Configure Outlook
To-Do Bar
Methods for entering tasks
The Task Process
Types of Tasks
The task management strategies in this workshop are based on the book, Total Workday Control Using
Microsoft Outlook (2nd Edition), by Michael Linenberger. This session focuses on tasks but you can
reference the authors book to learn strategies for streamlining your workflow and email.
Configuring Outlook:
A Special view is created to present your tasks by priority grouping and date sort
Emphasis is placed on start dates. Due dates are only used when there is a hard deadline.
The To-Do Bar will become the most important place to access tasks (replaces the TaskPad in
previous Outlook versions).
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3. Select Group By
a. Make sure Automatically group according to arrangement is not checked
b. Select Priority under Group items by
c. Select Descending as the sort order for Priority
d. Make sure Show field in view is checked
e. Click ok
4. Select Sort
a. Select Start Date
b. Select Descending as the sort order for Start Date
c. Click ok
5. Select Filter
a. Click the Advanced tab
b. Date Completed and Flag Completed Date will be listed with the condition does not
exist. Leave those two items
c. Click Field listed under Define More Criteria, select Date/Time and select Start Date
d. Set condition: on or before
e. Set Value: Type today
f. Click Add to List
g. Click Field listed under Define More Criteria, select Info/Status fields and select
Status
h. Set Condition: not equal to
i. Set Value Completed
j. Click Add to List
k. Click Field listed under Define More Criteria, select Date/Time and select Start Date
l. Set Condition: does not exist
m. Click Add to List
n. Click ok
Confirm that you have set the following criteria:
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By default, task reminders with due dates are turned off. Keep them off. To check this default:
o Go to File/Options/Tasks/Set reminders on tasks with due dates
Turn email notifications off:
Go to File/Options/Mail: Remove the check on: Display a new Desktop Alert/click
OK/OK/OK. (Option: create a rule to alert you when email is received from a certain
person.)
All tasks should have a targeted start date
Think of the start date as the date you want to consider doing the task
Most tasks do not have hard deadline dates, so you dont need to enter a due date.
o You can add a due date if needed on certain tasks or you can enter Due 6/1 in the subject.
Store long term tasks in the low priority section.
When your list gets too long, move the excess tasks to the low priority list. Drag them or reset
priority.
You need to be able to review your task list at a glance; scan every day.
Block time on your calendar for TASKS.
If your task is going to take several hours to accomplish, copy it to your calendar and block
that time. Click on task and drag to the calendar folder and set time and save.
Once the configurations are set up & working, you can manage your tasks effectively.
PRACTICE:
Practice entering tasks and making sure they appear where they should be:
1. Create a task you should do today: New task/medium priority/due date of today.
2. Create a task you must get done today: New task/high priority/due date of today.
3. Create a task you need to start tomorrow: New task/medium priority/due date of tomorrow (will
not appear on task list until tomorrow).
4. Create a task you should start today that has a deadline date of next Wednesday. (use DUE in the
task subject).
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Your high priority items with todays date are listed at the top of your list.
The only items on this list are those that would cause you to stay late in order to complete.
The high priority items are known early in the day.
If it looks like you they wont get accomplished due to time constraints, you have the
opportunity to rearrange your schedule. Change an afternoon meeting to the next day. If
its arranged early, it shouldnt be a problem with those involved.
You would only have 2-3 items in the high priority section.
Type of tasks:
Deferring Tasks:
When you set a start date to a future date, the task does not appear on your To-Do list.
A deferred task will appear on its start date and it will be underlined at the top of the list.
Follow-up tasks:
1. If you need a follow-up task for yourself or if you delegated the task and still need to follow-up
on that task, put an F: at the beginning of the subject line which will indicate it is a follow-up
task. If you want, you can add the persons name or initials after the F: (F:DMM:Discuss email
error with R25). Set the start date in the future to follow-up.
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2. Create follow-up task from email you send requesting task to be done:
With Outlook 2007 & 2010: Go to your sent mail folder, right click on the item and set a
follow up date.
Older Outlook versions: Go to your sent mail folder and click and drag item to task folder
and update subject line and add a start date.
3. Create follow-up tasks for important requests you make by email:
When you send the email to request information or an action item, add the flag and set a date.
Create your email request and click on Follow-up. You can select Custom and specify a
date.
A task will automatically be created based on your follow-up email.
If you forget to specify a date before sending, you will not be able to update the date or
priority.
In the above case, go to your sent items folder and click & drag item to make it a task.
For multistep tasks and projects:
Put your next action for that task in the subject then place MORE at the end of the subject
line.
Enter all the additional tasks in the body of the task.
Upon completion of the task, read the list of next actions and update the subject.
Update dates as needed.
Options:
o Put P at the beginning of project and type {project name} in brackets.
o To enter goals, use G at the beginning of the task name.
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