Turn Outlook Calendar into the Ultimate To-Do List!
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- เผยแพร่เมื่อ 2 ต.ค. 2024
- Microsoft Outlook is great for productivity. Giving you the ability to manage tasks, events, email, and more in one place. But what if you could turn the Outlook Calendar into a productivity hub? In this video, Scott Friesen shows you a simple way to transform your calendar into your perfect to-do list.
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IT manager here. 4 years after I saw your original video of this methodology, I STILL use it for my task management. I used to waste so much time trying to find the perfect GTD system, but this does it for me. Easy and efficient. Thank you.
I'm so glad to hear that! Thanks for taking the time to share your experience after years of using this system. Any additional tips you've found useful along the way?
@@Simpletivity As an IT manager, most of my work comes from two sources: projects and email. For projects, I keep a separate page for each project in OneNote, with steps in bullet-form. As I have time, I drag them to my Outlook calendar, and strikethrough that item in OneNote. For email, I simply drag to-do items to the top 'all-day' box, then stick in in my calendar when I have time. I'm super organized this way, and virtually nothing falls through the cracks. Thank you for helping to organize and simplify my life!
You are most welcome. Thanks so much for sharing how you've setup Outlook!
This is really useful!! The to-do list must appear along with the calendar, without switching views!! There is also another built-in option in Outlook 365, just below the calendar area there is a "Tasks" area, sometimes is hidden. Going to the right bottom it is possible to expand and view tasks by due date or conclusion date, as well as completed tasks!
Thanks so much for sharing comments. Yes, this alternative view can also be helpful for managing/viewing your tasks on the same day.
You can create a separate calendar and your organization does not have permission for. Each calendar you need to share.
Both smartphones and notebooks got widgets now, where you can see both calendar and tasks widgets - no problem of brain split.
Plus, on a notebook you can have a screen with calendar and tasks window next to each other as standard.
All this has been invented in an even better way in the old Outlook (which still works!). The Calendar had the option to show all your tasks at the bottom of the grid at the days of their due-dates. You can do all the things you showed (even categorizing them) and you don't have to twist anything for it.
And you can check the tasks as finised.
And they get pushed to the next day if you don't manage to do them.
I hope they will bring back that feature so that we don't have to jump through all these hoops you showed.
The old version of Outlook automatically displayed tasks below the calendar, and Google does it better. I am very disappointed that the new Outlook manages this so poorly. Your idea is not bad, but it is impossible when your to-do list is too big.
Note, you can still enable this tasks view below the calendar in Outlook.
Is that paralysis by analysis talking? There are only so many things that can be accomplished in one day. I would recommend either spreading out your tasks over a longer period, or consolidating them (e.g., rather than separate events for "grab peanut butter," "grab jelly," and "grab bread," just call it "make a PB&J"). I'm being a bit presumptuous, so YMMV.
How do you place tasks below the calendar?@@Simpletivity
I have used for important dates or deadlines
I have always wanted an integrated calendar and todo list. I have been using this method in Outlook now for over a week and I can't believe how good it is. I get so much more done and I feel way more relaxed and in control. I love how I can easily see where to distribute tasks. Before this I always ended up with big intimidating overdue task lists. Thank you very much.
I so appreciate you taking the time to share your feedback. I'm am even happier that it's working out so well for you. Thanks!
You can also take this even further by using the quick step to “create an appointment” from any email and with one click, it’s an attachment to your “all-day” task.
That's a great tip. Quick Steps are a great feature within Outlook!
EXACTLY what I was looking for - and didn't even know it! I'm going to try this out and see if it helps tame my ever-overflowing inbox of todo items. Thank you for this!
Wishing you all the best as you setup your list!
i have 4 email ads in outlook, can i sync all tasks and meetings in one calendar?
Yes, you could choose to display all of them within a single calendar view if desired.
I have been using this method for a couple of years. It’s a great workaround, but I mark my to-do list as private and cannot see it when I add my events to my Google calendar. 😢
But Microsoft just incorporated the To Do app into Outlook so it is so much easier to create tasks. Before it was a separate app.
Yes, the addition of To Do to Outlook is a nice update.
This is such a game-changer! Thank you for your clear and easy-to-follow instructions. I am really excited to get started. 🥳
You are so welcome! All the best as you set this up within your calendar.
I am using MS to-do list for a year almost but it has never hit the mark. This is good but how to make sure it reminds us like through active and alert notifications for tasks added? I don't see it in calendar here. Google has missed the mark with both of the options.
Thanks for sharing. Alerts for these all-day event/tasks would be the same as your setting for other calendar events. Of course, Outlook does give us some more customization if you'd like something special just for this area.
Clear and concise. Well done 👍
Thank you! 👍
What if your task is a flagged email?
It does not seem to be working anymore
Exactly what I was looking for.
So glad to hear that!
