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Microsoft Outlook 2010 : Track Tasks (part 3) - Removing Tasks and Items from Task Lists, Managing Task Assignments

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6/22/2013 8:59:04 PM

3. Removing Tasks and Items from Task Lists

When you complete a task or follow up on a flagged item, you have three options for managing its presence on your task list: marking the task or flagged item as complete, removing the flag from a flagged item, or deleting the task or flagged item entirely.

Marking a task or flagged item as complete retains a record of the item on your task list. Completed tasks are visible only in certain task list views.

To mark a task as complete:

  • In the Tasks module, click the task to make it active, and then on the Home tab, in the Manage Task group, click the Mark Complete button.

  • In views that include a check box preceding the task subject (most list views), select the check box to delete the task.

  • In views that include a colored flag, click the flag once.

  • In any view, right-click the task, and then click Mark Complete.

  • In the task window, change the Status to Completed or the % Complete setting to 100%.

Whichever method you use, in your task list, the completed task is crossed through, the Complete check box is selected, and the flag changes to a check mark. In the task window for the completed task, Status is set to Completed and % Complete is set to 100%. (In other words, doing any one thing accomplishes all the others.)

image with no caption

Completed tasks appear in certain views of your Tasks List but not in your To-Do List.

After you mark an instance of a recurring task as complete, Outlook generates a new instance of the task at whatever interval you specified when creating the task.

Removing the flag from a flagged item such as a message or contact record retains the item in its original location but removes it from your task list entirely.

To remove the flag from an item:

  • Display the Tasks module, click the flagged item to select it, and then click the Remove From List button in the Manage Tasks group on the Home tab.

  • Click the flagged item in the To-Do Bar Task List and then click the Remove From List button in the Manage Tasks group on the Task List contextual tab.

  • Right-click the flagged item, click Follow-up, and then click Clear Flag.

Deleting a task or flagged item moves the task or the original item to the Deleted Items folder; it is permanently deleted when you empty that folder. No record of it remains on your task list or in its original location (such as your Inbox).

To delete a task or flagged item:

  • In the Tasks module, click the task to make it active and then on the Home tab, in the Delete group, click the Delete button.

  • In any view, right-click the task, and then click Delete.

4. Managing Task Assignments

You can assign tasks from your Outlook task list to other people within your organization and outside of your organization (and other people can assign tasks to you). Outlook indicates assigned tasks in your task list by adding blue arrow pointing to a person on the task icon, similar to that of a shared folder in Windows Explorer.

Tasks You Assign to Others

You can assign tasks to people on your Microsoft Exchange Server network, to people on other Exchange Server networks, and to people running e-mail programs other than Outlook.

  • When you assign a task to a person on your Exchange Server network, Outlook sends a task request, similar to a meeting request, to the person you designated. The assignee can accept or decline the task assignment by clicking the corres-ponding button in the Reading Pane or in the task window header. Outlook indicates the status of the task in your task list as Assigned.

  • When you assign a task to a person who is on another Exchange Server network or is using an e-mail program other than Outlook, Outlook sends a message that the assignee can respond to manually. Until you change the task status, it is Waiting For Response From Recipient, rather than Assigned.

When you assign a task, you can choose whether to keep a copy of the task on your own task list or transfer it entirely to the assignee's task list. Either way, the task remains on your own task list until accepted, so you won't lose track of it. (If the recipient declines the task, you can return it to your task list or reassign it.)

Tip

You can assign only actual task items; you can't assign flagged messages that appear in your task list.

After you assign a task to someone else, ownership of the task transfers to that person, and you can no longer update the information in the task window. (The assignee becomes the task owner and you become the task originator.) If you keep a copy of the task on your task list, you can follow the progress as the assignee updates the task status and details, and you can communicate information about the task to the owner by sending status reports. Unless you choose otherwise, Outlook automatically sends you a status report on an assigned task when the assignee marks the task as complete.

To delegate a task to another Outlook user:

  1. In the task window, on the Task tab, in the Manage Task group, click the Assign Task button.

  2. In the To box that appears in the task header, enter the e-mail address of the person you want to assign the task to.

  3. In the task header, click the Send button. If a message box notifies you that the task reminder has been turned off, click OK.

    Outlook sends the task request, and notifies you when the assignee accepts or declines the task.

You can view the status of tasks you have assigned to other people by displaying your task list in Assignment view.

If you assign a task and the assignee declines the assignment, the task doesn't automatically return to your task list; you need to either reclaim it (return it to your own task list) or reassign it.

To reclaim or reassign a declined task:

  1. Open the declined task assignment (indicated in your Inbox by a task icon with a red X).

    The Manage Task group on the Task tab of the ribbon includes commands specific to managing the declined task.

    image with no caption

    When an assignee declines a task, you can reclaim or reassign it.

  2. In the Manage Task group, click the Return To Task List button to reclaim the task, or the Assign Task button to reassign it.

Tasks Other People Assign to You

When another person assigns a task to you, you receive a task assignment request.

To accept, decline, respond to, or reassign a task assignment request:

  1. Open the task assignment request (indicated in your Inbox by a task icon with an outstretched hand).

    The Task tab of the ribbon includes commands specific to managing the task assignment request.

    image with no caption

    You can respond in several ways to a task assignment.

  2. Take one of the following actions:

    • In the Respond group, click the Accept button to accept the task or the Decline button to decline the task, and send the associated response to the task owner.

    • In the Respond group, click Reply to send a message to the task owner without accepting or declining the task, or the Forward button to forward the task content to another person without reassigning the task.

    • In the Manage Task group, click the Assign Task button, and follow the process described earlier in this topic to assign the task to another person.

You can update the details of a task assigned to you by someone else in the same way that you do tasks that you create.

To send a status report about a task assigned to you by someone else:

  1. Open the task window.

  2. On the Task tab, in the Manage Task group, click the Send Status Report button.

    Outlook generates an e-mail message with the task information in the Subject field and message body.

  3. Address the message to the people you want to send the report to, and then send the message.

In this exercise, you'll assign a task to another person.

Note

If you didn't create that task, you can do so now, or you can substitute any task in your default task list. Choose a co-worker or other e-mail contact to practice assigning tasks to, and let him or her know to expect a task assignment. Then display your To-Do List in the Tasks module, and follow the steps.

  1. In the Tasks pane, double-click the SBS Send Dinner Invitations task.

    The task opens in a task window.

  2. In the Manage Task group, click the Assign Task button.

    A To box and Send button appear in the task header, and the Manage Task group changes to display only the Cancel Assignment button.

  3. In the To box, enter the e-mail address of the person to whom you want to assign the task.

    Note that the Keep An Updated Copy Of This Task On My Task List and Send Me A Status Report When This Task Is Complete check boxes are selected by default.

    image with no caption

    When you assign a task, you have the option of keeping it on your task list or removing it.

  4. In the task header, click the Send button.

    A message box notifies you that the task reminder previously set for this task will be turned off when you assign it to another person.

    image with no caption

    You don't receive reminders when tasks you assigned to others are overdue.

  5. In the Microsoft Outlook message box, click OK.

    Outlook sends the task request. Your co-worker or contact receives a task assignment request.

  6. Ask your co-worker or contact to accept the task.

    Outlook notifies you when the assignee accepts or declines the task.

Note

CLEAN UP Retain the SBS Send Dinner Invitations task for use in later exercises.

 
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