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5 Ways to Create a Task in Microsoft Outlook

how to set up a task in outlook

Maria is a Content Writer with a keen interest in Technology and Productivity Tools. Her articles can be found on sites such as Onlinetivity and Delesign. Outside of work, you can find her mini-blogging about her life on social media.

For most people, a new day brings about a set of fresh tasks to complete. These tasks may be personal, study, or job-related. When you are dealing with just one task, you can easily rely on your memory to ensure it gets completed. However, if you have several tasks to complete, it would be best to write them down to ensure you do not miss any.

N_Ways_to_Create_a_Task_in_Microsoft_Outlook

Microsoft Outlook is one productivity tool you can use to create and monitor tasks. You can easily turn an email into a task or create a non-email task using Microsoft Outlook. Here’s how to do so:

How to Create a Task from an Email in Microsoft Outlook

When you receive an email in Outlook with an activity to complete, you can create a task from the email. Here are the different ways you can do so:

By Flagging the Email

Microsoft Outlook has a flagging feature that you can use to remind yourself to take action or follow up on an email. Here’s how it works:

Step 1: Open the Microsoft Outlook app from your PC’s Start menu or Taskbar.

Step 2: From your Inbox folder, hover on the email from which you want to create a task. You should see a flag show up beside the email.

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Step 3: Click the flag, and it should turn red.

how to create tasks in microsoft outlook 2

Step 4: Right-click on the red flag and select a due date for the flagged email from the following options:

how to create tasks in microsoft outlook 3

The flagged email will be added to your Task list. To know how to access your Task list in Outlook, read on.

By Dragging an Email to the Task Icon

You can drag an email to the Outlook Task Icon on the Navigation side panel of Outlook to include it in your list of tasks. Here’s how to do so:

Step 2: From your Inbox folder, hover on the email from which you want to create a task.

Step 3: Click the email and drag it to a clipboard icon on the side panel of the Outlook app. This will launch another Outlook window.

how to create tasks in microsoft outlook 4

Step 4: Confirm or edit the following details of your task on the new window:

  • Reminder Time

how to create tasks in microsoft outlook 5

Step 5: Click Save & Close to add the new task to your Task list.

how to create tasks in microsoft outlook 6

How to Create a New Task or Non-Email Task in Microsoft Outlook

You do not have to rely on emails to create tasks in Microsoft Outlook. You can create a new task in Microsoft Outlook using the following ways:

By Using Shortcut Keys

You can launch the Outlook window with shortcut keys to create a new task. Here’s how to do so:

Step 2: On your keyboard, tap the following keys: Ctrl+Shift+K. This will launch the Outlook Task window.

how to create tasks in microsoft outlook 9

Step 3: Enter the following details of your task on the new window:

Step 4: Click Save & Close to add the new task to your Task list.

how to create tasks in microsoft outlook 10

By Creating a New Item

You may be familiar with the New Items button on the Outlook Ribbon, which can be used to create new emails or meetings. Here’s how to use it to create a new task on Microsoft Outlook:

Step 2: On the Microsoft Outlook Ribbon, click the New Items button in the Home tab.

how to create tasks in microsoft outlook 7

Step 3: Select Task from the dropdown. This will launch another Outlook window.

how to create tasks in microsoft outlook 8

Step 4: Enter the following details of your task on the new window:

By Using the To-Do Bar

The Microsoft To-Do app is also a feature on Microsoft Outlook. You can create To-Do’s on Outlook using this feature. Here’s how to do so:

Step 2: On the Microsoft Outlook side panel, click the To-Do icon which is a blue checkmark. This will open the To-Do page on Outlook.

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Step 3: Select the Add a task box and enter the task description.

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Step 4: Click the icons beneath the task box to:

  • Add due date
  • Add a reminder
  • Set recurrence

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Step 5: Press enter or click Add to save the task.

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Recovering Deleted Items in Microsoft Outlook

If in the process of creating a new task or flagging an email, you accidentally delete it, don’t panic. You can easily recover accidentally deleted items in Microsoft Outlook. All you have to do is visit the Deleted Items folder in Outlook to move the email back to your Inbox. Having said that, let us know if you were able to successfully create tasks in Outlook by using the tips mentioned in the article.

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Last updated on 24 January, 2024

The above article may contain affiliate links which help support Guiding Tech. However, it does not affect our editorial integrity. The content remains unbiased and authentic.

how to set up a task in outlook

The article above may contain affiliate links which help support Guiding Tech. The content remains unbiased and authentic and will never affect our editorial integrity.

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4 Ways to Turn Emails Into Tasks in Microsoft Outlook

Sandy Writtenhouse

If you’re looking for a way to be more productive, consider turning emails into tasks. Without manually copying and pasting all of the details you need, you can create a task from an email in Outlook. This guide shows you four options.

1. Drag an Email to Outlook Tasks

2. drag an email to tasks using extra options, 3. follow up on an email with a reminder, 4. set up a quick step to create a task from an email, frequently asked questions.

Drag-and-drop is a great way to move items quickly, and the same applies to turning emails into tasks in Outlook.

  • Select the email in your inbox, drag it to the “Tasks” tab, and release.

Drag email to the Tasks tab

  • You’ll see the new task box appear with the subject of the email as the task name and the message within the body of the task.

New Task window after dragging an email to Tasks

  • Complete the remaining fields, as desired, for the task. You can add start and due dates, set a priority, and pick a status. Select “Save & Close” on the top left when you finish.

Save and Close in the new Task window

You’ll see the task in your list in the “Tasks” tab and the email remains in your inbox.

If you want to create the task with the email as an attachment or move the email to your tasks instead of copying it, you can add an extra step to the above drag-and-drop option.

  • Select the email in your inbox using your right mouse button, drag it to the “Tasks” tab, and release.

Actions when right-clicking and dragging an email to Tasks

  • You’ll see a small pop-up window with three options. You can copy the email to tasks with text or with an attachment or move it to the tasks with an attachment. Choose the action you want to take.

Like the simple drag-and-drop method earlier, you’ll see the new task window open, ready for you to complete any additional fields and save when you finish.

Maybe you don’t use Outlook Tasks for your to-dos. You can use the Follow-Up feature with a reminder to perform what you need on an email instead.

  • Select the email in your inbox and head to the “Home” tab. If you have the message open in its own window, go to the “Message” tab. Open the “Follow Up” drop-down box in the Tags section of the ribbon.

