Microsoft Office Tutorials and References
In Depth Information
Assigning a Task to Multiple People
Though Outlook does not prevent you from assigning a task to two or more people, you cannot keep
an updated copy of the task in your task list. For this reason, it is better to divide a multi-person task
into parts and assign each part, as a separate task, to an individual person.
Task Status Reports
When you have accepted a task assignment, you own that task, and no one but you can change the
task even though it may be on their task list. You can then, as you work on the task, open it and
update the status and percentage completed of the task and you can also mark it as completed.
When you do so, and save the modified task, an update will be sent to the person who assigned
you the task (assuming that the Keep an Updated Copy of This Task on My Task List option was
selected when you were sent the assignment). By default, this update will not appear in the task
assigner’s Inbox but will be processed automatically and the updated information will be available
the next time they view the task.
Likewise, if the Send Me a Status Report When This Task Is Complete option was selected when
you were sent the assignment, the person who assigned the task will receive an automatic update
when you mark the task as complete. While task complete updates are processed automatically,
they will appear in the person’s Inbox.
A task can have more than one prior owner. Suppose, for example, that person A created the task and
sent a task request to person B. Then, person B sent a task request to person C, who accepted the
task. C is the owner of the task and both A and B are prior owners and will receive status updates.
Sending a Status Report Manually
There may be times when you want to manually send a status report or comments about a task.
There are two situations when this might be desirable:
n The original task request (when you were assigned the task) did not include a request for
automatic status updates.
n You were not assigned the task — it is simply a task that you created but want to keep
other people updated about.
To do so, open the task and click the Send Status Report button. Outlook creates an email message
with information about the task status in the body of the message. You can add text as needed. If
the task was assigned to you, the To field will already contain the addresses of the task’s prior
owners. You can add additional recipients if desired.