Shared inbox management: Small businesses collaboration
Boost teamwork with small businesses collaboration software and simplify communication with shared inbox management for efficient email handling.
Easily make a list of to-do task items with Tasks in Outlook. Check out our unique tips that can be helpful when using Outlook Tasks.
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Microsoft Outlook helps millions of people worldwide to manage their email communication and organize their business correspondence for maximum productivity. There are numerous exciting features that make it one of the most efficient tools for emailing clients, regardless of whether you need it for work or personal use.
Users across the globe use Outlook to create and share tasks, set reminders, add due dates, and track their upcoming to-dos. By learning how to use tasks in Outlook, you can easily create custom permissions and a detailed plan for your days ahead to allocate your time effectively.
Let’s learn more about the excellent functions of the Outlook app that can help you make the most out of your time and resources.
With the help of tasks in Outlook, you can easily make a daily list of to-do task items, which will help you to keep track of essential things that need to be done. Tasks are a great function that can assist you in prioritizing your work, so you know what needs to be addressed immediately and what can be left for later.
Using task lists, you can also see what's coming up for the week. The process of crossing off task items can help you stay organized and give you a sense of accomplishment.
Undoubtedly, the fastest and easiest way to create a task in Outlook is to use Mailbutler’s Tasks feature. You don’t have to learn anything new to start creating tasks in Outlook. Malbutler’s Tasks feature is very quick and easy to use as it fits right into your email client alongside your inbox.
You can easily set due dates on your tasks - just pick a date and time. You can activate real-time notifications on your phone and computer, so that when the time you've set passes, you'll be notified, meaning you always finish your tasks on time and stay on top of your projects and communication.
If you still prefer creating tasks in Outlook the old way, the following steps will help you create tasks in Outlook.
You can still schedule your day and projects using the classic tasks function. The following steps will show you how to create a new to-do using Outlook tasks:
In Outlook, you can also create tasks using the to-do function. You can also drag these list items to your calendar to include them in your schedule. To get started, follow these steps:
Edit the task on your schedule to match the amount of time you need to complete it. Also, you can add other teammates working on a project and create a reminder. If you convert several tasks into appointments, the reminders will help you know when it's time to stop working on one task and start working on another.
The following tips can be helpful when using Outlook Tasks.
If the task that you need to assign to a teammate comes with a file, you can easily attach the file to the task. You can attach an image or document by selecting "Add a file" and then locating it. If you're working in Microsoft 365, the file can be attached by pasting a link in the "Add note" part.
Recommended article: How to make a distribution list in Outlook
The to-do function allows task sharing. You can not share individual tasks; however, you can still give access to task lists. The list can be viewed and edited by anyone with access. Task sharing can be done by clicking on a to-do list’s name, selecting "Share List," and adding contacts.
You might find the following Tasks features useful when working in Outlook:
If you’re looking to convert an email to a task in Outlook, you don’t need to write all the information again. Outlook makes it easy for its users to use the convenience of this feature - just click on the message and move it to Tasks on the navigation bar.
When creating a task this way, keep in mind that only the content of the message is converted to a new task. If there are any attachments in the email, they won’t be automatically transferred. Creating tasks this way can be an excellent time saver. Plus, as with any other task, you can add a due date, a reminder, or delegate the task to someone else.
Creating tasks can also be done by dragging contacts, calendar items, and notes to the Navigation Bar.
While Outlook offers a plethora of features to manage and organize tasks, integrating Mailbutler's Tags can elevate your task management experience. Here's how:
You can watch our tutorial video to learn how to use the Mailbutler Tasks feature.
Yes, Outlook enables users to share task lists that they have created with other people. The process is very straightforward: Click the “Share” button at the top of the task window, create an invitation link, copy the link and just send it via e-mail to anyone you’d like to give access to your task list.
It can be helpful to have an insight into other teammates’ people's tasks in order to avoid conflict. In Outlook, you can easily open other users' task folders after they give you reading permission. It’s worth mentioning that task sharing is not limited only to the default Tasks folder.
Users can create their own task folders and pick which one of them they would like to share with other users. For instance, you can create a task folder that contains important information about a particular project. Then, you can choose who you want to share it with and give them access, so they can be on top of that specific project.
Sharing tasks in Outlook is an invaluable function that can significantly boost your team's productivity and efficiency. To start, go to the top of your task window and click Share. After that, click Create Invitation Link and copy the link. Send an e-mail to the people you want to share your tasks with.
You can also share tasks with the help of Mailbutler’s Collaborators feature for Outlook. You can easily collaborate and communicate with your team without having to leave your inbox. Mailbutler’s Collaborators feature enables users to share tasks, notes, contacts, signatures as well as email message templates with all their teammates in just a few clicks. And if you no longer want to see an item, you can simply ‘unshare’ it with yourself and remove it from your shared task list.
One of the standout features of the AI-powered Mailbutler's Smart Assistant is the Task Finder. This tool is a game-changer for anyone who uses Outlook for their daily communication. It's no secret that emails often come with tasks - whether it's a request from a colleague, a deadline from a client, or a meeting set by your boss. Manually extracting these tasks from your emails and creating a to-do list can be a tedious and time-consuming process.
Enter the Task Finder. This feature uses AI to scan your emails and identify tasks automatically. It then provides you with a list of to-dos that need to be completed. With just a few clicks, you can add these tasks to Mailbutler's Tasks feature, giving you a clear overview of your responsibilities.
This not only saves you time but also ensures that no task slips through the cracks. You can stay on top of your workload and manage your time more effectively. So, if you're looking to boost your productivity in Outlook, the Task Finder feature of Mailbutler's Smart Assistant is a must-try.
To get the most out of tasks in Outlook, your safest bet is to install Mailbutler. This email extension offers a wide range of excellent features that can make your inbox smarter. And since Mailbutler is directly integrated into your email client, you don’t have to learn how to use any new software - it’s quick and easy to get started right away.
Tasks are basically that - tasks. They are Outlook items that are stored in a Tasks Folder. To-do lists, on the other hand, are flagged for follow-up. The to-do list is essentially a search folder containing all flagged items, plus your tasks. This helps users to have a comprehensive list of all the tasks that need to be done.
Do you want to have access to your tasks and to-do lists from all of your favorite plugins and apps? Mailbutler makes it easy to sync all of your tasks automatically with Todoist, Trello, Asana, Evernote, Apple Reminders, and many other apps. This can be easily done in just a few quick clicks through the Mailbutler Sidebar, making your tasks and to-dos available to you whenever you need them.
Mark Malone
05 Jul 2023
Mark Malone
05 Jul 2023
Can a shared mailbox create and share a task with another shared mailbox? Let’s say we have a main shared mailbox, MAILBOX A, where we intake and review each email for content, so we can determine which specialty mailbox it needs to go to. When we forward an email to say, MAILBOX 2, we want to be able to also assign a task for that mailbox. I can’t find anything about shared mailboxes and task management.
05 Jul 2023
Ilija Sekulov
06 Jul 2023
Ilija Sekulov
06 Jul 2023
Hi Mark,
Shared mailboxes are not supported by Microsoft. This means that the functionality and performance of shared mailboxes cannot be guaranteed, as they are not officially supported. Please send us an email at support@mailbutler.io so we can provide you more information about this. Thanks!
06 Jul 2023