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Part 10. Working with To Do Items > Task 3 How to Respond to a To Do Item

Task 3 How to Respond to a To Do Item

When you receive a task assignment, you have the option of accepting the assignment, declining it, delegating it to someone else, or proposing a new time frame. The assignment memo appears in your Inbox with To do at the beginning of the Subject. The same item also appears in your To Do List. It won't appear on your calendar until you accept the assignment.

1.
Accept the Assignment

Open the memo announcing the To Do task. Accept the assignment by clicking the Respond button on the Action bar and then selecting Accept. A memo is sent to the assignor noting your acceptance. To accept the assignment but add some text of your own to the response memo, click the Respond with Comments button and select Accept. At any time, if you need more information about the task, click Request Information to receive updates on the task.

2.
Decline the Assignment

It's nice to know that you still have the opportunity to refuse an assignment. However, if you feel that you must explain why you are declining, click Respond with Comments and select Decline so you can add your own text to the refusal memo. Otherwise, click Respond and select Decline. A memo is sent to the owner of the task noting that you declined the assignment.

3.
Delegate the Assignment

A task might need to be done, but you aren't able to do it personally. However, you might know just the person to get it done. In this case, click Respond or Respond with Comments and select Delegate. The Delegate Options dialog box opens.

4.
Name Your Substitute

Under Who Would You Like to Delegate This Request to?, enter or select the name of the person you think could handle the task in your place. If you still want to know what's going on with the task, select Keep Me Informed of Updates. Click OK. The person you delegated receives email notification and also has the choice to accept or decline the assignment. The task owner, meanwhile, gets a notice that the task has been delegated.

5.
Propose a New Date

The deadline time might not be convenient for you, or you might realize that it's unrealistic and needs changing. Click Respond or Respond with Comments and select Propose New Date.

6.
Suggest a New Date

In the Propose Options dialog box, select or enter a new Start By or Due By date; then click OK. An email notification of your counterproposal is sent to the owner of the task.

7.
Get a Proposal Response

An email notification of your counterproposal gets sent to the owner of the task. If the owner clicks Accept Counter, a notice is sent to all assignees informing them that the To Do item has been rescheduled. When the owner clicks Decline Counter only you, the person who proposed the change, get a memo saying the counterproposal was declined.


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