task manager outlook

Use To Do app to manage Tasks in Outlook

You can now use the Microsoft To Do app to manage your tasks inside Outlook for Windows. Users with an eligible Microsoft 365 subscription and user license for the Microsoft To Do app will be able to quickly access To Do alongside the main Outlook functions such as email and calendar—which are now displayed vertically to the left of the folder pane. You can check what subscriptions you are licensed for in your account information. Log in to www.office.com , click your profile picture in the top-right corner, click  View account , and select  Subscriptions .  

Availability 

The To Do app in Outlook for Windows is available to Microsoft 365 subscribers running the following builds:

Current Channel users: Available in Version 2206 (Build 15427.20000) or later.

Microsoft 365 subscribers running the following builds can specify the Microsoft To Do app as their preferred task management experience in Outlook:

Beta Channel users: Available in Version 2303 (Build 16204.20000) or later.

Current Channel users: Available in Version 2303 (Build 16227.20000) or later.

Open the To Do app

To open the To Do app:

The To Do app logo.

Make the To Do app your preferred tasks management experience

You now have the option to specify your preferred experience for managing tasks in Outlook for Windows. There are a few different ways to configure this option.

On the teaching callout, click Try it :

Screenshot showing the blue teaching call out box.

In  Tasks , click Try it on the yellow bar:

Screenshot showing the Try It pop-up on the bus bar

Navigate to File > Options > Tasks , then select  Open tasks in the To Do app . You can switch back to Outlook tasks at any time by unchecking the setting.

Screenshot showing 'Tasks' highlighted on the left-hand pane and 'Open tasks in the To Do app' circled on the right side.

How it works

When you select the option to open tasks in To Do , the following changes are made:

Tasks button

When you Open a task from the To Do bar, the Reminders window, or the Daily task list on the Calendar, it opens the task in the To Do app.

Screenshot of Pop-up task reminder.

Additional Information

Even when To Do is configured as the preferred tasks management experience, Outlook Tasks will be used in the following cases:

Managing tasks for non-Microsoft 365 accounts : To Do is supported for Microsoft 365 (Exchange Online) enterprise and consumer accounts only.

Opening Outlook tasks directly from the More apps menu : When you create or view tasks directly from Outlook tasks module, you will not be redirected to the To Do app.

You must be online and connected to Microsoft 365 to use the To Do app. You will see the following error message if you try to open the To Do app while offline: “ There was a problem connecting to this app .”

The To Do app looks like this:

Learn more about Microsoft To Do

Assign Microsoft To Do licenses

New location for key functions and direct access to other Microsoft 365 apps in Outlook (office.com)

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A Quick Guide to Managing Tasks in Outlook

Task management for outlook users.

Pleexy

The Pleexy Blog

Microsoft Outlook may seem like a simple email client on the surface but those who’ve explored its features beyond the basics know that it’s far more powerful than it leads on.

Ever since email has become the de facto to-do list for many knowledge workers, Microsoft and other email providers have been quick to recognize this need, therefore implementing task management features into their systems.

If you’ve been looking for the best way to use Outlook for task management then take note of the following tips to take better control of your workload and ensure you never miss another work request again.

Tip #1: Use the built-in To Do integration

There’s no denying that Microsoft To Do is the best task manager with Outlook integration. With the To Do for Outlook add-in, you can quickly pull up a list of your to-dos while going through your emails.

In Outlook.com, click the My Day icon on the top right side of the page. Whenever you come across an email that requires further action, just drag and drop it to the My Day pane and choose whether you want to add it as a task or as an event in your calendar .

When you complete the task either in the To Do pane or in the actual To Do application, it’s also completed on the other end.

Another tried-and-tested method for tracking actionable emails in Outlook is to flag them. After flagging relevant messages , you can quickly switch to the To Do view by clicking the To Do icon in the lower-left corner of the Outlook navigation pane.

