Microsoft Task List & To Do List

Microsoft Outlook, a mainstay in the productivity toolset of businesses worldwide, offers two powerful features to help manage the daily deluge of duties: the Task List and To Do List. These tools are not just about keeping a list; they’re about enhancing productivity, ensuring nothing falls through the cracks, and ultimately, about giving your team the peace of mind that comes with knowing everything is under control. Let’s take a look.
19.05.24 Charles Griffiths

What is the Microsoft Task List?

Part of Outlook: Integrated within Microsoft Outlook, the Task List is designed to help you manage, track, and organise your tasks.

Features: It allows you to create detailed tasks with start dates, due dates, reminders, and priority levels.

Customisation: You can categorise tasks, set them as recurring, and assign them to others, making it a powerful tool for both personal and collaborative work management.

What is Microsoft To Do?

Standalone App: Microsoft To Do is a separate app that syncs with the Task List in Outlook for a seamless task management experience across devices.

User-Friendly: It offers a simple and intuitive interface to manage daily tasks, with features like My Day, Lists, and Tasks.

Integration: It integrates with other Microsoft services, such as Planner and Microsoft 365, providing a comprehensive task management ecosystem.

Both tools are part of Microsoft’s productivity suite and are designed to help you stay organised and efficient in managing your tasks and to-dos. Whether you prefer the robustness of Outlook’s Task List or the simplicity and mobility of Microsoft To Do, both tools work together to enhance your task management strategy.

How do you use Microsoft Task List?

Using the Task List in Microsoft Outlook is a straightforward process that can greatly enhance your productivity. Here’s how you can use it:

Accessing Tasks: Go to the navigation pane and select Tasks. You can also press Ctrl+Shift+K to create a new task directly.

Creating a New Task: Once in the Tasks section, choose New Task. Here, you can fill in the details of your task such as the subject, start date, due date, and set a priority level.

Setting Reminders: If you want to be reminded about a task, check the Reminder box and set the desired date and time.

Saving the Task: After entering all the necessary information, select Save & Close to add the task to your list.

Viewing Tasks: You can view your tasks by hovering over the Tasks icon from anywhere in Outlook. This gives you a quick glance at your to-do list.

Editing Tasks: To edit a task, simply select it to open and make any changes you need.

Converting Emails to Tasks: If you have an email that you need to act on, you can drag it to the Tasks icon to create a new task from it.

Remember, you can also categorise tasks, set them as recurring, and even assign them to others if needed. For a more detailed guide, you might find video tutorials helpful, such as the one at the top of this article.

How do you use Microsoft To Do List?

The To Do List in Microsoft Outlook is a versatile tool that helps you keep track of tasks that need attention. Here’s how to use it effectively:

Accessing To Do List: In Outlook, the To Do List is part of the Tasks section. You can access it by clicking on the Tasks icon or pressing Ctrl+4.

Adding Tasks: To add a new task, click on New Task or press Ctrl+N when in the Tasks section. You can also add tasks directly from your email by flagging an email, which then appears in your To Do List.

Flagged Emails: Any email you flag will automatically show up in your To Do List. This is useful for emails that require a follow-up or action.

Managing Tasks: Within the To Do List, you can set due dates, reminders, and prioritise tasks. You can also mark tasks as complete once you’ve finished them.

Customisation: Customise your view by sorting or grouping tasks based on criteria like due date, priority, or category.

Integration with Microsoft To Do: If you use the standalone Microsoft To Do app, your tasks will sync with Outlook’s To Do List, provided you’re signed in with the same account.

For a more visual guide, you might find the video at the top of this article helpful. Additionally, Microsoft’s support page offers detailed guidance on basic tasks in Outlook, including managing the To Do List.

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What other task lists are available?

There are several task list applications available that serve as alternatives to Microsoft Outlook’s Task List. Here are some of the most popular ones:

Todoist: Known for balancing power and simplicity, Todoist is a versatile task management app that’s great for personal and professional use.

TickTick: This app includes embedded calendars and timers, making it a comprehensive tool for scheduling and time management.

Apple Reminders: A go-to choice for Apple users, it’s integrated into the Apple ecosystem and syncs across all devices.

Google Tasks: For those deeply invested in the Google ecosystem, Google Tasks integrates with Gmail and Google Calendar. This app is designed for people who need a little extra help remembering to use their to-do lists, with reminders and a simple interface.

Each of these apps offers unique features and integrations, so you might want to explore a few to see which one fits your workflow best. Remember, the best task list is the one that you’ll actually use consistently!

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