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Webucator's Free Advanced Microsoft Outlook Tutorial

Lesson: Working with Tasks and Notes

Welcome to our free Advanced Microsoft Outlook tutorial. This tutorial is based on Webucator's Advanced Microsoft Outlook 2019 course.

Outlook tasks are like an electronic to-do list. You can use tasks to help you stay organized.

Lesson Goals

  • Learn how to change your Task view.
  • Learn how to create a task.
  • Learn how to print a task.
  • Learn how to update a task.
  • Learn how to assign a task.
  • Learn how to search for tasks.
  • Learn how to reply to a task request.
  • Learn how to track tasks.
  • Learn how to work with notes.

Create a Task

Tasks created in Outlook will be displayed in your Outlook Tasks area, as well as on your calendar.

To create a task:

  1. If not already in the Tasks area, go to it by selecting Tasks in the Navigation Pane. Tasks Command
  2. On the Tasks Ribbon, on the Home tab, in the New group, select New Task. New Task Command
  3. In the Task dialog box, enter the task's subject in the Subject field. Task Subject
  4. Use the Start date and Due date drop-down lists to set start and end dates for your task. Set Start and End Dates
  5. Use the Status, Priority, and % Complete drop-down arrows to set a status, priority, and percentage complete for the task. Task Options
  6. If desired, have Outlook remind you of this task by checking the Reminder check box and using the date and time drop-down arrows.Task Reminder
  7. You can then click the Reminder Sound icon to set a reminder sound. Sound Reminder
  8. Set the sound in the Reminder Sound dialog box, and click OK. Reminder Sound Dialog Box
  9. If desired, enter notes about the task in the body of the task. Enter Task Notes
  10. When the task is complete, select Save & Close in the Actions group of the Task tab of the Ribbon. Save and Close
  11. The task now appears in your Task list, as well as on your calendar. Task List and Calendar

Print a Task

To print a task:

  1. Open the task.
  2. Select the File menu tab, and select Print. Print Command
  3. Configure print options and click Print. Configure Print Options

Update a Task

Tasks can be updated with new information.

To update a task:

  1. If not already in the Tasks area, go to it by selecting Tasks in the Navigation Pane. Tasks Command
  2. Double-click the task you want to update to select it. Select Task
  3. Make the changes to the task information. Make Changes
  4. When the changes are complete, select Save & Close in the Actions group of the Task tab of the Ribbon. Save and Close

Search for Tasks

You can search your task list to locate specific tasks.

To search for tasks:

  1. If not already in the Tasks area, go to it by selecting Tasks in the Navigation Pane. Tasks Command
  2. Click in the Search To-Do List text box, enter a search term, and press Enter. Enter Search Term
  3. Outlook returns a list of tasks meeting the specified criteria. To view a searched task, click it.

Assign a Task

When collaborating on a task, you can assign it to colleagues.

To assign a task:

  1. Create the task. Create Task
  2. On the Tasks Ribbon, on the Task tab, in the Manage Task group, select Assign Task. Assign Task Command
  3. Enter the person's email address in the To field. Enter Address
  4. Leave the Keep an updated copy of this task and the Send me a status report when this task is complete check boxes checked to receive updates and a status report when your colleague updates and completes the project. Get a Status Report
  5. Click Send to send the task to your colleague. Send Button
  6. Your colleague can now add the task to his or her task list.

Reply to a Task Request

Just as you can assign a colleague a task, colleagues can also assign tasks to you.

To reply to a task request:

  1. When you are assigned a task by a colleague, it will appear in your Inbox. Click it to display it in the Reading Pane.
  2. In the Reading Pane, to accept the task, click Accept. Click Accept
  3. The task now appears in your Task List. Task in Task List

Track Tasks

Once you have assigned tasks to colleagues, you can then track those tasks. You can keep copies of tasks that you assign, as well as receive automated status reports of those tasks.

To track tasks:

  1. Go to the Backstage view by selecting the File menu tab. File Menu Tab
  2. Select Options. Options Command
  3. In the Outlook Options dialog box, select Tasks. Tasks Command
  4. Check the following two check boxes: Keep my task list updated with copies of tasks I assign to other people and Send status report when I complete an assigned task.Receive Updates if Desired
  5. Click OK to save the changes and close the dialog box. Close Dialog Box

Change Your Task View

You can change your view of your Tasks area to suit your needs.

To change your task view:

  1. If not already in the Tasks area, go to it by selecting Tasks in the Navigation Pane. Tasks Command
  2. Select the View tab on the Ribbon. View Tab
  3. Use the options in the Arrangement group to change your task view. Arrangement Group

Working with Tasks

Duration: 15 to 20 minutes.

In this exercise, you will create a task and update that task with new information. You will also change your task view.

  1. Create a task for planning a team event, which starts next Monday with a due date of Wednesday.
  2. Save and close the task.
  3. Update the task with a new due date of Thursday.
  4. Set the tasks view by start date.

Solution:

  1. If not already in the Tasks area, go to it by selecting Tasks in the Navigation Pane. Tasks Command
  2. On the Tasks Ribbon, on the Home tab, in the New group, select New Task. New Task Command
  3. In the Task dialog box, enter the task's subject, relating to scheduling a team event, in the Subject field. Task Dialog Box
  4. Use the Start date and Due date drop-down lists to set a start and end date for your task of next Monday and Wednesday, respectively. Start and End Dates
  5. When the task is complete, select Save & Close in the Actions group of the Task tab of the Ribbon. Save and Close
  6. Reopen the task by double-clicking it in the Tasks area. Reopne Task
  7. Using the Due date drop-down area, change the due date to next Thursday. Due Date Drop-Down List
  8. Save your changes by selecting Save & Close in the Actions group of the Task tab of the Ribbon. Save and Close
  9. While still in the Tasks area, on the Tasks Ribbon, select the View tab. View Tab
  10. From the Arrangements group, select Start Date.Start Date Command

Work with Notes

You can create and work with notes in Outlook.

Create and Manage Notes

To create and work with notes:

  1. Go to Notes view, if not already there, by selecting Notes in the Navigation Pane. Notes Command
  2. From the New group of the Home tab, select New Note. New Note Command
  3. Enter the note text. Add Note Text
  4. Click the X in the upper-right corner to close and save the note.
  5. To update a note, in Notes view, double-click the note and make changes. Double-Click to Make Changes

Create a Journal Entry

You can use the Outlook journal feature to record information for anything you do.

To create a journal entry:

  1. Go to Folders view, if not already there, by selecting Folders in the Navigation Pane. Folders Option
  2. In the Folders list, select Journal. Journal Command
  3. In the New group of the Home tab, select Journal Entry. Journal Entry Command
  4. Enter the information and click Save & Close to save the journal entry. Save and Close