How do I set up a public task folder?

[Guest]

I have a question about Outlook and tasks. Can a public tasks folder be
created in Outlook where tasks can be assigned?

I created a public task folder, but I could not assign tasks to others. So,
I made my tasks folder a public folder so others in the office can see all
the tasks assigned to them and others in the office...so if someone is out of
the office, they can easily be completed by someone else.

I would prefer to have a private task folder for myself (for business &
personal tasks) and a public task folder for all business tasks. Is this
possible with Outlook 2003? I'm using XP Pro & I have a server. Thanks for
your help.

 

[Lanwench [MVP - Exchange]]

I have a question about Outlook and tasks. Can a public tasks folder
be created in Outlook where tasks can be assigned?

I created a public task folder, but I could not assign tasks to
others. So, I made my tasks folder a public folder so others in the
office can see all the tasks assigned to them and others in the
office...so if someone is out of the office, they can easily be
completed by someone else.

I would prefer to have a private task folder for myself (for business
& personal tasks) and a public task folder for all business tasks.
Is this possible with Outlook 2003? I'm using XP Pro & I have a
server. Thanks for your help.

You can't assign tasks to a public folder - well, that is, you can, but you
can't track/follow up the way you can if you assign tasks to a user/mailbox.

 

[Judy Gleeson]

Try this the other way around.

Go to the Public Tasks folder and assign a Task to a team member from there.
They will show as the Owner. You can enable the whole team to see project
Tasks this way.

It works very well for many of my clients who work in small teams and need
to see who is working on what. Tasks can be made and as someone picks them
to do, they can assign it to themself and the Public folder keeps a record
of who is doing what.

Judy Gleeson
Acorn Training


"Lanwench [MVP - Exchange]"

 

[Lanwench [MVP - Exchange]]

Try this the other way around.

Go to the Public Tasks folder and assign a Task to a team member from
there. They will show as the Owner. You can enable the whole team to
see project Tasks this way.

It works very well for many of my clients who work in small teams and
need to see who is working on what. Tasks can be made and as someone
picks them to do, they can assign it to themself and the Public
folder keeps a record of who is doing what.

How are you assigning a task from a public tasks folder to a user? You can
change the displayed owner of a regularly created task in that PF to
whomever you wish (in fact, you can write in Mickey Mouse - it doesn't do
lookups) but you can't actually "assign" tasks from public tasks folders.

I usually set up public task lists & just show everyone how to add/modify
stuff as they wish - and use the notes field to put in additional info, with
the date & their initials if necessary. Perhaps that's similar to what you
meant you're doing....and it does work pretty well.

Judy Gleeson
Acorn Training


"Lanwench [MVP - Exchange]"

You can't assign tasks to a public folder - well, that is, you can,
but you can't track/follow up the way you can if you assign tasks to
a user/mailbox.