This will open up the To Do add-in for Outlook and from there, you can access a list of your flagged emails alongside other built-in smart lists such as Important, Planned, and Assigned to You. When you complete a task in To Do, the flag will be removed in Outlook and vice versa.

Take note that you can only choose one or the other method. You can’t combine both methods and expect a complete two-way workflow. For example, let’s say you drag an email to your To Do pane and flag the message from your inbox. When you complete the task in the To Do application, it’ll also be marked complete in the To Do for Outlook add-in but the message will remain flagged in your inbox.

This means that the first action you take will determine the connection that will be created. If you drag an email to the My Day pane first, the connection is formed between To Do for Outlook and the Tasks list in Microsoft To Do. If you flag a message first, it will sync your tasks between the Flagged emails list in To Do and your Outlook inbox.

Note: To Do for Outlook is replacing the classic Tasks plug-in but if you’re still using the latter, you may refer to this article for steps on how to use Tasks in Outlook effectively.

Tip #2: Show tasks on Outlook Calendar

Some tasks are more time-sensitive than others and for many busy professionals, blocking out certain parts of the day is an effective way to stay focused and on task. Luckily, task management for Outlook is easier than ever now that you can quickly schedule tasks into your calendar.

On the web version of Outlook, click the calendar icon on the bottom left part of the navigation pane to view your calendar. Next, click the My Day pane to open up your tasks from To Do.

To turn your task into an appointment, just drag it onto your calendar and you’re all set. If you open up the event in your calendar, you can invite others, add a reminder, and edit other details.

If you’re using the Outlook app, you can do the same thing following these steps:

  • Select calendar view
  • Go to the View tab
  • Click To-Do Bar and choose Tasks

This will open up your to-do list and all you have to do is drag a task to your calendar as we did from the web version.

Tip #3: Use Pleexy for a more tailored integration between Outlook and To Do

The native To Do integration seems like a very simple and straightforward approach to Outlook task management. But there’s just one limitation. The flagged email list in To Do only shows a maximum of 100 most recently flagged messages from the last 30 days .

If you normally deal with a large number of emails spread out in a longer period of time, you might want to consider using Pleexy’s Outlook integration . With Pleexy, you can connect Microsoft To Do with Outlook and it will automatically keep your tasks up to date whether you’re working from your to-do list or your inbox.

If you haven’t signed up for a Pleexy account yet, you can do so by simply logging in to your preferred Microsoft To Do account. On your Pleexy dashboard, choose Outlook as your source application and login to Microsoft Outlook. From there, you can customize the connection however it suits you best. Here’s how:

Step 1: Define your source

The first section lets you choose the folders where Pleexy should search for any flagged emails. You can bring in messages from your inbox , from all folders , or from select folders only.

You also have the option to ignore out-of-date emails by setting a date range. Pleexy will then ignore flagged emails that haven’t been updated in the specified number of days.

Step 2: Choose your destination

If you want to take your task organization up a notch, it helps to group your tasks in the same way wherever they are instead of dumping them all to one list in your to-do app. This is where Pleexy’s destination options come in handy.

You have two options:

  • Bring all tasks to one Microsoft To Do list
  • Create a different To Do list for each Outlook folder

With the second option, you can select a root project from the drop-down menu and Pleexy will create separate lists under it. For example, if you have a list called “Emails” in To Do, Pleexy will create separate sub-lists within that list for each of the Outlook folders you want to synchronize.

Step 3: Customize the integration

When you manage an Outlook to do list outside the email application, the lack of context can be confusing.

Fortunately, our Outlook integration lets you customize how your tasks are named in To Do through a combination of any of the following fields taken from your emails: subject, sender, date received, due date, and folder.

When it comes to tracking due dates, everyone has different preferences. With Pleexy, you can choose the direction of how changes will be synced. You can sync due date dates two-way, one-way, or not at all.

Just like the native To Do integration, you can sync the priority of your emails and add the email body to your task’s description in To Do.

