To defer an e-mail, create a task by dragging the email onto the task button in the bottom left corner of Outlook. A task will automatically be created; select a start date and time, and a due date and time, then save it. 9 To delegate an email, create a task and assign the task to another individual or forward the email to another individual.

Many sources tell us we should work smarter and manage our time more effectively. However, few tell us how to accomplish these goals. I am one of those old-school time management freaks who disagrees with anyone who says To Do lists are a thing of the past.

• Use the Filter menu to sort tasks based on different criteria. Use the command bar above the tasks list to delete, categorize, or mark complete a selected task. For email messages, Reply is available. Task details - View details of the task selected in the tasks list.
• Make each task granular enough that you can accomplish it in less than two hours.
• In Outlook 2010 / 2013, please click the Daily Task List Normal in the Layout group on the View tab. In Outlook 2007, please click the View Daily Task List Normal. Step 5: Arrange tasks by start date: In Outlook 2010 / 2013, please click the Daily Task Arrange By By Start Date on the View tab. In Outlook 2007, please click the View.

My To Do lists live up to their name: they tell me what to do.

Keeping a list and following it helps me prioritize, stay on track, reduces the number of activities I forget or neglect to accomplish, and generally boosts my overall productivity.

I prefer to use Outlook’s tasks for my To Do lists over other methods for a variety of reasons: Outlook's task function is simple, free, and in my face – built into an application I use daily. My email, tasks, and calendar are integrated. Whereas my calendar tells me where to go and with whom to meet, my task list tells me what I need to accomplish any given day. I can see my To Do list for the day, the following day, and the entire week at-a-glance. I can assign tasks to my team members and push tasks to other Microsoft programs like OneNote.

How To Use Tasks In Outlook Office 365

The following tips may sound obvious once you read them. They may even be a bit boring. Time management isn't exactly sexy. But, I’m known for my time management skills and I have been asked to share my tried and true methods for maintaining a successful To Do list.

Make each task granular enough that you can accomplish it in less than two hours.

I have tasks dedicated to drafting content, following up on action items, and ensuring my team members are all focused on the right priorities. I know some will take mere seconds (e.g., scheduling a meeting) whereas others are more involved so they will balance out. If a task will take days to complete, it’s not achievable on a daily To Do list and should probably become a campaign item or a larger work item.

Limit the number of tasks you assign to yourself in any given day.

I’m most effective if I have fewer than twelve tasks on my daily list. I have meetings to attend and unplanned interruptions to address so if I try to tackle too many To Do items, I’m just setting myself up for failure.

Prioritize your tasks by putting the most important ones – or the ones with the earliest deadlines – at the top of that day’s list.

If I need to accomplish something first thing in the morning, I naturally assign that task a higher priority than the others. If my task list looks too large for a day, I know I need to either extend the deadline (e.g., push the task to another day), increase the team size (i.e., enlist help), or reduce the effort (determine if anything can drop).

Name your tasks in a consistent way.

I like to use Noun-Verb (e.g., 'White paper – Review' or 'Eblast - Write'). This lets me sort by category if needed.

If a task will be repeated on a regular basis, I include a label like “(Daily)” or “(Mondays)” at the end. Once I have completed a repeating task, I reassign it accordingly. For example, if I have a weekly meeting that requires a status report, I create a standing task to prepare it the day before the meeting. Once I finish my status for the week, I move the task to the following week.

If you complete it, delete it.

I check tasks off as I finish them so they disappear from my list and I can stop worrying about them. I only have so much space in my brain (and on my To Do list). If it’s gone, I can move on.

How To Use Tasks In Outlook 2013

These tips obviously work in the office but they can be applied just as easily to your home life. What tricks do you use to manage your time effectively?