How to Use Outlook Calendar as a To-Do List (Tips & Tricks)
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- čas přidán 31. 05. 2024
- The Outlook Calendar might just be the most effective way to manage your tasks and to-do lists. In this video, Scott Friesen shows you how to set up the Microsoft Outlook Calendar as a to-do list on both the desktop and mobile app. You may never look at your calendar the same way again!
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Scott Friesen is a productivity specialist and founder of Simpletivity training and consulting. He is also a prolific public speaker, workshop leader, and time management coach.
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#simpletivity #outlook #todolist
What is your favorite tip for using the Outlook Calendar?
Here is how you can filter out emails in Outlook for a cleaner inbox: czcams.com/video/78z5Spx7elA/video.html
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@Kingsley Orion i watch on FlixZone. Just search on google for it =)
@@kingsleyorion2870 I heard about something called Netflix or Netklicks
IT manager here. 4 years after I saw this video I STILL use this methodology 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.
That is so wonderful to hear! Thanks for sharing your real-user feedback!
I agree. I have tried tools available to me Trello, Jira and Mattermost, etc. I find this to be most effective for personal to-do list. The only possible downside is that everyone whom I shared my calendar with could also see my tasks. Google Calendar actually has a way to stack Tasks above the events in Google Calendar which is very similiar to this method. I am using it for personal tasks/events. MS will need to catch up!
ahhh looks like @christophmau440 answered my concern about my tasks/events/appt visibility. I didn't think about overlapping 2 calendars - genius! Thank you! :)
Great advice. I use 2 calendars, one for my appointments (this is also visible for everyone) and another for my tasks (only visible for myself). I use the overlapping function so I can see how everything fits together. I like the fact that I can write notes inside my task-appointments for more details. Another game changer for me is using the category-function. Sometimes I've began a task but I need some kind of response from another person. In this case I mark my task as 'waiting for response' and it turns orange. Last hack I use is changing the standard length for appointments to 15mins so I can use them as task-blocks right away.
These are great tips, Christoph. Thanks for sharing!
- Use only "events" , don't use "task"
- Keep task on section "all day event" so it will always be here and we can't forget them
Thank you for your tips!
Thanks for sharing!
Super helpful video Scott - thorough, simple and easy to follow!
Thank You! Exactly the advice I needed.
You are very welcome, Steven. Thanks for watching!
This was by far the best video on maximizing outlook…tysvm
Excellent excellent idea. Thank you for taking the time out of your day to share this with us!
Liked this video. It puts everything on the same page and drives you to track your tasks.
Thanks Scott this video has given me new insights to Outlook and using it more often.
I have added the Outlook task panel to the email and calendar modules, so I don't have to go to the Task module. It is handy because you can drag emails with embedded tasks to the panel, whereas the calendar method does not allow you as easy to track Waiting For items, as the Task Panel does. However, the idea you have is still usable for planning a week of intentional projects and reminders. My suggestion is creating a second calendar and overlay it to the actual appointment calendar so that appointments are kept uncluttered with tasks.
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How do you create another calendar in Outlook?
Im only 46 seconds in but before I got too deep I wanted to say I am so thankful to see a video outside of the Google ecosystem. Don't get me wrong their stuff is great. But as an O365 subscriber Id love to find new ways to use the O365 products as the powerhouse they really are. Thanks and on to the video! lol
GrandSpartan117..Yep! I'm with you here..👍.
Totally agree. I use Office 365 rather than Google.
Thanks so much for providing that feedback! I'll certainly look to include more Microsoft tips in the future.
its M365 now!
There's a pretty giant hole in MS tool use content - most productivity youtubers live in the Google + indies ecosystem and are often on Mac, and a lot of the content for M365 is for admins on how to manage things. Ideas on how to manage your workload on tools that you incidentally have licenses for at work is basically nonexistent.
This is super helpful. I have been running a spreadsheet for the past 4 years as a dual master calendar and to-do list for the purpose of having the flexibility to add a mix of appointments and non-time-dependant to-do items. But clearly, there are many disadvantages to this system with manual handling. This function of Outlook calendar fulfils some of these needs. Cheers.
So glad that you found this helpful, Tyrone. Thanks for watching and for sharing your experience!
Great way of organising tasks and now that ToDo is embedded within Outlook, I am using a combination of this to drag tasks to create all day events directly within Outlook! Would not have though of that without this tutorial. much thanks
Excellent! Thanks for sharing, Drew.
Thank you for making a video for Outlook. Have been waiting for a long time. Not everyone using google. So hope this keep coming. Cheers
Thanks, will do!
