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Chapter 7. Managing a To-Do List > Assigning Other Outlook Items (Such as Docum...

Assigning Other Outlook Items (Such as Documents) to a Task

Earlier in this chapter, I explained that you can assign categories and contacts to a task. You can also assign documents to a task. For example, let’s say you assign someone the task of reviewing a contract. When you send the task request, you want it to either include the contract document or a shortcut to the document in its location on a server.

You can insert documents in a task, or you can insert shortcuts to the document. If you insert the document, it is embedded in the task. This is the option you should use if you need to send the document to someone who doesn’t share your access to a network server. You should use a shortcut (that is, a hyperlink) if you just want to point to the document but don’t want to actually embed it in the task. You might use this method, for example, when the person to whom you are assigning a task has access to the shared folder where the document resides. You can also use this method for local documents in your own tasks to avoid creating a duplicate copy of the document.


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