Locked lesson.

Upgrade

About this lesson

Tasks are to-do items that are tracked electronically and can be recurring weekly or monthly.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2016, 2019/365.

Exercise files

Download this lesson’s exercise file.

Tasks, New and Recurring.docx
126.1 KB

Quick reference

Tasks: New and Recurring

Tasks are to-do items that are tracked electronically and can be recurring weekly or monthly.

When to use

A task list allows you to keep track of to-do items and check them off as they are completed. The process is simple and has many useful features.

Instructions

  • Click the Tasks icon on the Folder Pane (aka Navigation Pane.)

OR  

  • Click New Task.

  • Enter the information for the task.

  • Choose Details to record job specific task details for billing purposes.
     
  • Make it a recurring task.
         

 

  • Know your task icons.

  • Mark as Done: Checking the box will put a line through the task indicating it has been completed. It remains on the task list as long as you determine it should.
  • Categorize tasks.

  • Sort tasks by clicking the column headers.

  • The Task Folder Pane: The folder pane shows the tasks and the to-do list which includes flagged emails for follow up.

​​​​​​​

Login to download
  • 00:04 All right, this lesson is about tasks.
  • 00:06 Take a look at the bottom on the navigation pane.
  • 00:08 We've got our email, we've got our calendar, we've got our contacts.
  • 00:11 But I don't see tasks because they're behind the dot dot dot.
  • 00:15 And that is because my navigation pane, I had made it real skinny and so
  • 00:19 we didn't see the task and the notes down there.
  • 00:22 So if that happens to you and you can't see your task, just make sure to hit
  • 00:26 the dot dot dot, which means more more more, it's an ellipsis.
  • 00:29 Click that and there you will see tasks on the list.
  • 00:32 All right, when we activate tasks, this is our task ribbon right up here, and we can
  • 00:37 do a new task or a new email or new items, we can delete a task, forward a task.
  • 00:42 Let's see, what's this one?
  • 00:42 More respond actions.
  • 00:44 I can mark a task complete, I can remove it, follow up, change the view of my task,
  • 00:49 move tasks, categorize tasks, mark it as important or not important,
  • 00:53 all of these wonderful things.
  • 00:55 But we can't do anything until we actually click a brand new task.
  • 00:58 So I'll go ahead and click a brand new task right up here on the left.
  • 01:02 So when we are in a task, I'm going to go ahead and type in a task,
  • 01:05 send timesheet reminder of two employees.
  • 01:07 All right, I want to do this every Friday.
  • 01:09 So I will click on this and I will choose Friday, and it is due on Friday.
  • 01:14 And so I can Save & Close, Delete, I can Forward this, I can add Details,
  • 01:19 check out the Details button.
  • 01:20 When I click Details, maybe I need to travel for this.
  • 01:24 Maybe you are a contractor and you need to charge for travel time, your mileage,
  • 01:28 some billing information notes.
  • 01:30 Here this section of details is where you would add all that information.
  • 01:35 I'm going to go ahead and click back on to task itself.
  • 01:39 I'm not done with this.
  • 01:40 This Assign Task is wonderful,
  • 01:41 I can actually assign it to a co-worker to do for me.
  • 01:44 Send a Status Report, so if I'm actually the one doing it, I can it tell here,
  • 01:48 update the person who assigned this to me with a status report.
  • 01:51 Let's hang out here on Recurrence, though, for a second.
  • 01:54 I'm going to go ahead and click on Recurrence.
  • 01:55 I need this to happen every Friday.
  • 01:57 So I can recur this daily, weekly, monthly, yearly.
  • 02:00 But at this point and right now for this task,
  • 02:03 I need this every week on a Friday for every single week, not every two weeks,
  • 02:07 not every three weeks, every single week.
  • 02:09 And I will end this after 52 occurrences for an entire year.
  • 02:15 All right, I'm going to go and hit OK.
  • 02:16 And when I hit OK, look what happened.
  • 02:20 I can actually skip a recurrence.
  • 02:22 So maybe one of these Fridays we have off.
  • 02:24 I can skip that recurrence.
  • 02:26 I can categorize, follow up, mark it with high or low importance.
  • 02:29 All right, let's go ahead and I'm going to Save and Close.
  • 02:32 And take a look what happens on the main screen.
  • 02:35 Here is my timesheet reminder to employees.
  • 02:37 Notice the little symbol, it is a clipboard with a little blue circle on it.
  • 02:42 That is the recurring symbol.
  • 02:43 This is marked with a flag.
  • 02:46 I have not categorized it and it's due on Friday.
  • 02:49 Now, Friday comes and goes, I'm done with that task.
  • 02:52 Notice the other 52 that I scheduled haven't shown up, thank goodness,
  • 02:57 that would incredibly clutter your screen.
  • 02:59 It would be unmanageable.
  • 03:01 But look what happens when I mark this as done.
  • 03:03 Click, I finished it.
  • 03:05 The brand new one came in.
  • 03:07 It's scheduled for the Friday after next.
  • 03:10 And look at my original one, it has a line through it as completed.
  • 03:14 This is why we use a recurrence, and then you mark them done and
  • 03:17 the next one comes right in.
  • 03:19 So you never forget to schedule your timesheets that are due on Friday.
  • 03:23 All right, stick with me,
  • 03:24 we're going to continue on with that lesson in the next video.

Lesson notes are only available for subscribers.