Getting Things Done; The Microsoft Outlook Productivity System

[@timokoch3058]

Thats a really good approach. I put the three categories into a Quickstep each. So i just click the right Quickstep an Outlook assigns the category, marks the Mail as read, Moves into archive and creates a task.

[@TheWowhairmike]

I'd like to see how this can be set-up. I'm all for a streamlined workflow.

[@VikasHatzade]

😢

[@Surajyadav-ti7ws]

😅😅 oo ​@@TheWowhairmike

[@katscottj2980]

On advice on creating a simple quickstep. Mostly the adding a task. I use reminders. This fits my system perfectly

[@Maizeak]

hhow do you do this?

[@hogne]

Great video. I've been working after the GTD methodology for years. Tip: For those with the old Outlook, you can just create Search folders called Next actions, Waiting for and Reading and tell Outlook to only show emails from those categories in each folder. Then you have your shortcuts that the New Outlook gives you by favoriting.

[@intrepide7]

Thank you for this simple method of applying GTD in Outlook & To Do. Like a poster below, I've set up Quicksteps to categorize and archive. Simple is beautiful! I "clarify" the next-action tasks (to use GTD lingo) in To Do, using as few hashtags as possible for contexts, #call #email #computer #errands #home. My preference is to have all tasks in one list for daily review/planning but like filtering by context for those "while I'm doing this what else can I do" moments.

[@bearded365guy]

This is brilliant! Thank you for your comment.

[@TheWowhairmike]

This works for me. After watching your previous video, I removed all of my email folders and started using categories (properly) with the archive approach. My inbox is now clear every day! (I hate emails!) Thanks Jonathan 🙂

[@bearded365guy]

Good to hear!

[@franciflores4740]

I am literally inundated with a minimum 100 emails per day I am going to overhaul my emails and many folders to this method hope it works for me too !!

[@adena65]

I saw this video last week and overhauled my outlook. This has been a complete game changer for me! Thank you!

[@corybanticfire]

I've never had a completely clear inbox. thanks for the video. it looks like a great system.

[@justihochrainer9092]

Nice approach! Btw you can also use the old Outlook simply by adding search folders that filter on the category to your favorites.

[@virginiariley2985]

How do you do that?

[@robh5695]

Thank you, Jonathan. These are some simple but effective changes to email processes and tasks. I am also learning the ropes of David Allen's Getting Things Done system now. All to you, loved ones, and all who read this for the New Year (2025) and moving forward. Cheers!

[@bearded365guy]

Thank you!

[@RyanMerck]

Hands down a top 15 youtube channel

[@lkhather]

I've shared this video with only 2 people so far. both indicated it was a game changer. One thing I need to combat now is managing the To Do App. I have problems finding the tasks I need in my rather large list of tasks.

[@Maizeak]

find a solution?

[@russellmccutcheon7088]

This is the GTD Outlook & To Do Video I've been looking for (waiting for)! Thank you! Question: you are dragging items into the To Do pane, and lots of people suggest using flags. Can you offer suggestions on drag vs. flag, pros and cons?

[@bearded365guy]

For me “Flags” are dated. Using the integration between Outlook and ToDo is the way to go.

[@dippedincustard]

When you flag, if you delete the email, the task is deleted. When you create a task, you can delete the email and the task remains.

[@KJanko]

But Flags also using kind of integration between Outlook and ToDo as they appear unter “flagged mails” in ToDo. The other benefit is, that you don’t have to go back to outlook and review what email-task you have done and then erase the categories as well. Depending on the volume of tasks it can become quite annoying to double check next action and tasks.

[@erics3451]

Jonathan - thank you so much for your excellent, straight forward, and extremely practical video's and advise. Well done and so relevant for many of us. I am sharing with my colleagues. Thank-you!!! 👍

[@badda_boom8017]

can you actually believe I had scheduled sometime to implement such a system :D I opened youtube to find some music to listen to and saw this video :D :D :D amazing!

[@bearded365guy]

Hope it helps!

[@badda_boom8017]

@@bearded365guy ive implemented it while i was following your video. What i did was create a folder called "oneday" and moved my back catalogue of emails to it so i can start with a blank sheet Ill tell you in a month :)

[@bearded365guy]

@@badda_boom8017 Nice idea

[@badda_boom8017]

@@bearded365guy give you an update, I have began incorporating Loop after your recent video and I never had such a productive week as I have this week so far !

