5.4 Using the Tasklist Folder

The Tasklist folder is a system folder used to keep track of GroupWise tasks and other items that require action. Any item type (mail, appointment, task, reminder note, phone message) can be placed in the Tasklist folder.

5.4.1 Adding an Item to the Tasklist Folder

Configuring New Tasklist Items

You can configure the type of item that is automatically created when you create a new item in the Tasklist.

  1. Click Tools > Options > Environment.

  2. Open the Default Actions tab.

  3. Under New Tasklist Item, select whether you want new items to be created as discussion/notes or tasks.

  4. Click OK.

Moving an Item from Another Folder to the Tasklist Folder

A common way to place items in the Tasklist folder is to move those items from other folders. For example, you might receive an appointment for a meeting where you are expected to give a brief presentation. You can drag that appointment to your Tasklist folder so it reminds you that you have a presentation coming up.

  1. Open the folder containing the item you want to make into a task, then select that item.

  2. Drag the selected item to the Tasklist folder Tasklist folder icon in the Full Folder List.

    To access the Full Folder List, click the folder list drop-down arrowFolder List Drop-Down (above the Folder List; it is to the right of Online or Caching), then click Full.

    You can move items to the Tasklist folder from a shared folder only if you are the owner of the shared folder.

  3. Open the newly moved item and select the Tasklist tab.

    Tasklist tab

    You can also assign an order number, if desired, or move the task to the top or bottom of the list.

  4. Add a due date.

  5. Click Close.

In the Tasklist folder, the items display with a check box next to them. When you complete an item in the Tasklist, you can mark it completed by selecting the check box.

Creating a Task or Tasklist Item in the Tasklist Folder

The Tasklist is useful for assigning yourself tasks and reminders. These tasks come from other people or from yourself.

  1. Open the Tasklist folder.

  2. (Optional) If desired, select the position where you want to create the new task in the list.

    If no items exist in the Taskbar, or if you don’t want to create the task in a specific position on the list, continue with Step 3.

    or

    Click the position in the Tasklist where you want to add a new item. For example, if you want the new item to appear after the third Tasklist item, click the existing third item, then continue with Step 3.

  3. Click New Task to create a new task that you want to assign to other people.

    or

    To create a posted task that you are not sending to other GroupWise users, click the down-arrow next to New Task and select Posted Task.

    or

    To create a new Tasklist item, click the Tasklist folder, right-click in the Tasklist, then click New > Tasklist Item.

  4. (Optional) If you are creating a new task (not a posted task or Tasklist item), add the names of the recipients who will receive the task.

  5. Specify the start and due dates.

  6. Type a subject, then type the description of the task.

  7. Click Send.

    or

    If you are creating a posted task or a Tasklist item, click Post.

Marking an Item to Display in the Tasklist Folder

Use this action to mark an item in another folder so it displays in the Tasklist folder.

  1. Select one or more items, then right-click the selected items.

  2. Click Show in Tasklist.

The item or items stay in the original folder, but they also display in the Tasklist folder, where you can arrange them in the order you want, assign due dates, mark them as completed, and so forth. If there is a Tasklist in the original folder, the items also appear there.

You can mark these items completed in either the original folder or the Tasklist folder.

NOTE:You can only mark items to display in the Tasklist folder from a shared folder if you are the owner of the shared folder.

5.4.2 Creating a Tasklist in a Folder Other Than the Tasklist Folder

You can create a Tasklist area in another folder and drag items to that area. After items are in a Tasklist area of any folder, they also display in the master Tasklist folder, even though they are still located in the original folder.

  1. Click a folder.

  2. Click View > Display Settings > As Tasklist.

    The top of the item list for this folder now displays Drag items here to add them to the Tasklist.

  3. Select one or more items and drag them to this area of the item list for this folder.

    The items now display with a check box to the left of them.

    Mailbox folder showing Tasklist items

  4. To rearrange the items, drag them to their new positions.

  5. To show only the items that are part of the Tasklist in this folder, click an item in the folder, click Actions > Tasklist Actions > Hide items not in Tasklist.

    Repeat this step to show all items in the folder.

Any items you add to the Tasklist area of a folder also display as part of the master Tasklist in the Tasklist folder.

If you perform a sort on this folder, only the non-Tasklist items are sorted.

5.4.3 Organizing the Tasklist Folder

There are several ways to change the order of the items in the Tasklist. You can also use subtasks to help organize your Tasklist folder.

