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Productive ways to use and share tasks in Outlook in 2024

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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    By James

    James has seven years' experience as a Content Marketer, bylines on Left Foot Forward, Submittable, and INOMICS, and a Master's in History. In his free time he likes to read, play guitar, and write for his personal blog.

    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. 

    What are Outlook Tasks? 

    What are Outlook tasks?

    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.

    Try Mailbutler’s Tasks

    The fastest and easiest way to create a task in Outlook is to use Mailbutler’s Tasks feature.

    How to create a Task in Outlook

    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.

    create a task in Outlook with Mailbutler’s email tasks

    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.

    1. With the help of classic Tasks

    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:

    • 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. With the help of the to-do function

    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:

    • Find the "To Do Bar" and select "Type a new task box"
    • Enter your task description
    • Click "Enter" to complete

    3. Configure the settings

    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.

    How to use Tasks in Outlook 

    The following tips can be helpful when using Outlook Tasks.

    You can add files to 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

    You can share Task lists with teammates

    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 can use additional features with Tasks

    You might find the following Tasks features useful when working in Outlook:

    • Assignable to-dos: You can quickly create and assign to-dos to partners or employees.
    • Status update: You can use the status update and percent complete features to keep track of your tasks. This feature enables users to mark unfinished tasks as 50% complete or simply “In Progress”. You can also mark tasks as "For Someone Else," "In Progress" and "Waiting" to stay on top of your to-do list and be more productive.
    • Export: You can export your projects and tasks to a spreadsheet using Outlook's export function. This can help you create reports about project progress.
    • Task organization: Organize your tasks using the categorization feature, which can help you to find them more easily. If you do not like the default categories with assigned colors in Outlook, you can create your own categories and add your own colors to them.
    • Time tracking: Thanks to this feature, freelancers who charge by the hour can keep track of how long they have been working on a project. You can record your time using either the "Total Work" or "Actual Work" fields in Outlook.
    • Delegate tasks: To delegate a task, click the Send button after you create it and assign it to someone. Check your sent messages folder to see if an assignment email was sent from Outlook.

    Convert an email to a Task 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 harness 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.

    Further enhance task organization with Mailbutler's Email Tags

    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:

    • Categorize with precision: Mailbutler's Tags allow you to add specific labels to your tasks, ensuring you can quickly identify and prioritize them. Whether it's a project deadline, a client request, or an internal team task, these tag examples provide clarity at a glance.
    • Streamlined task management: With Mailbutler's email tagging system, you can quickly label tasks and notes, ensuring a more structured approach to task management. This is especially useful when juggling multiple projects or collaborating with various teams.
    • Easy access and filtering: Need to locate tasks with specific tags? With Mailbutler's Tags, you can effortlessly filter and sort tasks, ensuring you always find what you're looking for without sifting through a cluttered task list.

    You can watch our tutorial video to learn how to use the Mailbutler Tasks feature.

    Can I share a Task list in Outlook? 

    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.  

    How can I view someone else's Tasks in Outlook? 

    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.

    How to share Tasks with others in Outlook

    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.

    Harness the power of Task Finder in Outlook

    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.

    Try Mailbutler for free

    Outlook Tasks FAQs

    How do you effectively use Tasks in Outlook?  

    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.

    What's the difference between Tasks and To-do list in Outlook?  

    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.

    What are the best tips to use Microsoft Outlook?  

    • Keep your emails organized in folders - Designing a folder system that works for you can make it a lot simpler and easier to find certain emails.  
    • Use professional email templates - This can help you save valuable time and can significantly increase your productivity. You can create your own email templates in just a few minutes and add them to your emails in just one click.
    • Schedule email delivery - You can write your emails whenever it suits you and send them later. To do that, click Options - Delay Delivery. Pick your desired parameters, save them, and Outlook will send your email at your desired time and date.
    • Send auto email replies when out of the office - This is an excellent feature to reduce email response time and help your contacts to decide if they want to wait for you to get back to the office or reach out to another employee. 

    Is there an Android app for syncing Outlook Tasks? 

    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.

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    Comments (2)

    1. 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
      • 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 so we can provide you more information about this. Thanks!

        06 Jul 2023

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