Sun Java System Communications Express |

Contents Index

> ## Create New Tasks

> In the Day, Week, Month, Year, Events, Invitations, and Tasks tab use the New Task link or icon to create a Task.

> To Create a New Task

> 1. From the Day, Week, Month, Year, Events, Invitations, and Tasks page, click the New Task link or icon.
> 2. The New Task window is displayed.
> 3. In the New Task window enter the:
> - Task Details
> - Recurrence Pattern
> - Reminder Messages
> 4. Click Save to save the new task details and exit the New Task window.

> Click Save and Add Another to save the new task details, refresh the window and create another task.

> Click Cancel to exit the New Task window without saving the new task details.

> #### Task Details

> 1. Enter the Task Title.
> 2. Select a calendar in which the task should appear from the drop-down list that displays a list of your calendars.

> Note | You can create a task in a subscribed calendar only if you are a co-owner of that calendar or if you have “write” permissions to that calendar.

> 3. Choose the month, date, and year or use the Miniature Calendar to select the Start Date.
> 4. Select the No Due Date check box if the task does not have to be completed within a specified date and can be kept in the Task list indefinitely.

> or

> Choose the month, date, and year when the task is due. Items past the due dates are listed under Overdue Tasks in the Day, Week, Month and Year view.

> Note | No Due Date check box and the month, date, and year fields are disabled once the No Due Date check box is selected.

> 5. Select the No Time checkbox if the task does not have to be completed within a time frame.

> or

> Select the time for submitting the task in hours and minutes.

> Note | This field is disabled once the No Time checkbox is selected.

> 6. Choose a Type, from the drop-down list, under which the task is classified.

> The options available are: All, Appointment,Anniversary, Birthday, Breakfast, Business, Call, Class, Conference Call, Dinner, Holiday, Interview, Lunch, Meeting, Personal, Seminar, Training, Travel, Vacation, and Other.

> 7. Tasks can be created in one of the three priority settings. Choose a priority between one and three from the drop-down list.
> 8. Choose the work in progress status from the drop-down list. The available values are: 100% (completed), 75%, 50%, 25%, 0%(not started).
> 9. Choose Public Task, Private Task, or Show Time and Date Only from the drop-down list to setup how the tasks should appear to others viewing your shared calendar.

> Private. Select Private to schedule tasks on your calendars or on calendars where you are a co-owner. Private tasks can only be seen by you and the co-owners of your calendar.

> Public. Select Public to schedule tasks on your calendar that anyone with Read permission to your calendar can see.

> Show Time and Date Only. Select Show Time and Date Only, to schedule tasks on your calendar that anyone with Read permission to your calendar can see as “Busy.”

> 10. Enter the Location.
> 11. Enter a short description of the task in the Notes text field.

> #### Recurrence

> Click Recurrence link to set the task recurrence pattern.

> 1. Choose the Frequency of recurrence of a task from the drop-down list.

> The available options are: Does not recur, Daily, Monthly, Weekly, and Yearly.

> 2. Choose the Pattern from the drop-down list. The pattern options displayed in the drop-down list depends on the Frequency of recurrence selected.
> 3. Choose the End date from the Options displayed. The End options displayed depends on the Frequency of recurrence selected.

> Table 3 lists the task recurrence pattern. This table consists of three columns; the first column lists the frequency of recurrence of a task, the second column lists the pattern options available for the frequency selected, and the third column lists the End options for the frequency selected.

> Table 3 Task Recurrence Pattern

> Frequency | Pattern | End
> --- | --- | ---
> Does not recur | Not Recurring | Not Recurring
> Daily | Every (number of) day(s) Every weekday | No end date End After (number of) Occurrence(s) End By mm/dd/yy
> Weekly | Every (Number) weeks on Days of the week | No end date End After (number of) Occurrence(s) End By mm/dd/yy
> Monthly | Day (number) of every (number) Month The first,second,third, fourth,and last week of every (number) month | No end date End After (number of) Occurrence(s) End By mm/dd/yy
> Yearly | Every (month day) The first,second,third, fourth,and last, (week day )of (month) | No end date End After (number of) Occurrence(s) End By mm/dd/yy

> #### Reminder

> Use this option to send reminders before the due date.

> Click the Reminder link, to go to the Reminders section.

> Note | By default, the reminder settings defined in Options - Calendar window will be displayed. You can change these settings. By default “Send an Email Reminder” check box is selected in the New Task window if it is selected in the Options tab.

> To Set a Reminder

> 1. Select Send an Email Reminder checkbox.
> 2. Specify the Email Addresses to which reminders should be sent to.

> You can enter multiple email addresses, each separated by commas.

> 3. Specify when the reminder should be sent.

> You can specify that the reminder be sent minutes, hours, or days relative to the scheduled day of the task or specify an absolute date and time when the reminder should be sent.

> 4. Enter a brief Reminder Message.

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