Organizing Tasks

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 Microsoft Office Specialist   Staying on top of your tasks can be a challenge as the list grows. To help you organize your tasks, Outlook offers several ways to view and sort them. You can also orga nize your tasks using folders and categories. For example, if you fall behind, you can view only your overdue tasks to get caught up quickly. Or you might assign all tasks related to milestones for a key project to the Goals/Objectives category and then view only the tasks in that category to check the progress of the project.

You can easily organize tasks with folders, categories, and views by using the Ways to Organize Tasks pane. While viewing the Tasks folder, on the Tools menu, click Organize to display this pane.

  • To organize tasks in folders, click Using Folders, select the task(s), select the folder, and click the Move button.

  • To assign categories to tasks, click Using Categories, select the task(s), select the category, and click the Add button.

  • To change the way you view tasks, click Using Views, and select the view you want.

In this exercise, you will change your task view, sort your tasks, assign categories to a task, view your tasks by category, and view your tasks in the TaskPad.

USE the SBSTracking data file in the practice file folder for this topic. This practice file is located in the My Documents\Microsoft Press\Outlook 2003 SBS\Tracking folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Outlook 2003 Step by Step.

OPEN the SBSTracking data file.

  1. With the Tasks folder displayed, on the View menu, point to Arrange By, point to Current View, and then click Detailed List.

    The details of the tasks, including the status, percent complete, and categories, are displayed.

  2. On the View menu, point to Arrange By, point to Current View, and then click Active Tasks.

    Only tasks that are not complete are shown.

  3. Click the Subject column heading.

    The tasks are sorted in ascending order based on the Subject column.

    Tip 

    To manage a list of many tasks, you can organize your tasks in folders. To move a task to a folder, simply drag it from the Tasks list to a Task Items folder in the Folder List. (If you drag the task to a Mail, Calendar, Contact, or Note Items folder, a Message, Meeting, Contact, or Note form opens with the task’s subject entered in the form.)

  4. On the View menu, point to Arrange By, point to Current View, and then click Simple List.

    The contents of the Tasks folder are displayed in the default view.

  5. Double-click the Process supplier invoices task.

    The Task form appears. If the date in the “Due date” box is in the past, change it to a date two weeks in the future.

  6. Click the Categories button.

    The Categories dialog box appears.

  7. In the Available categories list, select the Miscellaneous check box.

  8. Click OK.

    The Available Categories dialog box closes. The Miscellaneous category is added to the Task form.

  9. Click the Save and Close button.

    The updated task is saved in the Tasks folder.

  10. Double-click the new Submit timesheet task.

    The Task form appears.

  11. Click the Categories button.

    The Categories dialog box appears.

  12. Click in the Item(s) belong to these categories box, type Payroll, and then click the Add to List button.

    The Payroll category is added to the “Available categories” list.

  13. In the Available categories list, scroll down to see the Payroll category.

    The check box next to the Payroll category is selected.

  14. In the Categories dialog box, click OK.

    The Categories dialog box closes. The Payroll category is added to the Task form.

  15. On the Task form’s toolbar, click the Save and Close button.

    The updated task is saved in the Tasks folder.

  16. On the View menu, point to Arrange By, point to Current View, and then click By Category.

    The tasks are displayed, grouped by category.

    click to expand

  17. If the Payroll category is collapsed, click the plus (+) sign to its left.

    The task in the Payroll category (Submit timesheet) is displayed.

  18. On the View menu, point to Arrange By, point to Current View, and then click Simple List.

    The contents of the Tasks folder are displayed in the default view.

  19. In the Navigation Pane, click the Calendar button.

    The Calendar is displayed, and the TaskPad is shown in the bottom right corner of the Outlook window.

    click to expand

  20. If you don’t see the Task Pad in the bottom right corner of your screen, on the View menu, click TaskPad.

  21. In the TaskPad, click the Click here to add a new Task box, type Schedule doctor’s appointment, and then press the [ENTER] key.

    The new task is added to the Tasks list in the TaskPad.

  22. Double-click the Schedule doctor’s appointment task.

    The Task form appears.

  23. Select the Reminder check box. Then click the down arrow to the right of the Reminder box, and click tomorrow’s date.

  24. Click the Save and Close button.

    The Task form closes, and the updated task is saved. You return to the Calendar and the TaskPad.



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Microsoft Office Outlook 2003 Step by Step 2003
Microsoft Office Outlook 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615217
EAN: 2147483647
Year: 2004
Pages: 116

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