Great video on To Do. One feature I also use are tags. By adding a # in front of a word a tag is generated. When you press on a tag all tasks containing that tag are displayed
Thank you for the video. However, I'd like to discuss a problem. Imagine working on a project with multiple emails regarding the same subject. If you flag the first email for follow-up and add steps and notes to address later, then receive an updated email on the same subject, flagging this as a new task requires transferring all previous work to the newly flagged email. This becomes increasingly complex with multiple emails.
I attach the most recent follow-up email to the task as I go. I actually don't like that To Do opens the emails in Outlook online when you create the task from the email since I use the app. I always create the task in To Do and then attach the email(s).
Great, easy to follow guide. I dabbled with Microsoft To Do last year but am circling back to it after using another task manager. Gonna give it another go to see if it can replace it.
I have been using Todoist for at least 5+ years but I find the email integration with MS To Do to be especially helpful for my work tasks. Right now I run To Do for work and Todoist for personal. Some say it's inefficient to separate these but it's working for me. I don't want to see my grocery list when I'm at the office so the separation between the 2 is actually nice.
@@TheAboriginal1 I totally get that. I use To-Dos for both work and personal now but on my personal devices, I'm only signed into my personal email so I don't see the work list which is on my company laptop.
@@TheAboriginal1 Similar here, except I use M365 for work (shared with colleagues) and iCloud for personal (shared with family), and in each case use the native apps. Every now and then there's a time when I want to see some personal stuff at work, but for the most part having the separation is beneficial. When on holiday for example - I know that when opening iOS Mail there's zero chance I'm going to see any work emails as they're in Outlook.
Another Brilliant Video! I see when you added Meghan, you are the owner of the Task. Adding a person do they have full access as an owner? I use Task by Planner adding heaps of people to a task (all reviewers of various sections of manuals) its frustrating that when I add them as a member they can complete the task effectively removing it from others task list. Is there a fix you know coming for that. At he moment when they complete their section I remove them as a member. I use forms as proof they tick off when complete and use this form for auditors proof.
Thanks for your feedback and I am glad you liked the video too 😀 So, I just tested this for you and when you share the List that you created, you become the Owner and the others using the List are non-Owners, meaning in Megan's account, I was unable to re-assign a Task to anyone who was not a member of the List that the Owner invited. However, the member could create a Sharing Link to share the List with others internally. In terms of the Task Completion, I was able to both complete Sub-Tasks and the main Task itself as a Member, and that synchronised across the List and by clicking into the Completed Task, you can see who completed it and the date. However, equally Tasks can be re-enabled, so likely not a good auditable bit of data. Therefore in your scenario, it may be better to use Sub-Tasks, to allow people to clear their own Tasks, but make it clear to them - to not clear the high-level task. I also did check too, and the Member cannot Delete the List, they can leave it, but only the Owner could delete the List. Sadly, I am not sure about when further updates to 'To Do' would be coming through, as it doesn't seem to get the focus sadly in Microsoft, as they tend to have more focus on apps like Teams etc. Hope that helps though 😀
@@your365coach @colinhyden7733 It's indeed a crucial feature missing in this application: the ability to create a read-only list for colleagues. I'm uncertain as to why this isn't possible with Microsoft To Do. Imagine this : any colleague can make modifications, even unintentional mistakes, and unfortunately, we can't track the history of changes. Moreover, anyone can delete a task from the list without the ability to recover it. I hope a fix for that will be available as soon as possible. Anyway thanks a lot for the video 🙏
The need to add a tag feature to this app and the ability to filter. I don't like using the hash tag work around to create tags and also the search function to find the tags... not user friendly for me following the GTD model.
