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Microsoft Outlook 2010 : Working with Tasks - Viewing Your Tasks

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12/9/2012 5:07:30 PM
Outlook includes a Tasks folder that you can use to store your tasks and tasks that you assign to others. The Tasks folder offers a handful of ways to view and work with your tasks, including the Daily Task List that appears at the bottom of the Calendar, and the Tasks List in the To-Do Bar. The default view for the Tasks folder is the Simple List view, which shows whether the task is complete, the name (subject) of the task, and the due date.

1. Open the Task Item Window

  1. Click the Tasks icon on the Navigation Pane to open the Tasks folder.

  2. Double-click a task to open the task’s form. If you don’t have a task created yet, just double-click in the Tasks folder to start a new task.

  3. Click Details in the Show group of the ribbon’s Task tab to display additional task information.

  4. Click the Save & Close button to close the form.


Note:

Outlook provides several different views for the Tasks folder, and you can easily create your own views to suit your needs.



Note:

When you create a task, Outlook doesn’t set up a reminder for the task, but you can add one later. Open the task, click the Task tab, click Follow-Up, Add Reminder, and then use the resulting Custom dialog box to add a reminder. You can also click the Reminder check box on the Task form and set a reminder directly on the form.


2. Use the Task List

  1. In Outlook, click the Tasks icon on the Navigation Pane to open the Tasks folder.

  2. When the Tasks folder opens, click the Subject column to sort the list by Subject.

  3. Click Due Date to restore the default sort method.

  4. Click the flag beside the task’s subject to mark the task as complete.


Note:

You can add and remove columns from the Task List to show the task data most important to you. Right-click the column header, and select Field Chooser. In the Field Chooser dialog box, click a column and drag it to the column header. To remove a column, drag it from the column header to the Field Chooser dialog box. Note that you must widen some views or turn off the Reading Pane to accomplish this with some views (such as the To-Do Bar).



Note:

If you don’t see the To-Do Bar, click To-Do Bar on the View tab of the ribbon and choose Normal.



Note:


If you’re using a view that includes the Complete check box, just click the check box to mark a task as complete.


3. Use the Task List in the Calendar

  1. Click the Calendar icon on the Navigation Pane to open the Calendar folder.

  2. Click the Day or Week button on the Home tab.

  3. View the tasks in the Task List.

  4. Click the flag beside a task to mark it as complete.

  5. Choose Undo Flag from the Quick Access Toolbar (or press Ctrl+Z) to restore the task to the list.


Note:

If you can’t see the To-Do Bar, click the View tab, click To-Do Bar, and then choose Normal.



Note:

The Outlook Today view is built using HTML, the same language used to design Web pages. If you have some knowledge of HTML, you can create a custom Outlook Today view. See Microsoft® Outlook® 2010 Inside Out, by Jim Boyce (Microsoft Press, 2010), to learn more about customizing the Outlook Today view.



Note:

The Outlook Today view includes a simplified task list that shows the subject and completion status. You can click on a task’s subject to open the task to view its details or modify it. Click the check box beside a task to mark it as complete.

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