Create, edit and delete tasks

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Create and edit tasks

Assigning a task to a project

Notifications and comments

Marking tasks as done

Delete tasks

Create and edit tasks

To create a new task, click New task on the Start tab in the ribbon. You will be automatically entered as the responsible resource for this task.


To edit this task further, click Edit on the Start tab in the ribbon.

  1. In the page panel on the right, you can now enter a new name for the task as well as a description of the task.
  2. You can also specify the amount of time you plan to spend on completing the task. By default, one working day corresponds to 8 hours. Using the arrow to the right of Workdays, you can set whether the amount of time should be specified in workdays, hours or minutes.
  3. A personal - i.e. project-independent - task must be assigned to a resource. If you do not care about the completion yourself, you can assign it to another resource. A click in the Resource field offers you a quick selection of frequently used project resources, a click on Address Book in the window that appears during resource selection opens the global address book. A task can be assigned to only one resource to ensure unambiguous responsibility.
  4. You can specify in which time frame the task should be completed (start and/or end), but you don't have to.

Assigning a task to a project

By default, tasks you create in the cross-project project list are personal tasks and not assigned to any specific project. However, you can change this.

  1. Click the task you want to assign to a project, and then click Edit on the Start tab of the ribbon.
  2. The page panel will open. Here, under Assignment, click in the Assign to project field.
  3. A list of all projects for which you have permissions now opens. Select the desired project and confirm with Apply.

As soon as a task has been assigned to a project, a reference to the project appears in the right-hand side panel when editing. You can click on the project name to go directly to the project. If the task has been assigned to an activity in the Gantt schedule, the activity determines the time frame (start and end) of the task. However, you can change it manually as long as it is not temporally outside the task.

Notifications and comments

Every user can define for himself in the user settings if and when he wants to be notified about an upcoming task.

  1. In Outlook, click the File tab, then Settings under InLoox. The Settings window opens.
  2. Now click on Personal in the navigation bar on the left.
  3. Now you can define the frequency with which you want to receive notifications.

Important: The responsible resource will automatically receive a notification when something changes in the task.

The Notifications field is intended to notify additional people, such as the project manager. The arrow offers a resource quick selection, a click on the three dots opens the global address book.

If you want to convey more information about the task, you can add comments to the task. To do this, click on the Comments tab at the bottom of the page panel for editing the task:

You can deposit people who should be notified about new comments on the task.

  1. Enter your project comment.
  2. If you want to notify someone about it, click in the Notify field. Here you can either use quick selection to choose the resource to notify or alternatively open the global address book and find the appropriate people here.
  3. Then click on Add note.

You can also create comments with notifications for tasks without project reference.

How people are notified is set by the InLoox administrator in the settings.

Marking tasks as done

You can mark completed tasks as done directly in the task list. There are several ways to do this:

  • If you have the Completed column (with the green checkmark) in your task list, you can mark the task as done by clicking on the checkbox.
  • Alternatively, you can also right-click on the task in your task list and select Mark as Done in the context menu. For project-related tasks, you can distinguish whether you want to mark only the task or also the task in the project plan to which the task belongs as done.
  • The same function is also available in the ribbon on the Start tab. To do this, click on the desired task and in the ribbon on Mark as done.

Marking tasks as done has the following effects:

  • When you mark a task as done, it disappears from your task list with today's overdue and open tasks and is displayed as a completed task.
  • For tasks with a project reference, the completion of the task is reported back to the project and is included in the project progress calculation.
  • If you have set notifications for the task, the person(s) will be notified about the completion of the task. 
  • If you as the project manager mark a task as completed for which you yourself are not entered as a resource, the responsible resource will be informed automatically.

Delete tasks

You can delete tasks by clicking on the corresponding task in the list and then clicking Delete in the ribbon on the Start tab. This function is also available in the context menu, which you can reach by right-clicking on the task you want to delete.

When you delete a task, the people for whom you have set up notifications will be informed about it. If you, as a project manager, delete a task for which another resource is responsible, then that resource will be notified about it.

Note: The deleted tasks are irrevocably removed, you cannot restore them.

Tip: If you want to delete several tasks at once, you can do it with Multiselect. To do this, hold down the CTRL key on your keyboard and left-click on the tasks you want to delete. Now select Delete in the ribbon.