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Turn Outlook Calendar into the Ultimate To-Do List!

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  • Опубликовано: 26 июл 2023
  • Microsoft Outlook is great for productivity. Giving you the ability to manage tasks, events, email, and more in one place. But what if you could turn the Outlook Calendar into a productivity hub? In this video, Scott Friesen shows you a simple way to transform your calendar into your perfect to-do list.
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Комментарии • 78

  • @paultamaschke9318
    @paultamaschke9318 10 месяцев назад +10

    I have always wanted an integrated calendar and todo list. I have been using this method in Outlook now for over a week and I can't believe how good it is. I get so much more done and I feel way more relaxed and in control. I love how I can easily see where to distribute tasks. Before this I always ended up with big intimidating overdue task lists. Thank you very much.

    • @Simpletivity
      @Simpletivity  10 месяцев назад

      I so appreciate you taking the time to share your feedback. I'm am even happier that it's working out so well for you. Thanks!

  • @NimmerNutzer
    @NimmerNutzer 5 месяцев назад +6

    All this has been invented in an even better way in the old Outlook (which still works!). The Calendar had the option to show all your tasks at the bottom of the grid at the days of their due-dates. You can do all the things you showed (even categorizing them) and you don't have to twist anything for it.
    And you can check the tasks as finised.
    And they get pushed to the next day if you don't manage to do them.
    I hope they will bring back that feature so that we don't have to jump through all these hoops you showed.

  • @Hobo_Mojo
    @Hobo_Mojo 5 месяцев назад +3

    IT manager here. 4 years after I saw your original video of this methodology, I STILL use it for my task management. I used to waste so much time trying to find the perfect GTD system, but this does it for me. Easy and efficient. Thank you.

    • @Simpletivity
      @Simpletivity  5 месяцев назад

      I'm so glad to hear that! Thanks for taking the time to share your experience after years of using this system. Any additional tips you've found useful along the way?

    • @Hobo_Mojo
      @Hobo_Mojo 5 месяцев назад +1

      @@Simpletivity As an IT manager, most of my work comes from two sources: projects and email. For projects, I keep a separate page for each project in OneNote, with steps in bullet-form. As I have time, I drag them to my Outlook calendar, and strikethrough that item in OneNote. For email, I simply drag to-do items to the top 'all-day' box, then stick in in my calendar when I have time. I'm super organized this way, and virtually nothing falls through the cracks. Thank you for helping to organize and simplify my life!

    • @Simpletivity
      @Simpletivity  4 месяца назад

      You are most welcome. Thanks so much for sharing how you've setup Outlook!

  • @fabioalmeida2044
    @fabioalmeida2044 Год назад +7

    This is really useful!! The to-do list must appear along with the calendar, without switching views!! There is also another built-in option in Outlook 365, just below the calendar area there is a "Tasks" area, sometimes is hidden. Going to the right bottom it is possible to expand and view tasks by due date or conclusion date, as well as completed tasks!

    • @Simpletivity
      @Simpletivity  Год назад +1

      Thanks so much for sharing comments. Yes, this alternative view can also be helpful for managing/viewing your tasks on the same day.

    • @BlueBabyAkaAj
      @BlueBabyAkaAj Год назад +1

      You can create a separate calendar and your organization does not have permission for. Each calendar you need to share.

  • @keasmith9746
    @keasmith9746 3 месяца назад +1

    This is such a game-changer! Thank you for your clear and easy-to-follow instructions. I am really excited to get started. 🥳

    • @Simpletivity
      @Simpletivity  3 месяца назад

      You are so welcome! All the best as you set this up within your calendar.

  • @LastTrinbagostar
    @LastTrinbagostar 2 месяца назад +2

    Clear and concise. Well done 👍

  • @wingstrustmanuwairua9765
    @wingstrustmanuwairua9765 11 дней назад

    Thank you so much!

  • @lindalecours8801
    @lindalecours8801 Год назад +8

    You can also take this even further by using the quick step to “create an appointment” from any email and with one click, it’s an attachment to your “all-day” task.

    • @Simpletivity
      @Simpletivity  Год назад

      That's a great tip. Quick Steps are a great feature within Outlook!

  • @unotoli
    @unotoli 7 месяцев назад +1

    Both smartphones and notebooks got widgets now, where you can see both calendar and tasks widgets - no problem of brain split.
    Plus, on a notebook you can have a screen with calendar and tasks window next to each other as standard.

  • @ViniciusRaphael
    @ViniciusRaphael 2 месяца назад +1

    Exactly what I was looking for.

  • @carlosgalo5943
    @carlosgalo5943 2 месяца назад +1

    THANK YOU SO MUCH!

