Nexus provides an electronic to-do list known as Tasks. You can add tasks, either by simply typing them in or by turning an email message into a task. You can set a completion date or time, and track progress as you work through the task. You can also assign tasks to others and receive notification when the task is updated or completed.
This section tells you how to get started using Tasks. If you would like to follow a self-paced course, you can try Managing Tasks with Outlook 2003 Using MS Outlook 2003 which is available as a pdf-file. Chapters 21 and 22 deal with Tasks.
To-Do Listpanel in the Task feature window. Simply click where it says
Click here to add a new Task". Type in a subject for your task and add a due date (optional). The task then appears among your previously listed tasks.
Click here to add a new Taskor on a blank line in the To-Do List, this opens a new, blank task screen where you can enter information about a new task.
You can also turn an email message into a task. Simply click on your message (in the Email display) and drag-and-drop it onto the Tasks icon (highlighted in the screen-shot Figure 4, Task feature window with To-Do List)
If you want to add or edit information about a task you use the task screen Figure 5, Task screen. Find the task in the task list and double-click on it to display its task screen.
The bar above the tasks list offers short-cuts to some of the many options
you have at your disposal when working with your tasks. The
Options part of the bar lets you assign categories/lables
to your tasks, set a date for follow-up, mark a task as recurring and label
a task as private.
- Display tasks
- You can change the way your tasks are displayed. By using the list under
Current viewheading in the left-hand panel, you can quickly change from one view to another, for example displaying all tasks, only tasks that are due this week, tasks listed according to category and so on.
- Sorting tasks
- You can sort the displayed tasks by simply clicking on one of the headings
above the task list. If you click on
Due Date, your tasks will be displayed sorted by their due date. If you click on
Subject, the tasks are listed alphabetically according to their subject. What headings you see varies between different views. If you have set your current view to
By Person Responsibleyou see more headings than if you have selected
- Marking progress
- You can keep track of how your work is progressing by indicating how much
of a task has been completed and/or how much time you have spent on it. This
is done on the task screen for the individual task. You can set the status
('In Progress', 'Deferred' etc), how much is completed (in %) and the
Detailsbutton (in the
Showpart of the banner above the task list) offers you the option of entering more details, including the number of hours spent on a task.
- Completed tasks
- You can mark a task as completed either using the task screen (use the
% Completedoption, or click on the
Mark Completebutton in the top banner) or by simply clicking the tick-box in front of the task in the task list (available in Simple List view). Completed tasks are crossed out but remain in your list of tasks (from where you can delete them if you go to the
[Edit]menu and select
Deletecommand or click on the
Deletebutton on the navigation bar)
In addition to using Nexus Tasks to manage your own work, you can also set up
tasks to be preformed by other Nexus users. This is called making a
request. For example, if you are the manager of a project, you may
want to set up tasks and assign them to other people in the group. You will also
be able to keep track of how the work is progressing.
Making a task request
- Open a new task request by going to the
[Actions]menu and selecting
New Task Request, or by clicking on
Task Requestfrom the list.
- Complete information about the task, such as subject, description, due
date, category and priority. If you want to be informed about changes to
the task, select the appropriate option(s):
Keep an updated copy of this task on my task list(the task will be on your task list and change when other people make changes)
Send me a status report when this task is complete(you will be notified when the task has been completed)
- Click on the
Tobutton and select the task recipient from the list that pops up.
Sendto send the task request.
If you have opted for that, you will be notified by email when the task is updated. When you open an update email, you will see the updated task. The task updates are added to your copy of the task in your task list when you close the email message.
When a task has been completed two messages are sent to you (assuming you have selected to be notified). In addition to the update message (which updates your copy of the task with the completion details) you get a final status report on the task, providing such information as start and end dates, duration of hours, and more.
When someone assigns a task request to you, you will receive an email message with information about the task. You can accept or decline the request by clicking on the relevant button at the top of the email message (assuming you are using an Outlook or Entourage client). If you accept the task, it is added to your task list.
Working on tasks assigned to you is no different from working on your own tasks; you can add information to the text field, update how much you have completed, etc. However, when an assigned task is updated or completed, the requestor will be notified (assuming they have opted for this).
Send Status Reporticon in the top banner of the Task screen to generate an email message with information about the current status.
Tobutton and select the recipient(s) from the list that pops up. Click
Sendto send the message.
If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Helpcentre for further assistance.