Last reviewed on March 18, 2015   —  72 comments

Applies to: Microsoft Outlook 2010, Outlook 2007, Outlook 2003, and all previous versions.

We get a lot of questions (and complaints) about Tasks and I'm going to try and answer the most common ones.

Is there an easy way to move a task to a new due date?

Sure. If you use a Group by Due date view, you can easily drag a task to a new date. Or, you could use a view that shows all task due 'on or before' today (or tomorrow, 3 days, etc) and hide the completed tasks. And don't forget, when you use the task pad view on the calendar, overdue tasks will be on "today" so you don't have to move them.

How can I edit a task assigned to someone else?

You can't edit assigned tasks because once you assign it to someone, you no longer own the task. If you need a copy of the task for your records, you can copy and paste the task. (Ctrl+C,V) This makes an unassigned copy but keeps the original intact. If you go to the Details page and Create an Unassigned Copy to edit, you won't get updates for the assigned copy.

Create an unassigned copy of an assigned task

Tip: If you need to assign the task to multiple people and want updates from all, create copies of the task and assign each copy to a different person. If you use Create Unassigned copy, you can assign the copy to someone.

When a user marks an assigned task as complete, there is no opportunity for them to comment in the update that is sent.

Users have two options: they can click the Send Status Report button and add notes to the status report or open the task and mark it completed using the Status field or % Completed fields in the task header, not by clicking the Complete command in the toolbar or ribbon. They'll be able to enter notes in the notes field before saving the update. Keep in mind that the users need to choose Completed (or use 100%) on the task form. If they use the Completed button in the ribbon, the update is sent immediately.

Use the Status field or % Complete field to mark a task completed and respond with a reply

I create a lot of tasks by dragging emails to the tasks folder. When I drag an email that has an attachment, I need to open the email to access the attachment. Is there an easy to insert the attachment?

When you create a task and the message is embedded in the task, any attachments remain embedded in the message. If you want the attachment easily accessible, after attaching the email, drag the attachment to the task body, from either the reading pane or open message. I'm lazy and don't need to preserve the message formatting, so I drag the message to tasks, inserting  the message body as the task body then I drag any attachments to the task body, right from the reading pane. You can also select a block of text in the message body and drag it to the tasks folder to create a task with the selected text as the task body. If you aren't sure how to do this, we have  tutorial at How to Drag Messages to Tasks

In the same line of thought, it's not easy to add new mail to the original task. Is there a better method than pasting the message envelope into the task?

Unfortunately, there is no easily solution for that – either drag the message to the open task or continue to use copy and paste.

Why do recurring tasks seem to get lost so easily?

Recurring tasks are a problem for many people. They are not like recurring appointments that fill the dates; they are single items that generate the next task when the first one is marked complete. If you don't mark a task occurrence complete or skip it, it won't generate the next date's task. If you dismiss task reminders, the reminders are removed from the task but the next task isn't generated. You need to get into the habit of right clicking on Tasks in the reminders window and choosing Mark Complete.

Mark recurring tasks complete to generate the next task in the series

It would be nice if we could group tasks into related task groups.

Like oh, subtasks? A lot of users want to create subtasks – there really isn't a good solution for this, other than using categories or use the same subject prefix for all tasks that need to be grouped.

It would also be nice to have the date inserted at the beginning of new notes.

While not automatic, Outlook 2010 has an insert date command or you can use the macro at How to Insert the Date and Time into an Outlook Item. The demo uses contacts but you can use it in any Outlook form.

I have tasks in several folders. How can I view them on the To-Do bar?

Your tasks and flagged messages will be on the To-Do if they are in a data file email is delivered to. Otherwise, you need to right click on the top level folder, choose Properties then enable tasks and reminders. Tasks in the iCloud data file will not be on the To-Do list.

Tasks on Blackberry or iPad are not very good and I can't create tasks from email on the devices.

This isn't Outlook's fault. You'll need to use flag for follow up with the email then create tasks from the flagged messages when you are back in Outlook.

More Information

While I can't help with task tools for other devices, there are a number of utilities that are designed to improve the task function or increase your general productivity in Outlook. We have a list at Outlook Task Tools

Macro to Send a Task Status Report

Comments

  1. Julia says

    Trying to find out if it's possible to create a macro or button that simultaneously copies and then marks the copied task as complete

  2. Thomas Stevenson says

    In 2003 & 2007 completed tasks were lined out but not removed until the next day. Can this be done in 2010?

