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For information about task updates and status reports, see Tracking the Progress of a Task, page 595. 21
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Tip Click Cancel Assignment in the task form to cancel an assignment and restore the original task form. When you click Send, Outlook creates a task request message and sends it to the assignee. If you open the task, you ll see a status message indicating that Outlook is waiting for a response from the assignee (see Figure 21-8). This message changes after you receive a response and indicates whether the assignee accepted the task.
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Figure 21-8. Outlook indicates that it is waiting for a response to a task request for a selected task.
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Managing Your Tasks When you receive a task request from someone who wants to assign a task to you, the message includes buttons that allow you to accept or decline the task. Figure 21-9 shows the buttons on the InfoBar when the Reading Pane is displayed.
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Figure 21-9. You can easily accept or decline a task request by using the Accept or Decline button on the Reading Pane s InfoBar.
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You can click either Accept or Decline to respond to the request. If the Reading Pane isn t open, you can open the message and click Accept or Decline on the message form toolbar. When you do so, Outlook displays a dialog box giving you the option of sending the message as is or editing it. For example, you might want to add a note to the message that you ll have to change the due date for the task or that you need additional information about the task. Choose Edit The Response Before Sending in the dialog box if you want to add your own comments; select Send The Response Now if you don t want to add comments. Then click OK to generate the message. The next time you synchronize your Outbox with the server, the message will be sent. You have one additional option besides accepting or declining a task request that s waiting for your response you can pass the buck and assign the task to someone else. For example, assume that you manage a small group of people. Your supervisor assigns a task to you, and you want to assign it to one of the people under you. When you receive the task request, open it, click Assign Task, and then select the person to whom you want to assign it. Outlook cre ates a task request and sends it to the assignee. When the assignee accepts the task, his or her copy of Outlook sends an acceptance notice to you and adds both the originator s address and your address to the update list on the Details tab of the task form. This means that changes to the task by the assignee are updated to your copy of the task and to the originator s copy.
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Microsoft Office Outlook 2003 Inside Out
Troubleshooting
Task requests keep disappearing After you accept or decline a task, Outlook automatically deletes the task request from your Inbox. Unlike meeting requests, task requests are always deleted Outlook doesn t provide an option that allows you to control this behavior. Outlook does, however, keep a copy of the task request in the Sent Items folder. Outlook also deletes task update messages after you read them. These messages are generated automatically when someone modifies an assigned task. Outlook sends the task update message to the people listed in the update list on the Details tab of the task form. Although you can manually move these update mes sages out of the Deleted Items folder, Outlook provides no way to prevent them from being deleted.
When a response to a task assignment reaches you, Outlook doesn t automatically act on the response. For example, if someone accepts a task that you assigned, Outlook doesn t consider the task accepted until you open the response. Until that point, the InfoBar in the Reading Pane still indicates that Outlook is waiting for a response. When you open the response, the InfoBar in the message form indicates whether the task has been accepted or declined, depend ing on the assignee s action. Outlook deletes the response when you close the message. You have no options for controlling this behavior Outlook always deletes the response. If an assignee declines your task request, you can easily assign the task to someone else (or reassign it to the same individual). Open the response, and click Assign Task in the form s toolbar just as you would when assigning a new task.
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