Whether, in offices and companies or in private life – the planning of current tasks is important! Not everyone can always handle all current tasks. In order to forget nothing appointment planners, mobile phones or arrest notes are often used to remind us of our most important tasks. The use of so-called PIM´s (personal information manager) provides an even more reliable Task Scheduler.

 

PIM´s such as Outlook always offer an extensive overview of all To Do´s.

 

 

Forget your schedule chaos

 

When you open the module “tasks“ in Outlook for the first time you will see an empty table. After you started working with this module you will receive a complete list of all your tasks and To Do´s. There is no more need to fill in papers or for a task manager to be leafed through to overview all of your current tasks.

 

This work can be done easy and convenient with Outlook.

 

Like in the module “calendar” there are also different views selectable for “tasks”

 

 

The following views are available:

 

- simple list

 

- list with details

 

- active tasks

 

- next seven days

 

- overdue tasks

 

- by category

 

- assigned tasks

 

- by competent persons

 

- completed tasks

 

- tasks in timeline view

 

 

Task building

 

Via the top row of the menu tasks you are able to create a new task. In the line “Click here to create a task” a short, but meaningful text can be entered, that describes the content of the task and its target. Then confirm or click on an empty area of the menu. Now you only need to choose a due date for the task. You can enter this due date behind the created task in the table section “due date”. The new task is immediately visible in Outlook.

 

 

If a task is done you have to mark the empty option box in front of the tasks text. The task is then stroked through and therefore marked as complete.

 

The task editor offers further ways to create new tasks. This editor can be opened with the keyboard shortcut CTRL + N.

 

 

Task details overview

 

In the tab “details” the task can be extended with additional information.

 

The following information can additionally be added:

 

- carry out date: once the job is contributed the appropriate date can be entered here

 

- total expenses: how much time is needed to accomplish a task

 

- actual expenditure: the period of time which is actually needed to accomplish the task can be entered here

 

- mileage: if it is necessary to travel a longer distance to get to work, the exact number of kilometers can be mentioned here.

 

- billing information: in this field the name of the colleagues who are responsible for the correct accounting of the arrival and work power can be entered.

 

 

Edit an existing task

 

By double-clicking on the task it can be altered or extended. When you are done click “Save and Close”.

 

 

Serial task

 

Regularly recurring tasks need to be created only once. To create a serial task open the task editor, then click on the button “recurrence”. Now you can configure the interval of the recurrence.

 

Tasks which have already been created can be transformed into serial tasks as well. For that purpose open the task and click the button „recurrence“. Here you are able to choose the serial type.

 

 

Assign tasks

 

With “assign task” the task can be sent to another user. This particular task can also be divided to someone.

 

This is fast and simply done by double clicking on the task to open the task editor, then via the dialog “assign task” the subject and the e-mail address of the recipient can be entered.

 

 

Hide completed tasks

 

When a task is completed, it is marked as stroked through. This is a good feature to help you keep an overview of all your actual tasks. But in the long run the sight of many of these marked tasks is annoying. To avoid this problem you can use a special filter to hide completed tasks:

 

1. Create filter: Click with the right mouse button on the head row of the task block. Select the function “Customize Current View” from the now appearing shortcut menu.

 

2. Then click on the button “filter”. In the now following dialog you need to switch to the tab “advanced”. Via the choice box „select more criteria“ you reach the option “all tasks”, there you choose “completed”.

 

 

Show tasks again

 

To make completed tasks once more visible you need to process like this:

 

View / Current View / list of details

 

Hidden tasks can be made visible again.

 

The procedure is working with Outlook 2000 and 2002. Since Outlook 2003, the “list with details” is located in the navigation area. The navigation area can be opened via the menu “view”.

 

 

How to turn off task reminders

 

1. Via tools / options you can access the “tasks options”.

 

2. By removing the check from the option box “enable reminders for tasks with a due date” the reminder gets turned off.

 

3. Confirm with OK.

 

 

Color labels for completed and overdue tasks

 

1. You open the dialog “options”. There you click on the index “general” and then on “tasks options”.

 

2. Here you can choose a color for overdue and completed tasks.

 

3. Confirm with OK.

 

 

Task scheduling with Outlook

 

The times of widespread post-it messages and chaotic task managers are finally over. Task scheduling with Outlook offers a clear, simple and fast tasks management.

 

With a few clicks tasks can be created, modified or deleted. Additional information such as time, travel costs or billing information can also be included.

 

Recurring tasks do not have to be updated constantly, but can be presented again in intervals. Therefore use the “RECURRENCE” function. The task must be created only once, which means huge time savings.

 

Tasks can also be assigned to other people. These tasks can be listed separately which makes the task overview a lot easier.

 

Completed tasks are visually marked and can be shown or hidden.

 

You won´t forget your tasks anymore because Outlook is able to set a reminding message for every task. Forgotten or expired tasks can be highlighted. This is just another bonus for the task management with Outlook.

 

 

For all questions about Data synchronization visit the SYNCING.NET homepage.