8 ways to create tasks from email - Stop Flagging Mails |
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- Опубликовано: 14 июл 2024
- Flagging emails is NOT the same as creating a #task.
Creating Tasks from Mails is much better.
Learn 8 ways to do this in #outlook #teams and more.
Contents 📚
00:00 - Intro
00:44 - Old Outlook - Drag Drop (2 ways)
01:20 - New Outlook - Drag Drop (2 ways)
02:03 - Quick Steps
02:35 - Create task using Outlook mobile app
02:51 - Teams to tasks
03:01 - Power Automate
03:29 - Summary
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I think this applies to users with light workloads but not others. I flag anywhere between 10-25 messages per day which aren’t time sensitive, to stay on top of time sensitive matters, then circle back when time allows to clean up flags. Breaking every flag out into a task would be a huge step backwards in productive time, for me at least.
Thanks @t3fLoN77
My implicit assumption is that Flagging is equivalent to marking it as a task.
In your case, you are using it like a Snooze option.
I only provide my point of view. You can (and should) customize it to your unique way of working and context.
Check out my other best practices videos as well.
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Cheers. Doc.
@@efficiency365 Respectfully, flagging is similar to marking it as a task, just far more efficient than creating one.
It is not about the ease of doing it - we are not counting the number of clicks or actions.
What happens after it is Flagged / Converted to Task is what matters.
Even after flagging, it is still a mail.
If you create a task, you get many more features that are designed to manage tasks.
Even if you consider both to be absolutely equivalent (for argument sake), you still have to monitor two task lists - the proper one and the flagged mails... this is inefficient.
@@efficiency365 Im not sure how you can be so absolute on the subject. Oftentimes, flagged follow up actions require less effort than creating and managing a task list. The problem worsens with volume. Perhaps this differs from user to user, but I disagree strongly with “stop flagging emails”, at least for my use they are extremely efficient.
Since my workflow is email based, I will keep flagging emails. Regardless, thank you for all your videos as I really enjoy them. FYI, I am using categories extensively as well.
You can create tasks directly within Outlook
Thanks @brentmorris8626
Creating a Task from mail does not delete the mail. It maintains the link.
That way you have best of both worlds.
However, you must customize the approach as per your convenience - and you are already doing that.
As products evolve and more features are added or enhanced - review existing workflows and modify them for maximum efficiency.
Cheers. Doc.
Thanks for all instructions. I would like to use email to create a task for my team in the Planner. Is that possible?
You can use Power Automate to do this. The trigger is when Email is Flagged. Then the flow can add it to a particular, pre-decided plan in Planner. If you want to choose a plan dynamically, additional rules will need to be added to the flow.
Thank you sir 🎉
Thanks @virkumardevtale9671
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Cheers. Doc.
Good message today. TYVM. New question: TODO app on Win11 and on Android has no ability to assign nor to view "Categories" for tasks. Seems fundamental. Will the new Planner have Categories? Is there a good workaround to get the category functionality? I need this for my GTD functionality. Thank you.
Thanks @kenacer9822
Watch this video - Efficient Tasks Management 2024 - ruclips.net/video/kgxqzDirw1o/видео.html
This shows how to handle all types of tasks, delegation and projects.
Check out my other best practices videos as well.
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Cheers. Doc.
What do you recommend doing with the email once you create the task? Just archive it, or move it to a folder? Thanks.
Thanks @tammibrastad8362
Move it to the desired folder and THEN create task from it. So that the link is still active.
Check out my other best practices videos as well.
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Cheers. Doc.
I am sharing this link to my work email so I can flag it, I mean, create a task: ‘how to create tasks in Outlook’. 😇
Thanks @Acheiropoietos 😀
Check out my other best practices videos as well.
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Cheers. Doc.
@@efficiency365 thanks, I will 👍
Thank you for your great video as usual. However, I find that I am not seeing the quick steps option at all, under junk mail in my settings, I only see customized actions and this is different from quick steps. Please assist
Which version of Outlook are you using? Desktop? Mac? New Outlook? Browser?
Apologies for the delayed response. I was jumping between the desktop version and web. Both being the New outlook
Quick Steps is there in all versions. Home tab. I will create a video about it soon.
Sir, plz post the SharePoint tutorial with the power automate functions.
Thanks @dhakshithm4274
Will work on it.
Check out my other best practices videos as well.
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Cheers. Doc.
@@efficiency365 Thanks for your response sir..👍
What I used to like about a google email app from years ago that treated your emails as a to do list
Thanks @jackc08
Sure. However, email and tasks are two different contexts. Mixing them together is not optimal.
Each one needs to be handled separately.
Check out my other best practices videos as well.
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Cheers. Doc.
Will you do only MS suite or ZOHO as well?
Thanks @parthverma6794 for the suggestion.
This is the first time I have received a request for Zoho.
I will certainly explore the product and plan some videos.
Check out my other best practices videos as well.
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Cheers. Doc.
We have an issue with Outlook. Besides email accounts linked to individual users, we also have shared mailbox because I didn't want one email to fill five separate mailboxes. The problem is that we can't move group emails to Tasks like this. Is there a way to solve this?
Task has to be assigned to a person. How will you decide which person from the group gets which task?
you can't creat a task from the email on Outlook for Mac, you have to flag it so it"s added to your Tasks in To Do App
Thanks @altia3
You can create task from browser version or on mobile app.
Check out my other best practices videos as well.
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Cheers. Doc.
Have you started using the new Outlook yet? I reverted back to the old Outlook many times but this last time I have stayed with the New Outlook as they have improved it.
Thanks @jeremydasneves6037
Just created a video about New Outlook - have a look...
s.efficiency365.com/mnew
Check out my other best practices videos as well.
Efficient Tasks Management using the New Planner 2024 - ruclips.net/video/kgxqzDirw1o/видео.html
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Cheers. Doc.
I have power automate to copy the email t9 planner when I flag it.
Thanks @fantasytrain42
Sure. But how do you invoke the PA flow for specific mails?
Check out my other best practices videos as well.
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Cheers. Doc.
@@efficiency365 there is a template for it.
Thank you very much for your informative video. Well structured and to the point. Once a task is created in Outlook for the web. Is it possible to change the original mail’s folder and yet being able to retrieve it later from the task..
Thanks @redradoa
No. It will not retain the link after moving the mail.
Move first. Then create task.
Check out my other best practices videos as well.
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Cheers. Doc.
Thanks, but this does not allow me to add the task to my existing plans in planner. So it will be no different than flagging the mail
Thanks @hansonic2938
There is no way to create a task in a specific plan from a mail message.
It will go as private task in To Do / Planner.
Check out my other best practices videos as well.
Efficient Tasks Management using the New Planner 2024 - ruclips.net/video/kgxqzDirw1o/видео.html
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Cheers. Doc.
yeah it totally sucks, hope they will fix this soon...
Creating a task is becoming a task
Thanks @p3rfectsimplicity
Ha ha - good one.
Choose the approach which suits the work at hand.
Check out my other best practices videos as well.
Efficient Tasks Management using the New Planner 2024 - ruclips.net/video/kgxqzDirw1o/видео.html
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Cheers. Doc.