Step 4: Choose what happens when tasks are completed or deleted

To wrap it all up, Pleexy lets you choose what happens in Outlook or To Do when tasks are completed or deleted on either side.

This way, you don’t have to lose so much time and energy to context switching . And if you want to keep a one-way sync of your changes, you’ll have the options for that too.

In just four easy steps through simple drop-down menus, you’ve now set up a powerful connection between two of the most widely used task management tools in Office 365.

Tip #4: Use Outlook and OneNote together

Microsoft’s integration between OneNote and Outlook is bidirectional. To start, make sure that the OneNote add in for Outlook has been enabled. Check out this article for a step-by-step guide.

After the add-in has been activated, you can now send relevant emails to OneNote . Here’s how:

  • In Outlook, select the email you want to save
  • Click the OneNote icon under the Home tab
  • Choose the notebook where the email will be saved

Having the email in your notes for reference will speed up your workflow as you’ll be able to add any additional information from one place.

The feature also works the other way around which means you can send tasks from OneNote to Outlook just as quickly.

In OneNote, open the page you want to create an Outlook task for. Highlight the page title and navigate to the Home tab. Click Outlook Tasks and choose any of the given due dates or set up a custom one.

From OneNote, you can flag any part of your notes including checklists and paragraphs. Just highlight the part you want to take note of and select the appropriate Outlook Tasks flag.

With this, you can access your notes from your Outlook to do list anytime. The flagged notes will also appear in your Tasks list in the To Do app with a link back to the original note.

Tip : If you want to set up a two-way connection between Microsoft To Do and OneNote, check out our integration .

Tip #5: Batch your tasks using categories

In a hyperconnected work culture, it’s easy to get distracted by phone calls, emails, meetings, and urgent requests. You can plan your day ahead of time only to fall victim to multitasking, or worse, procrastination. This is where task batching comes in.

Task batching involves grouping similar tasks together and working on each batch in focused periods throughout the day. Categories in Outlook make it easier to identify tasks you can work on at any given time.

To create categories, go to the Home tab, the Tags group, select Categorize , and choose All Categories.

You can group your tasks by priority, function, or your energy levels. Other commonly used categories include @Email, @Waiting, @Home, @Writing, @SocialMedia, and @Offline.

To assign a category for a specific email or a task in Outlook, just right-click on the message or to-do item and select Categorize . You can assign multiple categories to a single item.

If you want to view all your categorized emails together, go to the top of your inbox and change the arrangement to Arranged By: Categories .

Final Thoughts

By now you must know that Outlook is not like your typical email management tool. Built for a wide audience in mind, task management for Outlook can be overwhelming if you don’t know where to start. Hopefully, the fundamental features we’ve covered will help you stay on top of your emails and get your most important work done at the same time.

Automate your task management in Outlook, OneNote, and To Do with Pleexy — an integration platform specially designed to help you manage your tasks.

Pleexy

Written by Pleexy

Pleexy channels tasks from your email, note-taking, project tracking, and collaboration apps into your task manager. Visit our website: https://pleexy.com/

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Productive ways to use and share tasks in outlook in 2024.

Easily make a list of to-do task items with Tasks in Outlook. Check out our unique tips that can be helpful when using Outlook Tasks.

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James has seven years' experience as a Content Marketer, bylines on Left Foot Forward, Submittable, and INOMICS, and a Master's in History. In his free time he likes to read, play guitar, and write for his personal blog.

Microsoft Outlook helps millions of people worldwide to manage their email communication and organize their business correspondence for maximum productivity. There are numerous exciting features that make it one of the most efficient tools for emailing clients, regardless of whether you need it for work or personal use. 

Users across the globe use Outlook to create and share tasks, set reminders, add due dates, and track their upcoming to-dos. By learning how to use tasks in Outlook, you can easily create custom permissions and a detailed plan for your days ahead to allocate your time effectively .

