6.8 The Task List

The Task List, located in the lower-right corner of the calendar, lets you keep a list of tasks separate from your calendar appointments. You can use the list in a larger window by clicking the Tasks button in the switcher or in the folder tree.

Task Lists are more easily organized in the dedicated Tasks tool. Each task list is assigned a color, and you can use the Tasks tool switcher to hide and show task lists just like calendars. In the calendar display task pad, tasks from all visible task lists appear, color coded by list.

6.8.1 Creating a New Task List

  1. Click File > New > Task List.

  2. Specify the name and color for the task list.

  3. (Optional) If the task is an online list, specify the URL of the task list.

  4. Click OK.

After you have added a task to your to-do list, its summary appears in the Summary section of the task list. To view or edit a detailed description of an item, double-click it, or right-click it and select Open. You can delete items by selecting them, then clicking Delete.The list of tasks is sorted in a similar way to the list of e-mail messages in Evolution Mail. Click once on a message header to change the direction and type of sorting, or right-click to add or remove columns from the display.

6.8.2 Creating a New Task

  1. Click New > Task.

  2. Select a group for the task.

  3. Type a brief summary for the task in the Summary field.

  4. (Optional) Specify a starting date and ending date for the task

  5. (Optional) Specify a starting time and ending time for the task

  6. Type the time zone information in the Time Zone field.

    or

    Click the globe to customize the time zone.

    To hide or show the Time Zone field, click View > Time Zone.

  7. (Optional) Type a category in the Categories field.

    To show or hide the Categories field, click View > Categories.

  8. Type a description for the task.

  9. (Optional) Click Options > Classifications, then select a classification (as Public, Private or Confidential) for the task.

  10. (Optional) To specify a status for the task, click Options > Status Details.

  11. (Optional) To add an attachment to the task, drag and drop the attachment into the attachment bar.

    or

    Click the Attach button on the toolbar, then browse to the attachment.

6.8.3 Assigned Tasks

Evolution can be used to assign a task to multiple people.

When you assign a task, you can specify the attendees in several categories, such as “chair” or “required.” When you save the task, each attendee is sent an e-mail with the task information, which also gives them the option to respond.

To assign a new task:

  1. Click File > New > Assigned Task.

  2. If you have multiple e-mail accounts, select the one to use by selecting an item in the Organizer field.

  3. Select a group for the task.

  4. Click Add, or press Insert key, or right click and then press Add to add the e-mail addresses of people you want to assign the task.To remove an attendee from the list, select an attendee, then press Remove.To edit a field, select the field, then click Edit.Click View on the menu bar to show or hide the Type, Role, Status, and RSVP fields.

  5. Type a brief summary of the task in the Summary field.

  6. (Optional) Specify a starting date and time, and a due date and time for the task.

  7. Type the time zone information in the Time Zone field.

    or

    Click the globe to customize the time zone.

    To hide or show the Time Zone field, click View > Time Zone.

  8. (Optional) Type a category in the Categories field.

    To show or hide Categories field, click View > Categories.

  9. Type a description for the task.

  10. (Optional) To add an attachment to the assigned task, drag and drop the attachment into the attachment bar.

    or

    Click the Attach button on the toolbar, then browse to the attachment.

  11. (Optional) Click Options > Classifications, then select a classification (as Public, Private or Confidential) for the task.

  12. (Optional) To specify a status for the task, click Options > Status Details.

6.8.4 Searching For Task Items

Customized Search: Evolution enables you to find the task items by using Customized Search. To start searching for various task items, use the following procedure:

  1. Click the search icon Search icon to expand the drop-down list

  2. Select the search type:

    • Summary contains

    • Description contains

    • Any field Contains

  3. Evolution displays the desired Task items.

Advanced Search: You can perform an advanced search based on any of the search type mentioned above.

To perform an advanced search:

  1. Select Advanced Search to open Advanced Search dialogue box.

    Search name field displays the search type you have selected.

  2. Click Add to add rules.

  3. Select the criteria and then, type a search entry in the given field.

Quick Search: Displays all the task items that match the in-built criteria that you have selected from the drop-down list at the top left side, just above the display pane.

This feature provides the following best quick search options. This allows you to quickly see when tasks are due, as it can become unwieldy for planning if you have a lot of tasks in hand.

Any Category: It shows all the tasks that fall under any category.

Unmatched: It shows all the tasks that do not fall under any of the categories listed here.

Next 7 Days' Tasks: It shows all the active tasks that are due within the next seven dates. You can view all the tasks that end within the next seven days from the current date.

Active Tasks: It shows all the tasks whose due date is yet to come. This allows you to see the date due for tasks due in the future.

Over Due Tasks: It shows all the tasks whose end date has already passed.

Completed Tasks: It shows the tasks whose status is 100% completed.

Tasks With Attachment: It shows all the tasks with attachment.

<List of Categories>: Lists all the tasks that belong to a particular category such as Anniversary, Holidays, Gifts etc.

To perform quick search,

  1. Click the Show drop-down list from the Search bar.

  2. Select the search criteria:

    • Any Category

    • Unmatched

    • Next 7 Days Tasks

    • Active Tasks

    • Over Due Tasks

    • Completed Tasks

    • Tasks With Attachments

    • Anniversary

    • Birthday

    • Business

    • Competition

    • Favorites

    • Gifts

    • Goals/Objectives

    • Holidays

    • Holiday Cards

    • Ideas

    • International

    • Key Customers

    • Miscellaneous

    • Personal

    • Phone Calls

    • Status

    • Strategies

    • Suppliers

    • Time & Expenses

    • VIP

    • Waiting

You can view the desired items listed in the Task view.