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Outlook - Create a task from a message Tutorial

Discover how to efficiently convert an email into a task in Outlook. By using flagged emails or dragging messages into My Day, you can manage your tasks seamlessly. Learn to customize task names, set deadlines, and mark tasks as complete. This video provides valuable insights for effective task management. #outlook #discovery #collaborate

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Available in Microsoft365

Objectifs :

This video aims to teach viewers how to convert an email into a task in Outlook, ensuring effective task management and organization.

Chapitres :

Introduction to Email Conversion
In this video, we will learn how to convert an email into a task in Outlook. This process is particularly useful when you receive an email from a colleague requesting you to prepare a report for an upcoming meeting. By transforming that email into a task, you can ensure that you remember to complete it.
Approaches to Convert Emails into Tasks
There are two primary approaches to accomplish this task conversion in Outlook.
Method 1: Using Flagged Emails
The first approach involves treating flagged emails as tasks. To start, select the email you wish to convert into a task. Hover over this email and right-click on the flag icon that appears beside it. You can then choose a time frame for managing the email by either selecting an option from the given list or setting a specific date and time in the custom section. To access flagged emails as tasks, click on the 'My Day' icon at the top right corner of your screen. Next, click on 'To Do' and select 'Show Flagged Messages.' If you choose today as the deadline, the task will automatically be flagged as important and will appear on your list of tasks for today. By default, Outlook uses the email subject as the task name, but you can change it by clicking on it to view the email content. Click on the email address below the task to access the original email.
Completing and Viewing Tasks
Once you finish the report, you can mark the task as complete by either checking its box or right-clicking the flag icon and selecting 'Mark as Complete.' To see completed tasks, click on 'Show Recently Completed Tasks' in the 'To Do' section.
Method 2: Dragging Emails into My Day
The second method involves opening 'My Day,' selecting the email you wish to convert into a task, dragging it into the 'My Day' window, and dropping it as a task. You can then manage your tasks by following the previous steps outlined.
Further Learning
For a comprehensive overview of task management, I encourage you to view our specialized tutorial on the topic. This will provide you with additional insights and techniques for effective task management.
Conclusion
I trust you found this guide helpful. By utilizing these methods, you can enhance your productivity and ensure that important tasks are not overlooked.

FAQ :

How can I convert an email into a task in Outlook?

You can convert an email into a task by right-clicking the flag icon next to the email and selecting a time frame for the task. Alternatively, you can drag the email into the 'My Day' window.

What happens when I flag an email as a task?

When you flag an email, it becomes a task that can be managed in your task list. You can set deadlines and mark it as important.

Can I change the name of the task created from an email?

Yes, the task name defaults to the email subject, but you can change it by clicking on the task and editing the name.

How do I view my completed tasks in Outlook?

To view completed tasks, click on 'Show Recently Completed Tasks' in the 'To Do' section.

Is there a tutorial for managing tasks in Outlook?

Yes, there is a specialized tutorial available that provides a comprehensive overview of task management in Outlook.

Quelques cas d'usages :

Project Management

In a project management role, you can convert emails from team members into tasks to ensure all requests are tracked and completed on time, improving project efficiency.

Meeting Preparation

When preparing for meetings, you can convert emails requesting reports or updates into tasks, ensuring you have all necessary materials ready before the meeting.

Daily Task Organization

Using the 'My Day' feature, you can drag and drop emails into your daily task list, helping you prioritize your workload and manage your time effectively.

Follow-Up Management

By flagging emails as tasks, you can create a follow-up system for important communications, ensuring that no critical emails are overlooked.

Team Collaboration

In a collaborative environment, converting emails into tasks allows team members to assign responsibilities and track progress on shared projects, enhancing teamwork.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used for email communication, calendar management, task management, and contact management.

Task

A specific piece of work or duty that needs to be completed, often tracked in task management systems.

Flagged Email

An email that has been marked for follow-up or attention, allowing users to prioritize and manage their tasks effectively.

My Day

A feature in Outlook that allows users to focus on their most important tasks for the day, providing a personalized view of their tasks.

To Do

A task management feature in Outlook that helps users organize and track their tasks and deadlines.

Mark as Complete

An action taken to indicate that a task has been finished, often removing it from the active task list.

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For example,

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if you receive an email from a colleague requesting

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you to prepare a report for an upcoming meeting,

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you can transform that email into a task to ensure you remember it.

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There are two approaches to accomplish this.

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The initial approach involves treating flagged emails

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as tasks to start select the email,

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you wish to convert into a task hover over this email

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and right click on the flag icon that appears beside it.

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You can then choose a time frame for managing the email by either selecting an

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option from the given list or setting a specific date and time in the custom section

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to access flagged emails as tasks,

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click on the my day icon at the top right corner of your screen.

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Next click on to do and select show flagged messages.

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If you choose today as the deadline,

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the task will automatically be flagged as important and

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will appear on your list of tasks for today.

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By default, outlook uses the email subject as the task name,

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but you can change it by clicking on it

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to view the email content. Click on email address below the task.

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Once you finish the report,

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you can mark the task as complete by either checking its box or right,

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clicking the flag icon and selecting mark as complete

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to see completed tasks. Click on show recently completed tasks in the to do section.

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The second method involves opening my day selecting the email,

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you wish to convert into a task,

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dragging it into the my day window and dropping it into a as tasks.

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You can then manage your tasks by following the previous steps.

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For a comprehensive overview of task management.

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I encourage you to view our specialized tutorial on the topic that wraps it up.

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I trust you found this guide helpful.

Mandarine AI: WHAT YOU SHOULD KNOW

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