To Do - Centralize your Tasks Replay

In this video, you will learn about Microsoft To Do and how it can help you centralize your tasks.
The video covers the features of Microsoft To Do, such as creating lists and adding tasks, adding steps and notes, using due dates and reminders, and managing tasks in groups.
This will help you stay organized and focused on your priorities.

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Available in Microsoft365

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welcome to this online session:

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Centralise your tasks in To Do

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My name is Dina and before we start there

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are a few instructions to follow.

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If you are working from an open space

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please make sure to mute your microphone

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so that we can avoid background noises

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and wiggle your mouse from time to time

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in order for your PC screen

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not to go into sleep mode.

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Our agenda for today

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is to see how to set up To Do;

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how to install the application on our PC,

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If you haven't done so; and we'll see

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how to add tasks in To Do; how to

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organize them with different priorities,

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reminders and such.

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And then we will see how to sync

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our task across other applications

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with Microsoft To Do.

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And then finally after we create lists

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and groups with lists we'll see how

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to share these lists with others.

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Our objective today is to learn

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the know how of the tool and to manage

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our tasks and lists easily.

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To start off, what is To Do?

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With this application,

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we're going to keep track of our

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tasks in one place with intelligence,

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and that one will help us collect,

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prioritize and get more done together.

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This personalized task management app

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is available as an app for Android,

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iPhone, Windows 10,

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and is also found online

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to the launchtheoffice.com portal

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you can use any browser.

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Once you're at the home page,

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you can go to the app Launcher

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right here and locate the To Do app.

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And you can right click and open a new tab.

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Once the application is loaded

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completely, you will see your

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profile on the top right and you

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have the cogwheel to adjust the

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settings and what you're interested

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in is adjusting the settings in To Do

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itself and in this window you will

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be able to adjust your preferences.

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So what is the most important

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is the connection to other apps.

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If you want all the tasks across

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other applications such as Outlook

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for the flagged email or task

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that you've created in Planner

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to be synchronized with To Do,

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you're just going to have to also

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activate these buttons here.

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Now to make sure that things are

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always syncing, from time to time,

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if there is a glitch,

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remember to click the sync

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button just like so.

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And it gives a refresh,

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so I have pretty much

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activated all the buttons.

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Like confirming before deleting,

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adding new tasks on top and so on.

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So I really invite you to go in

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this window and adjust the settings

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according to your preferences first.

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At the moment I've got nothing under my day,

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but if I need help I can click here and

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Microsoft will suggest all possible tasks.

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I can do a drag and drop onto

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my day and if I close this panel,

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if I need to look at something by keyword,

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I just have to type it here "Training"

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and it will look through the content.

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I'll clear the search. On my left

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side are the different categories

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automatically created so

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we can go to "Important".

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Those are all the tasks that

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are marked as important.

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When it's red, it's overdue,

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but I can scroll down like this,

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I can see the completed ones and so on.

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So anything that's in green

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is related to Planner.

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Anything in red is related to

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Outlook and again here under "Planned"

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are the entire tasks planned across

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all applications in Microsoft.

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So when I go to assign to me, remember

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it's related to pPlanner, it's in green

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and when I go to "Flagged email"

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it's related to Outlook.

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If I look at tasks,

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it gives me focus on tasks that are due

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today and over here I can see

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all the completed ones.

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They are stricken,

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but if I want to delete them I just do

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a right click and I click on delete.

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At the bottom you got your

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shortcuts to access Outlook Inbox,

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the Outlook calendar or again to

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locate people that have been assigned

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to tasks in Microsoft Groups,

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in To Do and Planner.

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Everything is connected.

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Let's focus on the desktop app.

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If you haven't installed

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your application yet,

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you will need to go to the Start menu.

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And launch Microsoft Store first.

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Once you're in Microsoft Store.

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Just type in the name of the

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application you're looking for.

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And then, select it.

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So click on the tile.

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All you have to do is press

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install and once the app is

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installed, just launch it.

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I'm going to go back to the Start

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menu and locate the app again.

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And launch it.

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To Do's desktop application looks

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very similar to the online one,

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but there are two slight differences.

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Your profile appears now on the top left, when

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you click here you can manage accounts,

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adjust the settings and launch a sync.

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On the top right, nothing changes.

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I can go ahead and switch to a different

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background color like so and I can

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choose to sort by alphabetical order.

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So here nothing changes. When you

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click on that little light bulb,

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you see the suggestions. To close the

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panel it's at the bottom right there.

