How to use Microsoft To Do: Organize your Day by Managing Tasks

hi there jamie here today at teachers  tech hope you're having a great day today   today i want to show you how to use microsoft to  do microsoft to do is a free app from microsoft   all you need is a microsoft account that can  help that can help you plan your day and organize   tasks now this is a great app to use  because it's cross-platform so whether   you be on windows or mac or on your mobile  devices on android or ios it's going to sync   with all of them if you're on the same account  and if you're using outlook it even syncs with   that so let's get started on how to use  microsoft to do today on teachers tech

so first of all i just want to show you where you  can install or use microsoft to do and i'm on the   microsoft to-do page right here and i'll put the  link to it down below in the description of this   video so you can just click on it and go to it and  i'll timestamp everything in this video as well   so you can jump around to different parts of it  but you can see at this part here on this page   you have some different options if you want to  download it and put it on your computer   i take a look right here you can see if it's  android windows or on your ios right here so   click on either of these and you can go to the  proper place and it is free like i said you do   need a microsoft account you can also use it  online so if i go ahead and click to get started   i can go ahead and get logged in from the account  that i already have i could use any of the number   of different microsoft accounts i have if you  don't have a microsoft account all you have to do   is create one right here and then you'll be able  to access it for free when you log in using the

first link that i showed you from the to do page  this is what you're going to see right here so   i and i just want to open up the other app i have  installed my computer right next to it so you   can see this is the app and i've installed on my  computer and this is the online version of it so   things are going to sync across these and you  can use both of them i just want to point out   too that if you take a look at this it says to do  it at the top here to know that you're on this but   you're also kind of in outlook right here so if i  go down and click on this first one you're going   to see the mail part right here and then i can  click the to do logo the to-do one and it will   bring me back to do the other way you can access  this online if you are part of the office if you   have your office account microsoft office 365  account you can go ahead and click sign in here   and you can also get to your outlook so what  i mean is go ahead if you do have that try

signing in here and when you're signed in to  your office and you have access to all of your   different apps i'm just going to go ahead and  show all apps here you can go ahead and look for   this a couple different ways you can access it  through outlook how i just showed you but there   is also to do right here if i go ahead and open up  outlook you're gonna see that the to do is here so   the other thing i just wanted to point out too if  you're using microsoft outlook on your computer   that when you go ahead so i'll open up microsoft  the task manager here at the very bottom   is connected to do so it's going to sync  between both of these and i'll talk about that   as i go throughout the video so find which  way you're going to be probably more often   most often working on for this video tutorial  i'm going to be showing you how to use to do   from the installed app on my windows computer  but as i said it will sync across the platforms   i have microsoft to do installed on my computer  uh down below on my taskbar you can see i have it   right here so i could click and open it here and  if it's not there you can just do a search for it

and it will come up there we have microsoft to do  so i'm going to go ahead and open this up and i'm   going to get logged in i can get logged into more  than one account at a time and i'll show you how   to do that too but like i said you have to have a  microsoft account to do this and i'm going to get   signed in with mine i'm going to choose this first  one here and it's going to go ahead and get signed   into microsoft to do and that's how it's going to  connect across your devices you need to be make   sure you're using these same accounts now that i'm  logged in i just want to talk a little bit about   showing how you can log in log out or add another  account if i drop down you can see i have manage   accounts right here this shows me what account i'm  logged into but if i go to manage accounts i could   sign out at this point or i could add another  account so i'll just continue with my other one   and at this point now you can see how it's changed  but i can quickly change accounts just by clicking   back and forth in case you're using multiple ones  and you can see with this one it has some practice   if you're loading up microsoft to do for the first  time it just has some information some kind of   i'll show you how you could use it but i'm going  to be starting from a blank one and i'm going to   be using this account to do my walkthrough today  when you first open up the microsoft to do app

on your computer you're going to see my day and  my day gives you a quick place to quickly add   a task to that specific date so for an example  i can go down where it says add task and i'm   going to just type create a video on to do just  like that so and notice as i'm typing into it   we have some quick shortcuts over here where i  can add it to a list i'll be talking about that   later and if we could add a due date remind me or  we can do a repeat but you can get to this again   in a different way so i'm just going to hit enter  like this and i have my task and i haven't added   anything else to it but i just want to point out  you can make this important so as soon as i make   this mark as important it becomes over here in  the important one so if you have a different   task in a day you could have different levels  of how important you could just start them   but you can click it again to turn it off if  i click on the task you're going to see this