Follow Up in the Outlook Tags menu

  • Select “Add Reminder” from the list. Alternatively, you can choose a time for the follow-up instead; however, this won’t automatically populate the reminder for you.

Add Reminder in the Outlook Follow Up menu

  • In the Custom pop-up window, you’ll see the “Reminder” box checked at the bottom. Use the drop-down boxes beneath to choose the date and time for the reminder.

Follow Up Add Reminder settings

  • You can also select the options at the top of the box if you would like. You can pick the type of flag, a start date, and a due date. When you finish, click “OK.”

Follow Up Tag settings

  • On the date and time you selected, you’ll receive an Outlook reminder for you to take the action connected to the email. You should also see emails you flag for follow up on the “Tasks” tab.

Outlook Follow Up reminder

Note: you can also schedule emails in Outlook and set up automatic forwarding .

One more way to turn an email into a task in Outlook is using the Quick Steps feature. You can set up a Quick Step to create a task, then select that Quick Step or use a shortcut you assign to it.

  • Go to the “Home” tab in Outlook and click the “More” arrow at the bottom of the Quick Steps box in that section of the ribbon or use the Quick Steps drop-down menu if your ribbon is condensed.

Quick Steps on the Home tab

  • Move to “New Quick Step” and select “Custom.”

Custom in the New Quick Step menu

  • At the top of the Edit Quick Step window, give your new Quick Step a name.

Name a new Quick Step

  • In the Actions section, open the drop-down list and go to the “Categories, Tasks, and Flags” section. Choose either “Create a task with attachment” or “Create a task with text of message.”

Quick Step Task action options

  • If you want to assign a keyboard shortcut to the Quick Step, open the “Shortcut key” drop-down box near the bottom and pick the combination you want to use.

Quick Step Shortcut Key drop-down list

  • Click “Finish” to save the Quick Step.

New Quick Step Finish button

  • The new Quick Step appears in the Quick Steps box on the “Home” tab. To use it, select an email in your inbox and click the Quick Step you set up to create a task or use the keyboard shortcut you assigned.

New Quick Step selected

  • When the new task box opens, complete the fields and save the task.

New Task from the Quick Step

Can I convert flagged emails to tasks in Outlook?

When you use the Follow Up feature described above, you can convert those flagged emails to tasks in Microsoft To-Do if that’s your preferred task application. Be sure you’re signed in to Microsoft To-Do and Outlook with the same account.

Click the “To-Do” tab in Outlook and select the gear icon to view the settings. In the “Connected Apps” section, turn on the toggle for “Flagged email.” Use the “X” on the top right to close the settings, and you’ll see a folder for “Flagged email” in the list.

How do I convert an email to a task in the Outlook web application?

In Outlook on the Web, you can use the My Day feature to turn an email into a task.

Select the “My Day” button in the toolbar on the top right to open My Day. Drag the email from your inbox to the “To Do” tab or the “Add as a task” area.

Can I assign emails I turn into tasks?

When the new task box is opened using one of the above methods, select “Assign Task” on the “Task” tab. Enter the assignee’s name in the To field and click “Send” to assign them the task.

For a follow-up email, go to the “Tasks” tab, select the email task in the list. Use the “Assign Task” button on the “Task” tab, then send the task to the assignee.

Image credit: Pixabay . All screenshots by Sandy Writtenhouse.

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Sandy Writtenhouse

With her BS in Information Technology, Sandy worked for many years in the IT industry as a Project Manager, Department Manager, and PMO Lead. She wanted to help others learn how technology can enrich business and personal lives and has shared her suggestions and how-tos across thousands of articles.

What Are Llms Featured

how to set up a task in outlook

How to Use Microsoft Outlook Tasks Effectively? Here’s What You Need to Know

Are you looking for a way to stay organized, prioritize tasks, and increase your productivity? Microsoft Outlook Tasks is the perfect solution! In this article, we’ll take a look at how to use Outlook Tasks effectively, from setting up tasks in Outlook to categorizing tasks and assigning them to other users.

We’ll show you how Outlook Tasks can help you stay organized, set reminders, and help you reach your goals.

So if you’re ready to get organized and maximize productivity, let’s get started!

Table of Contents

Short Answer

Microsoft Outlook Tasks can be a great tool to help you manage your workload.

To use it effectively, create a task for each task that needs to be done and assign a due date and priority.

Break larger tasks into smaller tasks that can be completed in one sitting.

Use the calendar view to keep track of upcoming tasks and be sure to mark tasks as complete when they are finished.

Finally, review your tasks regularly to ensure that you are staying on top of your workload.

What are Outlook Tasks?

Microsoft Outlook Tasks offer a powerful way to manage your workload and stay organized.

They are essentially to-do lists that you can create and store in your Outlook account .

You can use Outlook Tasks to create tasks for yourself or assign tasks to other Outlook users.

With Outlook Tasks, you can easily keep track of your responsibilities and make sure that you meet all of your deadlines.

When you create an Outlook Task, you can assign a due date, category, priority level, and even assign the task to another Outlook user.

You can also set reminders so that you won’t forget to complete the task.

By creating tasks and assigning specific deadlines, you can ensure that you stay on top of all of your obligations.

With the ability to categorize tasks, set reminders, and even assign tasks to other Outlook users, you can effectively manage your workload and stay on top of your daily activities.

Outlook Tasks also allow you to share tasks with other Outlook users.

When you share a task, you can assign it to one or more people and give them the ability to mark it as complete or assign it to someone else.

This feature is especially useful if you’re working on a project with multiple people and need to keep track of who is responsible for what.

It can also help you keep everyone accountable and make sure that all tasks are completed on time.

Overall, Outlook Tasks are a great way to stay organized and keep track of your responsibilities.

By creating tasks and assigning deadlines, you can make sure that your work is completed on time and that you stay on top of all of your obligations.

How to Set Up Tasks in Outlook

Microsoft Outlook Tasks is a great way to stay organized and on top of your daily activities. Setting up tasks in Outlook is easy and straightforward. Here are the steps to get started:

1. Open Outlook and select the Tasks tab.

2. Click the New button to create a task.

3. Enter a description of the task and any important notes about it.

4. Set a due date for the task and any reminders youd like to receive.

5. Assign the task to someone else, if applicable.

6. Categorize the task to help you keep track of your various tasks.

7. Click Save to save the task.

Once youve set up your tasks, you can easily view and manage them from the Tasks tab.

