How to Use Outlook Tasks

Tuesday Tech Training is a video series to help you better navigate your technology and increase productivity. In this video, learn how to use Microsoft Outlook tasks. This is a Microsoft Outlook tasks tutorial.
0:00 - Introduction
1:16 - How to Access Outlook Tasks
1:28 - How to Add or Remove Reading Pane in Outlook Tasks
1:46 - Outlook To-Do List vs. Tasks
2:36 - How to Create a New Task in Outlook
3:16 - Overview of Outlook Task Fields
4:53 - How to Keep the Ribbon Visible in Outlook Tasks
6:32 - How to Assign Outlook Tasks
7:50 - How to Create a Recurring Outlook Task
8:16 - How to Categorize Outlook Tasks
8:40 - How to Use Outlook Task Flags
9:10 - How to Make an Outlook Task Private
9:50 - How to Attach a File to an Outlook Task
10:37 - Shortcuts to Change Your View in Outlook Tasks
11:43 - Overview of Columns in Outlook Tasks List View
13:59 - How to Create Task Folders in Outlook
14:55 - How to Create an Outlook Task From an Email
18:08 - Tips for Getting Started with Outlook Tasks
Previous video referenced: How to Use Outlook Categories
• How to Use Outlook Cat...
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[@kentdaniel328]

Jennifer! Thank you. I’ve been working on planning and organizing my tasks for so long with use by it effectively. This video finally demystifies tasks and makes me excited to start planning and executing! Thank you!

[@GatewayProductivity]

You're very welcome, @kentdaniel328! I'm glad the video was helpful for you.

[@nickacca]

Thank you, leaning Microsoft outlook is not my favorite way to pass the time, but your video was very helpful and I appreciate all the information. God bless

[@GatewayProductivity]

You're welcome, @nickacca. I'm glad the video was helpful to you.

[@jworne79]

Thanks so much for the video. Moving emails to tasks is amazing!

[@GatewayProductivity]

You're welcome, @jworne79! I'm glad the video was helpful!

[@batichokadegonzales6127]

You’ve done an amazing job explaining, I wouldn’t dedicate time to learn if it wasn’t for this video. It’s just a shame Microsoft won’t let us put tasks in calendar or in some way enable a weekly etc view. Again, great job Jennifer!

[@GatewayProductivity]

Thanks for the comment! I appreciate your feedback, and I'm glad the video was helpful for you.

[@TheIndemnifier]

The click and drag the email into the calendar was an absolute game changer for me, literally saved me hours a week. I would like to be able to set it so when I drag from email to calendar/task, that the original email is just copied rather than cut, and would remain in my inbox.

[@GatewayProductivity]

I'm glad you found the video helpful! The email should only disappear from the inbox if you are right-clicking and choosing "move to" instead of "copy to". I hope that makes se nse. Feel free to schedule a no-charge consultation if you need me to look at it with you. You can go to GatewayProductivity.com and click on the "Let's Talk" button to schedule a time.

[@TheIndemnifier]

Wow, your presentation was great, I have always wanted to use Tasks but have been to busy to take the time to learn it…. Looking forward to integrating it and I thank you for your very direct and informative video.

[@GatewayProductivity]

You're welcome. Thank you for the feedback!

[@georgeghareeb3243]

Thank you for this video. I was working on consolidating and syncing tasks between outlook email, outlook tasks and MS ToDo and this was very helpful for that.

[@GatewayProductivity]

I'm glad to hear that, @georgeghareeb3243. I'm glad the video was helpful for you.

[@karenmcbride8595]

This was a great training video!

[@GatewayProductivity]

I'm glad you found the video helpful! Thanks for your comment.

[@vickingfan13]

Great tutorial! Thank you so much!

[@GatewayProductivity]

Glad it was helpful! Thanks for the comment.

[@coraho546]

Brilliant! The copy emails to tasks was what I was looking for! Thank you ! :-)

[@GatewayProductivity]

You're welcome! I'm so glad the video helped you. Thank you for your feedback - I really appreciate it.

[@dawnedill749]

Very helpful! Thank you!

[@GatewayProductivity]

You're welcome, @dawnedill749. I'm glad the video was helpful for you.

[@krisnate623]

This was awesome!!! 👏 thank u

[@GatewayProductivity]

You're so welcome! Thanks for the feedback.

[@amnnau]

Very helpful thank you !

[@GatewayProductivity]

You're welcome. I'm glad I could help you.

[@salvadormj5413]

Thankyou very much for this explanation. Very usefull.

[@GatewayProductivity]

You're welcome, @salvadormj5413! I'm glad the video was helpful for you.

[@salvadormj5413]

@@GatewayProductivity Thank you. Merry Christmas Jennifer.

[@louo551]

Thanks for your tutorial - really helpful. The outlook 'to do' is different in Outlook 365. Is the version you are showing how it looks/works on Microsoft Office Home and Business 2021?

[@GatewayProductivity]

Thank you for your comment. You are correct. The version in this video is the "old" outlook. The new Microsoft To Do is much different. I have a video on that here: kzbin.info/www/bejne/qae4lKKihMRkrdU I hope to be doing some more videos about Microsoft To Do later this year.

[@tripatsingh9179]

Thank You for such a wonderful video of Task. I was wondering why we can't CC other people while assigning a task to somebody? So that other people also are intimated about status of a Task when it is updated. I want to assign a task to 1 person and CC it to concerned people but fail to do so. I will be obliged if you could give an insight.

[@GatewayProductivity]

Thank you for the feedback and the question. As far as I know, this has never been something that Microsoft built into the capabilities of tasks. It's a reasonable thing to want to do, but I don't think it's possible. If you're using the new Microsoft 365, you could try using Planner for assigning tasks, and then everyone has access to the plan to be able to see the progress of tasks. I hope that helps. Good luck to you, and if you want to talk it through further, feel free to schedule a no-charge call with me: www.gatewayproductivity.com/booking/

[@davidschichtle6751]

Thank you very much for this! Do you have any tips about how Tasks in Outlook can be effectively leveraged with OneNote?

[@GatewayProductivity]

Thanks for the request, @davidschichtle6751. I do not have a video about tasks shared between Outlook and OneNote, but I will consider making one soon. In the meantime, here is the link to Microsoft's instructions on this topic: support.microsoft.com/en-au/office/create-outlook-tasks-in-onenote-19725ff3-0234-495d-9838-fb1f511e924f

[@NishaKhan-yx5mt]

Using Outlook Mac, are some of these instructions different ?

[@GatewayProductivity]

Thanks for your question. You are correct. Outlook on a Mac is quite different now. It's like the "new" Outlook on a PC. Here is a link to Microsoft Quick Start Guides for Mac, and there's a good one for Outlook that you can download: support.microsoft.com/en-us/office/microsoft-365-for-mac-quick-starts-5bccb480-0e5b-4b51-b072-66d3793ccad8

[@nathanthompson7561]

Can you add appointments to tasks?

[@GatewayProductivity]

Thanks for your question. Now that Microsoft has moved most folks into Microsoft To Do, I do not see a way to do this. If you still have an old version of Outlook, you may be able to go to "attach Outlook item" and find the calendar event there, but I'm not sure because I no longer have a way to test it. I hope that helps, and I wish I had a better answer for you.