Nice and simple explanation. Is there a way to generate progress charts to indicate how many tasks are open how many closed on time, how many closed after the due date,,,,
Odd, i'd recommend checking if you are running the latest version, as I don't find that ToDo on Mac auto-updates and I have to update via the App Store on the Mac. If that is OK, click in the top left and see if you can sign-out and then re-sign in ToDo. Otherwise, you could do the old trick of removing the To Do app from Mac and then re-adding it from the Store 😀
Can you insert a To Do list into a Teams page that links and updates? A bit like an excel table you can double click and edit? Also can it spit out a Gant Chart type of display? Any help massively appreciated.
How do I set the Date Format correct to the region in MS Todo, on Windows ? I have set DD/MM/YY in settings for MS and the others work (outlook etc). Note: The correct format is displayed for MS ToDo on the iphone.
I’m kind of used to rolling tasks over from day to day. While I admit that’s not an ideal practice, I’m not sure I’d like to see them vanish (I don’t mean from its parent list) when I don’t check them off. Is there any way around this. Thanks for the video.
Great video, but if you have multiple email accounts on outlook, how do you drag an email to form a task, but the task goes into the account your working in and not to your main personal account? So far, when I have tried to use tasks the task always shows in the personal account and not the task list from the account I am working from?
Interesting question, it's not something I have come across before, but i'd just check what your primary account is and ensure that's not a personal account. I suspect it must be signing into the To Do App in Outlook using integrated authentication, which may follow your primary Outlook account. Outside of that, i would probably recommend raising a ticket to Microsoft Support for a bit more guidance on this one 😀
Hi Scott. I have tried to add my wife's email to share a list but MS wants nothing to do with her email. The sharing of a list has already changes since you did this video as the screens you are showing are not the same as mine. That is not the frustrating thing, it's the fact that no matter what way I send her the link, MS does not want her email reflecting on my sharing list.
I've never tried this personally, but I did find this on a Support article back in 2022, which people said worked for them. However I also think that will change your categories in Outlook too, so this doesn't come with any guarantees of working 😉 "I went to the Outlook web client, clicked on the settings icon -> Scrolled to bottom of summary settings and selected View All Outlook Settings -> General -> Categories. I was able to add and remove categories, change colors, and rename them. After synching To Do the names changed as hoped."
Another question. When I click on a flagged email in my Outlook desktop app and access it within To Do by clicking on open in Outlook button, the browser version of Outlook is opened instead of my desktop version downloaded from the MS Store. Can I have this linkage to this version instead of the web version? I hope you can. If you answer this question with instructions on how to configure this, I will subscribe to your channel!
It's possible that the version of Outlook from the Windows Store is the reduced version of Outlook. Instead, if you have a Microsoft 365 License, head to Office.com and there's a download link to download a local version of Office which has more capability. This also installs the other Apps like Word, Teams, Excel etc. If you then enable the new version of Outlook through that, then you can get the latest capability including To Do through Outlook (there's a button in the top right to preview the new version of Outlook). Also, just to note that the web version of Outlook is the most up-to-date version of all the Outlook versions, so it's not a bad thing when using the Outlook Web version, as it works really well.
Thank you, this was very useful...do you know where I can find a comparison between using the MAC desktop app, phone app or the online version. My team and I are in a hybrid work environment and I want to stay ahead of any issue. Thank you .
Sadly not, sorry. I may record this in the future though and i'll pop it on the list 😀. I do also use all of those versions of To Do myself (I actually use a Mac as my daily machine) and generally, I find them all comparable. I know that's not a formal answer, but hope it helps
I use PC and iPad at work, Mac at home, and iPhone at both. For continuity across both desktop platforms I find using the web-based versions in Edge a good solution. Yes, there is some functionality that doesn't cross over to the web apps but for the most part I can operate my day via the browser. For the mobile devices I use the iPadOS/iOS apps which are pretty solid. Microsoft have come a long way in accepting that people like Apple devices so they may as well make their Mac versions better than utterly useless!