Hi Scott, thank you for this. I had seen your earlier video and tried it. I think it is good but I have so many tasks - it ends up being a scroll bar of its own! Also, what do you do with actions from the meetings you attend? Do you schedule them for that day or when you will have time to do them?
Hey thanks man for making this video. I have never used the Outlook Calender before and are very motivated after reviewing your video. Thanks for the training. Jon Cardiasmenos from Martinez, Ca.
Great tips, Scott! This is perfect for daily to-do lists. Can I ask how do you make your weekly goals in the outlook calendar, and how do you align them with daily tasks?
I like the simplicity of this approach. I’ve tried using outlook Tasks but as you pointed out is very clunky. I’m currently looking into Microsoft To Do but think I will give the calendar approach a go first. Thank you 👍😎🇦🇺
Thanks a lot. That was useful and you present things in a clear and easy-to-understand way. Will give it a try.
You are welcome! Let me know if you have any questions as you go along.
Just seen this and it's what i've been looking for for such a long time. Thankyou
Scott, Thank you for the video. I spent time today trying to set up the task section to use with my calendar and it was frustrating, for all the reasons you described. I'm going back to setting up tasks as all day events with the suggestions you provided for using categories. 👍
You are very welcome, Paula. All the best as you find the right system for you!
This video is gold. I can´t believe after all this years windows software is so un intuitive.
So glad that you liked it. Thanks for watching and commenting!
Good Tip! Thank you. One place for everything to be seen, I like the outlook dashboard for this purpose but that doesn't work on my mobile devices which has been problematic at times.
This was great.Thanks for being professional and keeping it simple.
My pleasure! Thanks for watching.
That was a great, concise video - I can ABSOLUTLY do this and I'm starting right now.
You can do it!
You verbalised something that had been in my mind for a long time but was scared admitting to myself. You literally solved my biggest dilemma.
I'm so glad to hear that. Thanks for sharing!
Not a bad approach, but if you have a lot of tasks, your daily calendar would get overrun quickly. A better way is to actually schedule your tasks throughout the day in order to focus your attention and efforts. leaving small blocks of time to make phone calls or send/receive emails. IF you have a lot of tasks already (in MS ToDo or the Tasks in Outlook) you can drag that task into the calendar and schedule it that way!!!
Nice video! Showed plenty of helpful tips and has persuaded me to switch from Google Calendar to Microsoft Outlook!
Glad it was helpful!
I loved your video, it makes organizing work so easy.
Thank you. Great idea that I would not hve thought of. I will try it out.
Big help, thanks!
Simple but effective for all the reasons you have stated. I have also created a new calendar which is my journal and can just drag completed tasks into it.
Wonderful! Thanks for sharing, Jared.
Excellent way to simply my day!
Thanks so much for the video. One question though - is it possible to show the notes of an appointment on the weekly calendar view page? (Rather than just the title and a block of colour?)
Excellent presentation! Thank you!
You're very welcome!
Thank you for this video, I do not like using the task/to do lists in Outlook and I never thought to put my tasks in the All Day spot. I am going to try this today!
You are so welcome!
I schedule my tasks at specific times and colour code tasks, appointments meetings engagements and training in different colours. I do this as if there are gaps in my diary, then management or colleagues may schedule things in my diary leaving me no time for my tasks! There's no free time in my job every minute has to be used as we have more work than time so it's a case of schedule me before I schedule tasks lol
Brilliant tip, thank you so much Scott
You are most welcome, Roy.
Great tips! Thank you for sharing!
You are so welcome!
Nice voice, easy to follow, loved to have just your voice and videos only, 10 minutes is a good length. Thanks.
Thank you so much for your kind words. I really appreciate it!
Thanks! Great advice!
Thank you, I have started trying this method out.
You're welcome!
Useful thanks!
Thank you for sharing this inspiring video, I'll think about this method. Currently I manage my ToDo's in a similar way, but I prefer to set them to a specific time incl. a 1h reminder. :-)
Thank you for sharing your feedback!
Hi Scott - another great video full of of useful tips. I manage my tasks in Outlook in a very similar way but can't believe I didn't even think of using the category function to highlight them as 'tasks' - even though I use categories all the time.
Thanks,
Coop.
You are most welcome! Thanks for sharing.
Great tip! Thumbs up
Super indeed! All in one page is an idea really attractive
Perfect solution! 👌🏼 thanks!
You're so welcome!
Great Tips!! Starting this now!
This is just brilliant
I'm so glad that you think so. All the best as you set this up for yourself!
Great tutorial and very usefull. Thanks.
Thanks for these wonderful tips
You are so welcome!
Thank you this was helpful
Thanks a lot for this wonderful helpful video.