  • @ashleyannmichele8309
    @ashleyannmichele8309 3 месяца назад +1

    I have been using this method for a couple of years. It’s a great workaround, but I mark my to-do list as private and cannot see it when I add my events to my Google calendar. 😢

  • @vickyfan62001
    @vickyfan62001 Год назад +2

    Omg... its awesome

  • @varniitprofessional
    @varniitprofessional Год назад +1

    I am using MS to-do list for a year almost but it has never hit the mark. This is good but how to make sure it reminds us like through active and alert notifications for tasks added? I don't see it in calendar here. Google has missed the mark with both of the options.

    • @Simpletivity
      @Simpletivity  Год назад +1

      Thanks for sharing. Alerts for these all-day event/tasks would be the same as your setting for other calendar events. Of course, Outlook does give us some more customization if you'd like something special just for this area.

  • @meganblackwell9622
    @meganblackwell9622 2 месяца назад

    So in the old Outlook, you could pull up an event reminder list. It would have all of these “reminders” on it (as well as your events) … then you could snooze items/events or dismiss them … I've been doing this for a long time and it worked great … also worked well for recurring reminders … but now you can’t pull up that list … help! :/

    • @Simpletivity
      @Simpletivity  2 месяца назад

      In the latest versions of Outlook, Microsoft has changed how reminders and event notifications are managed. Unfortunately, the old "Reminder List" view is no longer available.

  • @blakepace
    @blakepace Год назад +1

    How Clever! And, excellent logic as to the Benefit v consequence discussion.
    How did you discover this hidden feature?

    • @Simpletivity
      @Simpletivity  Год назад +6

      After years of being sick and tired of switching between task apps (and not finding one that I really liked). BTW, no one has every had to remind me to look at my calendar. However, we often have to remember to go look at a to-do list!

    • @blakepace
      @blakepace Год назад +1

      @@Simpletivity Thank You!
      And, so very True!

  • @____privado
    @____privado 8 месяцев назад +4

    The old version of Outlook automatically displayed tasks below the calendar, and Google does it better. I am very disappointed that the new Outlook manages this so poorly. Your idea is not bad, but it is impossible when your to-do list is too big.

    • @Simpletivity
      @Simpletivity  8 месяцев назад

      Note, you can still enable this tasks view below the calendar in Outlook.

    • @MikeThePike316
      @MikeThePike316 8 месяцев назад +1

      Is that paralysis by analysis talking? There are only so many things that can be accomplished in one day. I would recommend either spreading out your tasks over a longer period, or consolidating them (e.g., rather than separate events for "grab peanut butter," "grab jelly," and "grab bread," just call it "make a PB&J"). I'm being a bit presumptuous, so YMMV.

    • @jeannettekiewiet8181
      @jeannettekiewiet8181 6 месяцев назад +2

      How do you place tasks below the calendar?​@@Simpletivity

  • @user-om5qv2fr6f
    @user-om5qv2fr6f 10 месяцев назад +1

    i have 4 email ads in outlook, can i sync all tasks and meetings in one calendar?

    • @Simpletivity
      @Simpletivity  10 месяцев назад

      Yes, you could choose to display all of them within a single calendar view if desired.

  • @adilahumad
    @adilahumad 9 месяцев назад

    Thank you for sharing. This lets you create only 2 tasks for the day though? I tried creating 3rd one as sometimes u have more than 2 to dos, but it didn't let me create the 3rd one. Any workaround it?

    • @ashleyannmichele8309
      @ashleyannmichele8309 3 месяца назад

      I have created more than 3 all day “tasks”. I just don’t click on the space like he did on the video. I double click on the date on the calendar, open an appointment, mark it as all day, and enter my information.

  • @lorenzoarodriguez6048
    @lorenzoarodriguez6048 Год назад +1

    How do you synchronize it with your mobile device?

    • @Simpletivity
      @Simpletivity  Год назад

      That's the great news. No matter how you connect your Outlook calendar to your phone/mobile, your tasks will always be displayed with it.

  • @dajo620
    @dajo620 10 месяцев назад +1

    Can other people see these to do tasks?

    • @Simpletivity
      @Simpletivity  10 месяцев назад

      Only if this is a shared calendar. If so, you can always create a separate calendar for this purpose.

  • @accentontheoff
    @accentontheoff 7 месяцев назад +1

    This is desktop only right? That’s my only issue with it, otherwise it’s excellent

  • @sandraarn
    @sandraarn Год назад +2

    Why come up with a „function“ if it is already included! You can use the View-Tab to tick on „Tasks“ and the tasks will be shown underneath the calendar in the daily tasks board.

    • @KH-xi9td
      @KH-xi9td Год назад

      I couldn't locate dock the peek on emails. I had on the right side of emails. IT replaced the computer at work and is gone. I locate one bottom in the calendar. I need it by my emails. Thanks.

    • @Simpletivity
      @Simpletivity  Год назад +2

      Yes, this is a nice view to have. But how can we access on mobile without 2 separate screens?