Thanks for the feedback and sure, it just depends on the scenario. If the Task has been created in Planner, then the Task effectively lives there and you change the ownership to the Task to another person, and it will reflect by being removed from your Task List. However, if you want to create shared Tasks in Microsoft To Do, then you would need to create a Shared Task List in To Do (covered in this video) and then allocate the Task to one of your colleagues that way 😎
I gave this is a test for you, and you can add and create new tasks in a new list on a mobile but sadly you cannot move them into lists - I only do that on my desktop app 🙁
Oddly, it was pre-configured like that. I would just click on the 'To Do' icon in the top right of Outlook and ensure you are signed in. Then 'To Do' appeared next to the 'Calendar' option when you drag an email across to create a Task from it 😀
There are ways you can integrate Planner and My Tasks into your Outlook Calendar, and the good news is we cover that in our most recent video, where we looked at 5 Features in Planner to utilise, so hopefully that provides some guidance 😀
It could have been so good but To Do has so many stupid limitations. The most annoying feature is that NONE of the tasks created in the created Lists appear in the overall Task List. Dumb ! Second, can’t set Due By date for Sub Tasks, dumb! And so on and so forth, stooppid program MS "MY TASKS" was so much better.
Great video on To Do. One feature I also use are tags. By adding a # in front of a word a tag is generated. When you press on a tag all tasks containing that tag are displayed
Thanks for your kind feedback and sharing another great way to work with To Do 😁
Thank you for the video. However, I'd like to discuss a problem. Imagine working on a project with multiple emails regarding the same subject. If you flag the first email for follow-up and add steps and notes to address later, then receive an updated email on the same subject, flagging this as a new task requires transferring all previous work to the newly flagged email. This becomes increasingly complex with multiple emails.
I attach the most recent follow-up email to the task as I go. I actually don't like that To Do opens the emails in Outlook online when you create the task from the email since I use the app. I always create the task in To Do and then attach the email(s).
Great, easy to follow guide. I dabbled with Microsoft To Do last year but am circling back to it after using another task manager. Gonna give it another go to see if it can replace it.
Glad it helped! 😊
I have been using Todoist for at least 5+ years but I find the email integration with MS To Do to be especially helpful for my work tasks. Right now I run To Do for work and Todoist for personal. Some say it's inefficient to separate these but it's working for me. I don't want to see my grocery list when I'm at the office so the separation between the 2 is actually nice.
@@TheAboriginal1 I totally get that. I use To-Dos for both work and personal now but on my personal devices, I'm only signed into my personal email so I don't see the work list which is on my company laptop.
@@TheAboriginal1 Similar here, except I use M365 for work (shared with colleagues) and iCloud for personal (shared with family), and in each case use the native apps. Every now and then there's a time when I want to see some personal stuff at work, but for the most part having the separation is beneficial. When on holiday for example - I know that when opening iOS Mail there's zero chance I'm going to see any work emails as they're in Outlook.
Thank you! I am going to start using this app thanks to your guidance
You're so welcome, and I hope you enjoy using the To Do app 😎
Another Brilliant Video! I see when you added Meghan, you are the owner of the Task. Adding a person do they have full access as an owner? I use Task by Planner adding heaps of people to a task (all reviewers of various sections of manuals) its frustrating that when I add them as a member they can complete the task effectively removing it from others task list. Is there a fix you know coming for that. At he moment when they complete their section I remove them as a member. I use forms as proof they tick off when complete and use this form for auditors proof.
Thanks for your feedback and I am glad you liked the video too 😀
So, I just tested this for you and when you share the List that you created, you become the Owner and the others using the List are non-Owners, meaning in Megan's account, I was unable to re-assign a Task to anyone who was not a member of the List that the Owner invited. However, the member could create a Sharing Link to share the List with others internally.
In terms of the Task Completion, I was able to both complete Sub-Tasks and the main Task itself as a Member, and that synchronised across the List and by clicking into the Completed Task, you can see who completed it and the date.
However, equally Tasks can be re-enabled, so likely not a good auditable bit of data. Therefore in your scenario, it may be better to use Sub-Tasks, to allow people to clear their own Tasks, but make it clear to them - to not clear the high-level task.
