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Manage Time and Organize Tasks
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One time-consuming aspect of managing schedules and information is switching among different capabilities within Office Outlook 2007 to keep things organized. Office Outlook 2007 greatly simplifies managing your to-do lists and keeping an eye on upcoming appointments with the new To-Do Bar, which brings all those items together in one place, displaying
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Manage Your Time, Tasks, and E-Mail with Office Outlook 2007
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them along the right side of the Office Outlook 2007 window. As with the navigation pane, you can minimize the To-Do Bar to get more room onscreen for your e-mail list and reading pane. Figure 10-3 introduces the various elements in the To-Do Bar.
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The Office Outlook 2007 navigation pane minimized.
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Upcoming appointments
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Tags, messages, and contacts flagged for follow-up
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Figure 10-3
The To-Do Bar is a command center for your tasks and appointments.
Part III:
Communicating and Collaborating: People and Processes
The To-Do Bar is visible in all Outlook modules, so you have access to the information whether you re working in the Calendar, Tasks, Mail, or one of the other modules. And the To-Do Bar integrates more than just the tasks you create in Office Outlook 2007: your Microsoft Office OneNote 2007, Microsoft Office Project 2007, and Microsoft Office SharePoint Server 2007 tasks can also appear in To-Do Bar, so you can see easily at a glance what you need to accomplish today. An item is added to the To-Do Bar automatically whenever you flag an e-mail message or contact, or when you drag a message to the To-Do Bar. When you flag an e-mail message in your Inbox, an entry is added to the Today category in your To-Do Bar; when you drag an item to the To-Do Bar, it is placed in the category (Later, Next Month, Next Week, or Today) where you place it. Tip
You can change the look of the To-Do Bar by clicking anywhere in the title and choosing Customize. Select Customize to display the To-Do Bar Options dialog box. You can change the settings that control how many months and appointments are displayed in the To-Do Bar (or hide the items altogether). Enter your choices and click OK to save your changes; the To-Do Bar display then changes to reflect your choices.
Adding Tasks to Your Calendar
Here s another timesaving and organizing feature in Office Outlook 2007: Now you can actually schedule time to work on tasks by simply dragging them to the Calendar. Previously, tasks and the Calendar worked somewhat separately to keep track of the same event or project in both views, you had to create entries for each, duplicating the effort you spent in organizing one task. Because the Daily Task List displays your tasks in the To-Do Bar according to the day on which they are due, they are already organized so that you can easily drag them to your Calendar to block off time to complete them. Using the Daily Task List, you can also modify the date of tasks by dragging them from one day to another, and the To-Do Bar will update accordingly. Note
In real life, we often don t get to everything on our list during the day. Interruptions and changes in priorities often cause us to leave for tomorrow what we meant to do today. When this happens with a task you created in Office Outlook 2007, the task is carried over to the next day automatically, without any action from you. The task will remain active on your To-Do Bar (and in your Task list and Calendar) until you mark it as completed.
10:
Manage Your Time, Tasks, and E-Mail with Office Outlook 2007
Figure 10-4 Tasks from the Daily Task List in the To-Do Bar are displayed automatically in the Calendar module.
Colorizing Tasks, Appointments, Messages, and Contacts
You can apply a color category to any item you create in Office Outlook 2007 so that it stands out visually no matter which view you are using. For example, if you want an appointment you just created to be easy to spot on your Calendar, you can assign a color to it using the Categorize control in the user interface. When the Appointment window is open, click the Categorize button and choose the color you want from the displayed list (see Figure 10-5).
Figure 10-5
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