Assigning Tasks to Others

Assigning Tasks to Others

You can also assign tasks to others, such as co-workers or subordinates . Assigned tasks appear in your Task folder; however, the person you assign the task to has control over the task or the changing of the task parameters. To assign a task, follow these steps:

1. Double-click the Tasks pane to open a new task window.

2. Enter the subject and other details of the task into the appropriate boxes.

3. Click the Assign Task button on the Task toolbar. A To line is added at the top of the Task dialog box (see Figure 14.3).

   Figure 14.3. Use the To button to assign the task to people in your Contacts list.

   

4. Click the To button on the task and the Select Task Recipient dialog box opens.

5. Select the appropriate address book, such as your Contacts list, and then assign the task to a person or persons. Click OK to close the Recipient dialog box after you have finished assigning the task.

6. Click Send on the Task toolbar to send the task to the recipient or recipients. A message appears saying that, because you no longer own this task (because you have assigned it), no reminder will be assigned to the task (meaning you are not reminded if the task becomes past due). Click OK to close the message box.

Outlook sends the new task to the recipient or recipients. The task is actually sent as an e-mail message. When the recipient opens the e-mail message in their Outlook Inbox, two buttons appear at the top of the message, Accept and Decline (see Figure 14.4).

Figure 14.4. When a task recipient accepts the task, it is moved to their Task list.

When the Accept button is selected, a message box appears (see Figure 14.4). This message box lets the recipient know that a response will be sent to the originator of the task and that the task will be moved to the Task folder. To clear the message box, click OK . Now, when the recipient looks in the Outlook Task folder, they will find the task in the list.

If the task is declined (by clicking the Decline button), a message box appears saying that the task will be moved to the Deleted Items folder and that a message declining the task will be sent to the originator of the task (which in this case was you) and will appear in the originator's Inbox. Because a copy of the task is kept in your Task folder, you can open the task and assign it to another user .