Microsoft Office Tutorials and References
In Depth Information
Adding a Task
Here are the fields you can fill in when creating your task:
• Subject. This sums up what the chore is: “Pick up dry cleaning” or “Organize
hundred-dollar bill collection.”
• Start date. You might be laying out the timeline for a project that takes place
in several phases. For a task that will start at some point in the future, click the
drop-down arrow and select the projected start date from the calendar.
• Due date. If you’ve got to complete the task by a certain date, click the
dropdown arrow and select the finish line from the calendar.
• Status. Where are you in the process of completing this task? Click the
dropdown arrow and select the phrase that best describes the project’s current status:
Not Started, In Progress, Completed, Waiting for Someone Else, Deferred.
Currently there’s no option for “Oh please, make this go away.”
• Priority. When your To-Do List is brimming with tasks, all of them demanding
your attention, sometimes you’ve got to do a little triage. Assigning a priority
helps you decide what to tackle first.
• % Complete. If the task is brand-new, you don’t have to worry about this yet.
But you might get around to adding the task after it’s already begun or inherit
a task that someone else has started. When that happens, you can estimate how
close the task is to completion by putting a number in this dialog box.
• Reminder. Turn on the checkbox and set a date and time for getting a reminder
about this task from Outlook. Page 333 explains how to get the most out of
• Notes. Write a description of the task or jot down any relevant notes in the big
text box that takes up most of the Task window. For example, if you need to call
someone, it’s handy to put the phone number here.
Note: All fields are optional. At a minimum, though, you’ll probably want to give your task a subject and a
due date, so Outlook knows what to call it and where to put it on your To-Do List.
When you’ve filled out the relevant fields for your new task, click Save & Close (Alt,
H, AV); that adds it to your To-Do List.
Creating a recurring task
Ever feel like you’ll never cross everything off your list? It doesn’t help that some
tasks recur on a regular basis, like your daughter’s weekly ballet class or a standing
lunch date every other Wednesday. You want to keep these tasks on your To-Do List
so they don’t slip your mind, but it’s a pain to enter the same task over and over again.
Outlook can’t drive your little girl to ballet, but it can save you some time by putting
recurring tasks on your To-Do List automatically, at an interval you specify. To set
up a recurring task, create or open the task and click the Task tab’s Recurrence button