Outlook - Create a task from a message Tutorial

In this video, you will learn how to create tasks in Outlook Online.
The video covers the steps to create a new task, including giving it a catchy name and setting a deadline.
You can also add steps, reminders, and attach files to your tasks.
The video also explains how to delete tasks and modify task settings.
Creating task lists is also discussed as a way to organize your tasks efficiently.
This tutorial will help you become a task management expert in Microsoft Outlook Online.
Stay organized, stay productive, and let your ideas flow.

2:14
3938 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively manage tasks in Outlook using the task module and flags associated with emails. It highlights the benefits of organizing actions based on email content and provides practical steps for creating tasks and setting deadlines.

Chapitres :

Introduction to Task Management in Outlook
Managing tasks efficiently is crucial for productivity, especially when dealing with emails. This video introduces the Outlook task module, which helps users organize and remind themselves of actions that need to be taken based on received emails.
Creating Tasks from Emails
One of the simplest ways to create a task from an email is by dragging the email message to the Task module icon in the Navigation bar. This action automatically copies the content of the email (excluding attachments) into the body of a new task. This method saves time as it eliminates the need to retype information. Users can then set a due date, add reminders, or assign the task to someone else, just like any other task created from scratch.
Using Flags for Email Management
Flags are a powerful feature in Outlook that allows users to set deadlines for emails. Users can access flags through the right-click menu or by hovering over an email. When a flag is set, it creates a task that is dependent on the email. If the email is deleted, the associated task also disappears. This feature provides a quick overview of flagged emails, allowing users to manage their tasks efficiently.
Tracking Overdue Tasks
Outlook visually indicates overdue tasks by highlighting them in red. This feature allows users to quickly identify emails that require immediate attention. Users can right-click on flagged emails to change deadlines, mark them as red, add reminders, or clear the flags. Removing a flag will also delete the associated task, reinforcing the connection between the email and the task.
Conclusion
Utilizing the task module and flags in Outlook enhances email management and task organization. By following the steps outlined in this video, users can streamline their workflow, ensuring that important actions are not overlooked. The integration of tasks and emails in Outlook provides a comprehensive approach to managing responsibilities effectively.

FAQ :

How can I create a task from an email in Outlook?

To create a task from an email in Outlook, simply click and drag the email message to the Task module icon in the Navigation bar. The content of the email will be copied into the body of the new task.

What happens to a flagged email if I delete it?

If you delete a flagged email, the associated task will also disappear from your task list, as the task is dependent on the email.

Can I set a reminder for a task in Outlook?

Yes, when creating a task in Outlook, you can set a due date and add a reminder to alert you about the task.

What is the purpose of using flags in Outlook?

Flags in Outlook allow you to define deadlines for emails, helping you to track important messages and manage follow-up actions effectively.

How can I view all my flagged emails in Outlook?

You can view all your flagged emails by clicking on the column header in your mail list, which will show you an overview of all emails that have been flagged.

Quelques cas d'usages :

Managing Email Follow-ups

In a sales role, you can use the Outlook task module to create tasks from client emails, ensuring that you follow up on important communications without having to retype information. This improves efficiency and helps maintain client relationships.

Deadline Tracking for Projects

Project managers can flag emails related to project deadlines, allowing them to easily track tasks that need to be completed. If an email is flagged and the deadline is missed, Outlook will highlight it in red, providing a clear visual cue for overdue tasks.

Team Collaboration

In a team environment, you can assign tasks created from emails to team members. This ensures that everyone is aware of their responsibilities and deadlines, enhancing collaboration and accountability.

Organizing Personal Tasks

Individuals can use the Outlook task module to manage personal tasks derived from emails, such as reminders for bills or appointments. This helps in keeping personal and professional tasks organized in one place.

Glossaire :

Outlook task module

A feature in Microsoft Outlook that allows users to create, manage, and organize tasks related to emails and other activities.

Task

A specific action or set of actions that need to be completed, which can be created in Outlook to help manage responsibilities.

Flag

A marker that can be added to an email in Outlook to indicate a deadline or importance, allowing users to track and manage follow-up actions.

Due date

The date by which a task or action must be completed, which can be set when creating a task or flagging an email.

Reminder

A notification set to alert users about an upcoming task or deadline, helping to ensure that important actions are not forgotten.

Navigation bar

The area in Outlook where users can access different modules, such as Mail, Calendar, and Tasks.

00:00:05

to take action from a received email.

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You can use the Outlook task module to help

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you organize and especially remind you

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of the actions to be carried out around an email.

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There are several possibilities that I will present to you.

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First, if you want to create a task based

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on the content of an email message,

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you do not have to retype all the information

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that it contains.

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You can simply click the message

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and drag it to the Task module icon

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in the Navigation bar.

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The contents of the message with the exception

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of attachments are copied into the body of your new task

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which is created in the same way

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as the task you created from scratch.

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So you save time.

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Now as for any task you can set a due date,

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add a reminder or assign the task to someone else.

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Second possibility, more interesting to my taste,

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you can also add a flag to a message.

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So, what's a flag?

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Flags allow you to define a deadline for an email.

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You can find them in the right click menu

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but also to the flyover of a mail right.

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Choosing a deadline will have several consequences.

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The latter will appear in the task list

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but this is not quite the same

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as what we have seen previously.

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Here the task is dependent on the mail.

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If you delete the mail, the task also disappears.

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In my mail list, I can very quickly have

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an overview of the mail on which I have a flag.

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So a task to achieve by simply clicking

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on the column header.

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This is very convenient because Outlook will find me

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all emails having an indicator.

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Finally, if the due date is exceeded,

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then Outlook shows me in red the mails concerned.

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At a glance, I have the list of tasks

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on which I am already late.

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By right clicking, you can change the deadline,

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mark as red, add reminder or clear.

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By removing the flag, the task also disappears.

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Equally, if you delete the message,

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it disappears from these two locations,

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the inbox and the tasks list.

Mandarine AI: WHAT YOU SHOULD KNOW

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