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Managing Tasks in Outlook 2016 for the Mac

A task is an item that you want to track in Outlook 2016 for the Mac until completion. Tasks can be created

from messages that you have flagged for follow-up, or items that you have manually added to any of the task

folders. By default, tasks appear under the Tasks folder by assigned category. You can also filter the task view

by selecting an item under Smart Folders. The two folders appear when initially accessing Tasks; however, you

may add additional folders as needed. The following explains how to use tasks in Outlook 2016 for the Mac:

Accessing Tasks 1. Click the Tasks button at the bottom of the Navigation Pane.

Figure 1 - Task Button

2. The Task pane will open. Under Tasks and Smart Folders, you have various options in selecting how you

view your tasks. You may also add additional folders as needed.

a. Tasks - Contains the items flagged for follow-up in your mailbox and additional items you enter into

the task list. If you assign a category to a task, you can check the box next to the category desired

to filter the view to only items assigned to the particular category(s) selected.

b. Smart Folders - Contains pre-defined filters to view your tasks using various task status indicators

(e.g., Due Today, High Priority, Overdue, and Recently Completed).

Figure 2 - Tasks

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Creating Tasks The following explains how to create a new task in Outlook 2016 for the Mac:

1. On the Home tab, click New Task.

Figure 3 - Click New Task

2. The New Task detail entry form appears to enter details about the task. The buttons and fields

available are as follows:

a. Save & Close - Complete entry of the task, save, and close (See Figure 4).

b. Mark Complete - Marks the task as complete and moves to Recently Completed (See Figure 4).

c. Recurrence - Use to enter a recurrence pattern for a recurring task (See Figure 4).

d. Categorize - Adds a category assignment to your task (See Figure 4).

e. Follow Up - Adds a follow-up flag to your task (See Figure 4).

f. Priority - Use the status buttons to indicate the task priority (e.g., Low or High) (See Figure 4).

g. Subject - Enter the subject of your task (See Figure 4).

h. Due Date - Enter the date or use the calendar drop-down to select the date the task is due

(See Figure 4).

i. Start Date - Enter the date or use the calendar drop-down box to select the date the task will start

(See Figure 4).

j. Reminder - Enter the specific date or use the calendar drop-down to select a date to receive a

reminder that the task is due. Enter a specific time if you want to use a time other than the default

time listed (See Figure 4).

k. Notes - Enter any notes necessary to complete the task (See Figure 4).

Figure 4 - New Task Detail

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3. Once you have made all selections for your task, click Save & Close.

Figure 5 - Save & Close

Sorting Tasks

Applying Task Filters Applying filters allows you to customize your task view. The following explains how to apply a filter:

1. On the Home tab, click Filter Tasks (See Figure 6).

2. A drop-down menu appears with the following filter options:

a. Due Date - Displays tasks by due date (e.g., Today, This Week, and This Month) (See Figure 6).

b. Start Date - Displays tasks by start date (e.g., Today, This Week, and This Month) (See Figure 6).

c. Overdue - Displays tasks with due dates that are overdue (See Figure 6).

d. Completed - Displays completed tasks (See Figure 6).

e. High Priority - Display tasks marked as high priority (See Figure 6).

f. Unread - Displays tasks that are unread (See Figure 6).

g. Clear All Filters - Removes all applied filters and reverts to default display settings (See Figure 6).

Figure 6 - Task Filters

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3. Tasks appear by the filter selected. In this example Due Date > This Month has been selected;

therefore, tasks for this month appear by Due Date in descending order.

Figure 7 - Task Filter Applied

Note: To reverse the sort order using any display column, click the arrow to the right of the column name.

4. The task status checkboxes allow you to further define the view to display additional tasks based on

the following status:

a. Flagged items - Tasks flagged for follow-up (See Figure 8).

b. Overdue - Tasks with a duet date that is overdue (See Figure 8).

c. Completed - Tasks that have been marked complete (See Figure 8).