[@bearded365guy]

@@badda_boom8017 I love to hear it.

[@judye99]

I've watched this video over and over and each time pick up on another nugget. I am curious how do you differentiated within the Tasks folder between newly created tasks vs. older tasks? Would you clear out the Tasks folder just like the email Inbox and put the older tasks into a different To Do folder? Thanks.

[@bearded365guy]

@@judye99 hi! This would take too long for me to explain over comments! I am finishing off a course on how to be productive with 365, coming soon!

[@RekhaMeena-qb3lh]

I7​@@bearded365guy

[@KPatel-t1d]

E bu ft ft ft, ft point​@@bearded365guy

[@stephenambroziak8141]

@bearded365guy I am using your system however, how do you link multiple emails to the created task in ToDo?

[@alexanderz.3853]

Good question!​@@stephenambroziak8141 Often obe needs to keep track of various Emails regardibg one task. I use One note for that (and the function to paste Emaiks there) as I have no better option, yet. Probably one day with loop..

[@ToddKunz]

This was brilliant. Thank you so much for posting it.

[@NinjaMartin]

Thank you! Great!

[@jaimeheap]

this is great. Am going to give it a go. One question re the daily planning...when going through your waiting fors category list, is there a way to see whether or not the person you have delegated the task to has replied to your email? I'm just thinking that with lots and lots of emails each day, it might not be easy to remember if the person has replied? Would you just do a quick search to see? Or would you suggest using conversation view (that said I often find conversation view tricky to follow/find emails)...this same question applies when going through the next task category list too...any tips would be appreciated - cheers, J

[@davidcarrico2423]

Did you ever hear a reply from anyone? I would love to be able to see if they replied via CoPilot or some other way. The same for original emails I compose (I would love to be able to apply a category to an email I am composing instead of waiting until it hits by in or out box, and then have CoPilot track replies. I heard that the Boomerang add-on can help track replies, but I haven't used it yet, and it would be much better if that functionality was native to Outlook (or at least CoPilot).

[@CredentialedFM]

If you use the threaded email view, all replies are nested with that email.

[@bnc9261]

Great video. Now i can process all emails to zero each day. But how about the exisitng 9000 remaining emails in the existing inbox?

[@samuelholder]

I'm so glad I found this video. I've always been a fan of outlook web and this take it to the next level! I was able clear out a year's worth of inbox in a single day. I love these favorited categories and I've got a brand new workflow. Thank you! Looking forward to other helpful tips!

[@TheBananisen]

Brilliant😊. How would you treat when you get cc or bcc emails? I would concider them as nothing for me TODO but very often the sender does not use the same "house rule"..

[@bearded365guy]

@@TheBananisen Is there an action for me? If not, file them away.

[@chillnature4397]

Best teacher with less hair and long beard😉😍

[@judye99]

Thanks very much for this video. The thing I'm wondering is what is the benefit of categorizing the "next step email"? Then you have to not only mark the task as completed but also remove the next step category. Thanks.

[@bearded365guy]

@@judye99 for me it’s just useful to have the email handy in the next step, rather than searching in archive

[@oleksandrkotov1474]

Great. Thank you for this video.

[@keithheavey]

What tips would you give to someone who is stuck at that point where I have left emails as To-Do’s (low priority stuff) to get around to eventually just gather and gather now I am swamped in the stuff and it’s mixed in with just everything else that’s simply CC material. To implement a system I would need to clear that inbox but that would takes ages !

[@bearded365guy]

To get a clear inbox, you have to take the time to go through the initial email processing. Take 1-2 days (maybe a weekend) and dedicate to go through the email processing.

[@sharonlangford1597]

@@bearded365guy I find myself with the same problem - years of organised chaos...or is it more chaotic organisation 🤣

[@Orilles21]

nice video, thanks. also for the insight in your routines. how would you sort mails concerning an existing tasks together. like tasks that go on for a week or two and have multiple people involved

[@bearded365guy]

I’ve just touched on some of the productivity used. I use Planner in 365 for tasks for involve multiple people. I am about to do some content around Getting Things Done in Microsoft 365 as a whole.

[@garyosullivan11]

Excellent video thank you. I'm not sure how best to implement the Projects List that David Allen recommends in GTD. Would be good to see your take on how it might work between Outlook/To Do/Planner. ​@@bearded365guy

[@sharonlangford1597]

@@bearded365guy can't wait 👍

[@aguerrant]

Great video and I have deleted my folders, set up categories, and started to use the archive feature. I have resisted the new outlook for many reasons but I am willing to try it. Do you have a way to clean up our inbox folder to delete previous emails since Microsoft removed that feature from the new Outlook?

