5 tips for using Microsoft’s To Do task-tracking app on Macs, iPhones and iPads

Many process administration and reminder apps promise to simplify your planning, however just one is effectively built-in throughout the Microsoft 365 suite. Discover ways to leverage Microsoft To Do utilizing Apple {hardware}.

Businessman writing to-do list at table in office

Picture: serezniy, Getty Photos/iStockphoto

It is usually not a query whether or not you utilize a process administration program however which app you utilize. As organizations more and more undertake Microsoft 365 companies, and the platform’s wealth of applications from Groups and SharePoint to Phrase and Outlook, macOS customers ought to take into account changing to Microsoft To Do for all their task-tracking and reminder wants. The app’s tight integration with Microsoft 365’s Planner and Outlook alone give To Do a leg up on different task-tracking rivals.

Higher allow your use of Microsoft’s To Do app throughout all Apple gadgets—iPads, iPhones and Macs—by adopting these 5 behaviors.

SEE: Apple’s Sept. 2021 occasion: What enterprise professionals must know (free PDF) (TechRepublic)

1. Load Microsoft To Do on all of your Apple gadgets

Load and activate the To Do process administration app on all of your Apple gadgets (be sure you undertake Microsoft 365’s multifactor authentication). And in your Mac, do not simply load To Do on macOS in the event you’re additionally operating a Home windows digital machine–deploy To Do throughout the Home windows set up, too.

The trick is for To Do duties and reminders to be solely a click on away. You need To Do to be nearly instantly accessible to higher encourage constant use. The extra you utilize this system, the extra it helps. So observe all of your initiatives and duties, together with all corresponding sub-steps and milestones, inside To Do. Along with monitoring remaining steps and confirming these you’ve got marked as accomplished, To Do can type remaining duties by date, as you’d anticipate, whereas offering a My Day possibility that higher allows organizing and finishing particular priorities every workday.

Think about setting a bookmark to shortly connect with the Microsoft 365-powered To Do portal on-line. A couple of Microsoft 365 companies—Bookings, Sway and Yammer amongst them—nonetheless require accessing on-line when utilizing macOS, iOS or iPadOS, as Microsoft does not supply Apple-specific app counterparts. With SharePoint directing so many customers to web-based sources, you might already be within the behavior of accessing intranet content material. Having To Do readily accessible through the identical technique will not damage.

2. Make use of teams and lists

To Do works finest whenever you create teams to separate duties into totally different initiatives and initiatives. Inside every group, you must create a number of lists to additional set up duties. 

For instance, in the event you handle accounting and tax duties to your agency, you would possibly want to create the next teams:

  • Accounts Payable
  • Accounts Receivable
  • Taxes

Then, throughout the Taxes group, for instance, creating the next lists will help set up varied ongoing duties into these separate classes:

  • Month-to-month Gross sales and Use Taxes
  • Native Taxes
  • State Taxes
  • Federal Taxes

Thoughtfully separating work features into devoted classes finest helps set up and coordinate every workday.

3. Use the Vital, My Day and Deliberate options

Resist the temptation to gather duties inside a flat listing utilizing To Do; as an alternative, use the easy however highly effective mixture of Vital, My Day and Deliberate options (Determine A). To Do permits grouping lively duties by labeling particular person duties as vital, associating particular person duties with the present day and by setting due dates for every to do, or any mixture of these three parts–use these capabilities.

Determine A


To Do enables you to set up duties by significance, due date and significance.

In case you want organizing your day upfront, leverage duties’ My Day discipline to assign a day’s work to To Do’s My Day view. In case you work higher sorting duties by due date and even working to attempt to get forward, specify the due date inside every process. For triple assurance, or for these duties you completely can’t let slip one other day, mark them as Vital. To take action (pun supposed), click on the star icon hooked up to every process. You then obtain the power, utilizing To Do, to immediately view your My Day, Deliberate (Determine B) and Vital duties by clicking on the respective possibility inside To Do’s left-hand navigation menu.

Determine B


Working throughout the Deliberate view assists knocking out process in keeping with due dates.

4. Tie into Planner and Outlook

Make the most of To Do’s prepared integration with its potent Microsoft brethren. You possibly can combine each Planner actions and Outlook messages inside To Do.

Obtain an e-mail message requiring you comply with up or carry out one other operate? Flag the Outlook e-mail. To Do will subsequently create a process throughout the Flagged E mail listing utilizing the message’s topic line and physique textual content. In case you do not see Flagged E mail, open To Do’s preferences, click on the Linked Apps tab and test the field for Flagged E mail. As soon as the Outlook message is transformed to a process, you are free to affiliate the newly created process inside To Do utilizing your teams and lists, whereas additionally adjusting the due date and significance, must you select. Higher but, when you mark the To Do process as full, the app clears the message’s corresponding flag inside Outlook.

It’s also possible to automate the creation of To Dos utilizing Microsoft Planner. In case you’ve related your Microsoft 365 account with Planner, open To Do’s preferences, click on the Linked Apps tab and test the field for Planner. Then, each time your account is assigned a Planner exercise (i.e., each time you’re listed throughout the Planner exercise’s Assigned To Me discipline), you may obtain a corresponding process inside To Do. By default, Planner duties seem inside your Assigned To Me listing inside To Do, and any Planner duties with a due date may also seem inside your To Do Deliberate listing.

With all of your duties logged and tracked inside To Do, you possibly can spend much less time managing and coordinating duties and extra time really working and finishing these duties.

5. Leverage delegation capabilities

It is no secret groups accomplish extra working collectively. Sadly, widespread COVID-19 pandemic-fueled work-from-home preparations typically make teamwork tougher.

Fortunately, Groups, SharePoint and Planner are effectively positioned to help. Departments already collaborating through these functions will discover it no bother furthering investments in these merchandise by extending their workflow to allow assigning To Do duties. To Do makes it straightforward–simply make certain your division and coworkers are agreeable to the idea.

To assign To Do duties to others, click on on the duty you want to assign to somebody, then click on the Assign To discipline (Determine C) and specify the group member to whom you want to assign the duty.

Determine C


Assigning duties to others inside To Do additional extends the task-tracking app’s energy.

Notice: if you have not beforehand shared the duty listing, you may first need to share the listing inside which the duty is saved. To share an inventory, choose the duty and click on the Share Record icon that seems towards the highest proper nook of To Do. Subsequent, click on the Invite By way of button and choose the choice (Mail, Messages and AirDrop are among the many decisions) you want to use to share the listing invitation. As soon as the recipient receives the message and logs in to To Do, they will be capable of entry the duty and corresponding particulars.

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