To Do - Create and share to-do lists with others Tutorial

In this video, you will learn how to create and share custom to-do lists with others using Microsoft Todo.
The video covers the process of creating a new list, customizing its appearance, and managing tasks within the list.
It also demonstrates how to share the list with colleagues by generating an invitation link.
This feature allows multiple employees to view and collaborate on the same list in real time.
By following these steps, you can improve task management and collaboration within your company.

2:34
3632 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of how to create, manage, and share custom lists in Microsoft To Do, enhancing productivity and collaboration within teams.

Chapitres :

Introduction to Microsoft To Do Custom Lists
Microsoft To Do is a versatile task management application that allows users to create various lists tailored to their preferences and work styles. One of its key features is the ability to create custom lists, which can help organize tasks around specific projects.
Creating a Custom List
To create a new custom list in Microsoft To Do, follow these steps: 1. Click on the option to create a new list. 2. Give your list a meaningful name. 3. Optionally, match an emoji to your list for easier identification. 4. You can change the graphic style of your list by clicking on the style menu. 5. Rename your list if needed using the rename option. Additionally, you can sort tasks, hide completed tasks, and print or pin your list for quick access.
Sharing Custom Lists
One of the significant advantages of custom lists is the ability to share them with colleagues. To share a list: - Click the share button to create an invitation link. - Copy the link and send it via email to your team members. Once they open the link and log into their Office account, they will see the list as a personalized item in their To Do app. They can add new tasks or modify existing ones, and you can track these changes in real time.
Task Assignment and Access Management
You can assign tasks to different employees within the shared list to ensure better distribution of work. As the owner of the list, you will notice a change in the sharing icon, indicating that multiple users are viewing the list. To manage access: - Enable the option to limit access to only those members you are currently sharing the list with. - Be aware that anyone with the link can modify the list and share it further.
Stopping Sharing and Deleting Lists
If you wish to stop sharing a list, you can disable the link, which will prevent your employees from accessing it. To delete a custom list: 1. Go to your menu and select the option to delete the list. 2. Note that this action will remove access for all members and delete any tasks associated with the list. Be cautious when deleting lists, as this action is irreversible.
Conclusion
Creating and managing custom lists in Microsoft To Do can significantly enhance team collaboration and task organization. By utilizing the sharing features and managing access effectively, teams can work more efficiently and keep track of their tasks in real time.

FAQ :

What is Microsoft Todo?

Microsoft Todo is a task management application that allows users to create and organize tasks into lists based on their preferences and work style.

How do I create a custom list in Microsoft Todo?

To create a custom list, open Microsoft Todo, click on 'Create a new list', give it a name, and optionally add an emoji for easier identification.

Can I share my custom lists with others?

Yes, you can share your custom lists by clicking the share button to create an invitation link, which you can send to others via email.

What happens when I share a list?

When you share a list, others can view and edit it in their own Microsoft Todo, and you can track changes made in real-time.

How can I manage access to my shared list?

You can manage access by turning on the option to limit access to only those members you currently share the list with.

What does deleting a list do?

Deleting a list removes it from Microsoft Todo and deletes all associated tasks, revoking access for all members who were sharing it.

Quelques cas d'usages :

Project Management

Teams can use custom lists in Microsoft Todo to organize tasks related to specific projects, allowing for better collaboration and task distribution among team members.

Task Delegation

Managers can create a shared list for a project and assign tasks to different employees, ensuring a balanced workload and clear accountability.

Event Planning

Event coordinators can create a custom list to track tasks related to an upcoming event, share it with team members, and update it in real-time as tasks are completed.

Remote Team Collaboration

Remote teams can utilize Microsoft Todo to share lists and manage tasks collectively, enhancing communication and productivity despite geographical distances.

Personal Task Organization

Individuals can create custom lists for personal projects or daily tasks, helping them stay organized and focused on their priorities.

Glossaire :

Microsoft Todo

A task management application that helps users organize their tasks and projects through lists.

Custom Lists

Personalized lists created by users to group tasks based on specific projects or preferences.

Emoji

A small digital image or icon used to express an idea or emotion in electronic communication, which can be used to enhance list names for easier identification.

Share Button

A feature in Microsoft Todo that allows users to create an invitation link to share their lists with others.

Invitation Link

A unique URL generated by the share button that allows others to access a shared list in Microsoft Todo.

Real-Time Tracking

The ability to monitor changes made to a shared list as they happen, allowing for immediate updates and collaboration.

Access Management

The process of controlling who can view or edit a shared list in Microsoft Todo.

Delete List

An action that removes a custom list from Microsoft Todo, along with all associated tasks, and revokes access for all members.

00:00:05

that Microsoft Todo offers you a number

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of lists that you will use based on

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your preferences and the way you work,

00:00:12

but the app also let's you create

00:00:15

your own custom lists for example,

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to group task around the same

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project to start create a new list.

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Give it a name.

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And possibly match an emoji

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to find it more easily.

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You can change his graphic

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style by clicking on this menu.

00:00:34

It will also allow you to rename your list.

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And you will find the usual

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options to sort your tasks.

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Hide them when they are finished.

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And print or pin your list.

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The great advantage of custom

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lists is that you can share them

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with others in your company to

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do this click the share button

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and create an invitation link.

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Then copy the link in an email for example,

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to send it to your employees.

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After opening the link.

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In logging into their office account.

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2 employees will be able to see the

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list displayed in their own

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to do as a personalized list.

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They will in turn be able to

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add new task to the list.

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Or change existing task and you can

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track these changes in real time.

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It will also be possible to assign a

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task to different employees of the list

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for a better distribution of these.

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For your part you

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notice that the sharing icon on your

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list has changed to indicate that

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there are several of you viewing it.

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However, you can manage access.

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Turn on this option if you want

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to limit access to your list to

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members you currently share it with.

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Indeed, all employees of your company

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who have access to the link can

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change the list and share it in turn,

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even if you are the owner.

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You can also stop sharing this list.

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This will disable the link and

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your employees will no longer

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be able to access it.

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If you want to delete your custom list.

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Go to your menu and click delete list.

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Be aware.

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This means that other members of the

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list will no longer have access to it,

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and that the task.

00:02:30

You have added will also be deleted.

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