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If I wish to add a task under my day,

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I just now have to add the task at the

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bottom instead of the top so new

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task in To Do

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Desktop app.

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On the right,

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I can pick a due date.

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Let's say the 26. Save.

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I can also set a reminder.

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And let's pick one right now.

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Pick a date and time.

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So we'll choose the 14th.

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Change the time to, let's say 8:00 AM,

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and validate. There.

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So once you're done typing the title,

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you just press enter and here's your card.

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If you need to add more things,

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like make this task important,

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hover over the star.

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You click on the card, the right panel

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opens up and you can add more details.

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So if I want to make,

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I want to repeat this task.

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From here I can even custom,

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but I'm just going to make it

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"Monthly task" and to add a file.

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You can pick any type of files, audio, video.

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It doesn't matter.

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Let's see,

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I will pick an image.

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And then I can also add a note

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"To be validated by project manager.".

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Once I'm done entering the details,

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I can also add steps that I have

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to do in this task to make it fast,

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we'll make it 1234 and let's say

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I did the first step already.

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I'll close the panel.

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You will notice that the details of the

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card and task appears now at the bottom,

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so I can see that one out of four

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steps were done, the due date,

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that this task is recurring and

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the reminder is set for Friday,

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May the 14th, and there's an attachment.

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So now I'm going to go

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back to the menu options.

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And I'm going to pin this to the

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Start field. Before I do that,

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let me show you my Start menu.

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This is what it looks like at the moment.

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Those are my shortcuts to my favourites,

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so I'm going to do the same thing with To Do.

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And I'm going to say "Pin to Start".

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And I'm going to validate.

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Back to the Start menu.

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You see, a new tile was added.

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I can right click. Resize it.

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And make it wide. So this way

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I can see what tasks are due

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on the Start menu. Alright.

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So far we've seen how to

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create a task in To Do.

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How to

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click on that task and add

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the details or remove details

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we no longer need, and to close the panel.

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It's right over here.

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The light bulb is Microsoft suggesting

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all the tasks that you can add to "My Day",

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and if you click on the three little dots,

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you can sort these items according

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to different categories and you can

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pick a background theme and once

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you're done creating your list of

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tasks you can print it, email it.

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So back to the left panel under my profile.

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Remember the settings

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button that we saw online.

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There's an additional feature

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that we don't see online.

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For instance the dark theme.

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That can be activated on the desktop version.

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I'll bring it back to what it was.

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If I wish to manage different accounts,

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I have different login credentials.

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It's over here and if I want to

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sync or launch the syncing again

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because there was a little glitch,

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I want to make sure everything

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is synchronized properly

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across all the applications,

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I just click on it once.

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Now if I focus on Planner.

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Anything that's assigned to somebody

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is a task created in Planner directly.

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So if I hover and just click on any item,

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I can see that I can open these

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items also in Teams directly.

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So. I have a window

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disappearing on my other screen,

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but basically I'm going to open Microsoft

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Teams as a desktop app and it will

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take me straight to the dashboard

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for tasks by Planner,

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and To Do and opened up the card based

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interface in Planner directly and I can

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see the details of the card right there.

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So this is my dashboard and my shortcut

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to tasks and edit has a button

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right there on my ribbon.

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So "Assigned to you" is tied to Planner.

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"Flagged email" is tied to Outlook

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and it's in red so again I can

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hover over any of these items.

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And again I see the details for that task

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and I can open it straight in Outlook.

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So let's give it a second.

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It's opening up in my other window.

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And here we go.

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That's the email tied to that task.

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So just like that,

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we can switch back and forth

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from To Do to Planner,

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from Planner to Outlook.

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So if I go to "Task",

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here you will notice that I have

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12 tasks that need to be done.

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And if I go further down, I can see

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that 34 tasks have been completed.

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So anytime you see the title on a task

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card based interface right underneath,

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you know the due date and any

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details pertaining to that task

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will appear right underneath.

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Now let's see how to create a list.

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If I want to create a list,

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it's at the very bottom here new list.

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And you can give it a name,

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so we call it "List A".

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Add another list "List B". And a third one.

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Once you've created lists,

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you have the possibility to create groups.

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So it's that little icon right here.

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When I click on it,

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I can give group names,

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so we'll keep it simple.

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"Group A", click again here, Group,

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this one, I'll call it BC.

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So I've created two groups.