[@paint2573]

I did as well. But must say with the category set up and archiving everything. I now like the new outlook better. It’s not because of Microsoft but the way I use it now that makes me like it more

[@MW-nb7yy]

This seems like something I can actually implement and maintain.

[@NunoLima1337]

These categories, workflows and some help from QuickSteps all look like nice improvements to how I do things - thanks. One thing I'm not getting just yet: Could the Tasks in To-Do appear in that Kanban view of Planner that I can access via the web? Maybe I'm overcomplicating, but I'm thinking that tasks that need working on for longer than 1 day should go to the Planner rather than just stay in the To Do list.

[@bearded365guy]

Yes, this would happen in the new Planner. I’ll do a video about that.

[@81JLZ]

Been thinking the same. I plan over 1-2 weeks in Planner but I can't figure out a low-friction way to get tasks from emails (the action category) into my private MS Planner whilst keeping the link to the email.

[@leighpember7630]

@@bearded365guyany updates on this. I would really like to see it as to-do does not deal with the mini-Project aspect of some emails

[@marjensendk]

Loved the video. One questien though. What is the reason you give the e-mails you turned in to a task, the category ‘next action’?

[@bearded365guy]

Hi, just so I can easily find them without having to search. All of the tasks should have a corresponding email in the next action category.

[@womenfluencer]

You are awesome. Thank you!

[@atulksharma]

@bearded365guy great video! Would like to implement this system but does it work on mobile? I don’t see categories for iOS outlook. Or maybe I’m missing something

[@bearded365guy]

@@atulksharma That’s the only problem - we can’t categorise on mobile.

[@marybaker8061]

❤❤ absolutely love David Allen!! Yay!!

[@marybaker8061]

❤❤ as a busy Mom, I know that feeling hearing the kid say, "You're always on your phone."

[@marybaker8061]

❤❤ super super helpful!! Thank you!

[@bearded365guy]

And we always feel guilty when the kids say it! Thanks for commenting.

[@TateSpirit]

Can you create a video on how to setup the email signature the right way? There are too many issues while the email jumps from one device to another and the email signature logos get messed up during the communication, some even become attachments to the receiving party.

[@TheVeronicaSteele]

I’d so appreciate it if you could walk through this process using Outlook and To Do on a Mac and iOS device. I need ideas on work arounds.

[@bearded365guy]

Hi, check out my other video about Outlook Tips for Mac!

[@MathiasSmedberg]

How do you handle emails related to a specific project? The categories approach feels like it will quickly grow beyond control if I use one category for each project. I use folders and subfolders (customer/project A...) Is allot of categories the alternative or what do you think?

[@NoxiismWasTaken]

In the old outlook you can create search folder and favourite those. Create a search for Category Reading and save it them favourite that

[@AndrewBrown68]

Do ypou see a place for the "snooze" feature in the process? Great video my the way as always

[@billgregg4284]

Implemented this method and I really like it. However the iOS version of Outlook does not support putting Categories as favorites. Any ideas on how this can be done on iOS so I can easily see my Next Actions on my iPhone?

[@bearded365guy]

@@billgregg4284 I know, that’s a problem at the moment. I don’t use my phone or iPad to process email…….

[@yakieidelstein7752]

I love your channel❤ Do you have short summaries of your videos?

[@bearded365guy]

@@yakieidelstein7752 I do some shorts yes. Look me up on Tik Tok too.

[@connellmcbride5933]

For the waiting on category, would this not be what the flagging feature is for? When you flag it, it also appears as a task on Microsoft to do. keen to hear your thoughts Cheers

[@lucindapow7808]

Hey! Love ya vids thanks for helping getting us all organised! 😊 quick q’s - how do you maintain organisation within archive - or you trust archive search totally? I’m nervous about the one (archive) folder when I manage many portfolios and projects. How will I find things if I can’t remember who sent or the exact terminology? Had folder system previously. Thanks!

[@Maizeak]

Why do you use next action folder if the task is already in your task manager?

[@bearded365guy]

@@Maizeak It makes it easier if i need to respond to an email as part of the next action. It’s there in the folder. Saves a little bit of time.

