How to Use Microsoft To Do & Get Organized!

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In today's video, I'll introduce you  to Microsoft To Do and I'll share   some of my favorite tips. So, I recently  started to use To Do to organize my tasks.   Before this, I used the combination of Planner,  Excel, and OneNote. I didn't use To Do because   I wasn't sure how it integrates with the other  applications I use. Now, a program manager on the   Microsoft To Do team was very kind to give me an  overview and answer my questions about integration,   and basically, how I can use To Do as my main  tool. I've been doing that for over a month,   and I'm very happy with it. So, in this video, I'd  like to introduce you to Microsoft To Do and in   the next video, I'll clarify some of the questions  you might have around integration with other apps. Just like other Microsoft apps, you have a web  version of To Do, desktop, and mobile version.   And all of these are synced together through your  Microsoft account. Now, To Do has become my single   location where I have control over my personal  and work tasks. You can easily add tasks that   come to you through email, or that are assigned  to you in Planner, or from Teams to your to-do   list. You can also add random tasks that pop in  your head with the mobile app. Now, what's the   difference between To Do and Microsoft Planner?  Well, To Do is more informal. It's for you and the   people you work closely with. Whereas, Planner is  more formal and it's best for collaboration and   those bigger, more formal projects. Now, let's rewind  back and let me show you how you can get to To Do.   If you like to work with the web version,  just log into your office.com account,   open the browser, type in "office.com," and log  in. Then, go to apps and you're going to find   To Do right here. If you don't see it, click  on All Apps and you're going to see it then.   Then, just click on it and it's going to take  you directly to the To Do app. To get the desktop   version, go to the Microsoft Store, search for  To Do, it's right here and then, click on Get.  To download the mobile version, just go to your  app store and search for it. Now, I mainly use   the desktop version and mobile versions, so let  me bring up the desktop version and give you   a quick overview. Once you launch the To Do app  on your desktop, you're going to come to a similar   view like this one. It first asks you to focus on  your day. Now, if it's the first time you're using   To Do, or if it's the start of your week, or your  day, you might have a lot of random tasks on your   mind that you just want to add to your list.  They don't necessarily need to be done today,   so you can go to the Tasks tab and just type in  the tasks. So, for example, let's say I want to learn   Power Apps. Just type it in and press Enter.  Let's add some other tasks. Okay, so I've added   in these tasks before I forget about them. Now,  I have the ability to add more details to them.   If you click on this task, you get the card pop up  here. Each card can contain additional information.   So, for example, if you want to add separate  steps to this, you can add it here. You can   also add checklists here. Of course, you can also  create separate tasks out of this, so it's really   up to you how you want to organize your tasks. You  can get a reminder. So you can be reminded of this,   let's say, tomorrow, add a due date. You can also  create recurring tasks if this is something you   want to do on a daily, weekly, monthly, or a certain  number of days. Just make your selection here, add a   file if you need to, and add any notes or links  right here. Once you're done, you can just click   away. So, for example, for HR report, let's say this  is something that's recurring. I need to do this   every 10 days. I'm going to go to Repeat, go to  Custom and put in 10, and then click on Save. If   there are tasks that can be grouped together, you  can create a list. So, let's say I want to create   my tasks about Power Apps in a separate list.  I'm going to create a list here. I'll call it   "Power Apps". Now, you can also add emojis to this if  you want. Just click on the emoji icon here and   add your emoji. You can then either start typing  your tasks directly in here or bring in tasks from   your tasks area. Either right-mouse-click on a task  you want to add to a list, and then move tasks to a   list, or just click and drag the task to your list.  To update a task, you can click on it anytime and   update information here. So, let's say I'm done with  Course 1, I'm going to place a check mark here. If   you've finished with the entire task, you can place  a check mark right here, or use the shortcut key   Control-D. That's going to add the task to your  completed task list. If you want to reverse it,   just take away that check mark. You can get to a  lot of these options by right-mouse-clicking on   a task as well. You can define its due date, you can  move the task, or you can directly delete the task.   If a task is important, you can mark it  as important by clicking on the star sign.   That's going to add it to your Important list  here. Now notice I have different backgrounds   for the different tabs here, this is something that  you can adjust by updating your theme options. So,   when you click on this additional options here,  update your theme. You can also change this daily   depending on your mood. You also have the  option to show and hide completed tasks.   Another cool thing you can do is to add tags to  your tasks. This makes it easier to find stuff.   So, for example, under Tasks, let's add a tag to this  task here. Use hashtag and then type in the name   that you want. So, I'm going to call this "Learn," and  then once you click away, this becomes clickable.   Now, I'm also going to go to the Power Apps list  and add the Learn hashtag to this one as well.   Now, if I want to search for something, I can  quickly do Control-F to bring up the search box,   and then search for my hashtags. I only have these. I get my filtered list here, and when I click on   a task, it's going to show me the details of that  task. Now, in addition to this, you have the "Assigned   to you" here. These are tasks that are assigned  to you either from other people's To Do lists   or from Planner. So, for example, this one here  is from Planner. When I click on it, it allows me   to view the details of the task, and I can open  it in Teams. If you mark a task as completed right   here, it's going to automatically update it in  Planner. So, any changes you make to the task here   will be updated on the Planner side as well.  