Deck 4: Creating and Managing Tasks With Outlook

Question 1

A ____ is any Outlook item such as a task, an email message, or a contact that has been flagged for follow-up later.

A)task cluster
B)to-do list
C)to-do item
D)category

Answer 1

C

Question 2

The ____ category is the category applied by default when you click an item's category column in the To-Do list pane.

A)To-Do
B)Status
C)Quick Click
D)High-Priority

Answer 2

C

Question 3

You can view your tasks as a ____ list.

A)detailed
B)priority
C)simple
D)complete

Answer 3

A,B,C,D

Question 4

As with tasks, you can change the view of your notes.

Question 5

Outlook allows you to create the equivalent of paper notes using the ____________________ feature.

Question 6

Creating and managing ____ in Outlook allows you to keep track of projects.

A)tasks
B)categories
C)items
D)notes

Question 7

You can create your own categories and select one of ____ colors to associate with them.

A)14
B)15
C)20
D)25

Question 8

Outlook can remind you about a task so that you do not forget to complete it.

Question 9

Instead of typing in the date, using the day planner allows you to avoid potential errors due to typing mistakes. _________________________

Question 10

The ____________________ window contains the Navigation Pane and Notes Pane.

Question 11

Which of the following is not information you can record about a project using tasks?

A)priority
B)project team
C)status
D)due date

Question 12

After you create a category, you can set it as a ____.

A)Quick Click
B)Speed Event
C)Fast Add
D)Fast Task

Question 13

Tasks cannot be synced across multiple devices, such as a smartphone or laptop.

Question 14

The priority levels in Outlook are Low, Medium , and High. _________________________

Question 15

When text is entered into a note, it is saved automatically with the ____________________ shown at the bottom of the note.

Question 16

People and businesses create tasks to keep track of ____ that are important to them or their organizations.

A)projects
B)lists
C)data sets
D)ideas

Question 17

The default Quick Click category is the ____ category.

A)blue
B)red
C)green
D)purple

Question 18

You can track one-time tasks in Outlook but not tasks that recur over a period of time.

Question 19

To save a task and close the Task window, click the Save & Close button. _________________________

Question 20

To print notes, first ____________________ the notes you want to print.

Question 21

The first step in creating a To-Do list is to____.

A)decide which status you will assign to each task
B)categorize tasks
C)select a folder for storing your tasks
D)assign projects

Question 22

If you click a task's category column in the To-Do list pane, the ____ category automatically is assigned to it.

A)blue
B)green
C)red
D)yellow

Question 23

Outlook stores tasks in the Tasks folder and cannot store them anywhere else.

Question 24

A(n) ____________________ lets you record information about a project.

Question 25

There are three basic Notes ____________________: Icon, Notes List, and Last 7 Days.

Question 26

By default, Outlook stores tasks in the ____ folder.

A)Standard
B)List
C)To-Do
D)Tasks

Question 27

If you have a particular category that you know you will use frequently, you can set the category as a ____.

A)Quick Click
B)Speed Event
C)Fast Add
D)Fast Task

Question 28

If you enter a start date with the task, the due date automatically changes to match the start date.

Question 29

After you create a list of tasks, you can ____________________ your tasks across multiple devices such as your smartphone and laptop, staying up to date and improving your productivity.

Question 30

To select multiple notes to print, hold the ____________________ key while clicking the notes to print, open the Backstage view, click the Print tab, and then click the Print button to print notes.

Question 31

To stay organized, you should create Outlook ____ to make sure you complete all the items on your to-do list.

A)tasks
B)alarms
C)status reminders
D)categories

Question 32

Any category you create for a task can be used for your ____.

A)Microsoft Word tables
B)data processing app
C)website
D)email messages

Question 33

When you create the first task, the due date is set automatically after you enter the
start date.

Question 34

By default, Outlook stores tasks in the ____________________ folder.

Question 35

Critical Thinking Questions Case 4-1 You are new to Outlook so you have only begun to explore its capabilities with regard to tasks. For example, you knew that you could build a task list, but not that you could keep track of the status of those tasks using Outlook. You have finished drafting the updated sales proposal for the newest product from your team, and you have passed it to your manager for approval. What status indicator is the best match for the current situation?

A)In Progress
B)Pending
C)Waiting on someone else
D)Deferred

Question 36

As soon as you enter a subject in the Subject text box, Outlook updates the ____ to reflect the information you entered.

A)To-Do
B)Task
C)List
D)Category

Question 37

____ can be assigned to email messages, enabling you to quickly identify them and associate them with related tasks.

A)Color categories
B)Bar codes
C)Shortcuts
D)Groups

Question 38

Outlook cannot remind you about tasks automatically.

Question 39

If an assigned task is ____________________, it comes back to you.