You can view all tasks, overdue tasks, and tasks assigned to others.

You can also filter the tasks by category or search for specific tasks.

By setting up and managing your tasks in Outlook, you can easily organize and prioritize your life.

You can ensure that you stay on top of your daily obligations and increase your productivity.

With the ability to assign tasks to others, you can also collaborate with colleagues, family, and friends on projects and tasks.

The Benefits of Using Tasks in Outlook

Using Microsoft Outlook Tasks effectively can provide a number of benefits to users.

For one, tasks can help users stay organized and prioritize their daily tasks and activities.

By creating tasks and assigning specific deadlines, users can ensure that they stay on top of their obligations and complete tasks in a timely manner.

Furthermore, Outlook tasks can be categorized, allowing users to easily keep track of different projects and tasks that need to be completed.

Additionally, Outlook tasks can also be set to remind users of upcoming deadlines, so that they can stay on top of their work and remain accountable.

Finally, Outlook tasks can also be assigned to other Outlook users, allowing users to collaborate on projects and tasks more effectively.

Setting Reminders and Deadlines in Outlook Tasks

Using Outlook Tasks is a great way to stay organized and on top of your daily activities.

One of the most important aspects of using Outlook Tasks is setting reminders and deadlines.

With reminders and deadlines in place, you can make sure that you complete tasks on time and do not let any task slip through the cracks.

When setting reminders and deadlines in Outlook Tasks, you can choose from a variety of options.

The most basic option is to set a recurring reminder.

You can set a reminder to appear at a certain time on certain days or at a specific date and time.

This is a great option for tasks that need to be completed regularly, such as weekly reports or monthly goals.

You can also set a deadline for completing a task.

When a task has a deadline, you will be notified when the deadline is approaching.

This is a great way to keep yourself accountable and make sure that you complete tasks on time.

Finally, you can set a reminder to appear when a task is overdue.

This is a great way to stay on top of tasks that may have slipped through the cracks or that you may have forgotten about.

With Outlook Tasks, you can make sure that all of your tasks are completed on time.

Categorizing Outlook Tasks

The categorization of tasks is an important part of effectively using Microsoft Outlook Tasks.

By categorizing your tasks, you can easily organize and manage your workload.

With categories, you can sort tasks by priority, assign tasks to different people, and even track progress on each individual task.

To categorize your Outlook Tasks, start by creating a new task folder.

This folder will act as a container to house all of your tasks.

Once your folder is created, you can create categories for specific tasks.

You can assign tasks to different categories, such as Urgent, Important, or Long-term.

By categorizing your tasks, you can easily and quickly identify which tasks require your immediate attention.

Additionally, you can assign colors to each category.

This will help you quickly identify which tasks belong to which category.

You can also assign flags to tasks to indicate their priority.

This will help you focus on the tasks that need to be completed first.

Finally, you can assign custom fields to each task.

These fields can be used to track progress, assign due dates, or even store notes about the task.

This will help you quickly identify tasks that are incomplete or overdue.

By categorizing your Outlook Tasks, you can efficiently manage your workload and ensure that all of your tasks are completed on time.

With Outlook Tasks, you can stay on top of your obligations and increase your productivity.

Assigning Outlook Tasks to Other Users

One of the most helpful features of Microsoft Outlook Tasks is the ability to assign tasks to other Outlook users.

This is especially useful in a business setting where tasks need to be completed quickly and efficiently.

With Outlook Tasks, you can easily assign tasks to other users, set due dates, and even assign priority levels.

To assign a task to another user, first select the task and click the Assign Task button.

This will open a dialogue box where you can enter the email address of the person you want to assign the task to.

Once you have entered their email address, you can select the due date, priority level, and any other settings that you want to be associated with the task.

You can also assign tasks to multiple people at once.

Simply select the Multiple Assignments option in the dialogue box and enter the email addresses of all the people you want to assign the task to.

You can also assign tasks to yourself, which can be useful for setting reminders and tracking your progress.

Once a task has been assigned to someone, they will receive an email notification letting them know that you have assigned them a task.

They will also be able to view the task within their Outlook Tasks list.

They will be able to view all of the details associated with the task, such as the due date and priority level.

Microsoft Outlook Tasks makes it easy to assign tasks to other users.

With this feature, you can quickly and easily delegate tasks to other people and ensure that they are completed by the due date.

You can also keep track of all of the tasks assigned to you, allowing you to stay on top of your workload and increase your productivity.

Increasing Productivity with Outlook Tasks

Using Microsoft Outlook Tasks effectively can be a great way to boost your productivity.

By setting deadlines for tasks, you can ensure that youre staying on top of all of your obligations and that tasks dont get forgotten.

With the ability to organize tasks into categories, you can easily find the tasks that need to be completed and prioritize them accordingly.

You can also use Outlook Tasks to assign tasks to other Outlook users, allowing for collaboration and accountability.

When creating Outlook Tasks, be sure to give yourself realistic deadlines and adjust them accordingly.

Its important to be realistic about the amount of time it will take to complete the task, and to be honest about how much time you have available.

By creating tasks with realistic deadlines, you can avoid feeling overwhelmed and ensure that youre staying on top of your workload.

In addition to setting deadlines, be sure to set reminders for yourself.

Outlook Tasks allows you to set reminders for tasks, which can help you stay on top of tasks even when youre not actively working on them.

Reminders can be set for specific days or times, or they can be recurring reminders.

This is especially helpful if youre working on a long-term project, as you can set recurring reminders to ensure that youre making progress.

Finally, if you need to collaborate with other Outlook users, you can assign tasks to them and keep track of their progress.

This is a great way to ensure that everyone is on the same page and that tasks are being completed in a timely manner.

By assigning tasks, you can also help keep yourself accountable and ensure that tasks arent forgotten or neglected.

By following these tips, you can effectively use Outlook Tasks to increase your productivity and stay on top of your daily activities.

With careful use of Outlook Tasks, you can ensure that tasks are completed on time and that youre staying organized.

With the ability to categorize tasks, set reminders, and assign tasks to other Outlook users, you can ensure that youre always on top of your workload and that tasks dont get forgotten.

Final Thoughts

With Microsoft Outlook Tasks, you have the power to take control of your life and prioritize your tasks.

By setting up tasks, categorizing them, assigning them to other users, and setting reminders and deadlines, you can make sure nothing slips through the cracks.

By using Outlook Tasks effectively, you can increase your productivity and stay on top of your daily obligations.