[@mskovrinskie1]

Teams ends up being yet another 'Inbox' for me. Any suggestions on processing items from Teams into this New Outlook system (since you can't categorize the same way)?

[@bearded365guy]

Yes, in Teams you can right click a message and add it to ToDo/Planner.

[@ElizabethBaltodano-b9h]

I have an iPhone 16 and use the Outlook app, how am I able to see the emails for each tagged category on my phone?

[@ottertubetv9356]

Hard to use Outlook as the motherbase for my productivity when they 'reimagine' everything every 2 years. Totally great the way it is set up now.

[@davidthornton2788]

Hi Jonathan, whats the benefit of archiving rather than just deleting?

[@bearded365guy]

Just in case you need to refer back to it in future.

[@Furley79]

Hi Jonathan, what do you do about keeping the archive folder in check. By this is mean when you start to hit mailbox quota limits etc. Do you delete or export to PST file?

[@bartlaplasse3234]

Hi all, very nice post. I like the GTD and this video explains very well how to turn this into practice. What I’m looking for is how to add a category ‘waiting for’ when sending a new email to somebody. I have not found yet how to add a category to an email in concept. After sending going to ‘sent’ is an option, but request too many actions. How do you all manage this? (Especially in the mobile version of outlook). BR Bart

[@bearded365guy]

Could you BCC you into the email so it lands in your inbox too?

[@hoges510]

This process really highlights the people that consistently do not respond to emails, dont you hate those types? They cannot escape my badgering anymore.

[@chrisbare4547]

Looks and sounds good! Thanks for sharing this. Any suggestions how to improve and take control of an inbox where multiple persons have access too! Catgorizing emails works well already but then they are left in the inbox and not moved out. Anything you could suggest other then self discipline? : )

[@bearded365guy]

Would it be possible to categorise and move to Archive?

[@chrisbare4547]

@@bearded365guy they do that already but use a lot a lot of subfields to keep everything sorted

[@Maizeak]

Any thoughts on how to use this system if the task manager you use is apple reminders and do you dont have integrated systems etc

[@AllisonHarris-e8c]

Going to give this a try. Just wondering if there was a reason you drag emails into the To Do pane rather than just flagging the email?

[@justravemusic]

Does that mean you mange your whole tasks and projects with todo? I don't get it why you switch to todo for you daily planing and not directly to category. Not sure if I will stick to it as I manage all my tasks on anotger app. This would mean I have two different task apps.

[@EricSchexnayder-j7g]

It's true you cannot add categories to favorites in the old / desktop Outlook, but you can create search folders that automatically find emails with that category attached.

[@andrewsuthful]

Great technique, I went through my inbox and applied it. However it needs to be noted that the mobile version of Outlook doesn't use categories yet, so if you wanted to check this kind of info while on the run, you can't.

[@homyk]

Outlook for iPhone does include categories. You can categorize emails by clicking the three dots at the top of the screen and selecting categories. The categories are the same ones found in your Outlook 365 and desktop.

[@CitizenCave]

Love this. However new Outlook seems to delete the task a few seconds after creating it. Guessing this is a bug that I hope will be fixed soon.

[@alexanderz.3853]

Great - but not using the flagged Email feature any more?

[@joellindstrom]

I did the only log in to email twice a day thing and the problem I would miss messages that customers sent about one of the meetings during the day.. so now before a meeting I quickly scan to see if the customer has sent a message.

[@bearded365guy]

Good idea. Also, consider an auto-responder - “I only check emails at these times, so please call me on xxx if urgent”.

[@alangray8952]

Great advice! Can you access the daily planner through Planner in Teams?

[@edsou]

I used to have one pst file per year with all my emails (inbox and outbox) and I copied all emails there thru a rule, so I could be sure nothing will be irrecoverable. Then I felt free to delete emails from inbox and outbox. Now there is no way to file the emails in pst, only to copy incoming emails with a rule to the archive folder... any idea on what to do with outgoing emails?

[@bearded365guy]

Can’t you archive outgoing emails?

[@HJay]

Do you just create more categories for all the different projects?

[@bearded365guy]

Yes - that’s the idea. Depending on how many you have…..

