5.3 Using Tasks

A task is an item to be completed by a specified date and time. When you assign a task to a user, the user can accept or decline the task, but until it is declined or completed, the task appears in the user’s Tasklist folder and on the user’s Calendar each day.

5.3.1 Assigning a Task

When you create a task, you can assign it to yourself (a posted task) or assign it to multiple people.

Assigning a Task to Other Users

  1. Click File > New > Task.

    Task view

  2. In the To field, type a user name, then press Enter. Repeat for additional users. If necessary, type user names in the CC and BC fields.

    or

    To select user names from a list, click Address, double-click each user, then click OK.

  3. To change the From name to another account or proxy, click From drop-down list, then click a name.

  4. Type the date you want the task to begin and the date you want the task to be completed. You can type the same date in both fields.

    or

    Click Calendar icon to specify dates or auto-dates for your task.

  5. Type the subject.

  6. (Optional) Type a priority for the task.

    The task priority can consist of a character followed by a number, such as A1, C2, B, or 3.

  7. Type a description of the task.

  8. (Optional) Click the Send Options tab to specify other options, such as making this task a high priority, requesting a reply from recipients, and more.

  9. Click Send on the toolbar.

Assigning a Task to Yourself

  1. In your Calendar, open a view with a Tasks List (for example, the Day view), click a date, then double-click an empty space in the Tasks List.

    Posted Task view

  2. Type a subject.

  3. Type a priority for the task.

    The task priority can consist of a character followed by a number, such as A1, C1, B, or 3. Task priorities are optional.

  4. Type the date you want the task to begin and the date you want the task to be completed. You can type the same date in both boxes.

    or

    Click Calendar icon to specify dates or auto-dates for your task.

  5. Type a message.

  6. (Optional) Click the Send Options tab to specify other options, such as making this task a high priority.

  7. Click Post on the toolbar.

Posted tasks are placed in your Calendar and in your Tasklist folder. They are not placed in your Mailbox, or in any other user’s Mailbox.

HINT:You can also create a Tasklist that is not associated with your Calendar. In this type of list, any item type (mail, appointment, task, reminder note, phone message) can be used. For information, see Using the Tasklist Folder.

Assigning a Recurring Task

For information on how to create a recurring task, see Section 4.4.4, Scheduling Recurring Items.

5.3.2 Tracking Task Completion

When you finish a task, you can mark it as complete. Tasks you mark as complete are not carried over to the next day on your Calendar. Completed tasks are distinguished by a check mark in your Calendar. Overdue tasks display in red.

If you mark a task as complete, then realize you left some part of it incomplete, you can unmark it. Unmarked tasks display on the current day in your Calendar.

When you mark a task as complete, GroupWise sends notification to the originator of the task if he or she selected return notification in Send Options. A Completed status, including the date and time the task was marked as complete, is placed in the originator’s Properties window.

Marking an Item as Complete

  1. Click the Calendar icon on the Nav Bar.

    Tasks can also be marked as completed in the Tasklist folder.

  2. With the task pane displayed, select the check box next to the task.

    To unmark a task that has been marked as completed, deselect the marked check box next to the task.

Checking the Completion Status of a Task You Sent

  1. Click the Sent Items folder in the Nav Bar.

    If you also assigned the task to yourself, you can find it in the Calendar or in the Tasklist folder.

  2. Open the task you want to check.

  3. Click the Properties tab.