So go ahead and try it out you won’t regret it!

James Wilson

James Wilson has extensive knowledge in the information technology industry.His second love, besides dealing with computers, is smart home technology. He is continually updating information to better comprehend this problem and has a deep understanding of the apartment’s support system.

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How-To Geek

How to customize the to-do pane in outlook.

Outlook's To-Do pane adds useful information right alongside your email. Here's how to make the most of it.

Quick Links

Enable the to-do pane, the to-do pane options, customizing the to-do pane.

The Outlook client comes with several different panes that you can show and hide. These include panes that you see by default, like the Navigation pane and others that you might not be familiar with, like the To-Do and People panes. Here's how to customize the To-Do pane.

The To-Do pane isn't visible by default, so first, we need to show it by clicking View > To-Do Bar.

In the above screenshot, you can also see the Folder Pane, Reading Pane, and People Pane options. A pane is a " section of a window that provides the user with additional information or quick access to features commonly used in a software program ," and it's common terminology in programming and user interface design. Why the To-Do pane is labeled as "To-Do Bar" we have no idea, as Microsoft themselves call it a pane in their documentation.

So to stay consistent, we'll be referring to it as a pane as well.

Clicking View > To-Do Bar will display four options: Calendar, People, Tasks, and Off.

  • Calendar shows the current month and your upcoming appointments.
  • People shows the contacts that you've marked as Favorites.
  • Tasks shows your Outlook tasks in due date order.

You can choose to display the Calendar, People, Tasks item, a combination of two of these, or all three. They all exist in the To-Do pane, which sits in the right-hand side of Outlook.

The items appear in the order in which you turn them on in the To-Do Bar options. We've added them in the order in which they appear in the menu---Calendar, People, Tasks---but if we remove Calendar by clicking View > To-Do Bar > Calendar, and then add it in again, it will appear at the bottom under Tasks.

If you don't want to show the To-Do pane at all, click View > To-Do Bar > Off, or untick all of the other options.

There are no customizations available for the Calendar or People items in the To-Do pane. These just display your upcoming appointments and your favorite contacts, respectively. The People item lets you search your contacts, but that's it.

The Tasks item has a lot more customizations available. In fact, it acts like a regular email folder, which means you can customize it just like any other folder. By default, your tasks are arranged by Due Date in ascending order.

If you click the black arrow next to "Today," the sort order will reverse and show your tasks in descending order.

Right-click anywhere on the header, and you'll see a context menu of customization options.

The first three options---"All Mail," "Unread Mail," and "Mentioned Mail"---are, somewhat oddly, completely useless within Tasks. These options are three standard filter options in a mail folder and have no use in your Tasks.

The "Arrange By" option lets you sort by different criteria from the default "Due Date."

Your options are:

  • Categories:  Sort the tasks alphabetically by the category you've assigned them.
  • Start Date:  Sort the tasks by the date the task was started.
  • Due Date:  Sort the tasks by the date on which they're due to be completed.
  • Folder:  Sort the tasks by the name of the folder they're in (tasks can be created in, or moved to, any folder in Outlook).
  • Type:  Sort the tasks by whether they're a mail or a task (you can drag emails into Tasks to create a to-do item).
  • Importance:  Sort the tasks by the Importance flag - High, Normal, or Low.

Under "Arrange By," you've got the option to "Reverse Sort," which does the same as clicking the black arrow in the top right corner. You can also enable "Show in Groups," which toggles between showing your tasks in groups (the default) and showing them in a simple list.

Finally, you've got "View Settings," which opens up the folder customization window.

We've covered customizing folders and how to make an item stand out using conditional formatting before, so if you want to change the visible columns or make your tasks appear in different formats, take a look at those articles and make some changes. You can always hit the "Reset Current View" button to get back to the default view if you make changes you're not happy with.

The To-Do pane is one of the most useful features of Outlook, as it adds appointment, contact, and task information right on the front page alongside your email. Outlook is definitely a productivity app, not just a mail client, and the To-Do pane is an integral part of that.

How to use Outlook Groups and tasks to collaborate more effectively

Outlook can bring teams together in ways well beyond replying to an email. Here's how you can start to collaborate more effectively.

how to set up a task in outlook

As well as you may think your team or colleagues produce and exceed, there's always room for growth. Outlook 2016 has a few features available that can help centralize your team communication, tracking, scheduling, and resources. Here is how you can get started.

What are Groups in Outlook?

Managing groups and assigned tasks in outlook, getting started with groups in outlook.

how to set up a task in outlook

Outlook 2016 taps into the Groups feature of Office 365. It gives users a shared place where teams can work and collaborate. Not to be confused with a distribution list, this group is truly a means to see how all pieces contribute towards a common goal. You have a shared inbox, calendar, and even a document library. Even without groups, you can still manage projects through tasks.

How to create a group task

how to set up a task in outlook

To create a Group task:

  • Click the Home tab in the navigation ribbon.
  • Click on New Items in the New group.
  • Select Task from the dropdown list.
  • Enter in details of the task, including due dates, reminders, and priority.
  • Click Save & Close to create the task.
  • Click on Tasks in the navigation pane.
  • Select Folder tab in the navigation ribbon of the Task window.
  • Select Share Tasks in the Share group.
  • Select recipient(s) or a distribution group.
  • Select or deselect the Request permission to view recipient's Tasks folder option.
  • Select or deselect the Allow recipient to view your Tasks folder option.
  • Click Send .

How to open shared tasks

To open your shared tasks:

  • Click the Folder tab in the navigation ribbon.
  • Click Open Shared Tasks in the Share group.
  • Click Name in the name dialog box.
  • Find the name of the person in the address list.
  • Click OK to return to the name dialog box.
  • Click OK to accept.

It is possible to send a shared task access request to an individual if they have yet to grant you permission. If you choose to send a request, the recipient will receive an email, which also includes an option to have your default tasks folder shared with them.

How to remove a shared task folder

To delete a folder:

  • Select Tasks from the navigation pane.
  • Select the task folder under the "My Tasks" list.
  • Select the Folder tab from the navigation ribbon.
  • Click on Delete Folder in the Actions group.
  • Click Yes to confirm.

How to assign a task

how to set up a task in outlook

To assign a task to an individual:

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  • Click New Task in the New section of the Home tab.
  • Click on the Task tab in the navigation ribbon.
  • Select Assign Task in the Manage Task group.
  • Enter the recipient's name or email address in the To field.
  • Fill out the subject, due or start date, status and priority fields.
  • Ensure the checkbox for Keep an updated copy of this task on my task list is checked.
  • Ensure the check box for Send me a status report when this task is complete is checked.

