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Follow-ups live in your inbox, meeting notes and your head, and things slip. Setting the same weekly task again and again, or chasing a colleague for status, wastes time you could spend on the work itself.
This video uses the Tasks feature in classic Outlook for Microsoft 365. You pin Tasks to the sidebar, create tasks with start and due dates, and set two different kinds of recurrence. Then you assign tasks to a team member, drag an email in to create a task, and send tasks from OneNote.
On your phone, the Microsoft To Do app shows the same list, so you can add and complete tasks on the go.
What you need
- Classic Outlook for Windows with a Microsoft 365 account
- OneNote for Windows, if you want to create tasks from notes
- The Microsoft To Do app on your phone, for mobile access
Step by step
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01
Pin the Tasks icon to the sidebar
If you do not see Tasks on the left sidebar, select the
More appsicon, right-clickTasksand choosePin.Note that Outlook is steering people toward To Do. From the Mail window,
New Itemsmay open a To Do item instead of an Outlook task, so start from the Tasks view. -
02
Create a new task
In Tasks, select
New Task. Enter a subject, then pick aStart dateand aDue date, and save the task.You can change the status from the task list. When you mark a task
Completed, Outlook strikes through the text so you can see at a glance that it is done. -
03
Change how the task list looks
If your list looks different, open the
Viewmenu. From there you can set theReading Paneand choose a different view that suits you. -
04
Create a regular recurring task
Open a task and select
Recurrence. ChooseDaily,Weekly,MonthlyorYearly. In the video I chooseWeekly, tickMondayand untickSunday.Under the range of recurrence, choose
End bya date,End aftera number of occurrences, orNo end date. Save the task. A new copy appears on schedule, one week apart, no matter when you complete the previous one. -
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Create a task that regenerates after completion
Open
Recurrenceagain and pickRegenerate new task, set to1week after each task is completed. SelectOKand save.The difference: a normal weekly task due June 3 creates the next one for June 10, then June 17. A regenerating task counts the week from the day you mark it complete. In the video, completing it today creates the next one for June 9, and completing that one today also lands on June 9. Recurring tasks show a recurrence icon in the list.
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06
Assign a task to someone
When creating a task, select
Assign Task, enter the team member inTo, and set a due date. Two checkboxes below matter:Keep an updated copy of this task on my task listSend me a status report when this task is complete
Assigned tasks show a person icon in your list.
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07
Create a task from an email
Select an email, hold down the mouse button, and drag it onto the Tasks icon on the left sidebar. Release it and a task window opens with the email's details. The subject becomes the task name, which you can edit. Add a due date, assign it or make it recurring if needed, and save.
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08
Create tasks from OneNote
In OneNote, select the text you want as a task. On the ribbon, select
Outlook Tasksand chooseToday,Tomorrow,This Week,Next Week,No DateorCustom. A flag appears next to the text, and the task shows in your Outlook task list.Marking the task complete in OneNote updates Outlook right away. Completing it in Outlook takes a little while to show in OneNote.
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09
Manage tasks on your iPhone or Android phone
Install the Microsoft To Do app and sign in with the same account. You can create tasks and mark them complete, and the changes appear in your Outlook task list. The mobile app works as a personal to-do list: it cannot assign tasks to other people.
Tips and common problems
- If
New Itemsopens a To Do window instead of a task, go to the pinned Tasks view first and useNew Task. - Pick
Regenerate new taskfor work that should happen a set time after you last did it, such as a weekly check. Pick the normal pattern for fixed dates, such as every Monday. - A task completed in Outlook takes a short while to show as complete in OneNote. Completing it in OneNote syncs to Outlook almost immediately.
- Microsoft To Do on mobile cannot assign tasks. Assign them from Outlook on your computer.
Questions
What is the difference between a recurring task and a regenerating task in Outlook?
A recurring task follows a fixed calendar, such as every Monday, regardless of when you finish it. A regenerating task creates the next one a set time after you mark the current one complete.
How do I turn an email into a task in Outlook?
Drag the email onto the Tasks icon on the left sidebar. Outlook opens a new task with the email subject as the name and the email details inside.
How do I see my Outlook tasks on my iPhone?
Install Microsoft To Do and sign in with the same Microsoft 365 account. Tasks you create or complete there sync with your Outlook task list.
Can I assign an Outlook task to a coworker?
Yes. Open the task, select Assign Task, add the person in To, and optionally keep an updated copy and ask for a status report when it is complete.
