Forget to do something on your PC? Next time use the Windows Task Scheduler!

Microsoft introduced the Windows Task Scheduler several years ago. It’s one of those useful little tools that not too many people know about but comes in rather useful from time to time.

As the name implies, Task Scheduler allows you to set up an “appointment” to accomplish a task or run a program at a point or recurring time in the future. The scheduler is used by many programs already. For example, when you configure your antivirus software to update itself at 1:00 in the morning, it probably uses the Task Scheduler to store that information. If you have backup software, or for that matter, almost any software, that runs or updates something on a given schedule, it’s probably using the Windows Scheduler.

With a few simple steps, so can you.

Let’s say, for example, you want to defragment your hard drive on a regular basis (highly recommended, see my December 31 post 7.5 Ways to a Faster PC), but don’t want it interfering with your work and you don’t want to have to remember to do it before you finish for the day – a perfect reason to use the Task Scheduler.

To run the task scheduler, you need to access Control Panel or Start > Programs > Accessories > System Tools > Scheduled Tasks. The Task Manager may already have some items in it, your antivirus updates perhaps?

You can use the built-in Wizard to quickly set up your task by double-clicking the “Add Scheduled Task” option. Selecting “Next” will take you to the list of programs you can run in your schedule.

If you’re using my Windows Defragmenter example, the Windows Disk Defragmenter, happens to not be in the list so we’ll select “Browse“. We need to browse to C:\WINDOWS\System32 and find the Defrag module (defrag.exe) and select “Open“.

Next, you’ll be prompted to give the task a meaningful name (I used “Weekly Defrag“) and set a schedule as to when you want to run it. Click Next.

Here you get to pick the day of the week and time of day to run your task (I picked Thursday at 11:00 pm). Click Next.

If you use a password to log into your system, you may be prompted to do that now. This is that Windows can run the task using your credentials, even it your computer is locked or logged out.

The final screen will show you what you’ve select to run and when and voila! When you look at the task scheduler next time, your new task should be there.

If you’re using my Defrag example, you’ll need to make one additional change. Right-click on the task you’ve just added and select “Properties“. In the little box that says “Run“, you’ll see “c:\WINDOWS\system32\defrag.exe“. Put a space and “C:” (or what ever drive you want to defrag) after that so it reads “c:\WINDOWS\system32\defrag.exe C:” and press “Apply.”

Deleting your new tasks is as simple as right-clicking and selecting “Delete“. You can modify a task too. If you’re a little more familiar with Windows, you can access the “Advanced Options” and play with a whole host of bells and whistles. Finally, you can test your task by right-clicking and selecting “Run“.

You can use the Task Manager for many things, starting and stopping processes, launching your email just before you get to work (a built-in office assitant right there for you…just need to figure out how to get the coffee machine hooked up to the PC).

Anyway, have fun but be careful!

Additional Information Resources

Microsoft’s Task Scheduler for Windows XP page

Microsoft’s Task Scheduler for Windows Vista page

Microsoft’s Task Scheduler for Windows 2000 page

Dave
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