How to accept or decline a task

To accept or reject a task:

  • Open the task.
  • Click on the Task tab in the navigation menu.
  • Choose Accept or Decline in the Manage Task group.
  • Choose to send your response now or edit the response first.

How to see the status

To track the status automatically:

  • Click on the File tab in the navigation ribbon.
  • Click Options .
  • Click Tasks in the left pane in the Outlook options window.
  • Select the check box for the Set reminders on tasks with due dates option.
  • Choose a reminder time.
  • Select the check box for the Keep my task list updated with copies of tasks I assign to other people option.

To manually view the status of assigned tasks:

  • Click the View tab in the navigation ribbon.
  • Click Change View in the current view group.
  • Click Assigned .

how to set up a task in outlook

How to create a Group in Outlook 2016

To create a Group:

  • Click on the Home tab in the navigation ribbon.
  • Select New Group in the Groups section.
  • Enter a name for the Group in the Choose a name field.
  • Enter in a Group ID in the Group ID field.
  • Select Public or Private as the privacy level for the group.
  • Select a classification for the group.
  • Select or deselect the check box for the group conversation notification to appear in the inbox for each member.
  • Select members of your organization to add.
  • Choose a photo to represent the group.
  • Enter a description for the group to help others understand the purpose of it.
  • Click OK to finish.

How to delete an Outlook Group

To delete a Group:

  • Select the Group in the Groups section of the left navigation bar.
  • Select Edit Group .
  • Select Delete Group .
  • Select the check box for the I understand that the Group will be permanently deleted warning.
  • Click OK to confirm and delete.

How to add a member to an Outlook Group

To add a member:

  • Select the Group from the left navigation bar.
  • Select Add members .
  • Enter the name of the individual to be added.

Adding an external user to the group is the same process as adding a member. You will be warned that the guest will have access to the content of your group. They will receive calendar items and group conversations in their inboxes, but they will have limits placed on their access including contact cards for group members or the list of group members.

How to remove an Outlook Group member

To remove a group member:

  • Click on the Group in the left navigation bar.
  • Click on the member in the Members list.
  • Click the X next to their name to delete.

How to begin a Group conversation in Outlook

To start a conversation:

  • Select the Group in the left navigation screen.
  • Select the Home tab in the navigation ribbon.
  • Select New Conversation in the New group.
  • Compose your message.
  • Click Send to generate an email to the rest of the group.

With conversations that you receive, you can also reply to the group or to the sender. You can also choose to like a message.

How to schedule group meetings in Outlook

To scheduling a meeting:

  • Click the group in the left navigation screen.
  • Click on Calendar in the navigation ribbon.
  • Click New Meeting .
  • Enter meeting details such as subject, location and the start or end times for the meeting.
  • Enter any important details in the meeting section.

Wrapping up

Outlook is a wellspring of resources and results. How is your team using Groups? What are your favorite features? Let us know in the comments.

Microsoft Office 101: Help, how-tos and tutorials

Ryan Blundell

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  • 5 Days after Sony's Helldivers 2 PSN debacle, Ghost of Tsushima's PC release gets delisted and refunded from Steam in over 170 countries [UPDATED]

how to set up a task in outlook

how to set up a task in outlook

Outlook Tips: How to Create Repeating Tasks & Reminders

How to create a task in microsoft outlook.

In Microsoft Outlook, it’s easy to create appointments and tasks that repeat or recur. To create a task that repeats, first choose one of these ways to add a task in Outlook:

Outlook tasks, Outlook tips, Outlook tips and tricks

  • From any view, press  [Ctrl] + [Shift] + K  -OR-
  • Move to the  Tasks view and click once on the  New Task button -OR-
  • From the  Tasks view, press  [Ctrl] + N .

Tasks can also be created from the To-Do Bar and by dragging an email message to the Tasks folder.

How to Repeat Outlook Tasks

To repeat a task created in Microsoft Outlook:

  • Set a reminder for the first occurrence of the task.
  • Pick  Recurrence from the  Task tab.
  • Define the  Task Recurrence pattern, such as the 1st day of the month or every Wednesday.
  • Choose OK and Save & Close to complete the task.

Why Reminders for Repeating Tasks Don’t Work

When you create a recurring task with a reminder, you may notice the first reminder works, but it doesn’t repeat again for future tasks even when you enable the task recurrence. During an Outlook email productivity training session with an executive team, one of the participants shared that she no longer creates recurring tasks because the reminders stop working. The solution isn’t obvious due to a “flaw” in the display of reminders, but there is a way to continue seeing reminders for repeating tasks in Outlook.  Here’s the trick: Don’t Dismiss Tasks!

task reminders in Outlook, repeating tasks in Microsoft Outlook, Outlook tips

To get the reminder for the task to repeat, you’ll first have to mark the previous task as completed. Outlook will then automatically create a new task based on your recurrence pattern.

To mark a task as complete, don’t pick  Dismiss from the Outlook Reminder window. Instead, right-click on the task and choose Mark Complete . This would certainly be easier and more intuitive if the Reminder window had a Mark Complete button or even a more generic Actions button.

Tip: Tasks have a checklist icon at the front, while appointments have a mini calendar icon. You can still use Dismiss for appointment reminders.

How to Reset Reminders for Repeating Tasks

To restore reminders for tasks you have already created, move to the Tasks folders from the button in the Mail/Navigation Pane or press  [Ctrl] + 4 . Select the recurring task and mark the recent occurrences with Mark Complete on the Ribbon or by right-clicking the task and choosing  Mark Complete  or by clicking the check box next to the task. You may also want to open the current task to make sure the Reminder option is still selected.

Save time and leverage the power of Outlook by creating tasks with repeating reminders.

Discover more Outlook shortcuts, tips, and techniques  here .

© Dawn Bjork, MCT, MOSM, CSP®, The Software Pro® Microsoft Certified Trainer, Productivity Speaker, Certified Speaking Professional

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how to set up a task in outlook

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Microsoft 365 Life Hacks > Organization > Tips for automating repetitive tasks in Outlook using macros

Tips for automating repetitive tasks in Outlook using macros

If you use Outlook every day, you may want to consider automating some of your tasks. Learn what macros are and how you can use them and set them up in Outlook to speed up your day-to-day tasks.

