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.
Figure images/tasks.png [The Outlook 2007 Task display window showing a list of tasks in the middle window.]
Like other Nexus features, you can also share tasks and delegate management of them. You can also assign tasks to others and monitor their progress.
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.
1. Creating a task
Figure images/tasks1.png [Part of Navigation pane with Tasks highlighted]
Figure images/tasks2.png [Tasks in Calendar view]
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.
Figure images/tasksTodo1.png [Task feature window. To-Do List in middle panel, "Click here to add a new Task" circled ]
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.
Figure images/tasksCreate.png [New blank task display]
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)
1.1. Add or edit information about a task
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.
Once you have opened a task screen, you can add or edit information about the task, such as a subject, when it is due, and a description. You can also set up a reminder.
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.
2. Working with tasks
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.
Figure images/tasksView.png [Current view list showing listing options, such as Simple List, Detailed List, Active Tasks and more]
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
Figure images/tasksSort.png [Sorting tasks pane displayed with three tasks listed]
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.
Figure images/tasks50.png [Showing task screen with 50 added for '% Complete']
% 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)
Figure images/tasksSimple.png [Task list with 'completed' boxes, one ticked]
3. Shared tasks
3.1. Sharing your tasks
You can share your task with other Nexus users and decide what they are able to do with your tasks (this is different from assigning tasks to others, as described below, and delegating access, described on another page).
Share My Tasks folderin the left-hand pane of your tasks screen.
Figure images/tasksShare.png [Tasks screen with Share My Tasks option]
Sharing Requestmessage is generated.
Figure images/tasksSharereq.png [Sharing Request message]
To...button and select the person(s) whom you are giving permission to share your tasks from the list. Click
Request permission to view recipient's Task folder. You can edit the subject and add a message.
Sendto send the message and invite the recipients to see your tasks.
3.2. Viewing shared tasks
Figure images/tasksInvite.png 
To see the shared tasks, simply click on the
Open this Tasks
folder button at the top of the message (if your message does
not contain such a button, open your email in Outlook).
You should now be able to see the tasks of this person in a separate window.
4. Assigning tasks to others
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
[Actions]menu and selecting
New Task Request, or by clicking on
Task Requestfrom the list.
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)
Figure images/tasksRequest.png [A Task request screen with some information added.]
Tobutton and select the task recipient from the list that pops up.
Sendto send the task request.
The task recipient will receive an email with information about the task and can choose to accept or decline. If they accept, the task is added to their task list.
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.
5. Receiving a task request
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.
Figure images/tasksStatus.png [The top banner of a tasks screen showing, among other things, the Send Status Report button.]Add any comments you want to include. Click on the
Tobutton and select the recipient(s) from the list that pops up. Click
Sendto send the message.
6. Where next?
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.