Using Task Lists in Outlook

It’s valuable to know how to manipulate the Outlook task lists. This is important for using Outlook lists generally and setting up custom task views.

Where’s the Navigation Pane?

If you cannot see the Navigation Pane on the left side of Outlook, go to View > Navigation Pane, then choose Normal.

Find the the Navigation Pane. It’s on the left side of your Outlook window. Click on Tasks to see your task list (if the Navigation Pane is minimized, Tasks will appear as a checkmark icon). It is important that you do the next steps in the Tasks view because the needed options appear only when you are looking at the task list.

Switch Views by clicking any option below Current View in the Navigation Pane. If you are running Outlook 2007 or later you may need to open the list by clicking the double up/down arrows to the right of the Current View bar. This makes the list of views appear and disappear.

These views affect which tasks you see and what order they appear in. You can customize these views to show only information that is important to you.

You can change the sorting behavior by clicking on any of the column headers at the top of your task list (i.e. Due Date, Priority, etc). Clicking the header a second time reverses the sort order. (However, read the warning below!)

Avoid Sorting Your Custom Views

TRO uses custom views that will sort your tasks automatically using two columns. If you click the header in those views, you will break this powerful sort order. Then you will have to re-customize the view. Even though that isn’t difficult, it does slow you down. Do not click the headers in your new custom views.

Move columns to different locations by dragging the column header to the place you want to see it and dropping it there. While everyone has different tastes, we recommend putting Priority (!) on the far left, followed by Subject, Due Date, and Reminder.

Resize the columns as needed.