Managing tasks with Microsoft To Do and Outlook

Effective and transparent task management is crucial for professional success. Many tasks and appointments originate from incoming emails. That's why Microsoft has integrated its task planner, To Do, and other task management tools directly into Outlook, continuously expanding its functionality over the years.

What is Microsoft To Do?

Microsoft To Do is a free application that lets you plan, organise, and track tasks. It's the successor to Wunderlist, which Microsoft retired in 2020. To Do is included in every current Microsoft Office suite and is also available as a free download from the Microsoft App Store.

Like Wunderlist, To Do lets you manage your task lists online. This is especially handy for collaborating with colleagues on joint projects or accessing your tasks remotely while working from home.

Within Office, To Do isn't just integrated into Outlook; it also interconnects with Microsoft Planner and Microsoft Teams Planner, allowing seamless exchange of content between these applications.

Besides the Windows version, To Do is available for macOS, iOS, and Android. Microsoft also provides access via its outlook.com web interface, so you can manage your to-do lists directly from any web browser on any internet-enabled device.

Additionally, some Outlook versions offer further task management features, accessible through the email and calendar menus, depending on the specific version.

Outlook – Different versions

Currently, several versions of Outlook exist, each with slightly different To Do integration.

• Outlook (new): This is the evolution of the former Windows "Mail and Calendar" tool, which remains a free component of the Microsoft operating system under its new name. Since the renaming, it has received regular feature updates and is gradually being expanded into a full-fledged email, calendar, and contact management program.

• Outlook (classic): This encompasses the previous Outlook versions, "Outlook 2024" and "Outlook 365." Outlook 2024 is part of the commercially available "Office 2024" software package. Outlook 365, on the other hand, is included in the Microsoft 365 Business software package, offered by Microsoft as Software-as-a-Service on a subscription basis.

• Outlook Mobile App: Microsoft also offers versions for Android smartphones and iPhones. These are free for private users and paid for business users.

• Outlook on the Web: Finally, Outlook is also available as an online tool, accessible through the outlook.com web interface.

Some of the steps described below only work in specific Outlook versions and are therefore only listed in the corresponding sections.

Creating and assigning tasks with To Do in Outlook

Here's how to create a new task with To Do in Outlook:

1. Click the checkmark icon in the app bar to open To Do within Outlook.

2. Click "Add a task" in the centre and replace the placeholder text with the task's title, such as "Read incoming emails."

3. Use the three icons below to assign a due date, set a reminder, or make it a recurring task by clicking the two arrows in the oval.

4. Click "Add" to create the task.

Use the menu at the top left to filter your tasks. Clicking the gear icon opens a window where you can add more view filters ("Smart Lists"):

1. My day: Shows tasks due today. Tasks without a date won't appear.

2. Important: Shows tasks marked as important with a star.

3. Planned: Shows tasks ordered by due date. Tasks without a date are hidden.

4. Assigned to me: Lists tasks assigned to you within your department or workgroup in To Do or Planner.

Creating a task group

You can create virtual teams and assign tasks to each other with other Outlook and To Do users. However, your email accounts must belong to the same company or organisation and use a shared Exchange server. Create a shared group as follows:

1. Click "+ New List" in the main To Do window and name your shared list, for example, "Team Tasks."

2. Click the share icon (two heads) at the top right. This opens a window where you click "Invite by email."

3. Enter the recipient's email address after "To" and click "Send."

Repeat steps 2 and 3 for everyone you want to add to the group.

The number next to the share icon will increase as people join your group by clicking the link. Assign tasks to other group members following the below steps:

1. Click the group name in the left-hand view.

2. Type "@" in the "Add a task" field. This opens a list of all group members' names and initials.

3. Select a person and name the task. The task now appears in the group. The initials of the assigned person are displayed on the right side of the task field.

Other group members can assign tasks to you in the same way. These appear in your "Assigned to Me" filter category.

Managing group membership

You can expand the group with further invitations or remove members. To remove someone, click the group's share icon and then the "X" next to the person's name.

To Do and task function in Outlook (classic)

Here's what to do if To Do doesn't appear in your app bar:

Making To Do visible in the app bar

If you can't see the To Do app in Outlook, it's hidden in your app bar. To make it visible:

1. Right-click the bottom icon in the app bar (four small squares in a large square – "More Apps").

2. Click the To Do icon (blue checkmark) and the app appears in your app bar.

3. Right-click the icon in the app bar again and click "Pin" to keep it visible.

Converting emails into To Do tasks

A frequently used feature in Outlook (classic) is converting emails into tasks:

1. Switch to the email window by clicking the envelope icon in the app bar.

2. If you don't see tasks at the bottom right, click "View," then "To-Do Bar," and check "Tasks."

3. Drag the desired email from your inbox to the tasks area while holding down the left mouse button. Release the button in the appropriate date section, and the task appears in the task list for that date.

4. Right-click the task to assign a category, mark it for follow-up, or set a reminder ("Add Reminder").

All tasks created here will also appear in To Do after a short delay. You might need to restart Outlook. Note that To Do doesn't import color-coded task categories from Outlook.

The task list in Outlook (new)

Many menus in Outlook (new) differ from Outlook (classic). You might also need to enable the To Do task overview, whereas it's always visible in the app bar in Outlook (classic).

Making the task overview visible

If you can't see the task list in Outlook (new), it might be deactivated. To activate it:

1. Select the envelope icon ("Mail") in the vertical app bar.

2. Click "View."

3. Click the "My Day" icon in the menu bar.

4. Click "Show" in the submenu.

5. The vertical calendar and task bar appears on the right edge of the screen. You'll either see your workday or your task view. If you see your day, click "To Do" to switch to the task view.

Converting emails into To Do tasks

You can also turn emails into tasks in Outlook (new), but the process is slightly different:

1. Switch to the email window by clicking the envelope icon in the app bar.

2. Click the desired email, hold down the left mouse button, and drag it to the far right of the Outlook screen.

3. The To Do checkmark appears with the text "Add as task." Release the mouse button, and the new task appears in your task list. The email subject becomes the task name, and the email itself is attached to the task.

4. Right-click the task to open a context menu where you can set a priority marker, set a reminder ("Set Reminder"), or assign a due date.

Caution: This doesn't work with every email account in Outlook (new). There might be issues with third-party email accounts. You'll see a "Account not supported" message at the bottom of the screen if you try to move an email from such an account to To Do as a task.

In the worst case, To Do might not appear at all in Outlook (new) during startup because of an incompatible account. In this case, disconnect the respective email account from Outlook (new) and use a different email program for that account. Here's how to disconnect a single email account from Outlook (new):

1. Click the gear icon at the top right.

2. Click "Accounts" under "Settings."

3. You'll see all accounts on the right. Click "Manage" next to the account you want to remove.

4. Click "Remove" on the next screen, select "Remove from this device," and click "OK."

Tip: You can still link this email account to the standalone Windows version of To Do and create tasks directly for that account. Only the connection of the external email account within Outlook, including task creation from emails, won't work.

Key takeaways for task management in Outlook

To Do is a task management tool that easily integrates with Outlook and Planner, allowing you to create and track tasks across these applications.

You can create groups and assign tasks within those groups using To Do within your organisation.

You can also create tasks from incoming emails using Outlook and To Do. These tasks appear in your task list and can be assigned to colleagues.

The various Outlook versions differ slightly in their To Do integration.

Want more information about different collaboration tools and how to make the most out of them? Check out V-Hub Digital Advice.