Recurring Task / Delayed Email in Outlook 2010

[sme001]

I am attempting to set up several annual tasks that involve company vehicle maintenance. I want to have these tasks emailed to people at the time they are due. For example, a pickup truck inspection is due in March. I would like that to be sent to the person who drives that truck on March 1 of each year. The solution could involve using a calendar, an Excel sheet, email, or tasks, whatever is the most effective and easy.




I found the following article and attempted it, but it doesn't seem to work for Outlook 2010.




http://www.ehow.com/how_8407037_send...l-outlook.html




Any ideas would be appreciated.

 

[Diane Poremsky]

One option is a macro that sends email when a reminder fires - example is here: Send an email when an Appointment reminder fires - Slipstick Systems - it can easily be changed to work with tasks.






The problem with the ehow code is that it hardcodes the address. That's fine if you are sending all these special tasks to the same address, but not when they go to different addresses. It also requires you to change the status.

 

[sme001]

Great, thanks Diane. I'll check it out.

One option is a macro that sends email when a reminder fires - example is here: Send an email when an Appointment reminder fires - Slipstick Systems - it can easily be changed to work with tasks.

The problem with the ehow code is that it hardcodes the address. That's fine if you are sending all these special tasks to the same address, but not when they go to different addresses. It also requires you to change the status.

 

[ouscott]

Hi Diane,

Just read your reply to this post and have a question as well.

I am currently on 2010 exchange outlook. I just discovered the recurrent task set-up in Outlook. I believe I have good grasp on how to set up a recurrent task. But the one thing that puzzles me is how to recreate a recurrent task to show every day versus only upon completion for the next recurrent instance. From what I have read on the web, a recurrent task will only show it's next instance upon completion of the current task.

This all work well for most things...but when planning out my week, it would be helpful to see all tasks - one time or recurrent. For instance, when planning my work out schedule, it is helpful to see at the start of my week that every MWF I go to the gym. As how the system works now, I will only see Wed's work out task upon Monday's completion.

Is there anyway to force a recurrent task to show all occurrences outside of completion? I know MS logic is to keep the task list clear of clutter...but it's strange that while it is possible to show all occurrences when scheduling an calendar appointment, it doesn't appear possible to do so via the Task manager.

Thanks,

Scott

Also, I am getting ready to move up to office365 2013 for my home use. Also, I am starting to use Onenote which I am finding very helpful...especially the integration with Outlook. If only I could schedule solve this task display issue.

Thanks again.

 

[Diane Poremsky]

Unfortunately, the next task is only generated when the current one is completed. If you finished the task for last week, it will be on the task list for this week - or it will be marked overdue and on the list.

 

[ouscott]

Just found this online book from Randy Byrne and this suggestion...Don't know if its still valid or if there is an easier way.

[h=1]The TaskItem Object[/h] The TaskItem object represents a single item in the user's Tasks folder. A task is similar to an appointment in that it can be sent to others (much like a meeting request) and can be a recurring task. Unlike an appointment, however, an uncompleted recurring task has only a single instance. When an instance of a recurring task is marked as complete, Outlook creates a second instance of the task for the next time period in the task's recurrence pattern.
This section shows you how to work with a TaskItem object.
Open the TaskItem object and TaskRequestItem object items in the VBScript Samples folder to work directly with this code in Outlook.
[h=2]TaskItem Object Methods[/h] This section covers the GetRecurrencePattern and Assign methods of the TaskItem object.
[h=3]Creating a Recurring Task[/h] You can use the GetRecurrencePattern method of the TaskItem object to create a recurring task, in much the same manner as creating a recurring appointment. (For more information, see "Creating a Recurring Appointment" earlier in this chapter.) The following example shows how to create a task and then call the GetRecurrencePattern method to make the task a recurring task:

Sub CreateRecurringTask_Click Set MyItem = Application.CreateItem(3) MyItem.Subject = "Test Task" Set MyPattern = MyItem.GetRecurrencePattern MyItem.Save End Sub </pre>

 

[ouscott]

sorry about the repeat post. My page wasn't refreshed and I didn't see the previous post. Tried to delete this one but didnt' work. Thanks for you reply.

 

[Diane Poremsky]

Because the first one has 2 hyperlinks, it was moderated. I'll delete one.

 

[Diane Poremsky]

Yes, it is still valid in Outlook 2010 and 2013. The article from the book tells how to convert a regular task into a recurring task. If you want a task shown on every say, you need to make individual tasks. Or just live with the fact that you'll either see the new task or the overdue task, not one for each occurrence.

From the duplicate post:

Instead, when a recurring task is marked as completed, Outlook creates a copy of the task for the next date in the recurrence pattern.

 

[ouscott]

Hi Diane,

I just figured out how to do it or at least discovered an interesting work around.

1. Create an recurrent task - either Daily or Weekly.

2. Fill in the Range recurrence - say 5 occurrences

3. Save and Close the Task.

4. View the Task in the Task manager.

5. You will see the task and the double arrow recurrent icon beside the task.

6. Click the check box. Each time you click the check box it displays a new occurrence of that task and shows it as completed.

7. Add the number of recurrent task to the task manager and then uncheck the task so they are not completed.

8. In the calendar week view you will see all the tasks showing in the Task view bar and the To Do bar area as well.

The process is a little manual and I can see how a every day task clogs up the to do bar area...but it might be helpful for some.

 

[Diane Poremsky]

Yeah, I do that sometimes too - it's a quick way to copy a task too. I use reminders on recurring tasks to run macros and do this to copy a task then change the copy to be recurring with a different reminder time.