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Assign and Forward Tasks in Outlook 2007

written by: Meryl K Evans•edited by: Ronda Bowen•updated: 7/5/2011

Let go of a task and let someone else handle it.

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    Assign Tasks to Others

    Although you may assign a task to someone else, you may wish to stay updated on its progress. Or perhaps, the person who originally received delegates it to someone else. You remain in the loop on the task's progress and receive a notification when it's completed. Task assignments also help when you may need to re-assign a task because the recipient declined or can't complete it for other reasons.

    Assigning and forwarding tasks work well for those on an Exchange server. Those working in a home office are most likely not on an Exchange Server. They can still receive the task request by e-mail. However, the only way to get an update on the status is for the recipient to send you an e-mail message regarding its progress. Furthermore, updates aren't automatic.

    To assign a task, do the following:

    1. From the "File" menu, select "New" and "Task Request" or use the shortcut Ctrl+Shift+U.
    2. Enter the recipient's e-mail address or name in the "To" box.
    3. Enter the name for the task into the "Subject" box.
    4. Set the dates, status and priority options.
    5. Check or uncheck the boxes for "Keep an updated copy of this task on my task list" and "Send me a status report when this task is complete" based on your preferences.
    6. Enter additional information into the body of the Task, if needed.
    7. Click "Send."

    Note: For recurring tasks, the task remains in your task list without receiving updates. If you choose to receive a status report, you receive a status report each time the recurring task is complete.

    Note #2: A person who declines an assigned task still owns the task until you return the task to your task list.

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    Assign an Existing Task

    To assign an existing task, do the following:

    1. From the Task list, open the task you want to assign by clicking it twice.
    2. Click "Assign Task."
    3. Enter the recipient's e-mail address or name in the "To" box.
    4. Modify the name of the task in the Subject box, if needed.
    5. Set the dates, status and priority options.
    6. Check or uncheck the boxes for "Keep an updated copy of this task on my task list" and "Send me a status report when this task is complete" based on your preferences.
    7. Enter additional information into the body of the Task, if needed.
    8. Click "Send."
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    Forward a Task

    Forwarding a task works similarly to assigning a task. Instead of clicking "Assign Task," click "Forward."

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    Reclaim a Task

    You can reclaim a sent task even if the recipient has yet to accept or decline. The steps to reclaim a task, rejected or not, are as follows:

    1. Open the Sent folder in Mail to locate the task

    2. Open the message.

    3. Click "Return to Task List" from the "Manage Task" group.

    Note: If you can't find "Return to Task List" in your e-mail message, you're most likely not on a server that can take advantage of this feature.