Outlook - Task Module Overview Tutorial

Discover how to efficiently organize daily activities and team collaborations using the task module in Outlook. Explore smart lists like My Day, Important, and Planned to prioritize tasks and manage deadlines. Learn to customize settings, sync with Microsoft Teams Planner, and optimize task management for enhanced productivity. Dive into the details and maximize your efficiency!

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Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively use the task module in Outlook to organize daily activities and enhance team collaboration.

Chapitres :

Introduction to the Task Module
The task module in Outlook is a powerful tool designed to help users manage their daily activities and collaborate efficiently with their teams. This video provides a comprehensive overview of how to navigate and utilize this module effectively.
Accessing the Task Module
To begin using the task module, start by opening the 'To Do' application. Here, you will encounter various task categories known as smart lists, which help in organizing your tasks.
Understanding Smart Lists
The task module features several smart lists, each serving a specific purpose: - **My Day List**: This list includes tasks that need to be completed today, such as tasks due today and flagged emails. - **Important List**: This highlights your top priority tasks, including starred items and high-importance flagged emails. - **Planned List**: This shows tasks that have specific due dates. - **Assigned to Me List**: This contains tasks that you have taken on or have been assigned by coworkers. - **Flagged Email List**: This includes all emails marked for follow-up, regardless of whether they have a due date. - **Tasks List**: This encompasses all your activities.
Creating and Managing Task Lists
The list section allows you to create a group of tasks for personal use or for collaboration with colleagues. Only tasks within this list can be delegated to others. You can choose to display your tasks in either grid or list view, depending on your preference.
Prioritizing and Sorting Tasks
You can prioritize your tasks by sorting them based on importance or due date. This feature enables you to see critical tasks first or to address upcoming deadlines effectively. Additionally, you can categorize tasks to manage similar ones together.
Settings and Notifications
To access settings, click the designated icon. Here, you can disable sound alerts for completed tasks and manage your smart lists, such as hiding empty lists or displaying all completed tasks.
Integration with Microsoft Teams
When the planner is enabled in the connected application section, all Outlook tasks will sync with Microsoft Teams' planner. This integration enhances collaboration and task management across platforms.
Conclusion
By following the steps outlined in this video, you now have a clear understanding of how to utilize the task module in Outlook. This knowledge will help you organize your daily activities more effectively and collaborate better with your team.

FAQ :

What is the task module in Outlook?

The task module in Outlook is a feature that helps users organize their daily activities and collaborate with team members by managing tasks effectively.

How do I access my tasks in Outlook?

You can access your tasks in Outlook by opening the To Do application, where you will find various smart lists to help you organize your tasks.

What are smart lists?

Smart lists are predefined categories in the task module that help users organize their tasks based on specific criteria, such as due dates or priority.

How can I prioritize my tasks?

You can prioritize your tasks by sorting them according to importance or due date, allowing you to see critical tasks first or address upcoming deadlines.

Can I delegate tasks to others?

Yes, you can delegate tasks to others, but only those tasks that are in a specific list that you have created for personal use or collaboration.

What happens when I mark a task as done?

When you mark a task as done, you can manage your smart lists, such as hiding empty lists or showing all completed tasks.

How does the task module sync with Microsoft Teams?

When Planner is enabled in the connected application section, all Outlook tasks will sync with Microsoft Teams' Planner, allowing for seamless task management.

Quelques cas d'usages :

Daily Task Management

Use the task module to organize your daily activities by creating a 'My Day List' that includes all tasks due today, ensuring you stay on top of your responsibilities.

Team Collaboration

Leverage the task module to assign tasks to team members and track their progress, enhancing collaboration and accountability within your team.

Prioritizing Workload

Utilize the 'Important List' to focus on high-priority tasks, helping you manage your workload effectively and meet critical deadlines.

Email Follow-Up

Use the flagged email list to keep track of important emails that require follow-up, ensuring that no critical communication is overlooked.

Project Planning

Integrate the task module with Microsoft Teams' Planner to manage project tasks, allowing for better tracking and collaboration on team projects.

Glossaire :

Task Module

A feature in Outlook that helps users organize and manage their daily activities and collaborate with team members.

To Do

A task management application that allows users to create, manage, and track tasks.

Smart Lists

Predefined categories in the task module that help users organize tasks based on specific criteria.

My Day List

A smart list that includes tasks that need to be completed today, including those due on the same day.

Flagged Emails

Emails marked for follow-up, which can also be treated as tasks within the task module.

Important List

A smart list that features top priority tasks, including starred items and high-importance flagged emails.

Planned List

A smart list that shows tasks with specific due dates.

Assigned to Me List

A smart list that contains tasks that have been assigned to the user by coworkers or taken on by the user.

Tasks List

A comprehensive list that encompasses all activities and tasks created by the user.

Grid View

A visual representation of tasks displayed in a grid format, allowing for easier comparison and organization.

List View

A visual representation of tasks displayed in a list format, providing a straightforward overview of tasks.

Planner

A project management tool within Microsoft Teams that allows for task assignment and tracking, which can sync with Outlook tasks.

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outlook to organize daily activities and collaborate with your team.

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Start by opening to do.

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You'll find various task categories referred to as smart lists. Here.

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The my day list comprises tasks to finish today, including tasks due today.

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Flagged emails or tasks. You have created

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the important list features your top priority tasks

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including starred items and high importance flagged emails.

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The planned list shows tasks with due dates.

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The assigned to me list contains tasks you've either

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taken on yourself or been assigned by coworkers.

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The flagged email list consists of all emails marked for

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follow up whether they have a due date or not.

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The tasks list encompasses all your activities.

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The list section allows you to assemble a group of

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tasks for personal use or for collaboration with colleagues.

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Only those tasks in the list can be delegated to others.

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You have the option to show your tasks in either grid or list view.

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You can prioritize your tasks by sorting them according to importance to

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see critical ones first or by due date to address upcoming deadlines.

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Furthermore, you can categorize tasks to manage similar ones together,

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click this icon to access the settings here.

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You can disable the option to mute the sound alert. When marking a task is done,

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you can manage your smart lists such as hiding empty lists

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or showing all completed tasks.

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When planner is enabled in the connected application section,

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all outlook tasks will sync with the Microsoft team's planner.

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Click this icon to show or hide the smart list.

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You now understand how to utilize the task module in outlook.

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