open up here this window and this is where  i can add more steps so in this process   you could add more steps to complete this task  so if i was going to go ahead and add a step to   this i'll be saying install so the first thing if  i was going to install the app i'll just go ahead   and put that as a step and i can hit enter and  i could do another step so i can break this down   uh this is added to my day so my day is right here  under this tab i could add the remind me so when   do i want to get reminded i could go later today  by 4 pm i could add a due date so is this going   to make does this do tomorrow today i'm going  to make sure it's due today i could repeat this   so this if this is going to be something that  is going to occur more than once you can see   how you can customize that for repeating we can  also add a file so if there's something important   that you need to attach you just simply click and  go and select that file and add it to this task   and we can add notes so there's lots of things  that you can really put more information into each   task as you go through and notice that you can  have the delete the task right down here now i'm   going to close out this and i just want to mention  that the background you can see how the picture

is there i can quickly change that so if i look  there are different themes as i select different   ones you can see how it changes if you just want  colors to it so you pick what you want from there   and we can see a couple other options of print  list email list pin to start but i'm going to go   over list soon i just want to talk about a  different way you can add tasks also notice   that the information i just selected and added to  the task shows up underneath and i can go through   and modify these at any time if i want to go  back and i can hit the x's to turn those off   now i just want to point out that you can see  this task in a few different places where you have   from my day it is under the plant now and it  becomes a general task so another place you just   might want to add tasks to is from this point and  this is how a lot of times i add my task because i

doesn't necessarily go to my day and i don't start  about thinking about adding all my tasks to this   individual day but i add it to here so i'm just  going to go ahead and add a few more tasks here so i've added a number of tasks to my microsoft  to do if i go back to my day only the one that   i created on my day is there but these tasks are  still all there so again that's what i wanted to   point out depending on how you want to  create your task not all might relate to my day   now with all these are all over the place  you can see i have from creating videos on word or   video editing i have to pay school fees uh here's  another excel one finish discussion questions for   a course i'm taking pick up some milk all  these different ones they're kind of getting   messy and this list could go on and on and  i need to organize this a little bit better   and that's what i want to show you in a bit here  now if we ever get done any of these tasks you

can simply just click right here and i don't  know if you could hear that chime but there   was a little chime there and it shows that it  is completed if i go back to my day you can see   it's completed there uh but you can if you  made a mistake and like oh i didn't mean to   click that i can just click off of it and becomes  something i still have to complete now before i   move on again with the task with creating the list  and groups i just want to point out uh the themes   and everything you can change your themes to  these this page also to what i showed you if i go

to the settings and i check right here and go  here settings you can see how i can customize   the look a little bit more i hear some general  you want add new task on the top that's why i   have it turned on right now move star task to the  top so take a look before this what you'd want   you could see also that we have a completion  sound and that was the sound that you just heard   and as i go through if you just want if you want  to make a dark theme you can see quite quickly   that changes i'm going to use my windows default  this is what i want to point out we have right now   important planned and different ones on so if i  go back you can see these are the ones important   planned if i go back to my settings again if i  wanted to have my completed task also so if i   click this on and go back you'll be able to see  that completed is there too so if i do check   one off and go to completed it's on that list  so depending on how you want to set things up   now the other thing i just want to show you is how  everything is syncing together so i've been doing   this on the to do app but if i over go over to my  microsoft outlook and open that up pop that open   and you can see that these are here too so they  were added to that because this is syncing uh with   my outlook task and if i open up my window here  that has the online one all of these are in here   too so if i go back and just look at the different  ones here i'm just going to refresh my page here   you can see all the tasks and i even have the  completed one so everything is syncing sometimes   it just takes a second or so to uh make sure that  it is all refreshed and everything all right so   let's go to our next point that i was going to  make and that was going to be about creating   lists and tasks because if i look at all these  tasks i want to be able to sort them out better

so as i pointed out this these tasks are all over  the place from work to personal i could rearrange   these by simply dragging them up if there was if  i was just going to follow from the top down to be   completing them and checking them off but another  way you can do this is to create a list now   down here you can see new list i'm going to  go ahead and create a list and i'm going to   create one called microsoft videos because you can  see i have excel and word here and i want to put   them just with different video ideas i have for  microsoft and this to do one could be a microsoft   one too so if i go ahead and just go and add a new  list so i'm just going to hit plus and you can see   it's ready it's untitled right now you can change  the name after so don't worry about if you change   it you might get it wrong so i'm just going to  call this microsoft videos just like this so i   have this list now here my tasks are up here i can  add these to a list and so to do this if i go to   let's say this word one i'm just going to right  click on this and notice the different options   and the shortcuts it gives you know from ctrl  t to add it to today to control d to mark it   as complete so if you're using the shortcuts that  can speed you up i can delete the task down here   but what i want to do is actually move this to  microsoft videos so now i have that one inside   here so if i go to this is organized in that  topic of a list if i go back and i notice oh this   is another one that i wanted in there too so i  can go move to microsoft videos this is also a   microsoft video so now i have these three with the  completed one i can also make a different list so   let's say if i was going to make another one on  video editing like so and i'll just add this and   video editing and if i go back to my task this  one on hit films here and i can move to there so   i can have these different you can see i have one  in here two in here i could make another one for   personal and maybe add some of these other topics  in here so that can really help you organize your   everything with list on it so i am going to  make one more we'll just call this uh personal like so and i'm going to go back to my task and  i'm just going to go and right click and add to   a few of these two just so i have some in each  of them and i'm just going to go like that   and i'll just leave these last two but you can see  i have a number of different ones and what i've   noticed though microsoft videos and video editing  are kind of the same that's kind of based on my   youtube channel creating videos for youtube i can  make a group to put multiple lists in so if i go

