Task and Event View in Outlook 2010?

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dylane

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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.
 
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