Task and Event View in Outlook 2010?

Status
Not open for further replies.
D

dylane

Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
For a client project I need to share with them a timeline view of tasks and meetings over the next 2-3 months. I'm trying to figure out the best way to do this in Outlook. Right now I've tried creating a new task folder, and playing around with a couple of different views for the folder (calendar and timeline), both get me close to what I want, but there are a few key things that I'm having trouble figuring out.

  1. I need to be able to mark tasks complete and have this visible in the calendar view (there seems to be conditional formatting that allows this, but I can't seem to get it to work in this view)
  2. Some of the tasks should show up at a specific time on a specific day. Right now everything shows up as 12:00am, which doesn't work for tasks that are for a specific time - and looks especially bad when a dependent task comes before the primary task.
  3. Tasks should be able to span multiple days - for instance, say as part of the project I'm expecting a response from someone during the 2nd week of July. I want that visible across all days that week.
  4. I need to be able to print the calendar to PDF

The timeline view helps with 1&3, but I can't figure out 2&4. The calendar view I can print and looks the best, but 1-3 seem to all be a problem. My other option seems to be to make everything into an event instead of a task, but then I can't mark things as complete. Any other options or work-arounds I might be missing?

Thanks,

Dylan
 
1. Conditional views don't work in the Calendar view - that view doesn't handle font formatting. You could make a completed category to assign to completed tasks and color them black. Last assigned category should be the color displayed in the calendar.




2. Tasks are 'due today' not due at a certain time so they will always show up as either all day events or at the same time. If you need them due at a specific time, use a calendar and appointments, not tasks. Oh, have you tried using the reminder time? This will not help with #3 though. Start date and reminder time for the start and end fields seems to work the best- not as well as appointments since they will run from 12 am to the reminder time.




3. See above. :) Appointments might be better though.




4. Timelines don't print in outlook 2010. Calendar view should. I forget if they were printable in older versions but possibly not.
 
Thanks Diane. I appreciate the information and your suggestions for workarounds, I have typically used appointments for these kinds of things, but many of these are more appropriately considered tasks, and need to be marked as complete. Just to confirm, there is no way to view both tasks and calendar items on the same calendar view, correct?

I think I will probably try to find another tool better suited for this particular need.

Thanks again,

Dylan
 
The only way to see the tasks and calendar on one page is using the task pad at the bottom of the calendar but that is not what you want. :)




A lot of users face the same dilemma and there is no easy answer. If it makes more sense to use appointments, use them instead of tasks.
 
Status
Not open for further replies.
< set deafult view in public folder for all users from outlook 2010 64bit | Moving multiple appointments >
Similar threads
Thread starter Title Forum Replies Date
G Event when creating task from mailitem Outlook VBA and Custom Forms 2
M Automatically create event in calendar when task is created Outlook VBA and Custom Forms 1
B on flag message event - create task Outlook VBA and Custom Forms 22
E After resizing Custom Task Pane "BeforeFolderSwitch" Event handler stopps being called Outlook VBA and Custom Forms 11
E After resizing Custom Task Pane "BeforeFolderSwitch" Event handler stopps being called Outlook VBA and Custom Forms 11
Q RE: Event of Changing the Task Status Outlook VBA and Custom Forms 2
S Create Outlook Task from Template and append Body with Email Body Outlook VBA and Custom Forms 4
D Copy Appointment Body to Task Body Outlook VBA and Custom Forms 0
K Daily Task List Minimized Cannot Display Using Outlook 5
wayneame Changing the Form Used by Existing Task Items in a Folder Outlook VBA and Custom Forms 4
S Outlook 2016 Understand and customize prepended behavior of recurring task Using Outlook 0
B Outlook 365 Populate Outlook Task UDFs from a UDF text string Outlook VBA and Custom Forms 2
K Multiple copies of task being created Using Outlook 2
P Short Date Format when typing in a task Using Outlook 2
C Outlook 2013 Task Recurrence - Third Friday After the Second Tuesday Using Outlook 2
P Task display now leaves little room for notes Using Outlook 10
C-S-R How to clear an Outlook (To Do) Task Flag? Using Outlook 8
P Changing the font that the task view shows Using Outlook 5
D How To Combine Share Task Folders in just one Folder Using Outlook 0
P Can I create a Rule that sends me an email when I get a Task? Using Outlook 2
G Arggh, weakness of reminder for every Task recurrence Using Outlook 0
P Can't paste an image into a task Using Outlook 3
F Validation on custom task form after task acceptance Outlook VBA and Custom Forms 1
J Office 365 erased all of my task views Using Outlook 3
T Report For Task Recurrance Outlook VBA and Custom Forms 4
E Can't accept or decline task (no button appears) Using Outlook 2
Z VBA to convert email to task, insert text of email in task notes, and attach copy of original email Outlook VBA and Custom Forms 4
Z Task Filter Not Working When I add too many criteria Using Outlook 0
X If you change expiration date of repeated task it dupplicates Using Outlook 1
Z How to show concatenated categories in list task view? Using Outlook 2
Z VBA to Collapse Task Folder Groups Outlook VBA and Custom Forms 1
E To convert imported data to custom fields in Task list Outlook VBA and Custom Forms 1
I Help with dates in task list. Using Outlook 5
Y Outlook Task View - Table Format - Customize Reminder Time to Drop-Down Selection Using Outlook 2
M Daily Task List Minimized Cannot Display Using Outlook 2
D Using a VBA Custom Form to Send Reoccurring Email Upon Task Completion Outlook VBA and Custom Forms 4
P Add a contact to the New Task in Outlook 2016 Using Outlook 2
S Codes for "Mark Complete" the task Outlook VBA and Custom Forms 2
W Deleting Sent Task Email, Deletes the task from my list Using Outlook 1
K Task priority modification Using Outlook 4
F Search folder for tasks in all task folders Using Outlook 1
JohnViuf Export task list view settings to other pc Outlook VBA and Custom Forms 16
V Changing default date for task follow-up buttons Using Outlook 2
K outlook workflow: automated task generation Outlook VBA and Custom Forms 4
U HTML Task Alternate Home Page View Control Using Outlook 3
F How to assign a task to a public task folder? Using Outlook 1
J Marketing task MS BCM BCM (Business Contact Manager) 10
copperberry How to view all tasks across task folders Using Outlook 3
P Task Categories Using Outlook 2
P Run Time Error 91 when linking contact to task in VBA Outlook VBA and Custom Forms 1

Similar threads

Back
Top