Last reviewed on January 31, 2013   —  6 Comments

When a task is assigned to one person, you can keep a copy of the task in your Task folder and the person who accepts the task can send you updates. However, this only works when you assign to the task to one person. If the Task is assigned to multiple people, Outlook can't track it and update the status.

Tasks sent ot a group can't be updated

In order to track the task and assign it to several people, you need to copy and resend the task.

Follow these steps to assign a task to a multiple people:

  1. Assign the task to the first person.
  2. Select the Assigned Task and Ctrl+C,V to copy and paste it.
  3. Select the copy and assign it to someone else.
  4. Repeat as needed.

While this works OK when you need to send the task to a small number of people, it's not workable to send it to a larger group.

To quickly assign a task to multiple people you need to use VBA. In this example, I'm using a userform to ask for the subject, due date and notes field and it's entered into the task.

  1. Set macro security to Low
  2. Open the VBA editor by press Alt+F11
  3. Right click on Project1 and choose Insert > Module
  4. Import the userform
  5. Paste the following code into the module

Select several contacts and run the macro to test it.

Public tSubject, tDate, tNotes As String

Public Sub SendTasksToGroup()
Dim Selection As Selection
Dim obj As ContactItem
Dim objTask As TaskItem

Set Selection = ActiveExplorer.Selection


For Each obj In Selection

 If obj.Class = olContact Then
  Set objTask = Application.CreateItem(olTaskItem)
            frmTask.Show
        With objTask
                .Recipients.Add (obj.Email1Address)
                .Assign
                .Subject = tSubject
                .Body = tNotes
                .DueDate = tDate
                .Display
         End With
    Else
    
  End If
Next


Set objTask = Nothing
Set obj = Nothing
End Sub

If you want to edit the macro directly, you can replace tSubject, tDate, and tNotes with text. In the case of the date, you need to either use .DueDate = Now + 5 (or any whole number) or enter a date in this format: .DueDate = #1/2/2012#


Comments

    • Diane Poremsky says

      In the contacts folder. Hold Ctrl as you click on contacts to select more than one then run the macro.

    • Diane PoremskyDiane Poremsky says

      No, you would need to create a copy of the GAL contacts in your contacts folder to use it. (Right click on the GAL entry, choose Add to Contacts)

  1. Kam says

    Hi
    I need to have more than recipient receiving the task automatic status notification
    In the task details tab, the update list box is greyed out
    What to do

    • Diane PoremskyDiane Poremsky says

      Are you generating the status notification using VBA or just clicking the update button?

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