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Part 10. Working with To Do Items > Task 2 How to Assign To Do Items to Others

Task 2 How to Assign To Do Items to Others

In addition to tracking your own projects and tasks, you can use the To Do List to keep an eye on assignments you've given to others. One glance at the To Do List tells you quickly which tasks have yet to be completed and particularly which ones are overdue. When you assign a task to someone, that person receives a mail memo telling him about the task. That person then has the option to accept or decline the task.

1.
Create a Group To Do

Creating a Group To Do task is similar to creating a Personal To Do. Start by clicking New To Do Item on the Action bar from any To Do view. A new To Do Item form opens.

2.
Assign It to Others

You fill out the form in much the same way you do a Personal To Do. To make the item a Group To Do, select Others in the Assign To field. The Participants fields appear on the form.

3.
Assign Participants

In the Required field, enter or select (click the Address Book button) the names of those people who you expect to complete the task. All participants will have the full range of response options—Accept, Decline, Delegate, Propose New Date, and Completed. Use the Optional field to enter participants who are not necessarily required to complete the task but you want to notify. The people listed in the FYI field receive information-only notices but are not given response options. Click Save and Send Assignments on the Action bar to send a mail memo to each assignee.

4.
Reschedule the To Do

To change the due date for a task and inform all the participants, select the task document in a To Do List view. Click the Actions button on the Action bar, and select Reschedule. In the Reschedule Options dialog box, enter or select a new Start By date and Due By date. To add information to the memo that goes out to all participants, select Include Additional Comments on Notice. Click OK.

5.
Confirm a To Do

After you have added or removed some participants or changed what needed to be done, you might want to confirm the task for all the current assignees. Select the task document from a To Do view and then click the Actions button on the Action bar. Select Confirm, and the Confirm Meeting dialog box alerts you that a memo will be sent to all assignees (you also might decide to add more comments). Click OK.

6.
Send Mail to the Assignees

If you need to communicate with the participants in a task, you can easily send them a mail memo. Select the task document in a To Do view and click the Actions button on the Action bar. Select Send Memo to All Invitees, Send Memo to Invitees Who Have Responded, or Send Memo to Invitees Who Have Not Responded. The new memo is addressed appropriately, so all you have to do is enter the body text and click Send.

7.
Cancel the Task

Although you can delete a task document by selecting it in a view and then clicking the Delete button on the Action bar, you should cancel a group task so notices are sent to the participants. Select the task document, click Actions on the Action bar, and select Cancel. The Cancel Options dialog box opens. Decide whether you want to permanently delete the To Do and all related documents or just remove it from the calendar. Click OK.


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