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To some users, tasks and appointments are much the same. They don't generally have appointments to track on their calendar, but do need to keep track of their pending tasks. Often they create an appointment in their Calendar folder to mark the due date for a task. Sometimes they even use the appointment in place of creating a task in the Tasks folder.
Outlook does not show tasks in the Calendar folder--tasks only appear in the Tasks folder and in the Outlook Today view. However, there's a tip you can pass on to your users to help them enjoy the benefits of both the Tasks and Calendar folders.
Although you can't make Outlook show Tasks in the Calendar folder, you can easily create an appointment from a task and even include the task information in the appointment.
Open the Calendar and choose the Day, Work Week, or Week view. Notice that the TaskPad shows the tasks from the Tasks folder. Right-click a task and drag it to a day on the calendar. When you release the mouse, Outlook gives you a handful of options for creating an appointment using the task:
Copy Here as Appointment with Text. This command creates an appointment with the tasks information in the body of the appointment item.
Copy Here as Appointment with Shortcut. This command creates an appointment with a shortcut to the task in the body of the appointment.
Copy Here as Appointment with Attachment. This command creates the appointment with the task as an attachment in the body of the appointment.
Move Here as Appointment with Attachment. This is similar to the previous command, but Outlook removes the Task from the Tasks folder.
Users can continue or begin using the Tasks folder to create and manage their tasks, but use appointments to give them a visual indicator on their schedule when tasks are due. If they only need a reminder, however, they don't need to create a appointment. Each task includes a reminder field, just like appointments. |
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