Task Management: Configure Outlook To-Do Bar Methods for entering tasks The Task Process Types of Tasks

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1 Task Management: Configure Outlook To-Do Bar Methods for entering tasks The Task Process Types of Tasks

2 The task management strategies in this workshop are based on the book, Total Workday Control Using Microsoft Outlook (2 nd Edition), by Michael Linenberger. This session focuses on tasks but you can reference the author s book to learn strategies for streamlining your workflow and . Configuring Outlook: A Special view is created to present your tasks by priority grouping and date sort Emphasis is placed on start dates. Due dates are only used when there is a hard deadline. The To-Do Bar will become the most important place to access tasks (replaces the TaskPad in previous Outlook versions). Using the To-Do Bar: To view To-Do Bar (located on the right of your screen): o Click on View / To-Do Bar / Normal To minimize the To-Do Bar: o Click on > located at the top right of the To-Do Bar or o Click on View / To-Do Bar / Minimize To set options: o Click on View (toolbar) / To-Do Bar / Options or right click on To-Do Bar heading / select Options o Options include: Show Date Navigator, Number of Months, Show Appointments, Number of Appointments & Show Task List Use the To-Do Bar as the main control panel Can view the To-Do Bar in all Outlook folders ( , calendar, task & notes) You can change the To-Do Bar width by clicking and dragging on the left edge of the To-Do Bar. Configuring Outlook for Task Management: Configuration changes: (If you have made prior configuration changes, click on reset current view). 1. Go to the To-Do Bar and right click on any column heading, i.e.: Subject or Date. Select View Settings. 2. Select Columns a. Use the add and remove buttons to create the following list in this order. If you have trouble locating these field, select All Task fields from the top left box. i. Icon ii. Prioritiy iii. Task Subject iv. Start Date v. Flag Status b. Click ok - 1 -

3 3. Select Group By a. Make sure Automatically group according to arrangement is not checked b. Select Priority under Group items by c. Select Descending as the sort order for Priority d. Make sure Show field in view is checked e. Click ok 4. Select Sort a. Select Start Date b. Select Descending as the sort order for Start Date c. Click ok 5. Select Filter a. Click the Advanced tab b. Date Completed and Flag Completed Date will be listed with the condition does not exist. Leave those two items c. Click Field listed under Define More Criteria, select Date/Time and select Start Date d. Set condition: on or before e. Set Value: Type today f. Click Add to List g. Click Field listed under Define More Criteria, select Info/Status fields and select Status h. Set Condition: not equal to i. Set Value Completed j. Click Add to List k. Click Field listed under Define More Criteria, select Date/Time and select Start Date l. Set Condition: does not exist m. Click Add to List n. Click ok Confirm that you have set the following criteria: - 2 -

4 6. Select Other Settings a. Make sure the 3 options (located on the top right) are checked: i. Automatic column sizing ii. Allow in-cell editing iii. Show new item row b. Remove the check mark from: Use compact layout in widths smaller than 80 characters c. Click OK 7. Select Conditional Formatting a. Remove the check mark in Overdue tasks b. Add a new rule: Click Add and enter the rule name: Start Date Today c. Click on Font and select underline and click OK d. Click on Condition e. Click Advanced tab f. Click Field listed under Define More Criteria, select Date/Time and select Start Date g. Set condition = today h. Click Add to List i. Click OK 8. Select Format Columns a. Select Start Date b. Click Best fit c. Click OK / OK Methods for Entering Tasks: 1. Simple method (To-Do Bar): From the To-Do Bar, click on Click here to add a new task (listed under Task Subject heading). Type a subject and tab to date. 2. Full method (Task Folder): Click on the Task Folder from the left Navigation Pane and click New Task from the ribbon Or double click on Click here to add a new task from Task folder or To-Do Bar 3. Convert (without attachments) to tasks: From your Inbox, click on an action and drag it to the Task folder on Navigation Pane Update Subject ( next action ), Start Date & Priority Click Save & Close 4. Convert s (with attachments) to tasks: From your Inbox, RIGHT click on an action and drag it to the Task folder on Navigation Pane - 3 -