I also did check too, and the Member cannot Delete the List, they can leave it, but only the Owner could delete the List.
Sadly, I am not sure about when further updates to 'To Do' would be coming through, as it doesn't seem to get the focus sadly in Microsoft, as they tend to have more focus on apps like Teams etc.
Hope that helps though 😀
Excellent thanks so much for this. I think I might setup some testing runs in Tasks and may transition my plan to tasks
@@your365coach @colinhyden7733
It's indeed a crucial feature missing in this application: the ability to create a read-only list for colleagues. I'm uncertain as to why this isn't possible with Microsoft To Do.
Imagine this : any colleague can make modifications, even unintentional mistakes, and unfortunately, we can't track the history of changes.
Moreover, anyone can delete a task from the list without the ability to recover it.
I hope a fix for that will be available as soon as possible.
Anyway thanks a lot for the video 🙏
The need to add a tag feature to this app and the ability to filter. I don't like using the hash tag work around to create tags and also the search function to find the tags... not user friendly for me following the GTD model.
Nice and simple explanation. Is there a way to generate progress charts to indicate how many tasks are open how many closed on time, how many closed after the due date,,,,
Thank you for sharing this video! I am unable to use the App on my mac for some reason. When I click on ToDo > Account, nothing happens. :(
Odd, i'd recommend checking if you are running the latest version, as I don't find that ToDo on Mac auto-updates and I have to update via the App Store on the Mac. If that is OK, click in the top left and see if you can sign-out and then re-sign in ToDo. Otherwise, you could do the old trick of removing the To Do app from Mac and then re-adding it from the Store 😀
Can you insert a To Do list into a Teams page that links and updates? A bit like an excel table you can double click and edit?
Also can it spit out a Gant Chart type of display?
Any help massively appreciated.
How do I set the Date Format correct to the region in MS Todo, on Windows ? I have set DD/MM/YY in settings for MS and the others work (outlook etc). Note: The correct format is displayed for MS ToDo on the iphone.
I’m kind of used to rolling tasks over from day to day. While I admit that’s not an ideal practice, I’m not sure I’d like to see them vanish (I don’t mean from its parent list) when I don’t check them off. Is there any way around this. Thanks for the video.
Great tutorial, thank you! :)
Glad you liked it 😃
how can you connect to google calendar? thx
Very helpful, thank you so much
You're very welcome! 😃
Great video, but if you have multiple email accounts on outlook, how do you drag an email to form a task, but the task goes into the account your working in and not to your main personal account? So far, when I have tried to use tasks the task always shows in the personal account and not the task list from the account I am working from?
Interesting question, it's not something I have come across before, but i'd just check what your primary account is and ensure that's not a personal account. I suspect it must be signing into the To Do App in Outlook using integrated authentication, which may follow your primary Outlook account.
Outside of that, i would probably recommend raising a ticket to Microsoft Support for a bit more guidance on this one 😀
Very simple explanation!!! Thank you so much … New Subscriber here !!!
Thank you for the kind words and welcome to our community 😀
Really useful overview of To Do
Glad it was helpful! 😃
Is there a way for To Do to notify a person when they have been assigned a task?
Hi Scott. I have tried to add my wife's email to share a list but MS wants nothing to do with her email. The sharing of a list has already changes since you did this video as the screens you are showing are not the same as mine. That is not the frustrating thing, it's the fact that no matter what way I send her the link, MS does not want her email reflecting on my sharing list.
Super helpful, thanks!😁
Glad it was helpful!
Is it possible to change the names of the categories? I don't love that they're named after their color. Thanks!
I've never tried this personally, but I did find this on a Support article back in 2022, which people said worked for them. However I also think that will change your categories in Outlook too, so this doesn't come with any guarantees of working 😉
"I went to the Outlook web client, clicked on the settings icon -> Scrolled to bottom of summary settings and selected View All Outlook Settings -> General -> Categories. I was able to add and remove categories, change colors, and rename them. After synching To Do the names changed as hoped."
