LOTUS NOTES 8.5. Managing Tasks. Microcomputer Training Centre. Department of Human Resources and Employee Relations Learning and Development

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1 Department f Human Resurces and Emplyee Relatins Learning and Develpment LOTUS NOTES 8.5 Cpyright 2005 Micrcmputer Training Centre, Yrk University Micrcmputer Training Centre

2 Ltus Ntes 8.5 Table f Cntents Understanding Tasks & T D s...3 Creating a t d item...3 Displaying t d items n the calendar...4 Editing a t d item...5 Scheduling a grup t d assignment...6 Managing a grup t d assignment...7 Respnding t a t d assignment...8 Printing the calendar r t d list...9 Yrk University 2 Learning and Develpment

3 Ltus Ntes 8.5 Understanding Tasks & T D s Yu can use it t enter small tasks like filling ut paperwrk r making phne calls, r yu can track the prgress f large, nging prjects like preparing a detailed sales reprt. When yu create a T D item, yu can enter infrmatin such as a subject, a Start Date and Due Date, and a detailed descriptin. Yu can als select a categry that indicates what type f jb the task is, and specify whether it is a high, medium, r lw pririty. Yu can create and track persnal T D items that yu will perfrm, yu can assign T D items t thers, and create grup tasks that will include mre than ne persn. When yu assign a grup task, the task autmatically appears n the t d list f every persn that yu included in the assignment. Yu can als chse t display current tasks n yur calendar s they will appear with the rest f yur scheduled activities. Creating a t d item Yu can rganize and priritize tasks by creating persnal t d items. Use these steps t create a persnal t d item. 1. Click New T D Item abve the t d list. 2. Type a shrt descriptin in the Subject field. Yrk University 3 Learning and Develpment

4 Ltus Ntes Optinal: D any f the fllwing: Specify dates in the Due by and Start by fields. Select Repeats t repeat the t d item, and then specify repeat ptins. Select Ntify Me t set an alarm fr the t d item, and then set alarm ptins. T use this ptin, yu must first specify a due date. If yu have given thers access t yur t d list but nt yur mail, select Mark Private t prevent them frm reading the t d item. Thse with access t yur t d list but nt yur mail can see the dates f private t d items but cannt see details f the items. Select a pririty in the Pririty field t display a number (High=1, Medium=2, Lw =3, Nne=n number) next t the item in the t d list. Select r type a categry name in the Categry field. Yu can view t d items by categry by clicking By Categry in the t d list. Add any additinal infrmatin abut the t d item, such as text r file attachments, t the Descriptin field. 4. Click Save and Clse. Nte: Once yu save a t d item, yu cannt change whether the item repeats r nt. Instead yu can cpy the item int a new t d item by selecting it in the t d list and clicking Cpy Int New > T D. Then yu can chse whether t repeat the new t d item r nt. Tip: T create a t d item frm an message, select the message, click Mre abve the message list, and then click Cpy Int New > T D. T create a t d item frm a calendar entry, select the entry, and then click Cpy Int New > T D abve the calendar. Displaying t d items n the calendar Yu can display r hide t d items n the calendar. 1. Click Mre abve the calendar r t d list, and then click Preferences. 2. Click Views. Yrk University 4 Learning and Develpment

5 Ltus Ntes Select r clear Display T D Entries. Display T D Entries shws T D items n the calendar. 4. Optinal: Select Display verdue T D items n the current day. This will shw verdue t d items n the current date n the calendar rather than n the due date f the items. 5. Click OK. Editing a t d item Yu can edit a t d item t keep it up-t-date, fr example, if the due date has been extended. Yu can edit grup t d assignments and persnal t d items. 1. Open the t d item by duble-clicking. 2. If the item repeats, select the repeat instance t edit. 3. Make changes. 4. Click Save and Clse fr a persnal t d item, r click Save and Send Assignment fr a grup t d assignment. 5. If the item repeats, select the repeat instances t apply the change t. Nte: If a t d item is nn-repeating, yu cannt make it repeating. Instead yu can cpy the item int a new t d item by selecting it in the t d list and clicking Cpy Int New > T D. Then yu can select Repeats in the new t d item. Yrk University 5 Learning and Develpment

6 Ltus Ntes 8.5 Scheduling a grup t d assignment Yu can create a grup t d item and assign it t ne r mre peple. Assignees receive an assignment ntice and, as with meeting ntices, they can respnd t the ntice by accepting it, declining it, and s n. 1. Click New T D Item abve the t d list. 2. Type a shrt descriptin f the t d item in the Subject field. 3. In the Assign t field, select Others. 4. Under Participants, specify ne r mre assignees by typing their addresses. T select names frm a directry fr ne f the participants fields, click the Required link next t the field. 5. Required and Optinal assignees receive a ntice that includes respnse ptins such as Accept and Decline. FYI assignees receive a ntice that des nt include respnse ptins but includes the ptin t add the item t the t d list. Other assignees cannt see the names f FYI assignees. 6. Optinal: D any f the fllwing: Specify dates in the Due by and Start by fields. Select Repeats t repeat the t d item, and then specify repeat ptins. Select Ntify Me t set an alarm fr the t d item, and then set alarm ptins. T use this ptin, yu must first specify a due date. If yu have given thers access t yur t d list but nt yur mail, select Mark Private t prevent them frm reading the t d item. Thse with Yrk University 6 Learning and Develpment

