Microsoft Office Tutorials and References
In Depth Information
Managing task assignments
You can assign tasks from your Outlook task list to other people within and outside of your
organization (and other people can assign tasks to you). Outlook indicates assigned tasks in
your task list by adding a blue arrow pointing to a person on the task icon, similar to that of
a shared folder in Windows Explorer.
Tasks you assign to others
You can assign tasks to people on your Microsoft Exchange Server network, to people on
other Exchange Server networks, and to people running email programs other than Outlook.
When you assign a task to a person on your Exchange Server network, Outlook
sends a task request, similar to a meeting request, to the person you designated.
The assignee can accept or decline the task assignment by clicking the
corresponding button in the Reading Pane or in the task window header. Outlook indicates the
status of the task in your task list as Assigned.
When you assign a task to a person who is on another Exchange Server network or
is using an email program other than Outlook, Outlook sends a message that the
assignee can respond to manually. Until you change the task status, it is shown in the
open task window as Waiting For Response From Recipient, rather than Assigned.
When you assign a task, you can choose whether to keep a copy of the task on your own
task list or transfer it entirely to the assignee’s task list. Either way, the task remains on your
own task list until accepted, so you won’t lose track of it. (If the recipient declines the task,
you can return it to your task list or reassign it.)
TIP You can assign only actual task items; you can’t assign lagged messages that appear in
your task list. The items you’ve assigned are visible only when you choose to include them
in your view of the task list.
After you assign a task to someone else, ownership of the task transfers to that person, and
you can no longer update the information in the task window. (The assignee becomes the
task owner and you become the task originator.) If you keep a copy of the task on your task
list, you can follow the progress as the assignee updates the task status and details, and you
can communicate information about the task to the owner by sending status reports. Unless
you choose otherwise, Outlook automatically sends you a status report on an assigned task
when the assignee marks the task as complete.
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