Outlook - Assigning a task Tutorial

In this video, you will learn about assigning tasks in Microsoft 365. The video covers how to assign tasks to others and the options that become available when you do so.
This will help you keep track of tasks and delegate them to others for completion.

1:13
3750 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of task management features, specifically focusing on assigning tasks to others, tracking progress, and receiving updates. It is designed to enhance understanding of how to effectively utilize these features in a collaborative environment.

Chapitres :

Introduction to Task Management
Tasks are essential tools for tracking responsibilities and deadlines. They help individuals manage their workload efficiently. This section discusses how tasks can be assigned to others, ensuring that work continues even when you are unable to complete it yourself.
Assigning Tasks to Others
To assign a task to someone else, follow these steps: 1. Open the task you wish to assign. 2. Click on the 'Assign Task' button located in the ribbon. 3. A field labeled 'To' will appear, where you can enter the names of the individuals you want to assign the task to. Once a task is assigned, you relinquish ownership of it, meaning you will not receive reminders for its completion.
New Options After Assigning Tasks
When you assign a task, two new options become available: - **Keep an Updated Copy**: This option allows you to maintain a copy of the task in your list. As the assignee updates the task's progress, you will be informed of any changes. - **Receive Status Reports**: You can opt to receive a status report once the task is completed, keeping you in the loop regarding its final outcome.
Adding Details to Assigned Tasks
When assigning a task, it is important to provide any necessary details that could assist the assignee in completing the task. After entering the relevant information, simply click on 'Send'. The task will then appear in your list, marked with a representative icon indicating that it has been assigned to someone else.
Conclusion
Understanding how to assign tasks and track their progress is crucial for effective collaboration. By utilizing the features discussed, you can ensure that tasks are completed efficiently, even when you are unable to do so yourself. This not only enhances productivity but also fosters teamwork.

FAQ :

What is the purpose of tasks in project management?

Tasks help individuals and teams keep track of their responsibilities and ensure that work is completed efficiently. They provide a clear outline of what needs to be done.

How do I assign a task to someone else?

To assign a task, open the task and click on the 'Assign Task' button in the ribbon. Enter the names of the people you want to assign the task to, and then click 'Send'.

What happens when I assign a task?

When you assign a task, you are no longer the owner, and the reminder option is not available. However, you can choose to keep an updated copy of the task and receive a status report upon completion.

Can I still track the progress of an assigned task?

Yes, if you choose to keep an updated copy of the task, you will be informed of any progress made by the assignee.

What is a status report?

A status report is a summary provided by the assignee that indicates the progress or completion of the task. It helps the original owner stay informed about the task's status.

Quelques cas d'usages :

Project Management

In a project management setting, team leaders can assign tasks to team members to ensure that work is distributed effectively. This allows for better tracking of progress and accountability.

Collaborative Work

In collaborative environments, tasks can be assigned to different team members based on their expertise. This helps in leveraging individual strengths and improving overall productivity.

Remote Team Coordination

For remote teams, assigning tasks digitally allows for clear communication of responsibilities. Team leaders can monitor progress through updated copies and status reports, ensuring that everyone stays on track.

Event Planning

In event planning, tasks such as venue booking, catering, and guest invitations can be assigned to different team members. This ensures that all aspects of the event are managed efficiently and deadlines are met.

Performance Tracking

Managers can assign tasks to employees and use status reports to track performance and completion rates. This helps in identifying areas for improvement and recognizing high performers.

Glossaire :

Task

A task is a specific piece of work or duty that needs to be completed. In project management, tasks help individuals keep track of their responsibilities.

Assign Task

The process of delegating a task to another person. When a task is assigned, the original owner relinquishes ownership and the assignee becomes responsible for its completion.

Owner

The individual who is responsible for a task. Once a task is assigned to someone else, the original owner is no longer considered the owner.

Reminder Option

A feature that allows the owner of a task to receive notifications about the task's progress. This option is not available once a task is assigned to another person.

Status Report

A summary of the progress or completion of a task. When a task is completed, the assignee can send a status report to the original owner.

Updated Copy

A version of the task that remains in the original owner's list, allowing them to see updates made by the assignee regarding the task's progress.

00:00:05

of the things you have to do,

00:00:07

but it is also possible to assign them to others if,

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for example, you didn't have time to finish.

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To assign the task to someone else,

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open and then click on the Assign Task button

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in the ribbon.

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The field To appears,

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then in which you enter the names of the people

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who will work on it.

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When you assign a task, you are no longer owner.

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The reminder option is therefore not available

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since you do not work on it.

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However, two new options have emerged.

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The first option allows you to keep an updated copy

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of the task in your list,

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which means that as the person is filling in, for example,

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the state of progress of the task,

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I will be informed.

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The second option will allow you to receive a status report

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when the task is completed.

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Enter some details that could be necessary

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for the realization of this task.

00:01:00

You just click on Send.

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Then the task appears in your list

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but with a representative icon

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that it was assigned to someone else.

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