7 Ltus Ntes 8.5 access t yur t d list but nt yur mail can see the dates f private t d items but cannt see details f the items. Select a pririty in the Pririty field t display a number (High=1, Medium=2, Lw =3, Nne=n number) next t the item in the t d list. Select r type a categry name in the Categry field. Yu can view t d items by categry by clicking By Categry in the t d list. Add any additinal infrmatin abut the t d item, such as text r file attachments, t the Descriptin field. Click Delivery Optins t specify delivery ptins fr the assignment ntice. 7. Click Save and Send Assignments. Managing a grup t d assignment After yu have scheduled a grup t d assignment, yu can perfrm varius tasks t manage the assignment. Chse frm the fllwing ptins. Task Reschedule, cancel, r cnfirm the assignment View respnses t the assignment Add ne r mre assignees Descriptin 1. Open the t d item. 2. Click Actins, and then click Reschedule, Cancel, r Cnfirm. 3. If yu clicked Reschedule, change the start date, due date, r bth. 4. If yu clicked Cancel, select whether t permanently delete the t d item and all related ntices, r remve the t d item frm the calendar but leave it in the t d list. 5. Select Include additinal cmments n ntice. 6. Click OK. 7. If yu selected Include additinal cmments n ntice, type yur cmments--t frmat text r add graphics, attachments, r links, click the drp-dwn arrw fr ptins--and then click OK. 1. Open the t d item. 2. Click Actins > View Invitee Status. 1. Open the t d item. 2. Under Participants, click Add. 3. Specify ne r mre assignees. T select names frm a directry fr ne f the participants fields, click the address bk icn next t the field. Required and Optinal assignees receive a ntice that Yrk University 7 Learning and Develpment

8 Ltus Ntes 8.5 Task Remve ne r mre assignees Send mail t assignees Descriptin includes respnse ptins such as Accept and Decline. FYI assignees receive a ntice that des nt include respnse ptins but includes the ptin t add the item t the t d list. Other assignees cannt see the names f FYI assignees. 1. Open the t d item. 2. Under Participants, click Remve. 3. Select ne r mre assignees t remve. 4. Select Include additinal cmments n ntice. 5. Click OK. 6. If yu selected Include additinal cmments n ntice, type yur cmments--t frmat text r add graphics, attachments, r links, click the drp-dwn arrw fr ptins--and then click OK. 1. Open the t d item. 2. Click Actins, and then click Send Message t All Invitees, Send Message t Invitees Wh Have Respnded, r Send Message t Invitees Wh Have Nt Respnded. 3. Type yur message. 4. Click Send. Respnding t a t d assignment When yu receive ntificatin f a t d assignment, yu can respnd by accepting, declining, r delegating the assignment. Yu can als prpse a new due date r start date, and mark the assignment as cmpleted. If an assignment ntice cntains Respnd and Respnd with Cmments ptins, then the assignr expects a respnse. If an assignment ntice cntains an Add t T D List ptin instead, the ntice is an infrmatin-nly cpy f the assignment which yu may add t yur t d list r nt. 1. Open the assignment ntice in yur Inbx. 2. Click Respnd r Respnd with Cmments, and then d ne f the fllwing: Task Accept the assignment Decline the Descriptin Click Accept. Click Decline, select Keep me infrmed f updates if Yrk University 8 Learning and Develpment

9 Ltus Ntes 8.5 Task assignment Delegate the assignment t smene else Prpse a new date Mark the assignment cmpleted Descriptin yu want t receive any further ntices abut the assignment, and then click OK. Click Delegate, specify the persn t whm yu want t send the assignment ntice, select Keep me infrmed f updates if yu want t receive any further ntices abut the assignment, and then click OK. Click Prpse New Date, and then specify a new due date, start date, r bth. Click Cmpleted. 3. If yu clicked Respnd with Cmments, d ne r mre f the fllwing, and then click OK: Type yur cmments. T frmat cmment text, click the T icn and click the frmat t apply. T add graphics r attachments t yur cmments, click the drp-dwn arrw, click Graphics r Attachments, click the icn that displays, and select files t add. T add a dcument, view, r applicatin link t yur cmments, cpy the link t the clipbard, click the drp-dwn arrw, click Links, and click the links icn that displays t paste the link. Nte: If yu want t accept sme but nt all instances f a repeating assignment, yu must first accept the assignment. Then pen yur t d list, pen the instances f the assignment yu dn't want t accept, and decline thse instances. Similarly, if yu want t prpse a new date fr a repeating assignment, accept the assignment and then pen the first instance f the assignment and prpse a new date. Printing the calendar r t d list Yu can use calendar- and t d-specific styles t print the calendar and t d list. Yu can print calendar entries fr a specified time perid, and chse frm ptins such as print quality and number f cpies. 1. Frm the calendar, click File > Print. 2. Under What t Print, select Print calendar. Yrk University 9 Learning and Develpment

10 Ltus Ntes In the Calendar style field, select ne f these ptins: Optin Daily Style Weekly Style Wrk Week Style Mnthly Style Rlling Style Calendar List T D List Trifld Style Descriptin Prints ne day per page. Prints ne week per page. Prints whatever the ne wrk week per page. Prints ne mnth per page. Prints the time perid yu specify under Print Range, starting with the week f the day specified in the Frm field and ending with the week f the day specified in the t field. Prints the calendar as a list f entries. Prints the t d list. Prints daily, weekly, and mnthly views f the calendar in trifld panels. Wrks best in landscape mde. 4. Optinal: Click the Calendar Style tab and specify calendar style print ptins fr the style yu selected. 5. Under Print Range, specify Frm and t dates and times t designate the time perid t print. 6. Specify any ther print ptins, such as print quality and number f cpies, and click OK. Yrk University 10 Learning and Develpment