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Tasks, New and Recurring

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About this lesson

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

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2016, 2019/365.

Exercise files

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Tasks, New and Recurring.docx
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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

   OR  

  1. Click the TASK icon on the Folder Pane (aka Navigation Pane)
  2. Click New Task
      and enter the base information for the task:
  1. Choose “Details” to record job specific task details for billing purposes:
     
     
  2. Recurring Task: 
     
     
  1. Know your Task Icons:

     
  2. 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.
     
     
  3. Categorize Tasks:

     
  4. Sort Tasks by clicking the column headers
  5. The Task Folder Pane
    The folder pane shows the Tasks “and” the To-Do List which includes flagged emails for follow up.
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  • 00:04 The task area is basically for a to do list when you don't want
  • 00:07 to write your items on your calendar, you keep a separate list.
  • 00:11 On the navigation pane at the bottom is a little clipboard with a check mark.
  • 00:14 When I flip my mouse there, I get my peek pane that comes up or
  • 00:18 I can just click this and it opens up to my task area.
  • 00:21 On the task area, our home ribbon is now related simply to task items.
  • 00:25 I'll go ahead and click New Task and I'll begin to enter a brand new task,
  • 00:31 of course filling in the start date, the due date,
  • 00:36 a reminder, if I want to mark it percentage complete I can.
  • 00:40 Right down here is a notes area.
  • 00:44 And right up here, on the ribbon we can delete it,
  • 00:47 forward a finished task to someone else, or I can show the details of the task.
  • 00:51 The Details simply allows me to record hours worked, mileage,
  • 00:55 billing information.
  • 00:57 If this is a situation where you travel to jobs and bill by the hour,
  • 01:01 if you don't use a separate billing system, this might work for you.
  • 01:05 I'll go back to the task itself.
  • 01:07 At this point, I could mark it complete, but I won't.
  • 01:09 A couple other items we'll do in the next video.
  • 01:12 But I do wanna show you the Recurrence.
  • 01:14 In this particular case,
  • 01:16 Recurrence looks very similar to the calendar recurrence items.
  • 01:19 Of course you can choose weekly, monthly, which day, and
  • 01:24 how many times to recur or on what date to end the recurrence.
  • 01:31 You can also skip a certain recurrence, and I'm gonna go ahead and
  • 01:34 save and close right here so you can see what happens.
  • 01:37 Now, right here my task is showing up, only one of them.
  • 01:40 It's not showing my recurring one until I mark this finished.
  • 01:44 Notice my little clipboard here has a little tiny recurrent circles.
  • 01:48 If I do mark this finished, that is when the second one shows up.
  • 01:51 And the first one has a line through it that it is completed
  • 01:54 with a check mark off to the side.
  • 01:56 Notice I do also have flags available.
  • 02:00 And you can also categorize.
  • 02:02 A single click will put a red category in here,
  • 02:04 but a right click will allow you to choose any color category you desire.
  • 02:09 We can also sort these by the headers up on top and
  • 02:13 over on the left hand side in my task pane I do have task and to do list.
  • 02:18 The to do list is showing me flagged e-mails that have
  • 02:23 nothing to do with tasks, but they are items I need to follow up on, so
  • 02:26 they are on the to do lists, or just my tasks right down here.
  • 02:29 If you just mark tasks, you'll only view your tasks.
  • 02:33 So that's the intro to the task area.
  • 02:35 I can go ahead and Delete this or I can hit Remove From List, but
  • 02:39 sometimes it's nice to keep them with those lines through them, so
  • 02:44 that you can see, yes I did get that done.
  • 02:48 And we can chose a field header that would show completed date as well.
  • 02:53 All right, please watch the next couple videos for more details about Task.

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Contacts Backup
04m:42s
Assign Tasks, Change View
04m:20s
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