Let’s learn more about the excellent functions of the Outlook app that can help you make the most out of your time and resources. 

What are Outlook Tasks? 

What are Outlook tasks?

With the help of tasks in Outlook, you can easily make a daily list of to-do task items, which will help you to keep track of essential things that need to be done. Tasks are a great function that can assist you in prioritizing your work, so you know what needs to be addressed immediately and what can be left for later.

Using task lists, you can also see what's coming up for the week. The process of crossing off task items can help you stay organized and give you a sense of accomplishment.

task manager outlook

The fastest and easiest way to create a task in Outlook is to use Mailbutler’s Tasks feature.

How to create a Task in Outlook

Undoubtedly, the fastest and easiest way to create a task in Outlook is to use Mailbutler’s Tasks feature . You don’t have to learn anything new to start creating tasks in Outlook. Malbutler’s Tasks feature is very quick and easy to use as it fits right into your email client alongside your inbox.

create a task in Outlook with Mailbutler’s email tasks

You can easily set due dates on your tasks - just pick a date and time. You can activate real-time notifications on your phone and computer, so that when the time you've set passes, you'll be notified, meaning you always finish your tasks on time and stay on top of your projects and communication.  

If you still prefer creating tasks in Outlook the old way, the following steps will help you create tasks in Outlook.

1. With the help of classic Tasks

You can still schedule your day and projects using the classic tasks function. The following steps will show you how to create a new to-do using Outlook tasks:

  • Open Outlook
  • Select "New Item"
  • Select a task
  • Enter a name for the task in the "Subject" box
  • Set the start date and due date
  • Set a priority and a reminder
  • Click "Task," "Save," and "Close"

2. With the help of the to-do function

In Outlook, you can also create tasks using the to-do function. You can also drag these list items to your calendar to include them in your schedule. To get started, follow these steps:

  • Find the "To Do Bar" and select "Type a new task box"
  • Enter your task description
  • Click "Enter" to complete

3. Configure the settings

Edit the task on your schedule to match the amount of time you need to complete it. Also, you can add other teammates working on a project and create a reminder. If you convert several tasks into appointments, the reminders will help you know when it's time to stop working on one task and start working on another.

How to use Tasks in Outlook 

The following tips can be helpful when using Outlook Tasks.

You can add files to Tasks

If the task that you need to assign to a teammate comes with a file, you can easily attach the file to the task. You can attach an image or document by selecting "Add a file" and then locating it. If you're working in Microsoft 365, the file can be attached by pasting a link in the "Add note" part.

Recommended article: H ow to make a distribution list in Outlook

You can share Task lists with teammates

The to-do function allows task sharing. You can not share individual tasks; however, you can still give access to task lists. The list can be viewed and edited by anyone with access. Task sharing can be done by clicking on a to-do list’s name, selecting "Share List," and adding contacts.

You can use additional features with Tasks

You might find the following Tasks features useful when working in Outlook:

  • Assignable to-dos: You can quickly create and assign to-dos to partners or employees.
  • Status update: You can use the status update and percent complete features to keep track of your tasks. This feature enables users to mark unfinished tasks as 50% complete or simply “In Progress”. You can also mark tasks as "For Someone Else," "In Progress" and "Waiting" to stay on top of your to-do list and be more productive.
  • Export: You can export your projects and tasks to a spreadsheet using Outlook's export function. This can help you create reports about project progress.
  • Task organization: Organize your tasks using the categorization feature , which can help you to find them more easily. If you do not like the default categories with assigned colors in Outlook, you can create your own categories and add your own colors to them.
  • Time tracking: Thanks to this feature, freelancers who charge by the hour can keep track of how long they have been working on a project. You can record your time using either the "Total Work" or "Actual Work" fields in Outlook.
  • Delegate tasks: To delegate a task, click the Send button after you create it and assign it to someone. Check your sent messages folder to see if an assignment email was sent from Outlook.

