Delegating Tasks


Delegating Tasks

Before we wrap up this discussion of the Tasks component, we want to quickly discuss one more useful feature. If you are using Outlook on a stand-alone computer, you can skip this section, because it pertains only to those of you working with Outlook on a network that uses Exchange Server.

If you are a manager or supervisor, part of your job is to delegate tasks to ensure that your organization s business is carried out efficiently and economically. And you will probably need to keep tabs on the status of the tasks you delegate. Outlook s Tasks component can help you with these chores. Although we don t recommend eliminating face-to-face communication with the people you work with, we do suggest you experiment with this feature to see if it can help you manage projects better.

start sidebar
Assigning existing tasks

If you want to assign an existing task to someone else, open its task window, and click the Assign Task button on the toolbar. The standard task window is then converted into a task request window, where you fill in the necessary information and then click Send.

end sidebar
 

Assigning a Task

Suppose you want a task to be carried out by someone else but you want to make sure that the task is completed on time. Instead of sending an e-mail message about the task and having to check on the task s progress from time to time, you can create a task request and have Outlook monitor the task s progress for you. Let s try it out now:

  1. On the Tasks Actions menu, click New Task Request .

    Outlook displays a Task Request window, which is a modified version of the regular Task window.

  2. In the To box, type the e-mail address of the person to whom you want to delegate the task.

    You can also click the To button to display the Select Task Recipient dialog box, which works like the Select Names dialog box.

  3. In the Subject box, type Finish reviewing conference materials .

  4. Click the Due date box s down arrow, and select a date two weeks from today.

  5. Change the Status setting to In Progress , change the Priority setting to High , and change the % Complete setting to 25% . Then assign the task to the Business category.

    The task now looks something like the one shown in this graphic:

    click to expand

    Notice the two check boxes above the message area of the window. If the Keep an updated copy of this task on my task list check box is selected, Tasks tracks the progress of the task on a copy in your task list even if you have assigned it to someone else and no longer own the task. If the Send me a status report when this task is complete check box is selected, the task recipient (the new owner ) can easily keep you posted on the task s status by clicking the Send Status Report button in the Task window to create a status report addressed to you (the original owner). If neither of these check boxes is selected, the task is not added to your task list.

  6. To send the task, you would click the Send button. You won t actually send this task, so click the Close button, and then click the No button when Outlook asks if you want to save your changes.

start sidebar
Owning tasks

When you create a new task, Outlook automatically designates you as the owner of the task unless you specify otherwise by assigning the task to someone else. If someone else accepts the task, he or she becomes the new owner even though you were the one who initially created the task. When you assign a task to several people, Outlook designates the first person listed in the To box as the owner of the task.

end sidebar
 

Accepting or Declining a Task

If you create a task request that you want Outlook to track, the task is flagged as assigned in your task list by a hand that appears below the task s icon. When the recipient accepts or declines the task, a message shows up in your Inbox. The subject line tells you whether the task was accepted, and double-clicking the message displays the Task window, where you can read any message that was sent. If the task was declined, you will probably want to reassign the task. First you must return the open task to your own task list by clicking the Return to Task List button. Then you can reassign the task by clicking the Assign Task button and completing the boxes in the Task window as usual.

If someone else delegates a task to you, you receive the task request in your Inbox, just like a meeting request or an e-mail message. You can open the message and respond to it using the Accept, Decline, or Assign Task buttons on the window s toolbar. When you accept or decline a task, Outlook displays a dialog box giving you the option of either editing the response or sending it immediately.

If you accept the task, it is added to your task list, with a hand above and a hand below the task s icon. You become its owner ” meaning that you can make changes to its status, deadline, and so on. If you decline the task, it is returned to the original owner, who can then reassign it. If you assign the task to someone else, either in the original request message or after accepting it, you follow the procedure for assigning an existing task.

Information about  

Assigning existing tasks, page 340

start sidebar
Reassigning tasks

Suppose you have assigned a task and it has been accepted, but you now want to give it to someone else. If you selected the Keep an updated copy of this task on my task list check box in the original Task Request window, you can open the updated copy of the task in your own task list, click the Details tab, and click the Create Unassigned Copy button. Click OK in the message box that appears. You can then click the Assign Task button on the window s toolbar, edit the copy of the original task request, and send it to the new recipient. You will also need to send notification of the change to the person to whom you originally assigned the task.

end sidebar
 

Tracking Tasks Assigned to Another Person

If you assign a task without selecting the Keep an updated copy of this task on my task list or Send me a status report when this task is complete check box, you might want to check on the task s status from time to time, particularly if you will be responsible for a subsequent task related to the same project. You might also want to check the task lists of colleagues to see who has the lightest load before deciding whom to assign a task. Provided the people you work with have made their task lists available for viewing by other users on the network, you can take a look by following these steps:

  1. On the File menu, click Open and then Other User s Folder .

    You see the dialog box shown in this graphic:

    click to expand
  2. Type the user name of the person whose task list you want to see, and click OK .

    The other person s task list opens in a separate window, like the one shown in this graphic:

    click to expand
  3. Click the window s Close button when you have finished scrutinizing the task list.

That ends our discussion of Outlook s Tasks component. The more diligent you are about updating and using your task list, the more Outlook can help you keep your life on track. Also remember that the usefulness of Outlook s Tasks component is augmented by the fact that a small version of the task list is displayed in Calendar, which makes it easy to schedule time slots for specific tasks so that nothing is overlooked.




Online Traning Solutions - Quick Course in Microsoft Office XP
Online Traning Solutions - Quick Course in Microsoft Office XP
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 116

flylib.com © 2008-2017.
If you may any questions please contact us: flylib@qtcs.net