MO Lesson: 4.5 Creating Lists and Tasks in Outlook 2024

Monday, Wednesday, Friday 2:20-3:05 pm

Learners can:

• explain how to create and manage lists and tasks
• identify the difference between a list and a task
• add reminder dates

Warm Up: Each day we will begin with a question or activity to get us started!

Welcome to Microsoft Office Mrs. Vandernick lvandernick@ccaeducate.me (717) 710-3300 ext. 11814

The Plan for Today: Unit 4 Lesson: 4.5 Creating Lists and Tasks in Outlook Goals:

• tasks

Vocabulary

• You started volunteering at a local vet office.
• One of your tasks is feeding the dogs and cats staying overnight.
• Some animals have special diet instructions (e.g., no food or water before surgery, special diet needs).
• It’s important not to mix up the instructions for each animal.
• You wrote down the instructions and had a vet tech verify them.
• Why is it so important to have everything in an orderly and clear format?

Think About It...

• Some tasks are habits (e.g., brushing your teeth) and don't need reminders.
• Other tasks are easy to forget (e.g., taking out the trash).
• Examples of tasks you might forget:
• Walk the dog.
• Run the dishwasher.
• Take out the trash.
• Trying to remember everything is like having too many tabs open on your computer—it becomes overwhelming.
• To-do lists help relieve the burden of remembering, letting you focus on getting things done.

Daily Tasks

• Because the To Do application is part of Outlook, you can also access To Do from the Outlook window.

• People

• Assigned to me
• Flagged email
• Tasks

• A to-do list tracks tasks and activities over time (daily, weekly, monthly, or annually).
• It helps prevent forgetting important tasks.
• Microsoft Outlook has a digital To Do feature to manage all your tasks in one place.
• To access the To Do application, follow these steps:
• Open the To Do Application with the App Launcher
• select To Do
• Navigation Pane
• The To Do Dashboard has various features in the Navigation Pane (left side):
• My Day
• Important
• Planned

• Along the left of the Navigation Pane, you’ll find icons for:
• Email
• Calendar
• These icons make it easy to switch between different Outlook features.
• New List
• New lists can be created from the Navigation Pane as well.

To-Do List

• Event: Annual Fourth of July at the lake
• Responsibility: Organize food arrangements
• Mom's request: Include more vegetarian options
• Tradition: Everyone brings a covered dish, but avoid repeats
• Using a To Do list for food management:
• Ensure all food staples are covered
• Prevent having too much of one item
• Improve vegetarian options
• Next step: Create a list and reach out to family for specific dishes to bring

Event Planning

• Hot dog buns
• Coleslaw

• Create New List
• Select New list, and enter a name such as: Food Items for the Fourth of July.
• Press Enter/Return, and the list is automatically saved.
• Add Items to the List
• Items to add to the list:
• Hot dogs
• Hamburger buns
• Onion
• Tip: Press enter after each item to add it to the list individually.
• Marking an Item Important
• Add vegetarian options to the list.
• Mark it as important by selecting the star.
• Important List
• Go to the Navigation Pane and select Important.
• View the "Vegetarian options" item listed for quick access to important tasks.

Event Planning

Question...

• You created a list of food for the Fourth of July party.
• Your mom requested vegetarian options, marking it as important.
• Family members have agreed to bring:
• Aunt Sophie: hot dog buns
• Uncle Charlie: hot dogs
• Cousin Zeke: hamburger buns

Manage and Update List

• Assigning notes to list items helps track assignments.
• Follow the steps to add family members' names to the corresponding food items.
• Add Note to List Item
• Select Hot dog buns.
• In the Details Pane on the right, click Add Note and type "Aunt Sophie."
• A caption under Hot dog buns will indicate a note is attached.
• Hot Dog Buns Completed
• Check the circle next to a list item to mark it as complete.
• The item will move to the Completed section.
• This helps you focus on unfinished tasks.
• Three Completed List Items
• Check off the items assigned to Uncle Charlie and Cousin Zeke.
• Mark all assigned items as complete.
• Completed items will:
• Be listed under the Completed section.
• Show a "Note" caption.

Manage and Update List

Question...

• Your family declined to bring vegetarian dishes.
• You decided to handle the vegetarian options yourself.
• Use additional To Do features to ensure you do not forget this task.
• To start using the Remind me feature, select the item Vegetarian option, and select Remind me in the Details Pane.
• A few options will appear.

Reminders and Due Dates

To set a reminder using the Remind me option, you will have to follow these steps:

• Setting a Reminder
• Select Remind me to set a date for a reminder.
• Choose June 15 to have enough time to plan and prepare.
• A caption will confirm the reminder is set for Thursday, June 15.
• Setting a Due Date
• A reminder and due date have different capabilities and meanings.
• One example of a difference is that with a reminder, you set it to repeat.
• Select all the items in your list, and add a Due Date of July 4.
• Select the Date and Time
• Click Remind me.
• From the dropdown, select Pick a date and time.

Reminders and Due Dates

Question...

• Ask Mom for Vegetarian Options:
• Mom wants variety but no specifics.
• Search Online for Vegetarian Options:
• Find popular grilled vegetarian recipes.
• Add two options to your list:
• Grilled eggplant
• Honey butter grilled corn
• Remember Grill Space Limitation:
• Only two grills at the Shelter House.
• No grill space for eggplant and corn.
• Add More Vegetarian Options:
• Ensure you have enough vegetarian options.
• Keep Track of Vegetarian Tasks:
• Assign tasks to family members for vegetarian options.
• Use the list to easily find vegetarian-related tasks.

Identify How to Use Tasks

• Buy ingredients.
• Get to the shelter house early to set up the grill before all the good spots are taken.

• Tasks are items that you create and want to track until it is completed.
• With the lists, you assign your family to bring an item.
• As you have discovered, providing vegetarian options requires more thought.
• Recall that Tasks was one of the default options on the To Do application.
• Select it, and add a task named Vegetarian Need-To-Dos.

To create a task, complete the following steps:

• Add a Task
• In the Navigation pane, select Tasks.
• Add the task Vegetarian Food Need-To-Dos.
• Press Enter/Return to add the task.
• Add Steps to Track Subtasks
• In the Details Pane under the task name, select Add step.
• Use this to track individual subtasks for the vegetarian options.
• Add Subtasks
• Get a charcoal grill.
• Get charcoal and matches.
• Make a shopping list for ingredients.

Identify How to Use Tasks

• Showed mom your vegetarian options list.
• Explained the need for another grill for eggplant and corn.
• Mom asked for a shopping list, and she’ll buy the ingredients.
• Update tasks:
• Select circles next to Make a shopping list and Buy ingredients to mark as complete.
• Do not click the X, as it would remove tasks from your list.

Edits

• Edits may be needed when creating tasks.
• You can rename a task if you made a mistake or want a different name.
• Fix a Misspelled Task Name
• Fix task name errors in the Details Pane.
• Double-click the task name at the top of the Details Pane.
• Correct or rename the task as needed.

Two Items Completed!

• Microsoft Outlook To Do includes Tasks and Lists for activity management.
• Similar features:
• Customization
• Assignment
• Marking importance
• Setting reminders
• Key difference:
• Lists: Use due dates for individual items.
• Tasks: Use reminders for steps toward a common goal

Reminder: Differences Between a List and a Task

Question...

Question...

Question...

In this lesson, you learned:

• to explain how to create and manage lists and tasks;
• to identify the different between a list and a task; and
• to add a reminder date.
• In an upcoming lesson, you will review Lessons 4.1-4.5 with me and then take a quiz on that material.

Summary...