. Click on each list item to see the current rule below the box. For example the rule for Completed and Unread tasks is a strike through with 8 point font in the font style Segoe UI. If you click on the font button you are able to change these settings to distinguish this task from others. Click the Add button to add another style of task to the rules box and set the options using the font button. Click OK when you are finished to return to the Customize View window.
Click the Format columns button to open the window. In the Format Columns window you can change the way each columns text, size, icon alignment to fit your needs. Each field will have slightly different options depending on the type of information provided in the field. For example if you select the priority field and click the down arrow next to format you will see a text option. If you make this selection you will see text instead of an icon for the priority column in the working screen of your task window. Play with the options. Click OK to return to the customize view window and click OK in that window to see the changes made to the working screen.
The last button in the customize view window is Reset current view. If you click this button any changes you made will be set back to the default settings. Click OK to have the changes take effect and return to your tasks.
Now we will begin moving across the top of the working tasks screen to learn about the icons and their functions.
The first icon is New. If you click the button you will open a new task window. In the new task window you type your task subject and information and click save and close to add the task to the list. If you click the down arrow on the new button you will see the list of options. In this list you can create a new task or any other object in Outlook 2007. This is also another way to create a new task and assign it to someone else.
The next button is print. Click the printer icon. This will open the Print window. In this window you can choose the printer you would like to print to by using the down arrow in the name section. Select the style you would like to use to print your tasks. The table style will look like the screen with each task in a row with the columns listed at the top. The Memo style will only print the selected task in a format that looks like an email. Select the number of pages you would like printed, the number of copies the print range and click the Preview button to see what the final document will look like. When you are satisfied with the preview click OK and the tasks will be sent to the printer.
Move to Folder is the next icon. Click on this button and you will get a list of all of the folders that have already been created to organize your items in Outlook. To move a task to a folder click on the task you would like moved then click on the move to folder icon. If you do not see the folder listed in the menu click Move to Folder at the bottom of the menu. This will open the Move Items window. In this window you will see a list of all of the folders and have the option to create a new folder. If you would like to create a new folder click the new button this will open another window. In the New window type the name of the folder you would like to create and click OK. The new folder will be placed in the folder list. Click on the folder you would like to move the task into and click the OK button to return to the working task screen.
Next to the move to folder icon is the delete button. This button is used to delete your tasks. To delete a task select the task by clicking on it then click the delete button.
Next to the delete button is the complete task icon. Select your task and click this button to mark the task completed.
The Reply and Reply to all buttons will be grayed out because there is not a reply email function associated to tasks. The Forward button will open an email with the selected task linked to it. In the email you can select a recipient in the to box and click send to send a selected task to someone.
The category button will let you color code your tasks. Click this icon to see a list of categories already created, to assign a category or create a new category. To assign a category that you have already created click on the task then click the category button and select a category. This will place the colored box next to the task. If the task already has a category assigned to it you can remove it using this icon and the Clear all categories selection. The clear all selection will be grayed out unless a category is already assigned. If you do not see the category you would like click the All categories selection. This will open the Category window. In this window you can create a new category or select a new category not listed. Click OK to close the window and apply the changes. The Set quick Click will set a default category to be assigned each time the category section of the task is clicked. Set this to the category that you use the most often to save time.
The flag icon is for marking tasks with a follow up reminder. Follow up reminders can be done by selecting the task and clicking the flag icon and making a selection or by clicking the outlined flag next to the task in the task list. When using the flag icon in the tool bar you are given more selections. You can select the amount of time you have to follow up on a task by using the different colored flag selections. The Add Reminder option will open the Custom window and let you use the drop down arrows to select the type of flag, the start date, due date, and when to set the reminder to pop up. Click the OK button to close the Custom window and return to your task.
Mark complete can be used by clicking the Flag icon in the tool bar and clicking the selection Mark complete or by clicking the flagged task in your task list to place a check mark next to the task to show you completed the follow up on the task.
Clear Flag is used to take the flag away to show the task no longer needs follow up. To use this select an task that has a follow up flag. Click the Follow up icon flag and select Clear Flag.
Set Quick Click opens the Set Quick Click window. In this window you can select the type of follow up flag you want when you click the follow up section of a task. Use the down arrow to make your selection and click OK to save the selection. This will close the window and return you to your task.
The next button is the address book button. This button will open the Address book. This button is used as a reference. To view any of the contacts double click on them and their contact information will come up in a new window. In the window you can take notes on phone conversations, see what organizations they are part of, see the email groups they are include in, and a list of all of their email addresses.
In the Address book window you can type a portion of a contacts name in the search box and click the Go button to search for a name instead of scrolling through all of the names. You may also have multiple address books. If this is the case click the down arrow where it says Global Address List in the image and you can select another address book to search. The text box next to the Address Book button will do the same search without opening the window.
The File, Edit, and Tools menus give you some of the features available in the contact section of Outlook. The File menu gives you the options to create a new contact, create a new message to the selected contact/contacts, add a contact to a different list, delete a contact, or view the properties. Edit will let you undo a change, cut, copy, and paste.
Tools will open an advanced find window or an options window. The Options selection will open the Addressing window. In this window you make selections to accommodate how you would like to view you contact lists. The first option lets you change the list shown by default when you open the address book. Next is selecting what list you would like your personal contact. The last option lets you choose what list you want to search when you are typing an email. When you address an email you can type the first few letters of the email address or contacts name and a drop down list will appear for you to click on the persons email address so you don't have to type the whole address. Click OK to save the changes and return to the address book. Click the red X to close the address book.
The last button is the Help button. This button will bring up a help window for you to search for questions about Outlook 2007.
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