Can non-completed tasks from one day be set up to automatically show as tasks on the following day and not have to go to hidden?
Another question. When I click on a flagged email in my Outlook desktop app and access it within To Do by clicking on open in Outlook button, the browser version of Outlook is opened instead of my desktop version downloaded from the MS Store. Can I have this linkage to this version instead of the web version? I hope you can.
If you answer this question with instructions on how to configure this, I will subscribe to your channel!
It's possible that the version of Outlook from the Windows Store is the reduced version of Outlook. Instead, if you have a Microsoft 365 License, head to Office.com and there's a download link to download a local version of Office which has more capability. This also installs the other Apps like Word, Teams, Excel etc. If you then enable the new version of Outlook through that, then you can get the latest capability including To Do through Outlook (there's a button in the top right to preview the new version of Outlook).
Also, just to note that the web version of Outlook is the most up-to-date version of all the Outlook versions, so it's not a bad thing when using the Outlook Web version, as it works really well.
great video thanks for the help!!
Glad it helped! 😁
Thank you, this was very useful...do you know where I can find a comparison between using the MAC desktop app, phone app or the online version. My team and I are in a hybrid work environment and I want to stay ahead of any issue. Thank you .
Sadly not, sorry. I may record this in the future though and i'll pop it on the list 😀.
I do also use all of those versions of To Do myself (I actually use a Mac as my daily machine) and generally, I find them all comparable. I know that's not a formal answer, but hope it helps
I use PC and iPad at work, Mac at home, and iPhone at both. For continuity across both desktop platforms I find using the web-based versions in Edge a good solution. Yes, there is some functionality that doesn't cross over to the web apps but for the most part I can operate my day via the browser. For the mobile devices I use the iPadOS/iOS apps which are pretty solid. Microsoft have come a long way in accepting that people like Apple devices so they may as well make their Mac versions better than utterly useless!
Hi how to use category in todo
i would also like to know how to use categories, that are assigned in the outlook desktop app in To Do. Is that possible?
Sadly Outlook Categories and To Do Categories are not something that can be Sync'd up 🙁
Hi … how do I assign tasks .. using TODO on a Mac … can’t find the option
Great video, can you assign a task to another user?
Thanks for the feedback and sure, it just depends on the scenario.
If the Task has been created in Planner, then the Task effectively lives there and you change the ownership to the Task to another person, and it will reflect by being removed from your Task List.
However, if you want to create shared Tasks in Microsoft To Do, then you would need to create a Shared Task List in To Do (covered in this video) and then allocate the Task to one of your colleagues that way 😎
How can we assign sub task - to different individuals
Can you move tasks to new lists in the phone app? I can’t find it.
I gave this is a test for you, and you can add and create new tasks in a new list on a mobile but sadly you cannot move them into lists - I only do that on my desktop app 🙁
How did you get to insert a task tab in your new outlook? Mine has only the calendar one that was default when I first logged in.
Oddly, it was pre-configured like that. I would just click on the 'To Do' icon in the top right of Outlook and ensure you are signed in. Then 'To Do' appeared next to the 'Calendar' option when you drag an email across to create a Task from it 😀
It's a little strange that MS To-Do cannot integrate with MS Calendar, but it can integrate with Outlook email instead.
There are ways you can integrate Planner and My Tasks into your Outlook Calendar, and the good news is we cover that in our most recent video, where we looked at 5 Features in Planner to utilise, so hopefully that provides some guidance 😀
It could have been so good but To Do has so many stupid limitations.
The most annoying feature is that NONE of the tasks created in the created Lists appear in the overall Task List. Dumb !
Second, can’t set Due By date for Sub Tasks, dumb!
And so on and so forth, stooppid program
MS "MY TASKS" was so much better.
microsoft todo
Tas lisk
Microsoft To Do is absolutely worthless without a search function.
how can you change the font? thx