here and you can see create new group i'm going  to call this one you do i'll just call this my   youtube videos like so because as you get more  and more things you're gonna it's gonna help with   organization so what i can do if i right click on  this one i can move lists to groups at this point   so now i've added that one to it and this would  also be one i could move to there so i now if i   look at this i've grouped my list together so it  can really help with organization uh to see where   you get your different tasks in and put completing  them through it the other thing is if you need to   change as i mentioned to change the name if i  go to any of these if i go to this list here

and i could go up these three little list options  here these dots i can rename the list here   and i can change the theme just like i've showed  you before but you can rename it if i wanted to   change it to something else the other thing i can  do is share the list so let's say if i'm working   with somebody and i'd like them to see the list  and maybe check off if they're doing some of   the other stuff so especially if it was personal  uh because i'm sharing this with my family maybe   someone else could do this i could go ahead and  share this i could create this invitation link   and at this point i can invite them via email or  you can see how i can manage access and everything   but if i go ahead and share the link i could copy  and send it to them and they would be able to   help complete the list if it is kind  of a collaborative effort to complete   the different tasks on it so that's a little bit  about creating lists in groups in microsoft to do

so i want to talk a little bit more about sharing  and assigning tasks to people inside a list that   you've shared it with so if i go to this personal  one here and let's say i want some help picking up   the milk or paying the school fees i need to share  the list like i've showed you before if i right   click on it i can also get to share a list just  like this so if i go ahead i create my invitation   i can go ahead and send it copy the link  send it to people and close it and notice   i have the share symbol on this one if you ever  want to turn off the sharing just right click   on it again and go to sharing options manage  access stop sharing and you'll see that go away   so in this case i want this on i'm going to go  ahead and close it when i have this sharing on   it allows me to assign tasks here so if i go and  pick say pick up the milk and if i had one of my

boys in my list that i've emailed and they joined  i could go ahead and assign it just like this   and if i go ahead and assign it then they will  have that as part of their task in assigned to me   now you can also when you're adding a  task if you look down here you could   type the task in if you use the at symbol  and then to start typing the person's name   that will come up and that will do the assigning  there and it will also be assigned to me   for them so if they assign me something that's  going to come up in my assigned to me on it the

next thing i want to show you is to take advantage  of search so i'm just going to close this down and   if i go ahead here if i'm searching for something  so if i go and type excel notice how quickly that   this comes up so it searches great so if you get  lots of tasks use your search the other thing i   want to point out is the use of hashtags so if  i go to maybe this video editing i'll go to this   and i'm going to add a note if i add hashtag  and i'm just going to say youtube and just   like that i'll click off of it notice that  it's highlighted if i was searching now   it comes up it finds the hashtag and i can  it brings me there so that's another way that   you can help sort your different tasks you're  using the hashtag inside the notes of each task

so i just want to show you a little bit more about  how microsoft to do integrates with microsoft   outlook and i'm going to point out this right here  flagged email if you don't see this right here as   one of your list remember you can turn them on  if you go to settings and go down a little bit   and there is flagged emails now in my case you  can see that i go here and there's two different   flagged emails one was crossed out already  but if i go to my microsoft outlook here i   have these two flags so i flagged them over here  and it shows up in this list this flagged emails   if i click on any of these you can see it gives  me some information about those right in your   to-do another way that you can integrate the two  together if i go over to my microsoft outlook here

and i'm just going to be random with which one i  pick let's say i pick this one and drag it into   my task and create a task for it here so save and  close if i go back over to my to-do list here and   open this up i'm going to go to my task doesn't  look like anything's there sometimes it takes a   while to sync but you can go up and sync right  through here and there it goes and pops open   if i click on it gives me the information to it  and if there's anything i need to be added to   this as a remind me or due date i can add those  things to my task or select them and they go off   just like that too so hopefully like  this overview of how to use microsoft to do   it's free it's easy to use and can really help  you organize your day-to-day business so thanks   for watching this time on teachers tech i'll see  you next time with more tech tips and tutorials