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How to use Microsoft’s To Do task-tracking app on Macs, iPhones and iPads – Guide
Many task management and reminder apps promise to simplify your planning, but only one is well integrated into the Microsoft 365 suite. how to leverage Microsoft To Do using Apple hardware.
It’s usually not a question of whether you use a task management program, but which application you use. As organizations increasingly embrace Microsoft 365 services and the platform’s wealth of programs, from Teams and SharePoint to Word and Outlook, macOS users should consider converting to Microsoft To Do for all their tracking needs of tasks and reminders. The app’s tight integration with Microsoft 365 Planner and Outlook alone give you a hand in what to do. up on other job tracking competitors.
Better enable the use of the Microsoft Tasks app across all Apple devices—iPads, iPhones, and Macs—by embracing these five behaviors.
1. Load Microsoft To Do on all your Apple devices
Load and activate the to-do management app on all your Apple devices (make sure to adopt Microsoft 365 multi-factor authentication). And on your Mac, don’t just load To Do on macOS if you’re also running a Windows virtual machine – deploy To Do in your Windows installation as well.
O trick is for to-do tasks and reminders just a click away. You want To Do to be almost immediately accessible to better encourage consistent use. The more you use the program, the more it helps. So keep track of all your projects and responsibilities, including all sub-steps and corresponding milestones, under To-Do. In addition to tracking the remaining steps and confirming the ones you’ve marked completed, To Do can sort the remaining tasks by date, as expected, while providing a My Day option that lets you organize and complete specific priorities for each workday.
Consider setting a bookmark to quickly connect to the online To Do portal with Microsoft 365 technology. Some Microsoft 365 services – Bookings, Sway and Yammer among them – still require online access when using macOS, iOS or iPadOS because Microsoft does not offer Apple-specific application equivalents. With SharePoint directing so many users to web-based resources, you may already be in the habit of accessing intranet content. Having what to do readily accessible through the same method won’t hurt.
2. Employ groups and lists
To Do works best when you create groups to separate tasks into different projects and initiatives. Within each group, you should create multiple lists to further organize the tasks.
For example, if you manage your company’s accounting and tax responsibilities, you might want to create the following groups:
So, within the Taxes group, for example, creating the following lists can help organize various ongoing responsibilities into these separate categories:
Carefully separating work functions into dedicated categories helps organize and coordinate each workday.
3. Use Important, My Day and Planned features
Resist the temptation to collect tasks into a flat list using Tasks; instead, use the simple yet powerful combination of Important, My Day and Planned features (Figure A). To Do lets you group active responsibilities by labeling individual tasks as important, associating individual tasks with the current day, and setting due dates for each task, or any combination of these three elements – use these features.
If you prefer to organize your day in advance, take advantage of the My Day of To-Dos field to assign a workday to the My Day of To-Dos view. If you work best by sorting tasks by due date and even working to try to make progress, specify the due date on each task. For triple assurance, or for those tasks you absolutely can’t miss another day, mark them Important. To do this (pun intended), click the star icon attached to each task. You are then given the ability, using To Do, to instantly view your My Day, Planned (Figure B) and Important tasks by clicking the respective option in the navigation menu on the left side of To Do.
4. Link to Planner and Outlook
Take advantage of To Do’s out-of-the-box integration with its powerful Microsoft siblings. You can integrate Planner activities and Outlook messages into To Do.
Receive an email message asking you to follow up or perform another function? Flag your Outlook email. To Do will then create a task in the Flagged Emails list using the subject line and body text of the message. If you don’t see Flagged Email, open Tasks preferences, click the Connected Apps tab, and check the Flagged Email box. Once the Outlook message is converted to a task, you are free to associate the newly created task into To Do using its groups and lists, while also adjusting the due date and importance if you wish. Better yet, when you mark the pending task as completed, the app clears the corresponding flag from the message in Outlook.
You can also automate the creation of To Do List using Microsoft Planner. If you’ve associated your Microsoft 365 account with Planner, open Tasks preferences, click the Connected Apps tab, and check the box for Planner. So, whenever your account is assigned to a Planner activity (that is, whenever you are listed in the Assigned to Me field of the Planner activity), you will receive a corresponding task in To Do. By default, Planner tasks appear in the Assigned to Me list in To Do, and all Planner tasks with a due date also appear in the Planned To Do list.
With all of your responsibilities logged and tracked in To Do, you can spend less time managing and coordinating tasks and more time actually working and completing those responsibilities.
5. Take advantage of delegation features
It’s no secret that teams do more work together. Unfortunately, the widespread work fueled by the COVID-19home pandemic arrangements often makes teamwork more challenging.
Fortunately, Teams, SharePoint and Planner are well placed to help. Departments already collaborating through these applications will have no problem promoting investments in these products, extending their workflow to allow for the assignment of to-do tasks. To Do makes everything easier – just make sure your department and coworkers agree with the concept.
To assign pending tasks to others, click the task you want to assign to someone else, then click the Assign To field (Figure C) and specify the team member you want to assign the task to.
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