6 Ways to Streamline Your Tasks in Outlook

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1 6 Ways t Streamline Yur Tasks in Outlk Every jb requires a variety f tasks during a given day. Maybe yurs includes meeting with clients, preparing a presentatin, r cllabrating with team members n an imprtant prject. N matter what yu are ding, staying n tp f all the tasks yu need t perfrm is crucial. By rganizing them effectively, yu can plan ahead fr tmrrw and imprve yur prductivity at the same time. At the mst basic level, the Tasks features f Micrsft Outlk help yu create lists f task-related items. But dig a little deeper, and yu will find they d much mre fr yu than simply hlding yur t-d list. Fllwing these six tips fr using Outlk Tasks features will help yu stay better rganized and keep yu steps ahead f yur deadlines. 1. Custmize yur view In Outlk Tasks, yu can find yur tasks and view their status at a glance. Chsing the apprpriate view saves time. Fr example, yu can priritize the items that are mst critical n yur list withut scrlling thrugh all the ther tasks that are still marked as incmplete. Or if yu prefer t tackle the task that needs t be cmpleted first r srt yur tasks by prject r client name, the ptins in Tasks can help yu rganize yur tasks the way that wrks best fr yu and the prject at hand. T find the task view that wrks best fr yu, in Outlk 2010, in the Navigatin pane, n the left side f the windw, click Tasks. On the Ribbn, click the View tab, and then, in the Current View grup, click Change View. Fr a basic view f yur tasks and main details, click Simple List. In this view, yu see clumns fr Task Subject, Due Date, Categries, In Flder, and Srt by: Flag Status. Simple List view Outlk 2010 gives yu a list f basic tasks and details.

2 Fr a view f yur tasks that shws mre details, click the View tab, click Change View, and then click Detailed. Additinal clumns appear, including Status, Due Date, % Cmplete, and mre. In additin t changing the view, yu can easily srt yur task list in varius ways. Here s hw: On the View tab, in the Arrangement grup, click the srting methd yu want t use: Start Date, Due Date, Categries, Type, Imprtance, Assignment Flder, and Mdified Date. When yu click the methd yu want t use, yur list f task items is autmatically rerganized. Try different ptins until yu find ne that wrks best fr yur tasks. Yu can further custmize any f the views t suit yur needs exactly. Fr example, pen yur task list in Detailed view, as described earlier in this article. In the Current View grup, click View Settings. The Advanced View Settings: Detailed dialg bx appears. The Advanced View Settings dialg bx gives yu mre chices fr mdifying the Tasks view The Advanced View Settings dialg bx is available fr each view. Yu can use it t add r remve categries, set filtering parameters, and even adjust type size and fnt. T reset a Tasks view that yu ve custmized back t its riginal settings, click the View tab, click Reset View, and then, when the dialg bx asks yu if yu re sure yu want t reset the view, click Yes. Experiment with different ptins. If yu dn t like the way yur tasks appear, yu can always reset the view t the default settings r chse a new ne. The trick is t decide which view helps yu streamline yur tasks s that yu aren't digging fr infrmatin.

3 Create unique views that prvide the infrmatin yu need. This is yur chance t persnalize Outlk t meet yur gals. Outlk 2007 users: The prcesses fr changing r custmizing yur tasks views vary slightly. T find ut mre abut custmizing views in Outlk 2007, g t Create, Change, r Custmize a View. 2. Wrk with the T-D Bar Anther handy Outlk feature is the T-D Bar. Yu can set it up t display yur calendar, appintment reminders, and list f tasks even when yu re nt using the Tasks features in Outlk. Here s hw: 1. While in Mail, Calendar, Cntacts r Tasks, click the View tab, and then, in the Layut grup, click T-D Bar t pen a drp-dwn menu. 2. If Nrmal is nt already selected, click Nrmal t display the T-D Bar n the right side f the windw. 3. T further custmize what appears in the T-D Bar, click T-D Bar again t pen the drp-dwn menu. Select ne r mre f the fllwing ptins: Click Date Navigatr t see a calendar page in the T-D Bar. Click Appintments t see upcming appintment in the T-D Bar. Click Task List t see yur list f tasks in the T-D Bar. Yu can custmize the T-D Bar in Outlk 2010 t suit yur needs. If yu selected Date Navigatr, Appintments, and Task List, the T-D Bar displays a calendar view, upcming appintments, and yur task list. The T-D Bar remains visible even as yu switch between Mail, Calendar, Cntacts, Tasks, r Ntes in Outlk.

