Outlook - Share a task list Tutorial

Discover how to effortlessly share task lists in Outlook, enhancing collaboration with colleagues on team projects. Learn how to create, distribute, and manage task lists, allowing for seamless coordination and productivity. With step-by-step guidance, you can streamline the process and boost efficiency in Microsoft 365. Engage in smoother teamwork and efficient task allocation with this insightful tutorial!

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Available in Microsoft365

Objectifs :

This video aims to guide users through the process of sharing a task list in Outlook, facilitating smoother collaboration on shared projects within Microsoft 365.

Chapitres :

Introduction to Task Sharing in Outlook
In today's fast-paced work environment, effective collaboration is essential. Microsoft 365 provides various tools for team task management, and Outlook is one of the platforms that allows users to share task lists. This guide will walk you through the steps to create and share a task list, enhancing teamwork on shared projects.
Creating a Task List
To begin, follow these steps to create a new task list in Outlook: 1. Click on the 'To Do' icon. 2. In the 'New List' field, enter the name of your list (e.g., 'Team Project') and press Enter to create it. This initial setup is crucial for organizing your tasks effectively.
Adding Tasks to Your List
Once your list is created, you can start adding tasks: 1. Enter the name of the task in the 'Add a task' field (e.g., 'Organizing a business meeting'). 2. To move a task, right-click on it and select 'Move Task To'. 3. For duplicating a task, right-click and choose 'Copy Task To'. Additionally, if you have a deadline, you can set a due date by selecting a specific day from the calendar. For example, choose September 30th as the due date and click 'Add' to confirm.
Distributing Your Task List
After assembling your task list, you can share it with your colleagues: 1. Click on 'Share' located in the upper right corner of the list window. 2. Click on 'Create Invitation Link' to generate a link. 3. You will have two options: - 'Invite by Email': Compose an email using the standard template or personalize it while ensuring the link is included. - 'Copy Link': Directly share the link with relevant individuals. Note that only individuals within your organization who have access to the link can join and edit the list.
Managing Collaborators
Once your list is shared, the 'Assigned To' button will appear, allowing you to allocate tasks to your collaborators. Recipients can view the list by following the provided link, where they will need to click 'Join the List' to access the tasks. To check who is involved in managing the list, click on the share icon in the upper right corner. A window will open showing an overview of all participants. You can manage access by clicking 'Manage Access'. If you wish to stop new people from joining, toggle the corresponding button or remove participants by clicking the cross beside their name.
Conclusion
In conclusion, sharing a task list in Outlook is a straightforward process that enhances collaboration among team members. By following the steps outlined in this guide, you can create, share, and manage tasks effectively, ensuring that all changes made by team members are synchronized and visible to everyone involved.

FAQ :

How do I create a task list in Outlook?

To create a task list in Outlook, click on the To Do icon, enter the list name in the new list field, and press enter to create it.

Can I set a due date for tasks in Outlook?

Yes, you can set a due date for tasks by selecting a specific day from the calendar after creating the task.

How do I share my task list with colleagues?

To share your task list, click on the share button in the upper right corner, then create an invitation link or invite by email.

What happens when I share a task list?

When you share a task list, recipients can view and update the tasks. You can also allocate tasks to collaborators using the 'assigned to' button.

How can I remove someone from my shared task list?

To remove someone, click on the share icon, manage access, and then click the cross beside the person's name you wish to remove.

Quelques cas d'usages :

Project Management in Teams

Using Outlook's task list feature, project managers can create and share task lists with team members to ensure everyone is aware of their responsibilities and deadlines, improving collaboration and accountability.

Event Planning

Event coordinators can utilize shared task lists to organize tasks related to event planning, such as scheduling meetings, sending invitations, and coordinating logistics, ensuring all team members are aligned.

Sales Team Collaboration

Sales teams can share task lists to track leads, follow-ups, and client meetings, allowing for better coordination and efficiency in achieving sales targets.

Remote Work Coordination

In a remote work environment, teams can use Outlook's task sharing feature to manage projects and tasks effectively, ensuring that all members can contribute and stay updated regardless of their location.

Glossaire :

Microsoft 365

A cloud-based suite of productivity applications and services offered by Microsoft, including tools like Word, Excel, PowerPoint, and Outlook.

Outlook

An email client and personal information manager developed by Microsoft, which includes features for email, calendar, task management, and contact management.

Task List

A list of tasks or activities that need to be completed, often used for project management and collaboration.

Due Date

The specific date by which a task or project must be completed.

Invitation Link

A URL generated to allow others to access a shared resource, such as a task list, typically sent via email or direct message.

Manage Access

A feature that allows the owner of a shared resource to control who can view or edit the resource.

Collaborators

Individuals who work together on a project or task, sharing responsibilities and contributions.

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facilitating smoother collaboration with your coworkers on shared projects.

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While Microsoft 365 offers various team task management tools.

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Outlook allows users to share task lists and collaborate with others

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to start. Click on the to do icon,

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enter the list name in the new list field and press enter to create it.

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For instance, we'll make a list called team project

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to create a new task. Enter its name into the add a task field.

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For instance, you can add a task called organizing a business meeting

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note to transfer an existing task to the list,

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right, click on it and select move task two

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for duplicating the task, right, click and choose copy task too.

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If you have a deadline to meet,

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you can also set a due date by choosing a specific day from the calendar.

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For our example, we'll select September 30th as the due date.

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Click on add to confirm,

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then enter the required steps to finish the task or

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for distribution by inputting them in the ads step field.

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After you have assembled your task list you can distribute it to your colleagues

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to do this. Click on share located in the upper right corner of the list window.

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Click on create invitation link to generate a link.

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You will then see two options.

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Invite by email

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which lets you compose an email and send the link to the list.

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You may use the standard email template.

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But if you prefer personalization,

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ensure the link remains included.

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If you wish to directly share the link with relevant individuals, select copy link

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note,

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only individuals within your organization who have access to

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the link can join and edit this list.

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After sharing your list,

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the assigned to button will appear enabling

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you to allocate tasks to your collaborators.

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Recipients of the invitation can view the list by following the provided link.

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They will be taken to a web page where they need to

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click on join the list and then open to access to do

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here.

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They will see all tasks shared with them and

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will have the ability to update or complete these tasks

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to check who is involved in managing the list.

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Click on the share icon located in the upper right corner.

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A window will open showing an overview of all participants in the list.

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Next click on manage access.

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If you wish to stop new people from joining your list,

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you can toggle the corresponding button

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to remove participants. Return to the sharing window by clicking the back icon

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and then click the cross beside the person's name. You wish to remove

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any changes made by a member will be

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synchronized and visible to all other team participants

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that concludes the instructions on sharing a task list in outlook.

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