[@Maizeak]

What do you do with emails that require action lets say a few days away or so

[@bearded365guy]

You could use the Snooze email feature

[@Maizeak]

Thanks! Do you not struggle to manage using just the 3 categories and the snooze function? Seems almost too simple, especially assuming your a very busy person

[@patrickhouckmsgtretusmc6658]

Great tutorial

[@designsbycookie]

this is great thank you! atm i use some sort of mish mash ans need to commit to this method! 2 questions if I may: which browser are you using? i don't see to get quite the same options. 2. what do you do with sent items that have important info in them? currently i put them in my w4 folder but i think this is probably multi processing...

[@bearded365guy]

I use Edge browser. You can simply leave the sent items and search for them…. Or if you’re sending someone an email with important info on, why don’t you CC yourself into that email so you receive a copy of it…. And you can then categorise and archive!

[@designsbycookie]

@@bearded365guy that's a great idea! I realised after it was a silly question re the browser. currently testing it all out, wrestling with tasks/and both options for the to do app but will get there!

[@OneRouteUK]

Made the switch after watching this video - so refreshing, couple of questions though… 1. Discovered that I can’t find flagged emails on iOS app or in a browser. Any workarounds for this? 2. Are there any quick ways to archive 6 years worth of emails to completely clear my inbox?

[@bearded365guy]

Yes, I’ve had a few queries about how to handle this process on phones. There is no easy fix. I don’t have the Outlook app on my phone anymore. I only process email on my laptops/computer. But i understand it’s not for everyone. If you need the app on your phone, then use the phone to read emails if necessary, but keep the “processing” side of it to when you’re at your computer. For the archiving, yes - you can set something in the 365 admin to automatically archive emails out of your mailbox into an “online archive” - I set this to archive everything over 2 years old.

[@craigkirby]

I’d skip using categories and just use folders named like the catagories. I found it annoying that I’d have to clear a category instead of just hitting the archive or delete button on each email. Plus with folders you can sort through emails on outlook mobile by using the folder move button. Categories just seem unnecessary.

[@Maizeak]

@@craigkirby what do you mean by you have to clear a category?

[@joellindstrom]

I use quick rules for my categories and give them keyboard shirtcuts.

[@Lupi11643]

I'm still using color code categories to identify my different projects. I use rules to automatically categorize my emails (using certain words in the title and body of the email). In old Outlook I needed yo create one rule for received e-mails and other one for sent emails. Now in the new Outlook I didn't find the option to apply those rules to my sent emails, so the rules created don't work with the sent emails. Do you know how to fix this issue?

[@bruceharrison306]

I discovered that this is a know issue. New Outlook doesn't process client side rules yet.

[@alexandruvalentin2035]

It seems like the option is no longer available in New Outlook RIP

[@lucialeonlunatika]

How do you apply this into the corporate world, where you can´t control too many things? If only.. Great tips though

[@jonwillett7351]

The Outlook web access is painful to use. I really gave it a good try, but the loss of productivity was eventually too much for me, so I went back to the desktop version. You cant copy an email and paste it as an attachment. As Im constantly using that as a tool to remind people what they had previously discussed, or when I dont want them in the conversation, but dont mind them seeing the back and forth that was a huge frustration of mine. Searching for what i was doing wrong and apparently Im not the only one to complain. I had a hard time finding good reviews.

[@godopista]

especially if you want to have more emails of the same long-lasting thread :-)

[@jenniferpizzirusso213]

So I worked on creating the categories and sorting my inbox into them and all. But now I go on the app on my phone and I can't see any categories or sort into them at all. How do I get this view?

[@bearded365guy]

@@jenniferpizzirusso213 iPhone? Yes, they’re annoying not available on iPhone!

[@jenniferpizzirusso213]

No, I have Android app

[@billfrug]

Processing emails "after" work??

[@bearded365guy]

Not for everyone!

[@marjensendk]

Not for anyone :) processing work emails IS work :)

[@XrollhaX]

This is the same video as the one posted 4 weeks ago?

[@bearded365guy]

No, it’s not.

[@cjay233]

Okay. I have made my categories and archived the emails that need some action. I have about 150 emails left that I'm sure don't need any action and I don't want to go through all of them. Can I archive all of them and start fresh from here. And, will that leave the ones that I put in categories in those three categories so I can work on those? I feel like it will, but I want to make sure before I hit "archive" for the rest. Thanks

[@bearded365guy]

@@cjay233 Yes, I don’t see why not.

[@hkia7893]

no explanation on task planner

[@MCSEAsh]

Old outlook, you don’t favourite categories you create a ‘search folder’ to show emails in that catagory!

[@SuryaPal-h1e]

1

[@jeevanlal921]

😅