Creating and Using Tasks in Outlook

Details

Tasks can be added to your to-do list in one of three ways:

• When you flag an email for follow up.
• When you create a task for yourself.
• Or when someone else creates a task and assigns it to you.

In Outlook 2013 and 2016 for Windows, your tasks appear in the To Do bar when you are in your e-mail or calendar, if you select that view; or when you select Tasks from the Navigation bar. In Outlook 2016 for Mac, they appear when you select Tasks from the Navigation bar.

Flagging an Email Message for Follow-up

See Create a Task from an Email

Creating a Task for Yourself

1. Click Tasks at the bottom of the left-hand navigation column, then click New Task from the ribbon.
2. Enter the information about the task you need to complete, including the subject, start date, and due date. Click Save & Close. If you leave the Start date and Due date fields set to None, this task will not appear in your e-mail or calendar. It will only appear in your task list.

Creating a Task for Someone Else

With Outlook 2013 or 2016 for Windows

1. Select Tasks in the Navigation bar, then click the New Task icon in the ribbon.
2. Enter the information about the task you need completed, including the subject, start date, and end date.
3. Click Assign Task. An email window will appear. Send an email to the person to whom you are assigning the task.
4. Click Save & Close. If you leave the Start date and End date fields set to None, this task will not appear in your email or calendar. It will only appear in your task list.

With Outlook 2016 for Macintosh

1. Open Mail in the Navigation bar, then click the Email icon in the Ribbon.
2. In your email's subject line, include a description of the task.
3. In the body of your email, enter any start date or due date requirement and include any notes about the task.
4. Send your email to the desired recipient(s), and the recipient(s) can create a task from your email.

Finishing a Task

With Outlook 2013 or 2016 for Windows and Outlook 2016 for Macintosh

When you have finished a task that has been assigned to you, select Tasks in the left-hand navigation column, then click the task that is complete to select it. From the Home ribbon, click Mark Complete. This will remove the task from your to-do bar and calendar.