A photo of green knobs

What are macros in Outlook?

Macros are lines of code that you can add to Outlook . These snippets of code allow you automate your emails, and therefore can help speed up the time that it takes to send messages. There are many ways that you can use macros. For example, you can create an Outlook macro that automatically contains a greeting and closing message to all your emails. Or you can use Outlook macros to automate entire messages. You can also use macros to automatically attach files to your email.

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How to set up Outlook macros

To get started on Outlook automation, you’ll need to add the Developer tab to your Outlook ribbon. To add the Developer tab:

  • Right-click the ribbon.
  • Select Customize the Ribbon .
  • Check the box that says Developer and then click OK .

The Developer tab should now appear in the ribbon. Next, you’ll need to add the macro code to Outlook. To add a macro, you’ll need to have a basic knowledge of coding, although you can find macro templates online that you can copy and paste into Outlook.

To add your first macro to Outlook:

  • Click the Developer tab.
  • Select Visual Basic . A new window will open.
  • On the left-hand side, click ThisOutlookSession .
  • Under the Insert tab, click Module .
  • Enter your macro code in the white window.

Here’s an example of what a macro code in Outlook might look like. This code lets you automate an entire email:

Sub SendMail() Dim MyEmail As MailItem Set MyEmail = Application.CreateItem(olMailItem)

With MyEmail .To = “ ” .Importance = olImportanceHigh .Subject = “ ” .Body = “ ” .BodyFormat = olFormatHTML .Display End With

‘MyEmail.Send’ End Sub

To test out your macro and see what your Outlook automation will look like, press the green play button.

Creating a shortcut for your macro

Create a shortcut for your macro so you can easily access them in the future. To create a macro shortcut:

  • Open the Quick Access Toolbar at the top of Outlook.
  • Click More Commands .
  • Under the Choose commands from dropdown, select Macros .
  • Select the macro that you want as a shortcut, then click the Add button.
  • Your macro shortcut will appear next to the Quick Access Toolbar.

If you ever want to remove this shortcut from the toolbar, simply right-click it and select Remove from Quick Access Toolbar .

Here’s another way you can find your existing macros:

  • Click Macros .
  • Select the macro that you want to use.

How to edit your macro settings

To change or edit your Outlook macro settings:

  • Click Macro security .

From here, you have the option to:

  • Disable all macros without notification
  • Enable notifications for digitally signed macros and disable all other macros
  • Turn on notifications for all macros
  • Enable all macros (not recommended)
  • Apply macro security settings to installed add-ins

Automating Outlook with macros can make managing your email easier. If you want to learn more ways you can simplify your Outlook experience, get tips on how you can harness the power of email filters .

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Outlook Forum Top Contributors: Don Varnau  -  Stefan Blom  -  Hal Hostetler - MVP-Outlook  -  NoOneCan  -  Ron6576   ✅

May 10, 2024

Outlook Forum Top Contributors:

Don Varnau  -  Stefan Blom  -  Hal Hostetler - MVP-Outlook  -  NoOneCan  -  Ron6576   ✅

Contribute to the Outlook forum! Click  here  to learn more  💡

April 9, 2024

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Click  here  to learn more  💡

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How do I add my Calendar and Tasks to "New Outlook" so that I can see my email and tasks and calendar all on one screen?

Outlook used to easily provide a column on the right for one's Calendar and Tasks. But with "New Outlook" (desktop) I cannot discern how to add Calendar and Tasks so that I can see my email and tasks and calendar all on one screen.

How do I add my Calendar and Tasks to "New Outlook" so that I can see my email and tasks and calendar all on one screen?

Microsoft Outlook Version 1.2024.103.100 (Production), Client Version 20240112004.09

Windows 11 Pro Version 22H2, OS build 22621.3007, Windows Feature Experience Pack 1000.22681.1000.0

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Brett Smith3

In the upper right corner near the minimize and "X" to close options, see if you have a calendar icon with a checkmark (called My Day), just to the left of the bell (Notifications) icon. If you click on that, it should open the calendar view next to your email and previews pane, similar to docking the calendar in the old outlook.

I attempted to upload an image, but it is failing to attach. Hope this helps.

Brett Smith

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How to Set Up Multiple Reminders in Outlook Calendar: A Step-by-Step Guide

Staying on top of our schedules can be a bit like juggling oranges while riding a unicycle – it takes practice and, let’s face it, a good calendar system. That’s where Microsoft Outlook comes into play. With its reliable calendar function, we can keep track of our meetings, appointments, and deadlines with ease. But sometimes, a single chime or pop-up isn’t enough to capture our attention amidst the digital buzz of daily life.

A computer screen showing the Outlook calendar with multiple reminder pop-ups and a cursor setting up new reminders

Now imagine this: What if our digital assistant didn’t just tap us on the shoulder once but gave us friendly nudges before an important event? Multiple reminders in Outlook can be just that – a series of taps leading up to an event that ensure we’re always in the loop and on time, even when we’re swamped. Setting up these reminders is like having a personal assistant who knows just when to remind us, keeping our productivity soaring without a hitch.

With that being said, setting up multiple reminders in Outlook is a smart move for anyone looking to enhance their organizational game. It’s not just about avoiding the dreaded ‘Oh no, I forgot!’ moments. Rather, it’s about easing into our commitments with a calm mind, knowing we’ve planned ahead for what’s on our plate. Keeping distractions at bay and our focus razor-sharp, Outlook’s multiple reminders are our secret weapon for seamless productivity.

  • 1.1 Utilizing Calendar for Effective Reminders
  • 1.2 Customizing Reminder Options
  • 2.1 Scheduling and Editing Appointments
  • 3.1 Automating Tasks with Outlook Workflows
  • 4.1 Exploring Notifications Across Devices
  • 4.2 Mastering Outlook’s Alert System

Setting Up Reminders in Outlook

We’ve all had that moment when we’re knee-deep in work and suddenly a meeting pops up that we totally spaced on. Avoid that panic; let’s get savvy with setting reminders in Outlook Calendar. It’s like having a personal assistant that never takes a coffee break.

A computer screen showing the Outlook calendar with multiple reminders being set up for different events

Utilizing Calendar for Effective Reminders

When we hop onto Outlook Calendar, setting up a reminder is a piece of cake. Click on the event you want to be your little poke in the ribs. You’ll see an option for a ‘Reminder’—this is where the magic happens. Click on it, and you can choose when your reminder bell rings. Don’t fancy the default reminder? No sweat! You can pick any time that keeps you in the know, be it minutes or weeks before. Always on the move? Set a reminder on your mobile just as easily—it’s got your back.