  3. Chris Mc says

    When assigning a task there is no accept/decline button - it just goes as an email. Can you please advise how to fix this

    • Diane Poremsky says

      When Task requests are sent as email, it means the TNEF data (similar to winmail.dat) was removed from the task or corrupted. Usual cause is antivirus scanner. It can also happen if you have the contact set to use plain text or have outlook set to convert rtf to HTML for internet addresses. If you use Exchange server and send it to an internet address, the server could be converting the message to HTML.

  4. Ed Erris says

    In the "arrange by" column on the right side of my tasks window all of my tasks are listed twice. Do I have a setting error? How can I change this?

    • Diane Poremsky says

      What is your arrangement? Use Ctrl+6 to switch to the folder list. Are the task folder duplicated?

  5. Alexis M. La Salle says

    I am part of an office team and we have several incoming email accounts and they all go into outlook programs on 4 different computers to that all email can be checked through outlook on several different machines. Sometimes when we task each other, the tasks seems to get corrupted and can not be opened or deleted and the only thing I can do is drag them to the "Junk" folder and they are starting to accumulate. When I try to delete them, I get an error message that says "Array index out of bounds." Is there a setting that needs to be changed in order for this to work? Any help you can offer will be greatly appreciated.

    • Diane Poremsky says

      Not sure if this will help with tasks but it does fix it for some things that result in this error

      Windows key + R to open run command, type or paste
      outlook /cleanprofile
      press Enter. This cleans erroneous information from the profile and is safe to use.

      If it doesn't work, try a new profile.

  6. Johan Degraeve says

    Hi,
    Iwant to print out the tasklist with the detail note below each row as I see it on the screen. How can I do that.
    I have now groups of tasks, the start and due date, a small description, and in the notes we type down the follow-up. On the screen the notes appear below each task. I seem not to be able to have this result on a print preview or printed list.

    • Diane Poremsky says

      The 3 line preview? It used to print in 9older versions but i see it doesn't with outlook 2013. You can add the notes field ot the view - it's not quite the same, but will get you a little bit of the notes.

  7. Sue Daniels says

    I drag emails from my boss into my Task List. I just noticed that every time I edit my task for my own reference, it is sent as an email (task update) to my boss. How can I make it stop doing this? Thanks!

    • Diane Poremsky says

      That should never happen, obviously. Do you have his mailbox open in your profile?

    • Sue Daniels says

      I am still having this same difficulty, and I don't see it addressed in the responses I have been getting. Once a task is assigned to me, I think I should be able to make notes in it without those changes being sent to my boss. I don't have access to his email inbox on my computer. Is there a setting somewhere that should be changed? Thanks!

    • Diane Poremsky says

      The task updates are not linked to the mailbox permissions. That should be controlled by the send update feature. If you don't send updates, he shouldn't get a copy of the notes. However, he will get it when it's marked complete.

  8. Sue Daniels says

    Thanks for your response. I am not sure what you mean by "having his mailbox open in my profile." I don't have access to his email, if that's what you mean, but I do have access to his Task List and Calendar.

  9. muffitt says

    how do I change the owner of the task. eg. in the accounts department, statements due reminders have been set up and the owner is account but I want the director to own the task and assign it to the accounts so that the director can keep track of all statements

  10. Sue Daniels says

    Diane, I need more help with this. Is there a setting I need to change on his Outlook so that my boss won't get updates every time I edit a task on my computer? What would that setting be, and where would I find it?

    • Diane Poremsky says

      Check the delegate settings on both your account and his. Does it happen if you start Outlook in Safe mode?

  11. Francis says

    Hi Diane,
    (in Outlook 2010) I want to add a Contacts column so I can remember who the task concerns, and possibly send emails (without assigning tasks to anyone - just for my own organization). I added the Contacts column, it has what looks like an editable field but I can't enter anything, whatever I type on the keyboard. Possibly a bug? I found a checkbox in File > Options > Contacts > Show Contacts linked to current item, but that did not solve the problem.
    Francis

    • Diane Poremsky says

      I'll check and see if that field is available for use in other folders, but generally speaking, for something like this you need to create a custom field and type the name into it.