Question 40

Critical Thinking Questions Case 4-1 You are new to Outlook so you have only begun to explore its capabilities with regard to tasks. For example, you knew that you could build a task list, but not that you could keep track of the status of those tasks using Outlook. You just found out from your manager that the new product for which you wrote the sales proposal has been shelved until the third quarter of FY13. What is the best status indicator to put on the task?

A)Deferred
B)Pending
C)Postponed
D)Completed

Question 41

If you enter a start date, the ____ automatically changes to match the start date.

A)to-do date
B)task date
C)end date
D)due date

Question 42

Once you mark a task as complete, Outlook removes it from the To-Do list and places it in the ____ list.

A)Finished
B)Completed
C)Done
D)Archive

Question 43

You cannot change the time that Outlook displays a reminder.

Question 44

As you organize the large and small tasks required to complete a project, you can ____________________ each task to members of your team and track the progress of the entire project.

Question 45

Critical Thinking Questions Case 4-2 Your email volume has begun to overwhelm you since you assumed new responsibilities at your job. You need to start flagging your emails, in order to give them a prioritization that you can use to manage your workflow more efficiently. An email from a vendor does not urgently demand a response. You think it can be postponed until next week, when you will have more time to follow up on it. What priority level can you assign the email?

A)Deferred
B)High
C)Normal
D)No Priority

Question 46

As you itemize your work, Outlook can organize each task by setting ____ to reflect its importance.

A)priorities
B)flags
C)alarms
D)notes

Question 47

If you want to see tasks listed with their markings of High, Normal, and Low, you can display the tasks in the ____ view.

A)Status
B)Ranked
C)Prioritized
D)Detailed

Question 48

When you assign a nonrecurring task, you cannot retain a copy, but can request a status report when the task is completed.

Question 49

If an assigned task is ____________________, then the task belongs to that person to complete.

Question 50

Critical Thinking Questions Case 4-2 Your email volume has begun to overwhelm you since you assumed new responsibilities at your job. You need to start flagging your emails, in order to give them a prioritization that you can use to manage your workflow more efficiently. An email just arrived from your supervisor and it must be addressed before you leave work today. What priority level should you assign the email?

A)Deferred
B)High
C)Normal
D)In Progress

Question 51

Outlook allows for ____ priority levels.

A)one
B)two
C)three
D)four

Question 52

The ____ view provides a task's subject, status, due date, and categories.

A)Status
B)Alphabetical
C)Prioritized
D)Detailed

Question 53

When you remove a task, it is removed from your To-Do list.

Question 54

Outlook allows you to ____________________ a file to a task.

Question 55

When you set a reminder, Outlook automatically sets the time for the reminder to ____.

A)7:00 AM
B)8:00 AM
C)8:30 AM
D)9:00 AM

Question 56

Use ____ to record ideas, spur-of-the-moment questions, and even words that you would like to recall or use at a later time.

A)notes
B)journals
C)cards
D)shortcuts

Question 57

Deleting a category removes it from the category list and from any tasks that have been assigned to it.

Question 58

When you forward a task, you are forwarding a copy of the task to the person who can add it to their ____________________ list for tracking.

Question 59

If you use the ____ icon to set an alarm for a reminder, Outlook also plays the sound when it displays the Task window for the reminder.

A)Alarm
B)Urgent
C)Sound
D)Audio

Question 60

You can leave notes open to the screen while you continue using Outlook, or you can close them and view them in the ____ window.

A)Notes
B)Navigation
C)Prioritized
D)Extras

Question 61

When working with tasks, you can change the view to see your tasks better.

Question 62

While a task is in progress, you can send ____________________ reports to other people.

Question 63

By adding ____ tasks to your list, an item that requires attention will not be overlooked.

A)repeating
B)automatic
C)daily
D)academic

Question 64

A to-do list is any Outlook item such as a(n) ____.

A)task
B)email message
C)data set
D)contact

Question 65

In Detailed view, you can print only in Menu Style.

Question 66

When you accomplish the task, you should mark it as ____________________ so that you know it is finished.

Question 67

The ____ lets you create quick tasks that normally are due the day you add them.

A)Daily Pane
B)To-Do List Pane
C)Navigation Pane
D)Quick Tasks Pane

Question 68

The main elements of the To-Do List window are the ____.

A)Notes Pane
B)Preview pane
C)Navigation Pane
D)To-Do List pane

Question 69

In the To-Do List view, you can select a single task and print in Table Style or Menu Style.

Question 70

When working with your tasks, you can change the ____________________ to see your tasks better.

Question 71

A ____ is an item that you create in Outlook to track until its completion.

A)schedule
B)project
C)list
D)task

Question 72

____ color categories are available by default.

A)Six
B)Seven
C)Five
D)Nine

Question 73

An example of a status indicator is ____.

A)Not Started
B)Completed
C)In Progress
D)Deferred

Question 74

You cannot leave notes open on the screen while you use Outlook.

Question 75

If you need to print your tasks, Outlook provides printing options based upon the ____________________ and tasks you have selected.