Improve Calendar and Task Management in Microsoft Outlook 2016
With respect to Calendaring and Tasks, I would recommend following advanced features to organize work:
(1) Ability to create appointments and/or Tasks from an incoming email. For example, select a text in the mail and right click and add an appointment or a task
(2) If a task can't be completed in one go, ability to break the task into sub-tasks with its own durations and create an appointment against the task to ensure that that planning is complete. This could be done through either manual entry of sub-task (with parent task) or provide a dialog to split the same into N number or tasks with specific durations (say 2 hours each)
(3) Bring a bit of MS Project functionality for intelligent scheduling - e.g. Task Dependencies, specify criteria to look for free slots to fit the appointment, auto rescheduling of dependent tasks if parent task is overdue. etc.
If you move tasks for another day, appointment in calendar will move automatically. If you complete task, appointment will dissappear from the calendar. It should be an option like this.
For now, I need to move both aapointment in calendar and task. It should be connected. Or just you need to have an option to connect.
Why doesn't task have sub-tasks? Also, why is the view so plain looking? Can we make it look nicer with pictures, backgrounds, different colors? Attachment features etc. Why hasn't this been done already?
Patrick chung commented
Calendar - "other" option for scheduling. Not all events are meetings are out of the office, but would still like to notate it and share it as you would a meeting. For example. I have 439 employees. When the they return from the worker's comp. doctor when notate the Date of Injury and also set a meeting event as a reminder of the employees follow up appointment. This goes the same for for when employees are going to be absent; therefore another option that is not an appointment, task assignment, or meeting would be fantastic. or developing it so that the user can title it.
John D. Carey commented
I manage Project Portfolios and Programs for a living.
What Tasks doesn't do well:
1. I can't associate the task with someone I need to talk to.
a. I need to be able to select tasks based upon who I am talking to so I can cover all the tasks and topics.
b. I can assign the task to individuals
a. A good thing but not the same as associating the task with an individual (maybe even a group) I need to speak with.
b. They don't seem to pay much attention to it.
2. I can't associate the task to a specific project.
a. At project meetings I need to be able to bring some of those topics up
b. These tasks that I am tracking are not the same as the tasks being tracked by the Project Manager for the Project meeting minutes.
c. In many case they are issues raised that I need discuss
3. I need to be able to turn off all the other functions on the Task specific screen so I can simplify my screen.
What it does well:
1. I can manually create a task and load all the back ground information in it under the main section.
a. Lots of room there.
2. I can drag that task to my calendar.
a. That works fine and I love that.
b. I can also easily adjust the duration of that new appointment.
i. Although I constantly underestimate the duration needed.
I don't know if I allocate man-hours to that task if it automatically makes the duration of that appointment for the duration of man-hours.
Anthony Heiland commented
It is 2018, come on Microsoft. You have an amazing portfolio of tools with customizability and compatibility. Yet somehow, simple business and organizational needs seem to be painful to accomplish without coding knowledge. Task manager in Outlook is a great thought, but its shows that when it was designed real world usage was an afterthought by developers. The fact I can not do something as simple as edit a task I have assigned to someone, assign a task to a group who can all edit their parts of the task, or assign a task with sub tasks is disappointing.
In todays world, these tasks should be able to drop into Excel like they do OneNote. Even the OneNote drop in leaves much to be desired. I can't see detail or status on the page, I have to actually go into Outlook to see any relevant parts of the task. All of these should tie into your Outlook calendar as well. This makes me think development teams make no effort in thinking of real world function of these tools. You have a great foundation Microsoft. If you could shore up simple functionality within your suite of tools you would destroy these third party apps.
Please, pay more attention to cross functionality and daily usability of the tools you provide. In a user-friendly, I don't have to google VBA or macro codes all day style. I love your products, but there are days where they make my life more difficult than they do help.
When a conference call is downloaded and placed on a calendar, you should be able to invite others to join from your contacts.
Davinia Pirotta commented
At the moment to write notes in the task, you need to open the task. Ideally you can write the note in the Notes column without opening the task.
Be able to combine the tasks with calendars so that we can mark off if the work has been completed. It will also stay on the calendar which is helpful for us later in the TAX year.
Paul Majnik commented
It would be very helpful to have a native view of Tasks that was a visual matrix that served as a grid where one axis was urgency based on the due date and the other was Importance/Priority. It's similar in concept to the Eisenhower Matrix concept. It allows people to very quickly drag and drop tasks to organize their day and week. There are third party plugin tools on the market to do this currently, but they are constantly breaking in Office 365 and it would make a lot of sense to do this natively in Outlook.
When you have many email accounts, each with its own calendar, there needs to be an easy way to select to which email account calendar a new event will be added rather than having to uncheck all the accounts you are not sending the event to, and then check them again to make all calendars visible again.
Yes please, (2) and to duplicate tasks.
I think the following features should be available with tasks:
1.) Be visible on the app
2.) Share with colleagues instead of assigning to
3.) Input multiple tasks at once (i.e., have a form with multiple fields to fill out pertaining to each separate task)
4.) Have due times
Viliam Maťko commented
If I have tasks from more then one accout, task panel shows only blank rows.
Part 1 already exists. If you drag the email to your calendar or tasks, an entry is made there. This is a very useful feature.
Please add the possibility to duplicate a Task (and an event in Calender also). Iknow that there is the possibility repeat it dayly or weekly, but there are many accasions that that is not useful: many tasks end events don't have regular intervals.
Have a view and functionality for tasks like appointments.