  12. Colleen Mullin says

    I assign many tasks to staff and the majority of them are recurring tasks. When an instance of the task is completed I receive notification and a new task is created on the recipient's list but the task is not updated on my own list. Despite the recurring nature of these tasks, I still need to know that they have been completed and would like it if they were updated on my own list (I believe several editions of Outlook ago this was the case?). Is there any way I can work around this aspect of the program? what would happen if, when I received the completion notice, I marked the task complete on my list? would it regenerate and new one that again I could mark complete? It seems a bit more work than wished for but I need to track these recurring tasks. Thanks in advance for any help you can provide. Colleen M.

    • Colleen Mullin says

      I still need help with this aspect of Outlook 2010. The 'task complete' messages I receive from the task owner come as emails instead of task updates... is there a way to work around this? An earlier message mentioned the TNEF data settings impacting the format of an outgoing task, could this be the problem that I am experiencing? Please help.

    • Diane Poremsky says

      It could be TNEF or something else. Are both accounts on the same exchange server? When you both use the same Exchange, TNEF shouldn't be a problem.

      Typically, you will get an email - at least I do - along with the task update (which has the assigned task icon on it), but when its a problem with TNEF, you'll only get a badly formatted email with an attachment.

  13. Dean says

    Hello,
    I'm using outlook 2010 what I want to do is add (tasks or appointments) to my calendar, some will be a day long some will be weeks long, their will be several tasks going at the same time, no work on the weekends daily hours 7:30 to 3:30 it will look like a MS Project schedule except I'll be able to see it on my iphone in real time, and share it with other managers. I finished a really nice one but the tasks were over lapping and you could not see them all in calendar view.

    • Diane Poremsky says

      I'm not sure you'll be able to do that without overlapping, especially the ones that are weeks long - maybe if you create a bunch of 1 day recurring events. They should all display in a day view but only on a month view if the cells are big enough.

  14. Ben Melton says

    I assigned a recurring task to an employee, due every Monday. When he completes it, I get the email saying so, and the date regenerates on his list. Problem is: the task still shows past due when I view the tasks assigned to all my employees. Any help here? My IT department is baffled.

  15. muffitt says

    when I receive an email which is a reply to my email, how do i quickly know or see if I had flagged my email as follow up and/or a task was linked to it, so i can quickly mark the task as complete for example.

    • Diane Poremsky says

      If you use the Conversation group or view, previous messages will be grouped with it. If you use Outlook 2010 or 2013, the sent items will be displayed in the conversation too. In any version, right click on the message in the message list and use Find Related > All messages in conversation. This command is also in the ribbon of an open message.

  16. Dave Woods says

    I would LOVE to be able to assign a task to a team member, and receive a notification back to me when the task goes overdue. Is this possible? THANKS!

    • Diane Poremsky says

      Enable in cell editing in View Settings, Other Settings. It's on the View tab or right click on the row of field names and choose View Settings (it's called Customize in Outlook 2007 and older).

  17. Therese Cerny says

    Hi Diane. I need your help again. I am the owner of a generic Outlook account for a small team here at work. When I am logged in as the owner, the automatic journaling of task requests/responses works. When I am logged in as a user (author), it doesn't work. The Journal options are set correctly. I'm not sure what else to check. Please advise...

    • Diane Poremsky says

      As far as I know, you need to be the owner for that to work. What version of Outlook are you using?

  18. Jenny Brady says

    How do I get the Due Date in a Task to maintain the original date I set? It keeps changing when I change the start date.

  19. john elms says

    when i go to a contact i need to make a task for this contact to remind to call or do some thing with then
    i could do this with the older outlook

    • Diane Poremsky says

      It means it's hanging in the background, waiting for me to approve it. This keeps spam out of the forum and makes it easier for me to see which comments need answers, although sometimes it causes a very long delay in getting that answer. (I have 60 comments waiting for answers, several have been waiting a week or more. :( )

  20. g says

    Great article. Question; Outlook 2010, Calendar, View Week, click to add Task bottom of any day prior to current, Start & End Date prior to current, Mark Complete, Save & Close; In the Calendar, View Week; Why does the task move from the date you entered (created it on) to the current? Is there a way to make it stay on the previous date? Thank-you!

    • Diane Poremsky says

      the task pad at the bottom of the calendar shows tasks to work on "today" - overdue tasks will move to today on screen.

    • Diane Poremsky says

      With the contact's information in it? you can drag a contact to the task folder to create a task for the contact. You can also flag contacts for follow up.