Convert an email to a Task in Outlook 

If you’re looking to convert an email to a task in Outlook , you don’t need to write all the information again. Outlook makes it easy for its users to harness the convenience of this feature - just click on the message and move it to T asks on the navigation bar.

When creating a task this way, keep in mind that only the content of the message is converted to a new task. If there are any attachments in the email, they won’t be automatically transferred.  Creating tasks this way can be an excellent time saver. Plus, as with any other task, you can add a due date, a reminder, or delegate the task to someone else.

Creating tasks can also be done by dragging contacts, calendar items, and notes to the Navigation Bar.

Further enhance task organization with Mailbutler's Email Tags

While Outlook offers a plethora of features to manage and organize tasks, integrating Mailbutler's Tags can elevate your task management experience. Here's how:

  • Categorize with precision : Mailbutler's Tags allow you to add specific labels to your tasks, ensuring you can quickly identify and prioritize them. Whether it's a project deadline, a client request, or an internal team task, these tag examples provide clarity at a glance.
  • Streamlined task management : With Mailbutler's email tagging system , you can quickly label tasks and notes, ensuring a more structured approach to task management. This is especially useful when juggling multiple projects or collaborating with various teams.
  • Easy access and filtering : Need to locate tasks with specific tags? With Mailbutler's Tags, you can effortlessly filter and sort tasks, ensuring you always find what you're looking for without sifting through a cluttered task list.

You can watch our tutorial video to learn how to use the Mailbutler Tasks feature.

Can I share a Task list in Outlook? 

Yes, Outlook enables users to share task lists that they have created with other people. The process is very straightforward: Click the “Share” button at the top of the task window, create an invitation link, copy the link and just send it via e-mail to anyone you’d like to give access to your task list.  

How can I view someone else's Tasks in Outlook? 

It can be helpful to have an insight into other teammates’ people's tasks in order to avoid conflict. In Outlook, you can easily open other users' task folders after they give you reading permission. It’s worth mentioning that task sharing is not limited only to the default Tasks folder.

Users can create their own task folders and pick which one of them they would like to share with other users. For instance, you can create a task folder that contains important information about a particular project. Then, you can choose who you want to share it with and give them access, so they can be on top of that specific project.

How to share Tasks with others in Outlook

Sharing tasks in Outlook is an invaluable function that can significantly boost your team's productivity and efficiency. To start, go to the top of your task window and click Share. After that, click Create Invitation Link and copy the link. Send an e-mail to the people you want to share your tasks with. 

You can also share tasks with the help of Mailbutler’s Collaborators feature for Outlook. You can easily collaborate and communicate with your team without having to leave your inbox. Mailbutler’s Collaborators feature enables users to share tasks, notes, contacts, signatures as well as email message templates with all their teammates in just a few clicks. And if you no longer want to see an item, you can simply ‘unshare’ it with yourself and remove it from your shared task list.

Harness the power of Task Finder in Outlook

One of the standout features of the AI-powered Mailbutler's Smart Assistant is the Task Finder. This tool is a game-changer for anyone who uses Outlook for their daily communication. It's no secret that emails often come with tasks - whether it's a request from a colleague, a deadline from a client, or a meeting set by your boss. Manually extracting these tasks from your emails and creating a to-do list can be a tedious and time-consuming process.

Enter the Task Finder. This feature uses AI to scan your emails and identify tasks automatically. It then provides you with a list of to-dos that need to be completed. With just a few clicks, you can add these tasks to Mailbutler's Tasks feature, giving you a clear overview of your responsibilities.

This not only saves you time but also ensures that no task slips through the cracks. You can stay on top of your workload and manage your time more effectively. So, if you're looking to boost your productivity in Outlook, the Task Finder feature of Mailbutler's Smart Assistant is a must-try.

Try Mailbutler for free

Outlook Tasks FAQs

How do you effectively use tasks in outlook  .

