Planning Tasks and Schedules

Notes

• An endless supply of electronic post it pads

• Notes can be assigned to Categories

• Can change the font, color and size of Notes

• Can be included in an e-mail as an attachment

• Notes can be printed

Tasks

• Activity you need to complete• Specify a start and due date• Assign a status

– High– Normal– Low

• List what percentage of a task is completed

• Tasks can be assigned to Categories

Recurring Task

• Task that is repeated at a regular interval– Ex. turning in class assignments

• Recurrence pattern– Determines how you want a task to

recur• The frequency with which the task

should recur• Range

– When the recurrence starts and ends

Assigning Tasks

• The creator of the task is the owner of the task

• Task owner is responsible for the task

• Assigning a task delegates the responsibility for the task

• Only the current owner can modify the task

Responding to a Task Request

• Appears as an e-mail message

• Can accept, reject, or reassign the task

• By accepting, you become the owner of the task

Calendar

• Tool for recording, and planning your upcoming appointment, events and meetings

• Appointment– An activity with a specific start and end time

but does not include other people

• Event– A one time or annual activity that lasts 24

hours or more

• Meeting– An appointment that other people are invited

to and resources may be reserved

Scheduling an Appointment

• Can change and schedule appointments in your calendar

• Can change and schedule appointments in other’s calendars that you have permission to do this

• Can give permission to other to change and schedule appointments in your calendar

Scheduling Appointments

• Can specify how time is blocked out in an appointment

Time Shown as Border Color Availability

Busy Solid blue Unavailable

Free Clear Available

Tentative Blue and white stripe

Available

Out of the Office Solid purple Unavailable

Scheduling an Event

• Block of time from midnight to midnight

• Can occur for one or more days

Planning a Meeting

• Attendees are the people you invite to a meeting– Can be selected from the Contact folder– Shared calendars will show free/busy time

for attendees

• Resources– Include but not limited to rooms,

equipment, company material– To reserve a resource it must have its own

mailbox

Responding to a meeting request

• Response is similar to responding to a task request

• Options– Accept– Tentative– Decline– Propose a new time

Scheduling a NetMeeting

• Program that comes with Windows 2000 and XP

• Enables two or more participants to communicate over the Internet

• May need extra equipment for this

• All attendees must run NetMeeting to participate