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Microsoft Outlook 2010 : Track Tasks (part 4) - Displaying Different Views of Tasks

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6/22/2013 9:01:52 PM

5. Displaying Different Views of Tasks

Outlook 2010 makes it simple to keep your task list at your fingertips. You can view tasks in several different locations, including the following:

  • In the Tasks module, you can display either the To-Do List, which includes both tasks and flagged messages, or the Tasks List, which includes only tasks. There are many options for viewing and arranging each list.

  • In any module, the expanded To-Do Bar displays the To-Do Bar Task List, where tasks are grouped and sorted under due date headings. (You can also sort this list by category, start date, folder, type, or importance, or you can create a custom arrangement.) You can scroll through the list to display all your tasks or collapse the groups you don't want to view. To increase the space available for your task list, you can close the Date Navigator or show fewer or no appointments.

    The minimized To-Do Bar displays only your next appointment (if you choose to display appointments) and the number of incomplete tasks due today (if you choose to display tasks). You switch between views of the To-Do Bar by clicking the Minimize or Expand button on its header.

  • In the Calendar module, the Daily Task List appears at the bottom of the Calendar pane in Day, Work Week, or Week view. When expanded, the Daily Task List at displays the tasks due, including the category and task type, during the displayed time period. In Day view, the start date, due date, and reminder time also appear.

    Tip

    If you don't see the Daily Task List in Day, Work Week, or Week view, click the Daily Task List button in the Layout group on the View tab, and then click Normal.

    Like the Navigation Pane and the To-Do Bar, you can minimize the Daily Task List so that it displays only the number of active and completed tasks and provides more space for you to work. You can switch between views of the Daily Task List by clicking the Minimize or Expand button on its header.

    You can schedule a specific block of time to complete a task by dragging it from the Daily Task List to your calendar. When you mark the task complete, Outlook removes it from your calendar.

  • On the Outlook Today page, the tasks due today are listed in the Tasks area. (This page was previously the "home page" of Outlook. You display the Outlook Today page by clicking your top-level account in the Navigation Pane.)

image with no caption

The Outlook Today page summarizes your activities for the current day.

We've been working in your To-Do List, which is the default Tasks module view and displays both tasks and flagged messages. You can display more comprehensive information about the tasks on a task list by clicking the Tasks entry for that account in the Tasks module Navigation Pane. As you can with your calendar, you can display different views of your Tasks List and within each view, different arrangements of the tasks.

You can change the view from the Change View gallery in the Current View group on the Home tab, or from the Change View gallery in the Current View group on the View tab. Tasks List views include:

  • Active

  • Assigned

  • Completed

  • Detailed

  • Next 7 Days

  • Overdue

  • Prioritized

  • Server Tasks

  • Simple List

  • Today

  • To-Do List

The default view for the Tasks List is Simple List view, with tasks arranged by due date. Not surprisingly, the default view for the To-Do List is To-Do List.

From the Arrangements gallery in the Arrangement group on the View tab, you can select from the following standard arrangements of items within the To-Do List or a Tasks List view:

  • Assignment

  • Categories

  • Due Date

  • Folder (Available in the To-Do List only, this view separates tasks and flagged messages that are stored in different folders.)

  • Importance

  • Modified Date

  • Start Date

  • Type

You can reorder the tasks in any list view by clicking the heading of the field you want to sort on. You can add and remove fields from the list view by using the Field Chooser, in the same way that you would from the list view of contact records.

Completed tasks remain in the Tasks List until you actually delete them, so they are available there if you want to view them.

Tip

The Tasks List views don't by default display the Reading Pane. If you want, you can display it at the bottom of the Tasks pane so that you don't lose horizontal screen space and obscure task details. Click the Reading Pane button in the Layout group on the View tab, and then click Bottom.

In this exercise, you'll look at different views of tasks and flagged messages within the Tasks module.

Note

If you didn't create those tasks and messages, you can do so now, or you can substitute any tasks and flagged messages in your task list. Display the To-Do List in the Tasks module, in the default To-Do List view, and then follow the steps.

  1. With the To-Do List displayed in the Tasks pane, click the Change View button in the Current View group on the Home tab.

    The Change View gallery expands. The To-Do List button is selected to indicate the current view.

    image with no caption

    The Change View gallery.

  2. In the Change View gallery, click Detailed.

    The To-Do List changes to a list view displaying many different task fields. The Reading Pane, which by default is open to the right of the Tasks pane in To-Do List view, closes.

    image with no caption

    The To-Do List displayed in the Detailed view.

    In this view, the To-Do List resembles the Tasks List.

  3. In the Navigation Pane, click Tasks.

    The Tasks List appears in the Tasks pane. Only the tasks appear in the list; the flagged messages are absent.

    image with no caption

    The Tasks List, displayed in Simple List view and arranged by due date.

    The Tasks List displays its default Simple List view rather than the Detailed view you chose for the To-Do List. The arrow in the Due Date header indicates the current arrangement.

  4. On the View tab, in the Arrangement gallery, click the More button.

    The gallery expands to display additional arrangements.

    image with no caption

    The Arrangement gallery.

  5. In the Arrangement gallery, click Assignment.

    The order of the tasks changes slightly, although it's not entirely obvious how or why.

  6. In the Arrangement gallery, click Show in Groups.

    The list changes to clearly distinguish tasks that you've assigned to other people from tasks that you own. If you have assigned tasks to multiple people, each assignee has a group.

    image with no caption

    You can group tasks by the current arrangement.

  7. In the Current View group, in the Change View gallery, click Assigned.

    The list changes to display only the task that you assigned in a previous exercise. Although only one task is visible in the Tasks List, the To-Do Bar Task List still displays all the tasks and flagged messages, so you can feel confident that you're looking at a filtered view and haven't accidentally deleted the other tasks.

    image with no caption

    You can filter a task list to display tasks that meet very specific criteria.

  8. In the Change View gallery, click To-Do List.

    The Tasks pane displays all the active tasks in the same format as the default To-Do List. The arrangement changes to Due Date.

    image with no caption

    The Reading Pane is open by default in the To-Do List view of the Tasks pane.

    Note, however, that this is not the real To-Do List—it doesn't include the flagged messages.

  9. In the Navigation Pane, click To-Do List.

    The flagged messages reappear in the Tasks pane.

Note

CLEAN UP Return to the Tasks List, and change the view back to the default Simple List view. Retain the SBS Order Brochures, SBS Dinner Reservations, and SBS Send Dinner Invitations tasks, and the flagged SBS Tradeshow Schedule and SBS First Draft messages, for use in later exercises.

Finding and Organizing Tasks

You can use the Outlook 2010 Search feature to quickly locate tasks by searching on any text in the task or in a file attached to the task. Type the word or other information you want to find in the Search box at the top of the Tasks pane header, in any view. Outlook filters the tasks as you type, displaying only those containing the search criteria you enter, and highlighting the matching criteria in the tasks.

image with no caption

You can modify your search by using the tools on the contextual Search tab.

To help you organize your tasks, you can assign them to color categories in the same way that you do any other Outlook item.

If your task list gets too big, or if you want to maintain separate task lists for different purposes, you can organize tasks into separate folders. To create a task folder:

  1. On the Folder tab, in the New group, click the New Folder button.

  2. In the Create New Folder dialog box, enter the name and select the location of the folder.

  3. In the Folder Contains list, click Task Items, and then click OK.

You can then drag existing tasks into the folder.

Tip

If you drag a task into a Mail, Calendar, Contact, or Note Items folder, a message, meeting, contact, or note window opens with the task's subject entered in the Subject field and details of the task in the message body or notes pane.

 
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