To get the most out of tasks in Outlook, your safest bet is to install Mailbutler . This email extension offers a wide range of excellent features that can make your inbox smarter. And since Mailbutler is directly integrated into your email client, you don’t have to learn how to use any new software - it’s quick and easy to get started right away.

What's the difference between Tasks and To-do list in Outlook?  

Tasks are basically that - tasks. They are Outlook items that are stored in a Tasks Folder. To-do lists, on the other hand, are flagged for follow-up. The to-do list is essentially a search folder containing all flagged items, plus your tasks. This helps users to have a comprehensive list of all the tasks that need to be done.

What are the best tips to use Microsoft Outlook?  

  • Keep your emails organized in folders - Designing a folder system that works for you can make it a lot simpler and easier to find certain emails.  
  • Use professional email templates - This can help you save valuable time and can significantly increase your productivity. You can create your own email templates in just a few minutes and add them to your emails in just one click.
  • Schedule email delivery - You can write your emails whenever it suits you and send them later. To do that, click Options - Delay Delivery. Pick your desired parameters, save them, and Outlook will send your email at your desired time and date.
  • Send auto email replies when out of the office - This is an excellent feature to reduce email response time and help your contacts to decide if they want to wait for you to get back to the office or reach out to another employee. 

Is there an Android app for syncing Outlook Tasks? 

Do you want to have access to your tasks and to-do lists from all of your favorite plugins and apps? Mailbutler makes it easy to sync all of your tasks automatically with Todoist, Trello, Asana, Evernote, Apple Reminders, and many other apps. This can be easily done in just a few quick clicks through the Mailbutler Sidebar, making your tasks and to-dos available to you whenever you need them.

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Comments (2)

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Mark Malone

05 jul 2023.

Can a shared mailbox create and share a task with another shared mailbox? Let’s say we have a main shared mailbox, MAILBOX A, where we intake and review each email for content, so we can determine which specialty mailbox it needs to go to. When we forward an email to say, MAILBOX 2, we want to be able to also assign a task for that mailbox. I can’t find anything about shared mailboxes and task management.

Ilija Sekulov

06 jul 2023.

Shared mailboxes are not supported by Microsoft. This means that the functionality and performance of shared mailboxes cannot be guaranteed, as they are not officially supported. Please send us an email at [email protected] so we can provide you more information about this. Thanks!

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COMMENTS

  1. Use To Do app to manage Tasks in Outlook

    Open the To Do app. To open the To Do app: On the left margin of the Outlook window, click the To Do icon. Make the To Do app your preferred tasks management experience. You now have the option to specify your preferred experience for managing tasks in Outlook for Windows. There are a few different ways to configure this option.

  2. How To Use Tasks In Outlook To Stay Organized (With Tips)

    Updated September 30, 2022. Microsoft Outlook's Task function is an effective tool for managing projects. You can use Outlook to create tasks, set reminders and due dates and track your upcoming tasks.

  3. A Quick Guide to Managing Tasks in Outlook in 2021

    Tip #1: Use the built-in To Do integration. There’s no denying that Microsoft To Do is the best task manager with Outlook integration. With the To Do for Outlook add-in, you can quickly pull up a list of your to-dos while going through your emails. In Outlook.com, click the My Day icon on the top right side of the page.

  4. Tips for task management across Microsoft

    undefined. We’re back with the second post in our blog series about task management tips for beginners. Our first post takes you on a high-level tour of Microsoft Planner and tips for effectively managing your team plans.

  5. Productive ways to use and share tasks in Outlook in 2024 -

    How to create a Task in Outlook. Undoubtedly, the fastest and easiest way to create a task in Outlook is to use Mailbutler’s Tasks feature. You don’t have to learn anything new to start creating tasks in Outlook. Malbutler’s Tasks feature is very quick and easy to use as it fits right into your email client alongside your inbox.