Microsoft 365 tasks are action items you need to complete, created or tracked across different apps—Outlook, To Do, and Planner—that all sync into one connected ecosystem.
Microsoft To Do app is your centralized view of all personal and assigned tasks.
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Step 1:
Sign your favourite browser in at email.ecuad.ca, then go to
https://to-do.office.com/tasks
See our 2FA + Password setup guide if you experience any issues.
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Step 2:
Click Tasks to view and add items to your personal to-do list
- Add tasks here that are just for you
- Right-click tasks to perform quick actions (e.g. mark as important or completed)
- Items marked as completed will disappear from this view
- Completed tasks can be reviewed or reactivated at any time
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Step 3:
Click any task to view or edit its Detail view (optional)
- Add granular steps to track complex tasks
- Set reminders or add a due date
- Pick from your existing Outlook categories
- Set routine tasks to repeat automatically
- Add files + notes for context
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Step 4:
View and add new tasks to the My Day view
- Add tasks here if you intend to work on them today
- Add tasks directly from this default To Do view
- Or, right-click any existing tasks and use Add to My Day
- Items marked as completed or with Remove from My Day will disappear from this view
- At end of the day, all incomplete tasks will disappear from this view
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Step 5:
Mark tasks as important or completed.
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Step 6:
View tasks that have been Planned and Assigned to me by others
- The Planned view includes all personal or assigned tasks that have a due date
- The Assigned to me view includes items created Microsoft Planner and assigned to you
- Plans that organize a set of tasks can be created ad hoc by individuals or hosted from a SharePoint Team
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Step 7:
View Flagged email messages as tasks
- Emails flagged in Outlook will be represented here as tasks
- Each email task retains a link to its original Outlook message
- Categories set in Outlook will carry over to the To Do app
- Flagged emails will show a check mark when their corresponding task is marked as completed
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How to convert emails into tasks
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Step 1:
Click the flag icon above email subject line to create a new task.
- The flag icon will turn red when activated.
- The item will be added to your Flagged email task view.
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Step 2:
Right-click the flag icon to create a new task with a due date.
- The item will be added to your Flagged email and Planned task views.
- As items become due, they will appear in the My Day task view.
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Step 3:
Filter your inbox by Flagged messages, to view the original email thread.
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Step 4:
View and manage your flagged email tasks in the To Do app.
- Add notes that only you can see
- Adjust due date, urgency and category
- Jump back into the original email if needed
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Step 5:
Mark email tasks as complete.
- Completed items become hidden but are not deleted
- Locate and uncomplete them as required.
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Step 6:
Click the icon again to unflag the email.
Caution: This will erase any task history (e.g., notes, due dates that you applied)
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1. Drag a task from To Do into your calendar (Outlook on the web / New Outlook)
This is the easiest way to turn tasks into focused work blocks.
2. Use “Schedule” from Microsoft To Do
3. Convert an email to a task, then schedule it
Great for follow‑up items you need to actually make time for.
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Tasks assigned to you by others in Planner automatically appear in the Assigned to me smart list in Microsoft To Do.
Just ensure the Planner integration is enabled:
This lets you see every task others assign to you—group and personal tasks in one place.
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What are the best practices for managing tasks?
Use Microsoft 365 tasks in accordance with the basic principles of time management.
The Outlook Calendar and To Do apps are designed to prioritize your default, personal calendar and to do list.
- While it is technically possible to create additional calendars and lists, these items will always disappear from your default view.
- Categories, due dates and default views already provide options to filter down what is important
- It takes more time and focus to track items across additional views
Take a few minutes each morning to scan your calendar and your To Do list. Prioritize what matters most, adjust timing if needed, and make sure your day matches your actual workload.
Use categories to label emails, meetings, and tasks with color‑coded tags, making it easier to group and spot related items at a glance.
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Step 1:
Right‑click an email (or event), choose Categorize, and apply one or more existing categories
Choose New Category to create, name and assign a color to additional categories.
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Step 2:
Filter or search by category to stay organized and keep priorities clear.
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View Planner tasks on your Outlook calendar
You can add Planner plans (or just tasks assigned to you) to your Outlook calendar by subscribing to the iCalendar feed:
- In Planner → open a plan → select Add plan to Outlook calendar
- Publish the feed
- Outlook automatically opens the subscription screen
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This shows planned tasks on top of your calendar schedule, making it easier to keep track of deadlines set by others.
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More information is available at Microsoft.com.
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