Customizing Reminder Options

Now for some jazzing up of those reminders. You’ll see in the event options a nifty little section called ‘Custom…’. Give that a click and welcome to personalization paradise. Want to add a specific jiggle to your notification? Put some words in the ‘Flag to’ box to keep the email on your radar.

Remember, Outlook reminders aren’t just little dinks and dangs; they’re the trusty sidekicks in our caped crusade through the workday. Set ’em up, and keep calm and Outlook on!

Managing Meetings and Events

In the hustle of the workday, it’s easy to let meetings slip through the cracks. Fear not! We have the nuts and bolts to keep your Outlook calendar in tip-top shape.

Scheduling and Editing Appointments

Pulling off a successful meeting or event is a bit like baking a cake — you need the right ingredients, and timing is everything. To get started, open Outlook and mosey on over to the Calendar section. Here’s where the magic happens. Fancy an all-day event? Click ‘New Event’, tick ‘All Day’, and add your details.

  • Navigate to the date you need, double tap to open the appointment window.
  • Let the details flow—title, location, and the much-needed coffee break note.
  • Hit that Reminder dropdown; timings are at your command whether it’s a week ahead or a quick 15-minute heads up.

Caught a scheduling gremlin? Edit with ease. Double-click your meeting and tweak to your heart’s content. Deadline moved? Simply drag and drop to a new date. Need to cancel? A click on ‘Delete’ sends that event packing.

Embrace your power over the Outlook calendar. With these tips, missed meetings will be a thing of the past. Now go forth and schedule with the confidence of a time management wizard!

Enhancing Productivity with Outlook Integration

Streamlining our day is like hitting all the green lights on the way to work—it just feels good and fortuitously efficient. Integrating Outlook into our workflow is exactly that; it’s a smooth run through productivity-town with all systems set to ‘go’.

Automating Tasks with Outlook Workflows

Ever feel like you’re juggling emails, meetings, and tasks like a circus performer? Let’s add a safety net with Outlook’s automation features. By setting up workflows, we create a system where tasks prompt us at just the right moment, making sure we’re always in the loop without needing to keep everything in our heads.

Outlook’s automation magic:

Outlook’s calendar app empowers us with recurring reminders for those weekly team huddles and don’t even get me started on follow-ups. A nifty automated to-do list that reminds us to nudge that one colleague who always needs a gentle push? Yes, please! Recurrence in Outlook is our secret weapon for never missing a beat.

But here’s the not-so-secret sauce: Outlook workflows. We automate tasks to trigger reminders, ensuring we don’t double book ourselves or, heaven forbid, forget to call mom on her birthday. Integrating this with a to-do list—now that’s setting ourselves up like productivity pros.

Ladies and gentlemen, dear productivity connoisseurs, we’re all strapped in on this smooth sail. Let Outlook take the wheel with its smart integrations, and we can bid adieu to those productivity roadblocks. Keep it tight, keep it right, and let automation be our guiding light.

Advanced Notification Features

In the bustling world of time management, staying ahead of our schedules is non-negotiable. Let’s crack into the crux of how Outlook’s notification game can be a game-changer for us.

Exploring Notifications Across Devices

From Windows to Mac, iPhone to Android , notifications have got to sync seamlessly. It’s like having a personal assistant in our pocket – we’re never out of tune with what’s ahead. For instance, setting up Outlook reminders on all our devices ensures that no due date goes unnoticed. Whether we’re sipping coffee at our desk or running errands, the alerts keep coming. Windows 10 and macOS users get to enjoy the fluidity of Outlook 2013 and beyond, keeping up with our bustling lives easier than ever.

Mastering Outlook’s Alert System

Ever feel like a ringmaster trying to juggle reminders? Outlook can turn us into virtuosos of time. We can’t dismiss the ‘Dismiss’ button’s simplicity; it’s a tap away from acknowledging we’re on the case. Yet, the key lies in scaling the alert ladder . Start with a gentle nudge a week ahead, escalating to an insistent buzz as the hour approaches. This stratagem in calendar options keeps us on top of our game without breaking a sweat.

Related posts:

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  • How to Add BCC in Outlook Permanently: A Step-by-Step Guide
  • Where to Find Outlook QR Code: A Guide to Accessing Your Account Easily
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how to set up a task in outlook

Create or schedule an online meeting in Outlook for Windows

You can use Outlook for Windows to schedule an online meeting using either Skype for Business or Microsoft Teams, depending on what's supported in your organization. If your account is configured for dial-in conferencing, the online meeting request will automatically include the phone number and conference ID.

If you're using Skype for Business Online, you can set up new meetings using the Skype for Business Web Scheduler .

If you're not on Outlook for Windows, check which Outlook version you're on, and then choose one of these options to create and schedule an online meeting:

Outlook for Mac

Outlook.com

Outlook on the web

Important:  Steps may be different between  new  and classic Outlook for Windows. To determine which version of Outlook you're using, look for  File  on the ribbon. If there's no  File  option, follow the steps under the New Outlook tab. If the  File  option appears, select the tab for Classic Outlook .

From the  calendar, select New Event .

Add a title for your meeting.

The "Invite attendees" icon.

Select a suggested time slot for the meeting, or manually enter a date and start and end times.

Enter a meeting location, and Slide the Teams meeting toggle left or right as appropriate:

Slide the Teams Meeting toggle control rightward to turn on that option.

Select Send to deliver the invitation.

Schedule an online meeting using Outlook

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

Open Outlook and go to your calendar.

On the Home tab, select New Meeting .

Create a new meeting

Add online meeting information by selecting Teams Meeting or Skype Meeting .

Add Teams meeting

Which is available depends on your organization. If your organization uses Skype for Business, see install Skype for Business . If your organization uses Microsoft Teams, the add-in will be installed automatically.

Fill in the meeting information as needed, including meeting attendees. See Schedule a meeting with other people for more information.

To find a time that works for everyone, select Scheduling Assistant on the Meeting tab.

If you're setting up a Skype meeting, you can use Meeting Options to customize the meeting settings.

If you're using Skype for Business, you can preload your meeting attachments. That way, everything is ready to go when participants join the meeting. See Preload attachments for a Skype for Business meeting .

Select Send .

