General discussion

Locked

Assigning\sharing tasks in Outlook 2003

By rlgoldstein ·
Greetings:
My question is in regards to Outlook 2003.
I know how to assign and delegate within Oultook, but what I am looking for is the ability to assign multiple people to one task, have them enter comments within the body of the task, and the catch --- everyone assigned to the task can see all the comments, including the person who initially assigned the task.
Any and all assistance with this is greatly appreciated.

This conversation is currently closed to new comments.

8 total posts (Page 1 of 1)  
| Thread display: Collapse - | Expand +

All Comments

Collapse -

by Tink! In reply to Assigning\sharing tasks i ...

At first glance it doesn't look possible

This is what Microsoft Help says:

[pre]In addition to creating your own tasks, you can create tasks that you assign to others. You do this by sending a task request (task request: A request sent in an e-mail message asking the recipient to complete a task. If the recipient accepts the task, it is added to the recipient's task list, and the recipient becomes the new owner of the task.) to someone. The person who receives the task request becomes the temporary owner of the task. They can decline the task, accept the task, or assign the task to someone else. If they decline the task, it's returned to you. (You still have to reclaim ownership by returning the task to your task list (task list: A list of tasks that appears in the Tasks folder and in the TaskPad in Calendar.).) If they accept the task, they become the permanent owner. If they assign the task to someone else, the new assignee becomes the owner.

The owner is the only one who can make changes to the task. When an owner updates a task, Microsoft Outlook updates all copies of that task? the copy for the person who originally sent the task request and copies for any prior owners of that task. When the owner completes the task, Outlook automatically sends a status report to the person who originally assigned the task, any other prior owners, and anyone else who requested a report.

If you assign a task to more than one person at a time, you cannot keep an updated copy of the task in your task list. To assign the same project to more than one person and have Outlook keep you up to date on work progress, divide the work into separate tasks, and then assign each one individually. For example, to assign a report to three writers, create three tasks named Write Report: Writer 1, Write Report: Writer 2, and Write Report: Writer 3.[/pre]

I'll let u know if I find any other options or a way around it.

Collapse -

by rlgoldstein In reply to Assigning\sharing tasks i ...

Tink,

Thank you for the update. Please let me know should you discover anything else.

rlg

Collapse -

by Tink! In reply to Assigning\sharing tasks i ...

Again, I don't have a lot of time to look into this, but here is a work-around:

- Share your tasks. (For tasks that you don't want visible to others you will have to specifically make each one private - there's a checkbox in the bottom right corner of the task detail dialog)
- Then you'll need to change the permissions of the people you want to work on the specific task so that they can edit tasks.
(After you click "Share My Tasks" click on the Permissions tab)
- Once this is done, they can go into their own outlook and click "Open Shared Tasks" and choose your name.
- They then can open the specific task and details within it.

Note you'll have to set up some guidelines of how they enter data into the task, but other than that it can work.

Collapse -

by rlgoldstein In reply to

Poster rated this answer.

Collapse -

by alexius In reply to Assigning\sharing tasks i ...

Hi
I have a similar problem - but in reverse!
I assign tasks in Outlook - and send to various coworkers via email. Which works and allows members to accept tasks etc. However - one member with uptotdate XP and Outlook 2003 receives the assignment email - but accepting does nothing to his tasks. They do not get updated- try as we might. Any ideas? By the way how do you share a task?
Regards

Collapse -

by rlgoldstein In reply to

Poster rated this answer.

Collapse -

by rlgoldstein In reply to Assigning\sharing tasks i ...

Alexius:
Outlook 2003 has the feature of sharing tasks. You can get step-by-step instructions on how to do this from Outlook Help. However, there are limitations, and these were pointed out to me as well. When sharing your tasks with a co-worker, they will be able to see all of your tasks. To prevent this you will need to make the ones you don't want to share private.

Collapse -

by rlgoldstein In reply to Assigning\sharing tasks i ...

This question was closed by the author

Back to Software Forum
8 total posts (Page 1 of 1)  

Related Discussions

Related Forums