Reordering the Tasklist Folder

Dragging and Dropping Items to the Position You Want

  1. Click Tasklist to open the Tasklist folder.

  2. Select the item you want to move to a different place in the Tasklist.

  3. Drag the item to the desired location in the Tasklist folder.

    An arrow indicates the position where the item will be placed.

The item is moved to the specified position in the list.

Moving Items Up or Down in the Tasklist

  1. Open the Tasklist folder.

  2. Select the item you want to move.

  3. (Conditional) To move the item up in the list, click the up-arrow located above the Folder List until the item is in the desired position.

  4. (Conditional) To move the item down in the list, click the down-arrow located above the Folder List until the item is in the desired position.

Moving an Item to the Top or Bottom of the Tasklist

  1. Open the Tasklist folder.

  2. Select the item you want to move.

  3. (Conditional) To move the item to the top of the list, click the Move to top arrow located above the Folder List.

  4. (Conditional) To move the item to the bottom of the list, click the Move to bottom arrow located above the Folder List.

Moving an Open Item in the Tasklist

  1. In the Tasklist folder, open the item you want to move.

  2. Click the Tasklist tab.

  3. (Conditional) To move the item to the top of the list, click Move to Top.

  4. (Conditional) To move the item to the bottom of the list, click Move to Bottom.

When you close the item, it is moved to the specified position in the Tasklist.

Assigning a Numerical Position to an Item

  1. In the Tasklist folder, open the item you want to move.

  2. Click the Tasklist tab.

  3. In the Order field, specify the number of the position where you want to place the item.

When you close the item, it is moved to the specified position in the Tasklist.

Using Subtasks to Organize Your Tasklist Folder

Tasklist items can have subtasks assigned to them. This is helpful when several functions must be completed before a task can be marked as completed. If you mark the top task completed, all the subtasks are marked as completed. Likewise, if all the subtasks are marked as completed, the main task is marked as complete.

Creating a Subtask for a Tasklist Item

  1. Click Tasklist to open the Tasklist folder.

  2. Right-click the tasklist item to create a subtask for, then click New Subitem.

  3. Type a subject for the new subtask, the press Enter.

  4. To add additional information, double-click the newly created subtask.

Moving an Existing Item to a Subtask

  1. Click Tasklist to open the Tasklist folder.

  2. Select the item you want to be a subtask.

  3. Drag the item below the tasklist item that the subtask is to belong to.

    An indented arrow indicates the position where the item will be placed.

The item is moved to the specified position in the list.

To move a subtask from beneath a tasklist item, drag and drop the item to the bottom of the tasklist.

5.4.4 Assigning a Due Date to a Tasklist Item

  1. Open an item in the Tasklist folder.

  2. Click the Tasklist tab.

  3. Select Due on, then click a date.

    Tasklist showing the due on calendar

5.4.5 Tracking Status in the Tasklist Folder

You can specify a completion percentage for items in the Tasklist Folder. This percentage helps you track the completion status of your tasks.

Specifying a Completion Percentage

You can track progress toward completion of a task by specifying a completion percentage for any item in the Tasklist folder.

  1. In the Tasklist folder, open the item whose completion percentage you want to specify.

  2. Click the Tasklist tab.

  3. In the % Complete field, specify the completion percentage.

The completion percentage is automatically saved when you close the item.

Displaying the Completion Percentage in the Tasklist Folder

You can show completion percentages in a column in your Tasklist folder. By default, this column is not displayed. To display the % Complete column:

  1. Open the Tasklist folder.

  2. Right-click the column headers in the Tasklist folder and select More Columns.

  3. In the Available Columns list, click % Complete, then click Add.

  4. Click Up or Down to move the column to the position you prefer.

  5. Click Smaller or Larger to adjust the column width.

  6. Click OK when you are finished.

The column now appears in your Tasklist folder.

Checking the Completion Status of a Task You Sent

In the Tasklist folder, you can check the status of any task you send.

NOTE:You can only check the completion status of tasks. You cannot check the status of e-mails and other item types you sent to other people.

  1. Open the Tasklist folder.

  2. Open the task you want to check.

  3. Click the Properties tab.

5.4.6 Printing the Contents of Your Tasklist Folder

  1. From the Folder List, select the Tasklist folder.

  2. Click File > Print Calendar.

  3. In the Format group box, select List.

  4. In the Available forms group box, select Task List.

  5. Click the Contents tab, then select any information you want to include or exclude.

  6. Click the Options tab, then select Selected folder.

  7. (Optional) Click Preview to see a preview of how it will appear on paper.

  8. Click Print.