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Use Outlook 2007 to manage business tasks

Introduce efficient management procedures

Introduce some efficient management procedures to ensure you make the most of what little time you have to run your business.

For the following workshop you will need: Outlook, which is included in the Business versions of Microsoft Office. Outlook 2007 on its own will set you back £99 inc VAT.

Step 1
Step 1

Step 1

Step 1 Click on the Tasks tab and select Task from the New menu. Type in a name for the job, then select a start date and a deadline for its completion using the relevant drop-down menus. Use the Status menu on the right to indicate whether you've made a start on the task.

Step 2

Step 2

Step 2 The Status menu allows you to choose from a range of options, such as indicating what percentage of the task is complete. As soon as you reach 100 percent the task will automatically be labelled as complete. You can add a Priority to the task by selecting the option from the drop-down list.

Step 3

Step 3

Step 3 If you want to be prompted about your task, put a tick in the Reminder box. You can then decide how far in advance you want to be reminded and can even add an alarm or a reminder to follow up the task. To do so, click on the Follow Up button and choose a time when you want to chase up the task.

Step 4

Step 4

Step 4 If you work with others then you can use Outlook to share tasks. Clicking Assign Task allows you to automatically email a job to someone else and ask them to carry it out. You can then use the Status Report button to send a message to a colleague, updating them on your progress.

Step 5

Step 5

Step 5 You can use the Recurrence button to set regular reminders for repeat jobs. Click on Recurrence to bring up the Task Recurrence window. From here you can set how often you want to be reminded and for how long these reminders should run. Use the Skip Occurrence button to stop the reminders on a one-off basis.

Step 6

Step 6

Step 6 Type in any notes you want to add in the text box provided, then click Save and close. The task should now automatically appear in your Outlook Tasks and calendar. From the Tasks view you can sort how you view the list, or you can right-click on any task should you need to edit it.


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