So in the old Outlook, you could pull up an event reminder list. It would have all of these “reminders” on it (as well as your events) … then you could snooze items/events or dismiss them … I've been doing this for a long time and it worked great … also worked well for recurring reminders … but now you can’t pull up that list … help! :/
In the latest versions of Outlook, Microsoft has changed how reminders and event notifications are managed. Unfortunately, the old "Reminder List" view is no longer available.
This is desktop only right? That’s my only issue with it, otherwise it’s excellent
Nope. You can do this on mobile as well.
@@ashleyannmichele8309Ah ok thanks.
@@ashleyannmichele8309ah ok 😊
How Clever! And, excellent logic as to the Benefit v consequence discussion.
How did you discover this hidden feature?
After years of being sick and tired of switching between task apps (and not finding one that I really liked). BTW, no one has every had to remind me to look at my calendar. However, we often have to remember to go look at a to-do list!
@@Simpletivity Thank You!
And, so very True!
How do you synchronize it with your mobile device?
That's the great news. No matter how you connect your Outlook calendar to your phone/mobile, your tasks will always be displayed with it.
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Thank you so much for the 5 stars!
Omg... its awesome
So glad this helps!
Can other people see these to do tasks?
Only if this is a shared calendar. If so, you can always create a separate calendar for this purpose.
How do you handle the Siri moments when you are driving or on a walk, "Siri, add this task?" Maybe Siri, add an all day calendar" ? and Categories do not work on Mobile and not sure why Microsoft has not implemented this.
Yes, adding an all-day event via Siri should work in this case.
For Samsung users, Bixby enters it into Samsung's calendar, then instantly syncs it to Outlook.
Thank you for sharing. This lets you create only 2 tasks for the day though? I tried creating 3rd one as sometimes u have more than 2 to dos, but it didn't let me create the 3rd one. Any workaround it?
I have created more than 3 all day “tasks”. I just don’t click on the space like he did on the video. I double click on the date on the calendar, open an appointment, mark it as all day, and enter my information.
THANK YOU SO MUCH!
You're very welcome!
In the Outlook calendar, past events keep deleting the next day.
For example, I had 3 events yesterday, but when I loaded Outlook calendar today, yesterday is empty and the 3 events were deleted.
Any way to tell Outlook calendar to keep all past events?
Thank you :)
In Outlook, the calendar might be set to automatically delete past events after a certain period to maintain system performance and reduce clutter. To adjust this setting:
Open Outlook Calendar: Go to the Calendar view.
Click on "View" in the menu bar.
Choose "Change View" and then "List."
Locate the "View" tab at the top.
Click on "View Settings."
Select "Other Settings."
Adjust "AutoArchive" settings for your calendar events.
Uncheck the box that says "Delete items that are older than [X] days."
Remember, if your Outlook is connected to an Exchange Server, some policies might be enforced by your IT department that limit the retention of events.
@@SimpletivityWhen I click on Calendar.
Then Choose "Change View".
I don't see anywhere it says "LIST:?
@@Simpletivity Your steps don't work for me.
When I click "VIEW" in menu, All i then see is:
Saved views
Filter
Calendar settings.
What do I do?
i dont have an 'all day event area' when i click where you click nothing happens there is no option to add anything at all
When you create a New Appointment, or New Meeting, click in the box "All Day". Also, in Week view and Work Week view, the top area is more easily seen.
@@ricdonato4328 Thank you
Why come up with a „function“ if it is already included! You can use the View-Tab to tick on „Tasks“ and the tasks will be shown underneath the calendar in the daily tasks board.
I couldn't locate dock the peek on emails. I had on the right side of emails. IT replaced the computer at work and is gone. I locate one bottom in the calendar. I need it by my emails. Thanks.
Yes, this is a nice view to have. But how can we access on mobile without 2 separate screens?
Why not integrate your tasks under your daily callender?
My main reason is because that view (Task View) won't show up on mobile.
Thank you so much!
So, you want us to ditch To-Do lists and use the tiny slot for all day events and then manage that manually, plus let all the other people that can view our calendars see our tasks? 🙈
You let other people see your calendar? Then you should mark the element as "private"...
@@benndii yes my staff see my calendar for my appts. I’m not going to click on every item to mark as private, that’s too onerous. I’ll stick with a proper To-Do list…
@@tonnaboy10 Yes of course, me too. I definitely prefer seperate task lists.
Simply providing another option for those who find traditional to-do lists lacking. As for privacy, you can easily setup a rule so that all-day events are private by default.
The only problem with this approach for me is that I currently use that space to track campaigns and special offers so i can see clearly wend they end and remove the publicity from view at the end of the period they run for. Making an appointment for start and another to the end seems more labor than it needs to be in my case.
1) How to quickly mark / see task is done? And later review them.
2) How to manage appointments in context of project/epic/tasks?
3) How to see and use same flow on a smartphone?
X) Both smartphones and notebooks got widgets now, where you can see both calendar and tasks widgets - no problem of brain split. Plus you can have a screen with calendar and tasks window next to each other.
Pass