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If I want to add a list to a group,

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I can either do right click on it and

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see rename the list, share the list

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and "Move list to" and I can

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say "Group A" for instance.

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And if I want to select these two,

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I can also do one at a time

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and just drag and drop onto

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The child group BC.

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And this way I'm adding

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the list to that group.

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And if I expand the list, here

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it is, Group BC, List BC, Group

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A, List A. So you cannot share a

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group but you can share the list.

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So if I wish to share a list now, all

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I have to do is click on "Share list".

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And we're creating invitation link.

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So I can either copy the link and insert

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it in any type of message service or

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I can just invite the people via email.

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And it will include the link,

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which is a shortcut to my list.

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And so here I can just add the email address

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of people inside or outside my company.

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Or even address it to an entire team.

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"Group

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Collaboration" why not?

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And just send the email that way.

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So I think "Group Collaboration"

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no longer exist. So let me

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pick a different one, "Group

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Pitbull" here you go so I'm going to send

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this and there we go and just like that

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I was able to share a list but remember

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you have the manage access button here.

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And you can limit access to current

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members only by activating this button.

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And if you want to stop the sharing

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anytime you just click on stop sharing.

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Do you want to stop sharing,

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you say stop sharing so now you know

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the different steps how to create tasks

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in To Do directly or how to synchronize

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your task across all Microsoft

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applications such as Outlook and Planner.

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You also can run a search by keyword

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and you can do it from any category,

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let's say from the planned categories.

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It's the little magnifying

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glass that matters.

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So I'm going to type the word "training".

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And it's bringing all the tasks that

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contain the word training either in

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the title or the content itself.

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Which brings us to this final

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step in OneNote.

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I can also create a list

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of items with a To Do tag.

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And then I can add Outlook tasks.

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And select a frame time.

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Let's say this week.

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These tasks have to be done.

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I can go back here.

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And say open task in Outlook.

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So now it has opened three

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separate windows. Task A,

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let's say it's conception

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and it's high importance.

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I'll save and close.

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I'll go to task B.

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Let's say this one is personal,

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low importance, save and close.

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And this one... Ecoaching.

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And we'll leave it as normal priority.

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So now that I've created this.

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And I'm going to synchronize my

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Notebook and you will notice the

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tabs are in horizontal position,

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not vertical.

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'cause this is the OneNote 2016, Outlook

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Task can only be found in that version.

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So when I synchronize all my Notebooks,

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here we go, I'm going to

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reduce the window and go back to

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Tasks. You will notice that

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the tasks that I've created

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in OneNote, they are tied to

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Outlook, appear here as well,

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so when I click on one of these items.

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I can see the details

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and I can of course add more

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stuff like if I want to make

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it repeated on a monthly basis

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if I want to add a file,

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I can also do it from here.

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So let's pick something different this time.

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Uhm? Whatever, world logo, why not?

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So I can make this task

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important from here as well.

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This is to show you that

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no matter where you are,

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you have a shortcut to the app so

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you can switch back and forth.

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So we saw that in To Do itself

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we have access to Planner

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directly from here and Outlook,

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but then these items may lead

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us to other applications.

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Outlook will lead us to OneNote.

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And Planner will lead us to Teams.

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So we've seen that we could

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launch Microsoft To Do online

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via the Microsoft Office portal,

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and this way we can use Microsoft

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To Do on any device.

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But you can also install the

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application directly on your devices,

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so that would mean you would have to go

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to the Microsoft Store to install it,

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and then you would have to adjust the

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settings to adjust your preferences.

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Remember,

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the application can be installed

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on Windows 10, on Androids,

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and iPhones.

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After that you can also create tasks

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directly in To Do and we saw the various

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ways to personalize these tasks.

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We've seen how they are organized,

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either by my day or by priority,

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so we know how to prioritize our actions,

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and we know how to locate existing tasks.

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The advantage is that all tasks across

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all these applications are always in sync.

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Now if there should be a problem,

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we can manually launch the sync

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again from the To Do interface

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under Settings or under your profile.

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We've seen that we can centralise our

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tasks and our activities in three apps,

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Outlook, Planner, and OneNote and also

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create a shortcut on the ribbon in Teams.

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We saw how easy it was to

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share lists with people.

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It could be one or a one

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person or many people,

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or entire team and we can limit the

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access or we can stop the sharing anytime.

00:20:48

Thank you for watching.

Mandarine AI: WHAT YOU SHOULD KNOW

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