Using Tasks In Outlook

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Many sources tell us we should work smarter and manage our time more effectively. However, few tell us how to accomplish these goals. I am one of those old-school time management freaks who disagrees with anyone who says To Do lists are a thing of the past.

Set up an out of Office Auto-Reply. While you are away from the computer, Outlook can. How to Use Outlook Tasks Open the Task Pane in Outlook 2016. To open the tasks pane, click the Tasks icon on the bottom navigation pane. The Task Pane will open. Under the My Tasks heading on the left hand side of the pane, you will see two sub-headings, the To-Do and Tasks. The To-Do List in Outlook not only contains your tasks but items that. Your first action is to set up your Outlook account. After that, you’ll be ready to start receiving and sending email, use the calendar, create contacts, and work with Outlook tasks. Setup is automatic if you used an earlier version of Outlook on the same computer. Google Sync with Outlook - Contacts, Calendar, and Tasks. Free Telephone Tech Support. Free 14 day trial. 90-day money back guarantee! Faster and easier to set up. Outlook can work as a simple tool for managing projects and tasks. We show you how to set up Outlook Tasks to set reminders and due dates, assign to-dos, and track tie.

My To Do lists live up to their name: they tell me what to do.

Keeping a list and following it helps me prioritize, stay on track, reduces the number of activities I forget or neglect to accomplish, and generally boosts my overall productivity.

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I prefer to use Outlook’s tasks for my To Do lists over other methods for a variety of reasons: Outlook's task function is simple, free, and in my face – built into an application I use daily. My email, tasks, and calendar are integrated. Whereas my calendar tells me where to go and with whom to meet, my task list tells me what I need to accomplish any given day. I can see my To Do list for the day, the following day, and the entire week at-a-glance. I can assign tasks to my team members and push tasks to other Microsoft programs like OneNote.

The following tips may sound obvious once you read them. They may even be a bit boring. Time management isn't exactly sexy. But, I’m known for my time management skills and I have been asked to share my tried and true methods for maintaining a successful To Do list.

Make each task granular enough that you can accomplish it in less than two hours.

I have tasks dedicated to drafting content, following up on action items, and ensuring my team members are all focused on the right priorities. I know some will take mere seconds (e.g., scheduling a meeting) whereas others are more involved so they will balance out. If a task will take days to complete, it’s not achievable on a daily To Do list and should probably become a campaign item or a larger work item.

Limit the number of tasks you assign to yourself in any given day.

I’m most effective if I have fewer than twelve tasks on my daily list. I have meetings to attend and unplanned interruptions to address so if I try to tackle too many To Do items, I’m just setting myself up for failure.

Prioritize your tasks by putting the most important ones – or the ones with the earliest deadlines – at the top of that day’s list.

If I need to accomplish something first thing in the morning, I naturally assign that task a higher priority than the others. If my task list looks too large for a day, I know I need to either extend the deadline (e.g., push the task to another day), increase the team size (i.e., enlist help), or reduce the effort (determine if anything can drop).

Name your tasks in a consistent way.

I like to use Noun-Verb (e.g., 'White paper – Review' or 'Eblast - Write'). This lets me sort by category if needed.

If a task will be repeated on a regular basis, I include a label like “(Daily)” or “(Mondays)” at the end. Once I have completed a repeating task, I reassign it accordingly. For example, if I have a weekly meeting that requires a status report, I create a standing task to prepare it the day before the meeting. Once I finish my status for the week, I move the task to the following week.

If you complete it, delete it.

I check tasks off as I finish them so they disappear from my list and I can stop worrying about them. I only have so much space in my brain (and on my To Do list). If it’s gone, I can move on.

Using Tasks In Outlook 365

These tips obviously work in the office but they can be applied just as easily to your home life. What tricks do you use to manage your time effectively?

Featured in USA TODAY and The Four Hour Work Week by Tim Ferris

Using Tasks In Outlook Effectively

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Google Sync Parent/Child Tasks

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2018 - Added Support for Google Tasks App. This includes support Google Sync for Parent/Child tasks.

Switch from G Suite Sync (GASMO) to CompanionLink Google Sync

The problem with G Suite Sync is that it takes over your Outlook folder. Here is a guide to switch back to regular Outlook Folders and Google Sync using CompanionLink

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Google Sync Outlook Category Colors

For those that use Calendar Colors in Outlook, here is a guide to sync Outlook Categories with Colors to Google Calendar.

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Effectively Using Tasks In Outlook

Google Sync with Outlook
  1. Install CompanionLink for Google on your PC
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  3. Set Outlook options
  4. Press Ok. Your data will Sync automatically

Setup Guides:
Google Sync for Outlook for Windows PCs
Google Sync for Outlook for Mac
Transition guide from GSSMO and Google Calendar Sync
Share Outlook Calendar using Google
Sync multiple Google Calendars

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