  21. Sameer says

    Hi there, can anyone help with this feature? I need to add a column that says task is "Due in". This column should automatically change everyday as we get closer to "Due Date" set for the task. Something of this sort to capture and sort tasks by "Days Due In". Is this possible?

    • Sameer says

      Hi Diane, thank you very much, This method really helps. Have already done it as a new column and works great. However, just going little further, is it possible for the system to count only weekdays? So Days Overdue and Days Due in should not consider Saturdays+Sundays. I think, this is like asking for too much, but just inquiring if this has been developed as well. If not, no problem, at least I have got the basic one. Let me know, and thanks again for your help.

    • Diane PoremskyDiane Poremsky says

      I'll check. These use formulas, so it depends if weekdays is available in the formulas. It could be possible to use VBA and write the value to a custom field, but you would need to run it daily to update the values.

    • Diane PoremskyDiane Poremsky says

      It looks like we can do it using a really complicated formula in the field - get the day of the week it's due, get # of weeks, get day completed day then figure out how to add them. :)

      Weekday([Due Date],2) returns 1 for Monday
      DateDiff("w",[Due Date],[Date Completed],2,0) returns number of full weeks (7 days) then times 5 to get days. That is the easy part. Now you need to get the partial weeks then do the math - full weeks*5 + days in partial weeks.

    • Sameer says

      Diane, am also facing another problem now. I have customized the font settings for Rows and Row Headings. The tasks, that are overdue, are going back to their original font size (looks like 8 or 10), but I have customized the Rows font to be 12. This Automatic font change is happening only for overdue Tasks. Do you know a way that can avoid this and retain original customized font when it gets overdue? Thank you,

    • Diane PoremskyDiane Poremsky says

      Go to View Settings, Conditional Formatting and change the settings for the overdue condition.

  22. muffitt says

    why does a recurring task created within onenote using the outlook link, loose the link after the 1st one in the series is marked complete. tasks create the next one in the series but then when yu click on the onenote link it doesnt have the task in onenote to link to

    • Brenden says

      simillarly to this (i think(... why do recurred tasks, lose an active hyperlink that i've included in the notes section?? Seems like it converts the hyperlink to a text only format - which is then not clickable.
      All i want is a workable hyperlink in my recurred tasks, so if anyone can help. i'd appreciate it.

      Thanks

    • Diane PoremskyDiane Poremsky says

      the task is converted to plain text which removes the hyperlink. if you type a space at the end of the url, it should be clickable. oh and make sure you use the actual url, not a pretty hyperlink, otherwise you will lose the url.

  23. Sameer says

    Conditional formatting worked. Any word to account Weekends for "Days Due In" and "Days Overdue" calculation? It's fine if this feature not available. But don't want to miss on it if it's available somewhere in the options or formula. Thanks,

    • Diane PoremskyDiane Poremsky says

      Excel has a function that skips weekends but it's not available in Outlook, unfortunately - not in the custom fields, not in VBA.

  24. john elms says

    if i delete email from I phone 6 it deletes from my computer.how can i delete from phone & keep on computer

    • Diane PoremskyDiane Poremsky says

      you have the account set up as imap and changes sync back to the server and down to outlook. you could switch to pop3, but imap is really better when you use multiple computers or device because changes sync.

  25. Rob says

    Hello, Thanks for the great article. I have scaned through this but cannot see anyone already asking my question...
    Is there a macro to forward my task details to a specific email address? This is much like the 'Send Status Report' function, but I would like to send it to a specific address, and also insert a single line of text in the mail I send.
    The details of the task need to be in the body of the message, (not as an attachment) with an additional line of text from me. Every day I send the same status report, to the same team, with the same one-line statement, and I thought there must be a faster way of doing this!
    Any assistance is much appreciated

  26. David says

    I have a question. My colleague and I are sharing an email address (in case this matters) and our office has just began to assign us work via Tasks in Outlook 2010. We notice that with some Tasks, we have the ability to change the % done to 25%, 50% etc. but with other tasks, this functionality is missing and we don't know how to add it. Any idea why? Thanks.

  27. Frank Jensen says

    Is there a way to disable/turn off the automatic update, when someone updates an assigned task from a shared task folder?

    • Diane PoremskyDiane Poremsky says

      Try changing the autoprocess options in file, options, mail - near the bottom. This needs to be set on the shared mailbox's options to have any effect.

Leave a Reply