4 T turn ff r minimize the T-D Bar, simply click T-D Bar t pen the drp-dwn menu, and then click Minimized r Off. 3. Detail yur time, billing, r mileage It's nt easy t remember the date yu drve t an appintment with a client r hw much time yu spent cmpleting a task in the ffice. Sme peple try t remember t bill the time r mileage later. Often, that means hlding a jumble f details in yur head, r trying t decipher multiple sticky ntes r scraps f paper. Hwever, yu can eliminate that hassle by string all that infrmatin in a task. Then, when yu need t bill the client, yu can easily retrieve the details frm yur task. Add details t a task 1. D ne f the fllwing: Outlk 2010 Outlk 2007 and Outlk Next, d ne f the fllwing: In Outlk 2010 and Outlk 2007: On the Task tab, in the Shw grup, click Details. In Outlk 2003: In the task, click the Details tab. 3. Type the desired details: a.ttal wrk Enter the ttal number f hurs yu have spent fr a given client. When yu invice the client, it will be easy t d a search by client and tasks and tally the number f hurs. b.actual wrk Type the actual number f hurs spent n the task. c.cmpany (r Cmpanies) Type the cmpany invlved. Smetimes a task will nt specifically name the client, s this infrmatin is key t helping yu track which tasks were perfrmed fr each client. d.mileage Type the relevant date, mileage, and purpse f the trip. e.billing infrmatin Type the billing infrmatin related t the specific task. Perhaps yu charged this task at the full rate, but if nt, this is a gd

5 place t remind yurself f the rate charge. Yu can add a nte t yurself abut why the full rate was nt charged, fr example. 4. D ne f the fllwing: In Outlk 2010, n the Task tab click Save & Clse. In Outlk 2007, in the Actins grup, click Save & Clse. In Outlk 2003, click Save and Clse. At the end f each billing perid, yu can easily srt thrugh the infrmatin, rganized by client, and add up the details quickly. 4. Create Outlk tasks frm OneNte If yu use Micrsft OneNte, yu already knw hw it gives yu ne cnvenient place t keep meeting ntes, make sketches, capture text, save images, and mre in ne easily accessible place. And OneNte integrates seamlessly with Outlk Tasks t give yu sme quick shrtcuts t save yu time and increase yur prductivity. It just takes a cuple f clicks, fr example, t create an Outlk task frm within OneNte and keep that task synced autmatically between the tw prgrams. Nte: If yur installatin f Outlk is cnfigured fr multiple prfiles, yu must first start Outlk befre yu can successfully create and save Outlk tasks in OneNte. T check the prfiles n yur cmputer, in Cntrl Panel, in categry view, click User Accunts, and then click Mail. If yu are using Cntrl Panel classic view, duble-click the Mail icn. OneNte 2010 In Micrsft OneNte, create a page with ntes, drawings, r any infrmatin yu want t include in yur task. On the Ribbn, click the Hme tab, and then click the red flag icn in the Outlk grup. The task appears in yur Outlk Tasks list when yu pen r return t Outlk.

6 By default, the due date fr the task yu created in OneNte is Tday. T set a different due date, click the Hme tab, click Outlk Tasks in the Outlk grup t display the drpdwn menu, and then click anther due date. It s easy t create a new task in OneNte 2010 t send t Outlk Tasks. OneNte 2007 OneNte Create and track assigned tasks When yu cllabrate n a team r manage the wrk f thers, yu may want t delegate a task t smene else and keep track f its prgress. Outlk makes it nice and easy t create and track a task that yu assign. Here s hw: 1. T create a new task, n the Hme tab, in the New sectin, select New Items, select Tasks, and in the Manage Task sectin, select Assign Task. T assign an existing task, in the task list, pen the task yu want t assign, and click Assign Task. 2. In the T bx, enter the name r address f the persn yu want t assign the task t. T select the name frm a list, click the T buttn. 3. Fr a new task, in the Subject bx, type a task name. (In an existing task, the Subject bx is already filled in.)

7 4. Select the due date and status ptins yu want. 5. Select r clear the Keep an updated cpy f this task n my task list check bx and the Send me a status reprt when this task is cmplete check bx. Outlk 2010 makes it easy t create, assign, and track tasks. Nte: If yu select the Send me a status reprt when this task is cmplete check bx, yu will receive a status reprt fr each cmpleted ccurrence f the task 6. If yu want the task t recur: If yu re using Outlk 2010, click Recurrence. If yu re using Outlk 2007, click the Optins grup, and then click Recurrence. If yu re using Outlk 2003, click the Actins menu, and then click Recurrence. Select the ptins yu want, and then click OK. Nte: If yu assign a recurring task, a cpy f the task remains in yur task list, but it wn't be updated. 7. In the bdy f the task, type instructins r infrmatin abut the task. 8. Click Send. Learn mre abut creating and tracking assigned tasks.

8 6. Send status reprts fr tasks frm Outlk If yu ever have a client r task that is f utmst imprtance t yur bss, this tip will becme a favrite. In Outlk, yu can send a peridic status reprt. It's a great way t cmmunicate that yu re managing things efficiently and remind yur bss hw well rganized yu are. The reprt is autmatically generated frm Outlk t an message that yu send. Here s hw t d it: 1. In Outlk, pen the task fr which yu want t send a status reprt. 2. D ne f the fllwing: In Outlk 2010 and in Outlk 2007, n the Task tab, in the Manage Task grup, click Send Status Reprt. In Outlk 2003, n the Actins menu, click Send Status Reprt. Outlk pens an windw with yur task status autmatically added at the bttm f the message windw. 3. Enter recipient names in the T, Cc, and Bcc bxes. If the task was assigned t yu, the names f peple n the update list are autmatically added. 4. Add any ther infrmatin yu want in the message. 5. Click Send. Nw yu have a status reprt ready t send.

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