Figure 8 - Task Status Checkboxes

5. To change Filter settings, click Filter Tasks and make alternate selections or select Clear All Filters.

Figure 9 - Clear All Filters

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Arrange By Options

The Arrange By options provide a more robust method to sort and view tasks. The following describes the

options available:

a. Account - Sorts tasks by mailbox account if you are managing multiple email accounts (See Figure 10).

b. Categories - Sorts tasks by assigned category (See Figure 10).

c. Completed Status - Sorts tasks by status (e.g. completed or not completed) (See Figure 10).

d. Date Complete - Sorts tasks by date completed (See Figure 10).

e. Date Modified Sorts tasks by date modified (See Figure 10).

f. Due Date - Sorts tasks by due date (See Figure 10).

g. Folder - Sorts tasks by folder (See Figure 10).

h. Item Type Icon - Sorts tasks by item type icon (e.g., flagged messages or created tasks) (See Figure 10).

i. Priority - Sorts tasks by assigned priority (e.g., low, normal, high) (See Figure 10).

j. Recurrence Pattern - Sorts tasks by recurrence pattern (e.g., Daily, Weekly, Monthly, or Yearly)

(See Figure 10).

k. Recurrence Type -Sorts tasks by recurrence type (e.g., Daily, Weekly, Monthly, or Yearly

(See Figure 10).

l. Recurring - Sorts tasks by recurring status (e.g., recurring or nor not recurring) (See Figure 10).

m. Reminder - Sorts tasks by assigned reminder indicator (See Figure 10).

n. Start Date - Sorts tasks by start date (See Figure 10).

o. Title - Sorts tasks by task title (See Figure 10).

p. Ascending/Descending - Sorts tasks in ascending or descending order (See Figure 10).

q. Restore to Defaults - Clears all arrange by settings and restores to default sort order (See Figure 10).

r. Make This the Default View - Changes the default view to the current settings (See Figure 10).

Figure 10 - Arrange By Options

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1. The task status checkboxes allow you to further define the view to display additional tasks based on

the following statuses:

a. Flagged items - Tasks flagged for follow-up (See Figure 11).

b. Overdue - Tasks with a due date that is overdue (See Figure 11).

c. Completed - Tasks that have been marked complete (See Figure 11).

Figure 11 - Task Status Checkboxes

Applying Arrange By Options

1. Click the Organize tab (See Figure 12). 2. Click Arrange By (See Figure 12).

Figure 12 - Arrange By

3. Click one of the Arrange By options. In this example, Due Date in is selected (See Figure 13). 4. Click Ascending or Descending sort order. In this example, Ascending order is selected (See Figure 13).

Figure 13 - Arrange By Selections

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5. Select any additional task status types you want to include. In this example, Flagged and Completed

are selected.

Figure 14 - Task Status Checkboxes

6. The active tasks are displayed along with the addition of flagged items and completed items by due

date in ascending order.

Figure 15 - Arrange By Display

7. To change Arrange By settings, click Arrange By again to make alternate selections or click Restore to

Defaults.

Figure 16 - Restore to Defaults

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Assigning Categories to Tasks Categories can be applied to any item in the Outlook mailbox. Once you edit or create category items, they are

available to use for tasks, mail messages, calendar items, and contacts. You may determine, on a category by

category basis whether or not they appear in the Navigation pane and may be assigned messages from

contacts. The following explains how to create and edit categories and assign them to your mailbox items:

1. On the Home tab, click Categorize.

Figure 17 - Categorize

2. A drop-down menu appears. Click Edit Categories….

Figure 18 - Edit Categories

For additional support, please contact the KSU Service Desk Page 9 of 9

KSU Service Desk for Faculty & Staff •Phone: 470-578-6999 •Email: service@kennesaw.edu •Website: http://uits.kennesaw.edu/

Copyright © 2017 - University Information Technology Services (UITS) - Kennesaw State University

3. The Categories window appears. You have the following options:

a. Click on any existing category to edit the category name.

b. Check or uncheck the Show in Navigation Pane checkbox for the category.

c. Add a new category by clicking the Add (+) button.

d. Check or uncheck the Assign categories to messages from contacts and Show new categories in

navigation pane checkbox.

Figure 19 - Categories Window

4. Once you have edited all of the applicable category names and checked or unchecked the desired

options, your categories appear on the Home tab under Categorize. You may assign those categories to

any task, message, calendar item, or contact.

Figure 20 - Categories in Task List