You are most welcome
great idea, thanks for sharing
Thanks for watching!
Yes! This is exactly why I prefer the Calendar to Tasks. I feel seen. ;-)
So glad you think this way as well. Thanks for sharing!
from 3:12 in the video had me in stitches, 😂it's like being two-wayed in tic-tac-toe or ICBM gambit in chess, aka don't play yourself fool
This was great. I am a person who is attention-deficit having everything in one place will be a great help. In addition as a Mac user, Microsoft to do does not link to my computer version of outlook. Thank you!
Thanks for sharing!
Hello, nice video. I use Microsoft's todo extensively and It is my main way to add tasks for projects and whatnot. I wonder if I can just have a calendar view of all my todos in this app. It would be great if you had a button within TODO that was a calendar view. I do not use outlook, but is it possible to see what is already on TODO's app in a calandar view that shows you week view and month for a more broad perspective on what is happening? Thanks for any insight. If I have to sync TODO to a calendar for this can it be done with the provided calendar app in windows or must be Outlook for example?
Another benefit - create a new view for only all day meetings. Then you can see your tasks throughout the year without the clutter of your weekly meetings. 👍🏼
I like this idea very much! I added minor enchantment by adding due date in title. E.g. review ... report w20.5
Great idea. Thanks for sharing!
VERY happy with this tip!
Glad to hear it!
@@Simpletivity working as a sales representative I have a very demanding job and a lot of tasks to do besides my core tasks. I already used my calendar as a taskmanager but before my agenda was a mess. Now its much more visual
very helpful , tks
It is a great tip. I make some notes on paper and mark them as done. I love it since I love handwriting. But, sometimes I do not have any pen or pencil with me.
Another side of this tip is even better - I can generate a reminder. Disadvantages - synchronize between PC application and mobile phone can be not immediately, Also mobile app can show only 4 reminders at once (per day). Otherwise, it needs to be scrolling. Colors do not work as well in the mobile app.
Thanks for sharing your feedback!
I agree, that's how I like to use Outlook as well. I'd suggest Outlook give the user a choice- to roll incomplete Tasks to the next day/not, that way you (and I) both get what we want. Easily made an Options choice, no big deal.
That would be a great setting to have. Thanks for sharing!
thank you for this video i found it helpful
thanks. this video is very useful
Thanks for the interesting idea
You bet!
I get a huge amount of email and need to be able to track follow ups so how can I integrate them please? My concern is that I have so many tasks and emails that to change each one every day would be overload!!
Hi, has your opinion changed since Microsoft TO DO has been integrated into Outlook? I use both but I like your idea of not having to open up two apps and rely on them syncing together.
Awesome thanks
Welcome 😊
Looks really great. What do you do in relation to tasks with an uncertain deadline or maybe a deadline far off into the future. Just plot in when you will be working on it or?
I may keep these types of tasks within my notes system or another project management tool. But often I will but them on my calendar with a future date so it ensures that I review it and it doesn't get forgotten!
Nice video, but I have one question: On my outlook mobile app (it only appears here) I would like to have one task on one line. As of now, if the task consists of few words and I add another task, I might end up with two tasks on one line on the mobile app. Based on this video, it seems like theres a way to fix this?
Thanks man! A really great for a slacker like me HHAAHA... time to get out of bed now
Enjoy!
I use google calendar and love it.
Very helpful.
Glad to hear!
Loved it
So glad to hear that!
Hi! Are u using outlook 2019 or 365
Great tips
Glad you like them!
I used to be a Wunderlist user and there was an option to add it to your outlook calendar. This was very similar as it kept it at the top of each day but the problem was you couldn't edit them inside of Outlook. I wish the new Microsoft to do app would do the same thing as this as it allows us to share it with others. I find that Microsoft to do app is not very visual and would like to see it incorporated into the calendar at some point.
You have to tell more about categories. It's really cool to use them.
Thanks for the suggestion.
You can also move the task to a specific time that day so you can treat it as an appointment.
Yes, absolutely. Thanks for sharing, Gerald.
Yeah I do that lol
Trying to figure out if Microsoft To-Do integrates with outlook calander? I need to check off my to do's as I do them and want them on my calander. Using google atm and other apps. trying to integrate all my workload into microsoft 365? any help would be appreciated! Lots of government deadlines that need to be managed and not forgotten but cannot do them all at once. hope this all makes sense?
i have two calendars since I work for an agency and I support a company. so i have 1 calendar for the agency and one for the company. i would like to just make it all one calendar so i dont constantly have to go back and forth between the two, how do i do that??? thanks
This is great! Doing it this way allows for "master tasks" banking, working out, etc. to be set. Then you can create a separate slot for that task if you want. For example, going to the gym maybe a variable in your day. But by having it listed every day (recurrence) you are always reminded to go to the gym and still slot it in an appropriate/convenient time. A bit of accountability partner.
