microsoft office outlook 2013 microsoft office outlook 2013 courseware # 3252 lesson 5: using tasks,...
Post on 24-Dec-2015
220 Views
Preview:
TRANSCRIPT
Microsoft Office
Outlook 2013Microsoft Office
Outlook 2013Courseware # 3252
Lesson 5: Using Tasks, Notes and the Journal
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 2
Lesson Objectives
• create one-time tasks• create recurring tasks• create a task from a
message• set task options • mark a task complete • assign a status to a
task• assign a task to others• accept/decline task
assignments• update tasks and send
status reports• create and manage
notes• change the view of
notes• look at the journal• create and edit a
journal entry
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 3
Working with Tasks
• To access Tasks element, click Tasks button on Peeks Bar
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 4
Working with Tasks
• By default, To-Do list displays any item assigned and accepted by you, created, or tagged with flag, in Task list– New tasks appear as bold number at right
of Tasks folder– Tasks in red mean deadline set for task due
either today or has passed– Click task in list to display details in
Reading Pane
• To change order of tasks by changing view: – On Home tab, in Current View group, click
Change View, or– on View tab, in Current View group, click
Change View
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 5
Working with Tasks
Creating Tasks• To create a task:
– Type name of task directly in Contents Pane, or – on Home tab, in New group, click New Task, or– press CTRL+N
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 6
Working with Tasks
• Use Details to add more information about task
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 7
Working with Tasks
• Task that occurs regularly with or without end date or to end after certain number of occurrences– Automatically listed in task list at appropriate
intervals • To create recurring task, click Recurrence
and make appropriate choices• Double-click task to edit it
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 8
Tracking the Status of a Task
Marking a Task Complete• To mark task as complete:
– On Home tab, in Manage Task group, click Mark Complete, or
– right-click task and click Mark Complete, or
– in most views, click flag in right-hand column, or
– in Simple List view, click check box for a task in Complete column, or
– if task open, on Task tab, in Manage Task group, click Mark Complete
• Can maintain record of completed tasks and even reuse for setting up similar tasks
• Once task marked as complete, anyone who has a copy of this task also notified
• To move task to a folder, drag it to folder in Navigation Pane
– Copy task by pressing CTRL as you drag task to appropriate folder
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 9
Tracking the Status of a Task
Changing the Task Status
• New tasks assigned default status of Not Started but can choose another status:– Not Started
– In Progress
– Completed
– Waiting on someone else
– Deferred
• Can also enter percentage completion value to automatically changes status of task to In Progress– If change to 100%, Outlook automatically changes status to
Complete
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 10
Tracking the Status of a Task
Assigning a Task• To assign existing task to someone:
– Right-click task and click Assign Task, or– open task and on Task tab, in Manage Task group, click
Assign Task
• Can also assign task in main Contacts window by clicking Assign Task from More command in Communicate group of Home tab
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 11
Tracking the Status of a Task
Accepting/Declining Tasks• When task assigned to you, message displays in Inbox with• If in Tasks area, new task appears in task list with• Open task to accept or decline it• When you accept task, you become owner of task
– Accepted task appears with– Declined task appears with
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 12
Tracking the Status of a Task
Updating Tasks and Sending Status Reports• Can track status and completion• If first check box checked, any time you update %
Complete field, update message automatically sent to originator, and information updated on originator’s task list
• If second check box checked, originator automatically notified when you mark task complete
• Can send status report at any time, address it or Cc it to others, and add text message
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 13
Tracking the Status of a Task
• When receive status update on assigned task appears with as reminder task assigned to someone else
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 14
Customizing Tasks
• To customize tasks, click File, click Options, and click Tasks
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 15
Using Notes
• To create note, open the Notes element:– On Home tab, in New group, click
New Note, or– press CTRL+N
• To view options to the note, click at top left of note
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 16
Using Notes
• To organize view:– On Home tab, in Current View group, click to select view, or – On View tab, in Current View group, click Change View, or– On View tab, in Arrangement group, select display for notes
• To delete note, select it in list and:
– On Home tab, in Delete group, click Delete, or– press DELETE, or– right-click note and then click Delete
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 17
Using Notes
Attaching Notes to Contacts• To attach note to contact, select note and then:
– On Home tab, in Actions group, click Forward, or– right-click note and click Forward
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 18
Using Notes
• To attach note within new message, create new message and then:– On Home tab, in Include
group, click Attach Item and click Outlook Item, or
– click Insert tab and, in Include group, click Outlook Item
• Click Notes to select Outlook item in list and click note to attach with message
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 19
Using Notes
Customizing Notes• To customize notes, click File, click Options and
click Notes and Journal
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 20
Using the Journal
• Use Journal to track actions – Displays as timeline to help show number or type of activities
completed during specific period
• By default Journal not active in Navigation Pane– Can be added using Folders in Navigation Pane, then click Journal
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 21
Using the Journal
• Use horizontal scroll bar to move between dates to view activities recorded
• Entries can be recorded manually or turned on to automatically record activities
• To create new journal entry:– On Home tab, in
New group, click Journal Entry, or
– press CTRL+N
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 22
Using the Journal
• Enter fields as with other elements in Outlook• To track amount of time you spend on project or
with contact, click Start Timer from Timer group on Journal Entry tab– Will change to Stop Timer once activated– When complete, click Save & Close
• To modify any journal entry, double-click to open it for editing
• Can also associate other options with journal entries
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 23
Lesson Summary
• create one-time tasks• create recurring tasks• create a task from a
message• set task options • mark a task complete • assign a status to a
task• assign a task to others• accept/decline task
assignments• update tasks and send
status reports• create and manage
notes• change the view of
notes• look at the journal• create and edit a
journal entry
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 24
Review Questions
1. Where can you enter a new task?2. How could you use the Details option with a
task?3. What are the different Status settings available
for an Outlook task?4. How would you assign a task in your To-Do List
to someone else?5. What happens to a task if someone assigns it to
you and you decline it?
Microsoft Office
Outlook 2013
© CCI Learning Solutions Inc. 25
Review Questions
6. Explain what happens when you change the % Complete of a task that has been assigned to you.
7. How can you obtain a hard copy of the details for all tasks?
8. What are some actions you can apply to a note?9. How can you use the Journal?10.How can you modify an existing journal entry?
top related