When you create a task—whether you create the task for
yourself or assign it to someone else—you might want to add items to the
task. For example, assume you’re going to assign a task to someone
else, and that person needs a copy of a Word document to perform the
task. You can attach the document to the task. Or perhaps you need to
include some contacts with a task. Whatever the case, it’s easy to
insert Outlook items, objects, and files in a task.
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Click the Tasks icon on the Navigation Pane to open the Tasks folder. -
Double-click a task to open its form.
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Click the Insert tab on the ribbon. -
Click in the notes area of the Task. -
In the Include group, click Outlook Item.
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Select the Outlook folder that contains the object you want to insert. -
Select the item to insert. -
Select an option to specify how to insert the object. -
Click OK. -
Click the Task tab, and then click Save & Close.
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Click the Tasks icon to open the Tasks folder. -
Double-click a task to open its form.
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Click the Insert tab on the ribbon. -
Click the Attach File button in the Include group.
Tip
When you insert a file as a hyperlink, Outlook inserts the path to
the document. If you insert a file from your local computer, the path
uses the local drive letter. This method works fine for creating
hyperlinks to documents you use, but it doesn’t work when you assign
tasks to other people because clicking the link on their end causes
Outlook to try to open the file from their computers. However, you can
link files on network servers in tasks that you assign, as long as you
view the server through a universal naming convention (UNC) path rather
than a mapped drive. A UNC path takes the form \\server\folder, where server is the name of the server and folder
the name of the shared folder on the server on which the document is
located. Likewise, you can link to a file on a SharePoint site by
copying the URL for the SharePoint item into the task.
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Select the file you want to insert. -
Click Insert to insert the file.
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The file appears as an icon in the task. -
Add other information to the task as you need to. -
Click Task, and then click Save & Close.
Tip
You can insert a file as a hyperlink rather than as an
attachment, which allows the task to be opened from its source rather
than included in the task. The main benefit of this method is that you
don’t duplicate the document but instead create a shortcut to it. The
limitation is that everyone who receives the message must have access to
wherever the file is stored. To insert a hyperlink in a task, open the
task and click Attach File on the Insert tab. Select the file, click the
arrow beside the Insert button, and then choose Insert As Hyperlink.
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