Thanks so much for sharing your feedback, Kari.
The Microsoft To Do app is great, too!
This is great Scott, just what I want to do, but we have to share our calendars and I don't want others seeing a list of my tasks. If I padlock them, it shows that I have a private appt all day - which could be taken as I'm skiving every day, lol! Any solution?
I'm on a Mac, if that makes any difference
i am going to give it a try.
All the best as you give this a go, Rita.
Nice!
Thanks!
I've been using Google Calendar for more than a year now, but I haven't found a way to connect it with Microsoft To-Do.
Is there any way I could be better off with Outlook Calendar? (Leaving Microsoft To-Do is not an option, I'm in love with it.)
you could use a third party app like Gsyncit (I've used it for years since microsoft and google stop allowing syncing for common users). Microsoft to do syncs automatically with Outlook, once you have the tasks there you can create appointments by dragging and dropping them to your calendar (is easier using the to-do panel located in caelndar-view-to do pane (at least in spanish is called that I'm translating)). Then once you have your appointments you use Gsyncit to sync google calendar and Outlook calendar. Also if you just meant syncing tasks between calendar and google tasks you can also do that using Gsyncit. Gsyncit is a paid app, but it's worth it, btw I'm not affiliated with Gsyncit, I'm just some chilean dude that has spent the last 15 years trying to find better ways to use tech to organize, I come from the time where outllok synced through a wire to your mobile agenda (like the Ipaq, or the Palm Tungsten). I'm an orphan of windows phone, yeah it sucked but my calendar was in order. I've tried to make it work between outllook and google for the last 10 years, I've tried everything, and just this year I made it all work XP. Since I already wrote a wall, I also recommend "business calendar" for android, by far the best calendar app and it works just like outlook.
I have tasks that need to be completed in a month. I would load those tasks in the first week by priority to complete and then move them as appropriate.
Question. I share my calendar with my team and combine my work and personal calendar. Is there a way to choose whether an all day task is "private" so my co workers don't see those?
Yes, you can make specific events private if you wish. Here are further details: support.microsoft.com/en-us/office/make-an-appointment-or-meeting-private-dc3898f0-22f5-45c6-8cc8-b4d4db84111d#:~:text=In%20the%20calendar%2C%20select%20the,to%20indicate%20it%20is%20private.
Great video, Scott!! I have just one question: How do you manage no due date tasks inside your calendar?
Yes that's why an agenda can't do the task of task manager.
I work on IT projects that are a mixture of our end users' needs, wants, and pipe dreams. My "task list" has hundreds of tasks, and if we stopped adding to it, I would still have maybe two years' worth of work. It's constantly reshuffled based on priority. I start my day by chipping off the top the next task someone else hasn't picked up. We periodically review it to remove things that are no longer needed, but I think it's important for sanity reasons to say, "we don't have time for this now, but if we had all the resources in the world, this is how we'd use them." It's a very flexible way of thinking.
Kevin Durette that makes sense.
@@KevinDurette basically how I run my life.
Michael, I recommend artificially creating a deadline for your self.
Can you point me to where I can find a video (if you have made one) to make your calendar look like that? For example I'm struggling to pin my to do list ontop of my calendar rather than below it.
I just discovered if you're using the actual Task feature, you can view a list of them plus a small calendar on the right of your email screen by going to View\To Do Bar\ "v" caret\Click on calendar\then click on Tasks (or vice versa if you prefer the task list on top of the calendar). You can drag the bottom option to resize.
Worthy info..
Glad you think so, Vijay.
This is genius, I’ve been ignoring and avoiding the actual “tasks” section for a coupleweeks. This will force me not to 😅
All the best with your new setup!
not sure how to mark an all day event as completed. i do not want to delete. when dragging a Task from list at bottom of Calendar up to all day events, there are two entries for the same, then with the all day event one is not markable as complete, only can delete. but that same thing in the Task Lists can be marked as complete since is still in Task format rather than the Event format it converts to upon placement up top of Calendar as all day event. need to keep track of completed for end of year review stuff
Cool video Scott, I don't like Outlook Calendar, it seems too rustic, you cannot check off those tasks and they're treated as event, I prefer Google Calendar even though it doesn't have the extensive features as Outlook
I am looking for one button to connect an email to a TASK and put it on the calendar with a reminder; and using the Category for both TASK and Calendar (where calendar items are color coordinated)