  • @elleeden2024
    @elleeden2024 8 месяцев назад

    In the Outlook calendar, past events keep deleting the next day.
    For example, I had 3 events yesterday, but when I loaded Outlook calendar today, yesterday is empty and the 3 events were deleted.
    Any way to tell Outlook calendar to keep all past events?
    Thank you :)

    • @Simpletivity
      @Simpletivity  8 месяцев назад

      In Outlook, the calendar might be set to automatically delete past events after a certain period to maintain system performance and reduce clutter. To adjust this setting:
      Open Outlook Calendar: Go to the Calendar view.
      Click on "View" in the menu bar.
      Choose "Change View" and then "List."
      Locate the "View" tab at the top.
      Click on "View Settings."
      Select "Other Settings."
      Adjust "AutoArchive" settings for your calendar events.
      Uncheck the box that says "Delete items that are older than [X] days."
      Remember, if your Outlook is connected to an Exchange Server, some policies might be enforced by your IT department that limit the retention of events.

    • @elleeden2024
      @elleeden2024 8 месяцев назад

      @@SimpletivityWhen I click on Calendar.
      Then Choose "Change View".
      I don't see anywhere it says "LIST:?

    • @elleeden2024
      @elleeden2024 8 месяцев назад

      @@Simpletivity Your steps don't work for me.
      When I click "VIEW" in menu, All i then see is:
      Saved views
      Filter
      Calendar settings.
      What do I do?

  • @chaskinsnc
    @chaskinsnc 6 месяцев назад

    How do you handle the Siri moments when you are driving or on a walk, "Siri, add this task?" Maybe Siri, add an all day calendar" ? and Categories do not work on Mobile and not sure why Microsoft has not implemented this.

    • @Simpletivity
      @Simpletivity  6 месяцев назад

      Yes, adding an all-day event via Siri should work in this case.

    • @ricdonato4328
      @ricdonato4328 4 месяца назад

      For Samsung users, Bixby enters it into Samsung's calendar, then instantly syncs it to Outlook.

  • @gleeeshee
    @gleeeshee 4 месяца назад

    i dont have an 'all day event area' when i click where you click nothing happens there is no option to add anything at all

    • @ricdonato4328
      @ricdonato4328 4 месяца назад +1

      When you create a New Appointment, or New Meeting, click in the box "All Day". Also, in Week view and Work Week view, the top area is more easily seen.

    • @gleeeshee
      @gleeeshee 4 месяца назад

      @@ricdonato4328 Thank you

  • @unotoli
    @unotoli 7 месяцев назад

    1) How to quickly mark / see task is done? And later review them.
    2) How to manage appointments in context of project/epic/tasks?
    3) How to see and use same flow on a smartphone?
    X) Both smartphones and notebooks got widgets now, where you can see both calendar and tasks widgets - no problem of brain split. Plus you can have a screen with calendar and tasks window next to each other.

  • @Pete.C
    @Pete.C Год назад +2

    But Microsoft just incorporated the To Do app into Outlook so it is so much easier to create tasks. Before it was a separate app.

    • @Simpletivity
      @Simpletivity  Год назад +1

      Yes, the addition of To Do to Outlook is a nice update.

  • @carnac8
    @carnac8 9 месяцев назад

    The only problem with this approach for me is that I currently use that space to track campaigns and special offers so i can see clearly wend they end and remove the publicity from view at the end of the period they run for. Making an appointment for start and another to the end seems more labor than it needs to be in my case.

  • @alaingroenen8505
    @alaingroenen8505 8 месяцев назад

    Why not integrate your tasks under your daily callender?

    • @Simpletivity
      @Simpletivity  8 месяцев назад +2

      My main reason is because that view (Task View) won't show up on mobile.

  • @ccw19904
    @ccw19904 Год назад +1

    Rate : ⭐⭐⭐⭐⭐By Pillars of education

  • @tonnaboy10
    @tonnaboy10 Год назад +3

    So, you want us to ditch To-Do lists and use the tiny slot for all day events and then manage that manually, plus let all the other people that can view our calendars see our tasks? 🙈

    • @benndii
      @benndii Год назад +2

      You let other people see your calendar? Then you should mark the element as "private"...

    • @tonnaboy10
      @tonnaboy10 Год назад

      @@benndii yes my staff see my calendar for my appts. I’m not going to click on every item to mark as private, that’s too onerous. I’ll stick with a proper To-Do list…

    • @benndii
      @benndii Год назад

      @@tonnaboy10 Yes of course, me too. I definitely prefer seperate task lists.

    • @Simpletivity
      @Simpletivity  Год назад +8

      Simply providing another option for those who find traditional to-do lists lacking. As for privacy, you can easily setup a rule so that all-day events are private by default.

  • @BDV000
    @BDV000 Год назад +1

    Pass