Microsoft To Do

Lexie Griggs & Blaire Derouen Barbe High School What is To Do?

System  Planner  Cross-platform  Accessible on phone, laptop, tablet  Updates in real time  Shareable with colleagues How do I access Microsoft To Do? Through the Microsoft To Do App

 Downloadable through App Store  Apple, Android, Windows 1  Accessible through splash page (office.cpsb.org)  Click All Apps icon at the very bottom of the page (1) 2  Click To Do (2) How do I access Microsoft To Do? Through the Microsoft To Do App

Benefits of the App  Share lists with colleagues  Organize tasks into lists  Dedicated app  Easier for those who need help focusing How do I access Microsoft To Do? Through Outlook for the Web

 Open Outlook through Microsoft 365 splash page (office.cpsb.org)  Click To Do icon at the top (1)  Click To Do icon on 1 left sidebar (2)

2 How do I access Microsoft To Do? Through Outlook for the Web

Benefits of To Do through Outlook  Create tasks on the fly  Tasks are visible throughout day  Good for those who need visual reminders throughout the day to tcotb (like me ☺) How do I access Microsoft To Do? Through Outlook for the Web

Negatives of To Do through Outlook  Steps you create within tasks are not visible  Notes you create within tasks are not visible  Cannot move tasks to different lists Which Version Should I Use?

Through the Microsoft App Through Outlook for the Web  Collaborate by sharing lists with  Create tasks and calendar events colleagues directly from emails  Add files to tasks  As my school’s lead tech contact, this has been a lifesaver – Lexie  Great for planning and collaboration  See your tasks throughout the day  Break down individual tasks into steps  Handy for those that have dual monitors and have their email open  Move tasks to different lists all day  Set up reoccurring tasks  It makes a satisfying *ding* sound when you mark a task complete

Think of the To Do app as your space to create your tasks and lists and To Do through Outlook as your command center that you view them all from. Creating Tasks

Through the Microsoft App Through Outlook for the Web  Click on the Task list in the left  Make sure your Tasks list is sidebar selected (see photo below)  Click the Add a task button  If it is not visible, click the drop down arrow and choose it from the list  Type your task and press enter  Click Add a task  Click on the task to add more  Type your task and press enter details  Right click the task to add more  Add sub-tasks, notes, files, due details dates, reminders, make it a reoccurring task  Reminders, due dates Creating Tasks the Easy Way (Outlook Only)

 Drag email to the To Do taskbar to create tasks or events  Drop on the Add as an Event box or the Add as a Task box Adding an event will pull up a window where you can invite others, set the date and time, etc.  Title will be same as email Title can be changed by clicking on the title  Email can be pulled up directly from the task or event, even if you delete the email  Handy if you are an inbox zero person What is “My Day”

 My Day only lists items that are due that day or items that you manually to add to My Day  Type tasks in the Add a Task box at the bottom  Click the lightbulb at the top to get suggestions for what to add to the My Day list  If you don’t get to a task that day, it will be moved to the Tasks list Adding Reminders & Due Dates to Tasks

Through the Microsoft App Through Outlook for the Web  Click on the task (a sidebar  Right click on the task (a will pop up on the right) menu will pop up)  Click Remind Me or Add Due  Click Remind Me or Add Due Date Date  Set your desired date and  Set your desired date and time time App Only - #tag Your Tasks

 Add hashtags in the notes section of your tasks to make finding your tasks associated with that hashtag easier  Searching will pull tasks with that tag from all task lists Tracking Flagged Emails (I found some OLD ones this way )

 Click the Flagged Email list  Outlook – Click the drop down arrow  To open the original email  App – Click on the task then click Open in Outlook  Outlook – Click the Email link below the task Collaborating with Shared Lists (App Only)

Inviting others to join Click the share icon at the top (looks like 2 people) Click the Copy Link button Email to people you want to invite Collaborating with Shared Lists (App Only)

After everyone you invited joins you can limit access Click the share icon at the top (looks like 2 people) Click the Manage Access button Enable the toggle next to Limit Access to Current Members Collaborating with Shared Lists (App Only)

Assigning tasks – Method 1 Click the task  (sidebar will pop up on the right side of the screen) Click Assign to Select the person you’d like to assign it to Assignee will be notified via email that they were assigned a task Collaborating with Shared Lists (App Only)

Assigning tasks – Method 2 Click in the Add Task box at the bottom Type @(person’s name) then the task Press enter

Recording gifs with one hand while typing proved to be my downfall, so I went to my go-to Microsoft person on YouTube. The gif above was pulled from Leila Gharani’s video “How to Use Microsoft To Do & Get Organized!”. Demonstrations & Questions

Would you like something demonstrated in real time?

Do you have any questions?

Let us know in the chat! We are happy to help. It’s Lexie with a short message: I would like to give a huge shout out to Leila Gharani on How to access this YouTube for sparking my interest in many Microsoft products. She has always presentation later been my go-to for Excel help and now Microsoft 365 topics. Click here to check out her channel. https://bit.ly/microsofttodo