How to Create and Manage Tasks in MS Outlook?

In our busy lives, we must manage our daily schedule and tasks efficiently if we want to maintain our productivity. But technology has made our job much easier. Microsoft Outlook, widely known for its smooth email management system and calendar features, also offers a robust task management system. Today’s tutorial will guide you on How to Create and Manage Tasks in MS Outlook. Besides, we will share some effective tips and tricks so that you can organize and manage your daily tasks in a more decorated way. It will help you to ensure that you stay on top of your priorities. In this tutorial, we will also learn how to set deadlines, categorize tasks, and track the progress in a seamless way.

How to Create and Use Email Templates in MS Outlook?

Alright, let’s get started!

How to Create Tasks in Outlook?

Creating a task in Outlook is a matter of a few mouse clicks. Just follow the steps below for a successful task creation:

• First, Open your MS Outlook and go to the Home
• From the ribbon, find the New Items from the New group. Then click on it. A drop-down menu will appear.

• From the menu, select
• Now, from the task window, you have to enter the task name. Type the name of the task you created in the Subject

• You can add details of the created task, such as task priority, status, start date, end date, reminder, etc.
• After you enter all the required details in the boxes, click Save & Close.

That’s it; your task will be created with the name you entered in the subject field.

How do set due dates and reminders for a task?

Setting a due date or start date for a task is super easy.

• Just open the task by double-clicking it.
• After that, that task window will open, and from there you have to locate the “Due Date” field.
• Now select an appropriate date from the calendar.
• To select a start date, the process is the same. Select a date when you want your task to be started from the Start Date field.
• You can also add a status of the task. You can choose from a drop-down menu with multiple options like In progress, completed, or waiting for someone else.

• To set a reminder for your task, you can choose a date and time from the Reminder field. Besides, you can choose a Ringtone for the reminder as you want. To do that, just click on the Speaker icon. A dialogue box will appear and from there, browse to select your desired audio.

• Don’t forget to put a checkmark on Play this Sound. After selecting your desired ringtone, you can just click on OK.
• Besides, you can set the progress level for your task. For example, when you are done by 30% or 70%, you can add it in the %Complete box. Moreover, you can select the priority into three sections: low, normal, and high.

How to categorize and Organize a task?

After creating a task, you can additionally categorize the task in a particular group. It will help you to manage the tasks more effectively. By categorizing your tasks, you can identify and prioritize the tasks separately. This will help you to remain more productive as well. To categorize a task, follow the steps below:

• First, open the task view by double-clicking on the Task Icon. You will see it at the bottom of your Outlook Home window.
• After that, right-click on the task to open it in a new window.
• Now select Categorize from the ribbon.

• Now you can select any category from the list or you can rename the category from the option Rename. You will see it in the new dialogue box named Color Categories. Besides, you can add a shortcut key to open the task with your keyboard quickly. Once you are done, you can click on OK.

This is how you can easily organize and categorize a task to run more efficiently.

How do Assign tasks to others?

In MS Outlook, you can also assign a task to others if you want it to be completed by some other employee of your office. This is very simple.

• Open the task window again.
• From the ribbon, just click on the icon “Assign Task.”

• It will take you to a new window where you have to put the email address of your assigned person for the selected task.

• Now type the email address and then you can just click on the Send button.

A notification email will be sent to the person you selected immediately to complete the task. That’s how you can easily assign a task to another person. You can even send the task to multiple people at the same time.

How do send the status report of a task?

Now if you want to send the status report of a particular task to your boss or someone else, you can also do it very easily.

• To send the status and progress level of your task, you have to click on the icon Send Status Report from the manage task group.

• After that, you can just type the email address where you want to send the status report. You can also edit the main body section of the email. Besides, you can add a virtual signature or attach any file with the email. This part is just like normal email sending.
• Once you are done with all the changes and edits to the email, you can click on Send to transfer the task report to your desired person.

How do you integrate the tasks with your calendar?

You do not need to do anything extra to integrate the tasks with your calendar. When you set the due date and reminder for a task, it will automatically appear in your calendar view under the selected date and time. So if you want to see your task in the calendar, you must assign a due date or reminder for it. To view the tasks alongside specific scheduled events, you have to open the calendar and then select the particular date or week when you set the due date or reminder for the created tasks.

By following all these steps, you can efficiently create and manage the tasks in your MS Outlook account. It will greatly ensure that nothing falls through the cracks. For the maintenance of a productive workflow, I hope this tutorial helped you in some way. We have tried our best to make you understand how to create and manage tasks in MS Outlook. Furthermore, if you have any queries, you can use the comment section below. Thank you.