Google Training, Tasks.pdf - Google Drive

The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu [email protected]

GOOGLE TASKS “TO DO” LISTS Google is the Maricopa County Community Colleges supported platform for email and calendars. Google Tasks is a Google tool within Gmail and calendar. You can use Google Tasks to help you keep track of things that you need to do from pickingup a banner at the printer to followingup on an email. Using Google Tasks you can create lists of task items, set due dates and notes, and even add Gmail messages directly to a specific Task. Through this tutorial you will learn to: ● Access Google Tasks from Gmail and Calendar ● Setup Task Lists ● Edit Task Lists ● Email, print and sort Task Lists

Accessing Tasks with Gmail & Calendar Where do I login? Login into your Maricopa Google Apps account using your browser through MyMCC https://orion.mesacc.edu/portal/ (select Employee Gmail) or https://accounts.maricopa.edu For more information about accessing your Gmail and Calendar, visit the Mesa Help Center web resource: http://www.mesacc.edu/helpcenter/

Accessing Tasks from Gmail 1. Login to Gmail. 2. From the left corner of your Gmail page, click on the arrow next to Mail. 3. Choose Tasks from the dropdown menu. 4. The Tasks Window will appear in the lower rightside of your Inbox.

Accessing Tasks from Calendar 1. Login to Gmail and select Calendar from the black Google product menu. 2. From the leftside under My Calendars, click Tasks. 3. A Tasks Window will appear on the right side of the calendar grid. Note: Click the arrow next to Tasks to change the color associated with this calendar. This will help task items standout. Agria 9/18/2012

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Navigating the Task Window Note: The Task Window will appear a little different in Google Calendar.

Working with Tasks Adding Tasks 1. To enter tasks, click in the Tasks Window (lower rightside of Gmail) and start typing OR use the plus (+) sign to add a new task. 2. Use the black arrow next to the task to add details about that task including the due date and any special notes.

Making Task Lists You can use the Google Task “lists feature” to organize your tasks by subject. To make a task list: 1. Select the Task List menu icon from the Tasks Window. 2. Click New List.... 3. In the Google dialog box enter a new list name. 4. A new task list will open in the Task Window for you to enter tasks into and the list will appear in the list menu. Agria 9/18/2012

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Editing Task Details You can add due dates, notes and move tasks to specific task lists. To edit a task: 1. Click on the black arrow next to the task. 2. In the task details window edit any of the following features: ● Due Date ● Notes ● Move to list (assign the task to another list) 3. To exit the task details window, select Back to list.

Adding Email Messages/Conversations to Tasks (available in Gmail only) 1. Check the box next to the message/conversation in the inbox or other mail message area. 2. Select the More dropdown menu from the Gmail action options. 3. Choose Add to Tasks. 4. The Task Window will open and the subject of the message will appear in the task list with a note “Related email”. Click on the black arrow next to the email task to edit the details.

Printing, Emailing, Sorting & Organizing Task Lists 1. Open the Task Window. 2. Open your task list using the Task List menu icon. 3. Select Actions from the menu and use one of the following tools: ● Print task list ○ Follow the print dialog instructions to choose a printer and print the list ● Email task list ○ The task list will open in a composition window in your Gmail account ○ Add an email address and select Send ● View the task list by Completed tasks or Sort by due date ● Use the Indent/Unindent, Move up/down tools to move a selected task within the task list Agria 9/18/2012

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Marking Tasks as Complete, Clearing & Deleting Tasks To mark a task as complete: 1. Click the check box next to the task in the Task Window. 2. A check will appear next to the task and the task will appear crossedout on the list.

Clearing completed tasks: 1. Open your task list using the Task List menu icon. 2. Select Actions from the Task menu. 3. Click Clear completed tasks. Note: Clearing does not delete the task. To see completed tasks that you cleared from a list, open the list using the Task List menu icon and select Actions from the task menu. Select View completed tasks.

Deleting tasks: 1. Open your task list using the Task List menu icon. 2. Choose a task by clicking on it (it should appear in yellow highlight). 3. Click the Trash Can icon from the Task menu.

Special Features of Using Tasks in Calendar Viewing Tasks on the Calendar Tasks that have an assigned due date will appear in the Google Calendar in the Week or Month view. A check box will appear next to the task that will allow you to check the task off when it is completed.

Adding Tasks Directly to the Calendar 1. Click on an empty space in the month view or the allday area in the week view of the calendar. 2. In the dialog box choose Task option (instead of event). Enter the details of the task. This task will now also appear in the Task Window.

Modifying Tasks on the Calendar Drag the task to a new date OR click on the task in the calendar to change other details such as notes.

Additional Resources Google Tasks Help: http://support.google.com/calendar/bin/topic.py?hl=en&topic=1672528 Using Tasks with Supported Mobile Devices: http://mail.google.com/tasks/a/mesacc.edu Agria 9/18/2012

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