Under Planned, you get to see the tasks that have   due dates. So, for example, for this one, remember I  added a reminder for tomorrow, I have some that are   here from Planner and some I created manually and  added due dates for. This helps you to plan your   day. Now, talking about planning our day, that's  where "My Day" comes in. You get to collect tasks   from different areas and add them to your day, so  you can concentrate on whatever is here. Now, you're   also flexible here. You can add tasks directly to  My Day that will be shown for today. If you don't   do them, don't worry, they're going to end up with  the Tasks. You can add them to your next day. So,   the great thing about the My Day view is that, it  refreshes every single day. This way, when you open   your To Do at the start of your day, you don't have  a list of 20 items that you brought over from the   previous weeks. You have a fresh start every single  day. Now, great feature is the suggestions here. This   takes a look at different areas. Either tasks  assigned to you, tasks that have due dates, and so   on, and it allows you to add them to your today's  list. So, for example, this creating of the HR report   is something I want to get done today, so I'm  going to add it to My Day. Just click on the plus,   I see some tasks I recently added here, just  click on the plus to add them to your day.   You can also add them from here to your day. Just  click on a task and drag and drop it to your day,   or use the shortcut key Control-T. I guess T stands  for Today. Once you're done with these tasks,   just place the check mark beside it and  you'll see it in the completed section.   If you don't do it today, you can see it again  under Suggestions and just add it back in   the next day. Another great thing with To Do is  the ability to keep track of your flagged emails.   So, I'm just going to bring up Outlook, and let's  say this is an email that I want to flag because   I don't want to forget to do this. I'm going to  flag it in Outlook and it's going to show up in   my to-do list when I switch to flagged email. Now,  we just have to wait a second for this to refresh   and it popped up right here. So, when I click on  this, I can see the content of that email. I can add   it to My Day if I want. Set a reminder, update the  due date, or open it in Outlook if I want to get to   the original email. Whenever you're done with this  task, you can add a check mark and this also marks   it as completed on the Outlook side. Now, another  way you can add tasks from Outlook to To Do is just by dragging an email to your task. So, I'm  in the Outlook desktop. When I drag and drop it to   my tasks here, this is going to open up this item  as a task. Now, this is a completely separate item.   I can add other information to this if I want, and  then, I'm going to save it. In this case, this task   is now added to my tasks list here. So, let's just  wait for this to update and the task is right here.   Okay, so flagging an email in Outlook shows it  under Flagged Email, whereas dragging it to the   taskbar adds it as a separate task. Now, when it's a  separate task, I can go ahead and delete that email   in my Outlook and it's not going to delete  my task. My task is independent to that email.   Now, there is a lot more to Outlook integration  than what you just saw, but because this video is   already getting super long, I'm going to address  integration in a follow-up video. So, not just   integration with Outlook but also integration  with Microsoft Teams. But, one thing you should   know is that To Do is not really integrated with  OneNote. If you use the to do tag in OneNote, those   are not synced to Microsoft To Do. So they have  nothing to do with one another. That's actually   what I was using before to track some of my tasks.  But now, I've switched to To Do. Before we wrap up,   let me just show you some settings here. Because  in case you don't have the ability to see flagged   email or task from Planner, you need to double  check your settings. So, go to your profile here,   go to Settings and check if everything is  according to what you want. You can pin this to the   taskbar, you can update your theme color, you can  hide tasks that you don't need. So. let's say if you   don't use the Important section, you can turn this  off, so that you don't have to see it. If you want   to view completed items by default, turn this on.  If you want to turn off the connection to Planner   or turn off the ability to see flagged email, you  can control that right here. Okay, so double-check   these settings and go with what feels right for  you. Now, one last thing to mention is the ability   to add others to your task list. So, for example,  let's say I want to add my colleague to join me   on this list, I can click on this sharing icon here  and create an invitation link. This way, anyone in   my organization with this link can join and edit  this link. Once I create this link and share it   with them, they're going to get access to this  list in their own to-do list. Now, you can always   manage their access right here. I'm just going to  copy this link and send it to them. Once they're   added, you can click on an existing task and assign  them this task. You can also directly create a task   here and "@mention" them directly in the task  bar. I hope you found this video useful and you'll   feel more comfortable using the To Do app. If you  have any questions, feedback, or tips of your own,  please share below. I'd love to see these. Thank you  for watching. Do hit that thumbs up if you enjoyed   it and subscribe if you aren't subscribed  yet, and I'm going to see you in the next video.
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Channel: Leila Gharani
Views: 918,664
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Keywords: XelplusVis, Leila Gharani, Microsoft 365, XelPlus, microsoft to do tutorial, microsoft to do tips and tricks, microsoft to do review, microsoft to do and outlook integration, microsoft to do outlook, microsoft to do advanced, microsoft to do best practices, microsoft to do and onenote integration, office 365, microsoft, microsoft todo, microsoft to-do, microsoft 365, to do, to-do, to do list, to-do list, tutorial
Id: uUvp0XgE--s
Channel Id: undefined
Length: 13min 32sec (812 seconds)
Published: Tue Mar 16 2021
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