How to use Microsoft To Do for Getting Things Done (GTD)

Try Microsoft To Do: todo.microsoft.com/
In this video, you'll learn how to use Microsoft To Do to set up a comprehensive GTD system. The video assumes knowledge of the Getting Things Done® methodology!
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0:00 Introduction
0:32 Capturing to Inbox
1:17 Organizing with Lists
5:19 Processing with Tags
9:32 Reflect & Review
11:03 Conclusion
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🔴 / @lucasprigge
🔵 / lucasprigge
🌐 lucasprigge.com/
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Music Credit: LAKEY INSPIRED
Track Name: Overjoyed - LAKEY INSPIRED
Music By: LAKEY INSPIRED @ [LAKEY INSPIRED]( / lakeyinspired )
Official "LAKEY INSPIRED" KZbin Channel HERE - kzbin.info/door/Omy...
License for commercial use: Creative Commons Attribution 3.0 Unported "Share Alike" (CC BY-SA 3.0) License.

[@dradenjones1388]

Excellent idea on creating the Context list. That is one of the things that it is really missing.

[@bryanjamesgatdula7997]

I'm the type who immerses himself fully to the subject he's interested in. I've watched other basic MTD tutorials before I got to this one. Other may say the video was overcomplicated, but I took away some great ideas that I can repurpose and customize based on my own needs. I always like to see what else is possible with things. Thanks for your creativity, Lucas. You just gained a follower today!

[@gmansi]

Still using MTD for GTD?

[@vladimir.zlokazov]

Thank you for this video! I'm setting up my GTD system with To-Do at the moment and your video was very helpful!

[@Shikogo]

Thank you for this tutorial. I use todoist for personal stuff, but it just started a long term internship with a company that has a very restricted selection of approved software, and todoist is prohibited. Microsoft Todo is allowed though, so that's what I'll be using. I'm not too happy to have to separate into two systems but oh well.

[@kylesmeltzer8045]

Thank you!!!! My work told me I can’t download any other task management app. This has beeen BY FAR the best video I have found on how to use it like I use my personal task management, todoist.

[@mtwa320]

Super helpful! Thank you!

[@pamhenderson2499]

Thanks for doing this! One of the better ones I've seen on MTD!

[@alvaromartinezmateu2175]

In the planned section you can put a filter of only show today tasks and also group it by list, I like that feature a lot.

[@darkdepth1991]

Respect for setting it up in Microsoft To Do! You can really think out of the (BOX). Looking forward to your next videos buddy!

[@7budfox]

I agree that OneNote is the Right place for reference material. Thanks for the inspiring video

[@berndintemann9631]

Hello Lucas, thank you very much for the video, even if the app is not a matter close to your heart. The idea of creating your own list of tags was helpful. That creates an overview.

[@jonasandersson4468]

Thanks for video! Although here´s a thought. I feel that hashtagging the Next Actions means to much work for me with having to write "#next" and delete it again so many times. Instead I realize that "Important" has no place in GTD. If you were to mark certain tasks as more important you would create more confusion for yourself. If something is important it gets either a place in the calendar or it gets a Due date in To-Do and shows up in "Planned" So to the point... Every action in my GTD To-Do gets a "star/important" mark and hence automatically shows up in the Star/Important section. I just need to configure my brain to "Star/important means Next-Action-List". Tasks stars are easy to just click and unclick to mark as next and as completed. It´s faster and automatic. Downside: Subtasks get less visible. Also I created a group called GTD and lists called Inbox, Someday/Maybe, waiting for etc. in that group - and have set the iPhone widget shortcut to add things into that inbox list when I tap the widget shortcut. Your context list is brilliant!

[@gschoonheim]

Nice with the context tags! You could also look at the outlook integration which is pretty nice

[@ursosalmao]

tks Lucas!!

[@PedroRamirezR]

W a o. Excelent. The best for GTD so far!

[@colinpowda]

You're a smart man.

[@robertkemp185]

Great video- and very impressed you could figure out a way to use GTD withing the app. I don't think I will using Microsoft To Do

[@piotr_sss]

David Allen uses Microsoft To Do :)

[@BartvanderHorst]

which app does "next action" really well? I can't find one.

[@LucasPrigge]

Hey Bart, a couple of examples with a built-in next-action taxonomy: Nirvana: kzbin.info/www/bejne/goWqqGugiNyXmLs FacileThings: kzbin.info/www/bejne/sKfOZ4and8t2gqs Nirvana vs. FacileThings comparison: kzbin.info/www/bejne/l5ecZ5KehrmJmtU Everdo: kzbin.info/www/bejne/epvbkHp3aLB6r5o Many other tools also work well by implementing 'next' tags.

[@randalfmajere7239]

Hi Lucas thx for this video too: although it quite clear you are not enthusastic of MSToDo many people use MS suite in their job... me too... 😅 just a question please: what do you thing about using "Important ⭐" as Next so to be more easy and quick assigning Next Action Tag? And what about Categories available in the app? Thx for your reply

[@LucasPrigge]

Sure, that works. Categories is something I couldn't get to work well when I made this video >1 year ago as it had a complicated setup that also required Outlook. Have Categories been simplified since?

[@randalfmajere7239]

@@LucasPrigge it doesn't seem so unfortunately... I am still struggling with it (I must use this tool for my job), trying to mix #tags, categories, folders in the best ways. The mail lack seems to be the unclikability of categories... Then I don't exactly know how to use important (as important or #next), how to avoid viewing done tasks when I make researches.... umf...

[@ianhartnell1378]

Different strokes for different folks I suppose, but MS To Do works really well for me. Personally, the video overcomplicates things and maybe this is where resistance to To Do comes from? For example, just have a list group for next actions with a single list for each context, and a projects list with a tag only in each 'task'. Tag your next action items with those tags, rather than the other way around as in this video. This does away with the need for sub-tasks, and lists that aren't contexts like 'create a KZbin video'. I wouldn't use it this way and it would definitely repel me working like this. But each to their own! Also, as an aesthetic aside you can (on Android and PC at least) put any emoji in front of the name of the list (literally in the space you'd type, not the emoji icon button) to replace those default icons without having to select from the app's small list of emojis by clicking the add emoji button!

[@JanDeLuyck]

Could you show (picture?) how you defined this? Can't wrap my head around the way you described it.

[@ianhartnell1378]

@@JanDeLuyck Projects (list in To Do): Project #A (a 'task' in To Do) Project #B Project #c Next actions (group of lists) Computer (list) Draft proposal for #A presentation Research websites for #B Email (list) Email Mary for #B documents ('task') Waiting (list) Waiting on Jim for reply re #A Errands (list) Pick up #C items from store

[@randalfmajere7239]

@ian harnell @lucas prigge are you Ian suggesting to use Important ⭐ as Next so to be more easy and quick assigning Next Action Tag?

[@katb1145]

Why not do it the other way by using tags to define projects and having a projects list with the project tags?

[@LucasPrigge]

Wouldn't that eliminate the utility of lists?

[@BDV000]

Damn you looked annoyed doing this video lol

[@LucasPrigge]

😂

[@FHLC7]

Show

[@Eddie_-_]

A bit over complicated. Today is supposed to be the Next Actions. You can add and remove items via right click. Why adding another group for that?

[@LucasPrigge]

Hey Eddie, in my system Next actions = actions are available to perform, not necessarily actions that have a due date for today.