How To Guide
How to Manage Tasks with Tools Like Microsoft To Do
Microsoft To Do helps you capture, organise, and complete tasks. It syncs across all devices and integrates with Outlook and Teams.
Overview
Microsoft To Do is free with any Microsoft account. It replaces Wunderlist and integrates deeply with the Microsoft 365 ecosystem.
Step 1: Getting Started
Set up your task management system.
1
Create Your Lists
- Download Microsoft To Do (Windows, Mac, iOS, Android, web)
- Sign in with your Microsoft account
- Create lists for different areas: Work, Personal, Projects
- Use 'My Day' for daily task planning
- 'Important' list automatically collects starred tasks
- 'Planned' shows tasks with due dates in calendar order
2
Add and Organise Tasks
- Click '+ Add a task' in any list
- Add due dates by typing 'tomorrow', 'next Monday', etc.
- Set reminders for time-sensitive tasks
- Add steps (subtasks) for complex items
- Add notes for additional context
- Use categories/tags to cross-reference tasks
Step 2: Productivity Workflows
Use To Do effectively in your daily routine.
1
Daily Planning with My Day
- Each morning, open 'My Day' (it resets daily)
- Review 'Suggestions' — shows overdue and upcoming tasks
- Right-click tasks from other lists → 'Add to My Day'
- Aim for 3-5 key tasks per day — don't overload
- Check off tasks as you complete them
- Review incomplete tasks at end of day — reschedule or reprioritise
2
Integration with Outlook
- Flagged emails in Outlook appear in To Do automatically
- Create tasks from emails with one click
- Tasks sync between Outlook Tasks and To Do
- Assign tasks to team members in shared lists
- Due dates appear in Outlook calendar
- Use Planner integration in Teams for team task boards
3
Team Collaboration with Shared Lists
- Create shared lists for team projects and recurring processes
- Assign tasks to team members with due dates and priorities
- Use comments on tasks for discussion without switching to email
- Create task templates for recurring processes (weekly reporting, monthly review)
- Integrate with Microsoft Planner for Kanban-style board views in Teams
- Use tags and categories to filter and sort tasks across multiple lists
4
Automation and Power Tips
- Use IFTTT or Power Automate to create tasks from emails, calendar events, or forms
- Set location-based reminders for tasks tied to specific places
- Use the Cortana daily briefing email to review upcoming tasks
- Keyboard shortcuts: Ctrl+N (new task), Ctrl+T (new list), Ctrl+D (mark complete)
- Star important tasks to surface them in the Important smart list
- Review the Planned smart list at the start of each week for schedule awareness
Need Professional Help?
Our engineers provide expert assistance with setup, troubleshooting, and ongoing support for businesses and individuals across Cornwall.