Create a meeting or appointment in Outlook for Mac

Create, modify, or delete a meeting request or appointment in Outlook.com

Schedule a calendar event or meeting with Outlook on the web

Set Skype for Business Meetings options

Change participant settings for Skype for Business meetings

Preload attachments for a Skype for Business meeting

Start a Skype for Business conference call

Start using Skype for Business for IM and online meetings

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  1. Create tasks and a to-do list in Outlook

    Try it! Creating tasks builds a to-do list in Outlook to help you stay organized. Select Tasks in the navigation pane and choose New Task. Add a subject, date, and priority. Select the Reminder checkbox if you'd like to set a reminder. Select Save & Close. From anywhere in Outlook, hover over the Tasks icon to see your to-do list.

  2. 5 Ways to Create a Task in Microsoft Outlook

    Step 1: Open the Microsoft Outlook app from your PC's Start menu or Taskbar. Step 2: On your keyboard, tap the following keys: Ctrl+Shift+K. This will launch the Outlook Task window. Step 3 ...

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    To start, you'll notice that there's one task folder group call My Tasks and two sub task folders: To-Do List and Tasks. If we right-click on the top-most folder, we can create a "New Folder Group" that we'll name Work Tasks. You can add a quick task by clicking on "Click here to add a new Task" or you can click "New Task" on ...

  4. How To Use Tasks In Outlook To Stay Organized (With Tips)

    Here are the steps to create a new task in the classic Outlook Tasks version: Open Outlook. Select "New Item". Select a task. Enter a name for the task in the "Subject" box. Set the start date and due date. Set a priority and a reminder. Click "Task," "Save" and "Close". 2.

  5. Create tasks and to-do items in Outlook

    Create tasks and to-do list items in Outlook to help you stay organized. Learn more at the Outlook Help Center: https://support.office.com/outlook

  6. How to Create and Manage Tasks in Outlook

    How to Create and Manage Tasks in Outlook - Office 365. This video explains how to create tasks and how to manage them.

  7. 4 Ways to Turn Emails Into Tasks in Microsoft Outlook

    1. Drag an Email to Outlook Tasks. Drag-and-drop is a great way to move items quickly, and the same applies to turning emails into tasks in Outlook. Select the email in your inbox, drag it to the "Tasks" tab, and release. You'll see the new task box appear with the subject of the email as the task name and the message within the body of ...

  8. Using Outlook tasks with Microsoft To Do

    To set reminders in Outlook, double click a To Do or Tasks item. You'll need to set a due date in order to set a reminder. Select your due date for the item, then check the box next to Reminder. You can use the calendar to choose when you'd like to receive a reminder. To set a reminder in To Do, simply click the task, and then click Remind ...

  9. How to Use Microsoft Outlook Tasks Effectively? Here's What You Need to

    How to Set Up Tasks in Outlook. Microsoft Outlook Tasks is a great way to stay organized and on top of your daily activities. Setting up tasks in Outlook is easy and straightforward. Here are the steps to get started: 1. Open Outlook and select the Tasks tab. 2. Click the New button to create a task. 3.

  10. How to Use Outlook Tasks

    Tuesday Tech Training is a video series to help you better navigate your technology and increase productivity. In this video, learn how to use Microsoft Outl...

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    How to Assign a Task to Someone. There are a couple of ways you can assign tasks, including while you're creating a new task—all you need to do is click on "Assign Task" on the Ribbon. Or while you're looking at the Tasks pane in Outlook, you can right-click on it and select Assign Task from the menu. This should work from any of the ...

  12. How to Customize the To-Do Pane in Outlook

    Folder: Sort the tasks by the name of the folder they're in (tasks can be created in, or moved to, any folder in Outlook). Type: Sort the tasks by whether they're a mail or a task (you can drag emails into Tasks to create a to-do item). Importance: Sort the tasks by the Importance flag - High, Normal, or Low. Under "Arrange By," you've got the ...

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    Click on Tasks in the navigation pane. Click New Task in the New section of the Home tab. Click on the Task tab in the navigation ribbon. Select Assign Task in the Manage Task group. Enter the ...

  14. How to Create Repeating Outlook Tasks and Reminders

    To create a task that repeats, first choose one of these ways to add a task in Outlook: From other views such as Mail or Calendar, pick New Items from the Home tab and then Task -OR-. From any view, press [Ctrl] + [Shift] + K -OR-. Move to the Tasks view and click once on the New Task button -OR-. From the Tasks view, press [Ctrl] + N.

  15. How do you create a task from an email when using Outlook in MS365

    To Do. Adding a task to follow up on an email seems to be a tedious process now with MS365. Is there an easier way to create a task rather than creating it from scratch? When using Outlook desktop app, we.

  16. How to automate tasks in Outlook using macros

    To create a macro shortcut: Open the Quick Access Toolbar at the top of Outlook. Click More Commands. Under the Choose commands from dropdown, select Macros. Select the macro that you want as a shortcut, then click the Add button. Click OK. Your macro shortcut will appear next to the Quick Access Toolbar.

  17. How do I add my Calendar and Tasks to "New Outlook" so that I can see

    Mark, In the upper right corner near the minimize and "X" to close options, see if you have a calendar icon with a checkmark (called My Day), just to the left of the bell (Notifications) icon. If you click on that, it should open the calendar view next to your email and previews pane, similar to docking the calendar in the old outlook.

  18. How to create & manage to-do list / task list in outlook

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  19. How to Set Up Multiple Reminders in Outlook Calendar: A Step-by-Step

    Click 'New Event', tick 'All Day', and add your details. Scheduling is a breeze with a few clicks: Navigate to the date you need, double tap to open the appointment window. Let the details flow—title, location, and the much-needed coffee break note.

  20. Use To Do app to manage Tasks in Outlook

    Make the To Do app your preferred tasks management experience. You now have the option to specify your preferred experience for managing tasks in Outlook for Windows. There are a few different ways to configure this option. Navigate to File > Options > Tasks, then select Open tasks in the To Do app.

  21. Sign up • Instagram

    Join Instagram! Sign up to see photos, videos, stories & messages from your friends, family & interests around the world.

  22. Create or schedule an online meeting in Outlook for Windows

    From the calendar, select New Event. Add a title for your meeting. Select Invite attendees, then enter names of individuals to invite to the meeting. Select a suggested time slot for the meeting, or manually enter a date and start and end times. Enter a meeting location, and Slide the Teams meeting toggle left or right as appropriate: