Outlook Online - Turning emails into actionable tasks Tutorial

In this video, you will learn how to turn your emails into actionable tasks using Microsoft Outlook Online.
The video covers the process of adding flags to emails to serve as reminders for tasks.
It also demonstrates how to set deadlines for tasks and filter emails with task flags.
Additionally, the video shows how to access and mark tasks as complete in the Two Do tab.
This tutorial will help you stay organized and efficiently manage your tasks using Microsoft Outlook Online.

1:35
2322 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on managing emails effectively using Microsoft Outlook Online, focusing on organizing tasks and utilizing flags for better productivity.

Chapitres :

Introduction to Email Management
Managing emails efficiently is crucial for staying organized and keeping track of tasks. Microsoft Outlook Online offers several features that can help streamline this process, making it easier to handle your workload.
Using Flags for Task Management
One of the key features in Outlook Online is the ability to add flags to emails that require action. This serves as a visible reminder of tasks that need to be completed. To add a flag, simply hover your mouse over the email and click on the small flag icon that appears in the top right corner.
Setting Deadlines for Tasks
If you want to add urgency to your tasks, you can set a deadline. Right-click on the flag and select the appropriate deadline that fits your schedule. Remember, you are not locked into a specific deadline; it can be changed at any time as your priorities shift.
Filtering Emails with Tasks
To easily find all emails that have been flagged for tasks, click on the Filter button and select 'Flag.' This will display all emails where you have added task flags, allowing for quick access to your actionable items.
Accessing Your Task List
For a comprehensive view of all your tasks, navigate to the 'To Do' tab. Here, you will find a list of tasks that need to be completed. Once you accomplish a task, you can celebrate your success by marking it as complete.
Marking Tasks as Complete
To mark a task as complete, you can either check the box in the 'To Do' tab or click on the flag in your emails. A satisfying check mark will appear, indicating that you have successfully tackled the task. The completed task will then be removed from your active task list.
Removing Flags from Emails
Once a task is finished and the flag is no longer needed, you can easily remove it. Right-click on the flag icon and select 'Unflag' to clear it from your email.
Conclusion
By utilizing these tips and tricks, you can become proficient at turning your emails into actionable tasks using Microsoft Outlook Online. Staying organized and managing your tasks effectively will enhance your productivity and help you work like a pro.

FAQ :

How do I add a flag to an email in Microsoft Outlook Online?

To add a flag to an email, hover your mouse over the email and click on the small flag that appears at the top right corner.

Can I change the deadline for a flagged task?

Yes, you can change the deadline for a flagged task at any time by right-clicking on the flag and selecting a new deadline from the menu.

How can I view all my flagged emails?

To view all your flagged emails, click on the Filter button and select 'Flag'. This will display all emails where you have added task flags.

What should I do once I complete a task?

Once you complete a task, you can mark it as complete in the To Do tab by checking the box or directly in your emails by clicking on the flag.

How do I remove a flag from an email?

To remove a flag from an email, right-click on the flag icon and select 'Unflag'.

Quelques cas d'usages :

Managing Project Tasks

In a project management role, you can use Microsoft Outlook Online to flag emails related to project tasks, set deadlines, and track progress in the To Do tab, ensuring that all team members are aware of their responsibilities.

Sales Follow-Up

Sales professionals can flag emails from potential clients to prioritize follow-ups. By using deadlines, they can manage their time effectively and ensure timely communication.

Email Organization for Administrative Tasks

Administrative assistants can utilize the flagging feature to organize emails that require action, such as scheduling meetings or responding to inquiries, making it easier to manage their workload.

Personal Task Management

Individuals can use Microsoft Outlook Online to manage personal tasks by flagging emails that require attention, setting deadlines, and tracking completion, helping to maintain organization in both personal and professional life.

Glossaire :

Microsoft Outlook Online

A web-based email service that allows users to send, receive, and manage emails, as well as organize tasks and calendars.

Flag

A visual marker that can be added to an email to indicate that it requires action or follow-up.

To Do tab

A section in Microsoft Outlook Online where users can view and manage their tasks.

Filter button

A feature that allows users to sort and view specific types of emails, such as those marked with flags.

Task

An action or piece of work that needs to be completed, often associated with an email in this context.

Deadline

A specific date or time by which a task must be completed.

00:00:00

When you're managing your emails,

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it is essential to stay organized

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and keep track of tasks.

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Luckily, Microsoft Outlook Online

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has some neat features to help

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you get things done efficiently.

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When you come across an

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e-mail that requires action,

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you can add a handy flag to it.

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To do this, hover your mouse over the

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e-mail and click on the small flag

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that appears at the top right corner.

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This flag acts as a visible reminder

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of the task you need to perform.

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Want to add a sense of urgency to your task?

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You got it Right click on

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the flag and from the menu.

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Use the appropriate deadline

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that suits your schedule.

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Don't worry about being locked

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into a specific deadline,

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You can change it at any time.

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If your priority is shift,

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finding all the emails with

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tasks is a breeze.

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Click on the Filter button, then select Flag.

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There you have it.

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Now you can see all the emails

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where you've added task flags.

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For easy access to all your tasks,

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head over to the Two Do tab where

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you will find a list of tasks.

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Once you have accomplished a task,

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celebrate your success.

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You can mark it as complete in the Tudo tab.

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Checking the box or directly in

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your emails by clicking on the flag,

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the satisfying check mark will appear,

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indicating that you have

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successfully tackled the task.

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The completed task will also be

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removed from your active task list.

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Finished with the task and

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the flag is no longer needed.

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Easy fix?

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Right click on the flag icon

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and select On flag to remove it.

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With these handy tips and tricks,

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you'll be a master at turning your

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emails into actionable tasks using

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Microsoft Outlook Online in no time.

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Stay organized and get things

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done like a pro.

Mandarine AI: WHAT YOU SHOULD KNOW

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