5 Choose: Copy here as task with attachment Update Subject ( next action ), Start Date & Priority Click Save & Close NOTE: The exact steps above can be used to convert an item to a calendar item. Drag the item to the calendar folder instead of the tasks folders. TASK / Time Management NOTES: By default, task reminders with due dates are turned off. Keep them off. To check this default: o Go to File/Options/Tasks/Set reminders on tasks with due dates Turn notifications off: Go to File/Options/Mail: Remove the check on: Display a new Desktop Alert/click OK/OK/OK. (Option: create a rule to alert you when is received from a certain person.) All tasks should have a targeted start date Think of the start date as the date you want to consider doing the task Most tasks do not have hard deadline dates, so you don t need to enter a due date. o You can add a due date if needed on certain tasks or you can enter Due 6/1 in the subject. Store long term tasks in the low priority section. When your list gets too long, move the excess tasks to the low priority list. Drag them or reset priority. You need to be able to review your task list at a glance; scan every day. Block time on your calendar for TASKS. If your task is going to take several hours to accomplish, copy it to your calendar and block that time. Click on task and drag to the calendar folder and set time and save. Once the configurations are set up & working, you can manage your tasks effectively. PRACTICE: Practice entering tasks and making sure they appear where they should be: 1. Create a task you should do today: New task/medium priority/due date of today. 2. Create a task you must get done today: New task/high priority/due date of today. 3. Create a task you need to start tomorrow: New task/medium priority/due date of tomorrow (will not appear on task list until tomorrow). 4. Create a task you should start today that has a deadline date of next Wednesday. (use DUE in the task subject)

6 Sample To-Do Bar The Task Process: Your high priority items with today s date are listed at the top of your list. The only items on this list are those that would cause you to stay late in order to complete. The high priority items are known early in the day. If it looks like you they won t get accomplished due to time constraints, you have the opportunity to rearrange your schedule. Change an afternoon meeting to the next day. If it s arranged early, it shouldn t be a problem with those involved. You would only have 2-3 items in the high priority section. Type of tasks: Deferring Tasks: When you set a start date to a future date, the task does not appear on your To-Do list. A deferred task will appear on its start date and it will be underlined at the top of the list. Follow-up tasks: 1. If you need a follow-up task for yourself or if you delegated the task and still need to follow-up on that task, put an F: at the beginning of the subject line which will indicate it is a follow-up task. If you want, you can add the person s name or initials after the F: (F:DMM:Discuss error with R25). Set the start date in the future to follow-up

7 2. Create follow-up task from you send requesting task to be done: With Outlook 2007 & 2010: Go to your sent mail folder, right click on the item and set a follow up date. Older Outlook versions: Go to your sent mail folder and click and drag item to task folder and update subject line and add a start date. 3. Create follow-up tasks for important requests you make by When you send the to request information or an action item, add the flag and set a date. Create your request and click on Follow-up. You can select Custom and specify a date. A task will automatically be created based on your follow-up . If you forget to specify a date before sending, you will not be able to update the date or priority. In the above case, go to your sent items folder and click & drag item to make it a task. For multistep tasks and projects: Put your next action for that task in the subject then place MORE at the end of the subject line. Enter all the additional tasks in the body of the task. Upon completion of the task, read the list of next actions and update the subject. Update dates as needed. Options: o Put P at the beginning of project and type {project name} in brackets. o To enter goals, use G at the beginning of the task name. For tasks with future deadlines: Set the start date for when you need to work on the task at a normal priority and enter DUE with deadline date in the subject. Optional: create a duplicate task and set start date to the deadline date with high priority. If you have mostly deadline tasks, you can use the optional deadline field and add it to the To-Do Bar. Other task views: To view other views of your task list, click on Tasks from the Navigation Pane 2007: Select from the list located under current view. Check out Completed Tasks. 2010: Click on View / Change View / select desired view Notes: Check your Outlook Task Folder options and make sure the items are not being archived: o From the navigation pane, click Folder List icon o Locate Tasks and right click o Select Properties / AutoArchive / select Do not archive items in this folder / ok - 6 -

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