Microsoft Office Outlook 2013 Microsoft Office Outlook 2013 Courseware # 3252 Lesson 5: Using Tasks, Notes and the Journal

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


Working with Tasks

• To access Tasks element, click Tasks button on Peeks Bar

Microsoft Office

Outlook 2013


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


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

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Outlook 2013


Working with Tasks

• Use Details to add more information about task

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Outlook 2013


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


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

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Outlook 2013



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



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

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Outlook 2013



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



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

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Outlook 2013



• When receive status update on assigned task appears with as reminder task assigned to someone else

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Outlook 2013


Customizing Tasks

• To customize tasks, click File, click Options, and click Tasks

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Outlook 2013


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

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Outlook 2013


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


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

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Outlook 2013


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


Using Notes

Customizing Notes• To customize notes, click File, click Options and

click Notes and Journal

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Outlook 2013


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


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

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Outlook 2013


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


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


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


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?

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Microsoft Office Outlook 2013 Microsoft Office Outlook 2013 Courseware # 3252 Lesson 5: Using Tasks, Notes and the Journal