Microsoft To-Do productive tips
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Microsoft To-Do: 12 tips to make you more productive

Get the most out of your day using these productivity tips on Microsoft To-Do.

Microsoft To-Do is a cross-platform task management system that allows you to create, organize, and keep track of all your tasks.

If you’ve ever used Wunderlist, Microsoft To-Do should look familiar as the same team designed the new app. The app even includes a handy tool to import your tasks from Wunderlist, which will eventually vanish.

In this guide, you’ll learn 12 tips to make you more productive using the Microsoft To-Do app on Windows 10.

1. How to create subtasks on Microsoft To-Do

Although the point of a task management system is to create a task for every step, sometimes you may need to break a task into subtasks to remind you of the steps of a topic, or to better control the workflow of a project.

Use these steps to create a subtask with Microsoft To-Do:

  1. Open Microsoft To-Do.

  2. Click the Add a task to create a new item.

  3. Select the newly created task.

  4. Click the Add step button.

    Add subtasks to task on Microsoft To-Do
    Add subtasks to task on Microsoft To-Do
  5. Repeat step No. 4 to add subtasks as necessary.

Once you complete the steps, the number of remaining steps will be displayed under the task in the main list.

2. How to schedule a task on Microsoft To-Do

Microsoft To-Do can also help you to stay on top of your tasks with options to set a reminder, due date, and repeat a particular task.

Use these steps to set a schedule for a task:

  1. Open Microsoft To-Do.

  2. Click the Add a task to create a new item.

  3. Select the newly created task.

  4. Click the Remind me button.

  5. Select one of the suggested schedule or click the Pick a date & time option to set a custom schedule.

    Set task reminder on Microsoft To-Do
    Set task reminder on Microsoft To-Do
  6. Click the Add due date button.

  7. Select one of the suggested dates or click the Pick a date option to set a due date.

    Set task due date on Microsoft To-Do
    Set task due date on Microsoft To-Do
  8. (Optional) Click the Repeat button.

  9. Select the how often to repeat the task.

    Repeat task on Microsoft To-Do
    Repeat task on Microsoft To-Do

After you complete the steps, Microsoft To-Do will remind you about a task depending on your settings you specified.

3. How to attach files to task on Microsoft To-Do

You can also attach files and images to your tasks, which is a great way to organize your project involving documents and pictures.

Use these steps to attach files to a Microsoft To-Do task:

  1. Open Microsoft To-Do.

  2. Click the Add a task to create a new item.

  3. Select the newly created task.

  4. Click the Add a file button.

    Attach file to task on Microsoft To-Do
    Attach file to task on Microsoft To-Do
  5. Select the file (such as image, text, or word processing document).

  6. Click the Open button.

Once you complete the steps, you may need to repeat the steps to add more files.

Just remember that you can only attach files or images of up to 25MB, and you can only attach files to your personal list, as file attachments is not available for shared lists.

4. How to create task list on Microsoft To-Do

Tasks can quickly become overwhelming if everyone of them is in one list. For this reason, Microsoft To-Do allows you to create lists to organize your tasks.

Use these steps to create a list on Microsoft To-Do:

  1. Open Microsoft To-Do.

  2. Click the New list from the left pane.

    Create list on Microsoft To-Do
    Create list on Microsoft To-Do
  3. Right-click the newly created list and select the Rename list option.

    Rename list on Microsoft To-Do
    Rename list on Microsoft To-Do
  4. Specify a descriptive name for the list. For example Work, Personal, Shopping, etc.

Once you complete the steps, you may need to repeat the steps to create additional lists as necessary. If you have tasks in other lists that you want to move, you can always drag and drop them into the new list, or you can right-click the task and select the Move task to option to move the task to the list that you want.

5. How to convert email to task on Microsoft To-Do

If you’re using a Microsoft hosted email account, such as an Outlook.com, Live.com, or Hotmail.com, you can enable an option that will create a task automatically for emails you flag as important.

Use these steps to enable Flagged Email feature on Microsoft To-Do:

  1. Open Microsoft To-Do.

  2. Click the account button on the left pane.

  3. Select the Settings option.

    Profile menu on Microsoft To-Do
    Profile menu on Microsoft To-Do
  4. Under the “Connections” section, turn on the Flagged Email toggle switch.

    Flagged emails feature on Microsoft To-Do
    Flagged emails feature on Microsoft To-Do

After you complete the steps, emails that you flag in your Microsoft account will appear as tasks in the Flagged Email list.

6. How to share task lists on Microsoft To-Do

Microsoft To-Do allows you to collaborate with other users. You can’t share tasks individually, but you can give other users view and edit access to a list.

Use these steps to share a Microsoft To-Do list with other people:

  1. Open Microsoft To-Do.

  2. Right-click the newly created list and select the Share list option.

    Share list option on Microsoft To-Do
    Share list option on Microsoft To-Do
  3. Click the Create invitation link button.

    Create invitation link
    Create invitation link
  4. Click the Copy link button to copy the link to the clipboard.

    List sharing link on Microsoft To-Do
    List sharing link on Microsoft To-Do
  5. Send the link to the people you want to share the list with. For example, via email.

Once the users sign in with the link, they’ll be prompted to join the list, and then they’ll be able to see the shared list and interact with tasks.

Stop sharing list

Use these steps to stop sharing a list:

  1. Open Microsoft To-Do.

  2. Right-click the newly created list and select Share options.

  3. Click the More options button.

    Microsoft To-Do list sharing options
    Microsoft To-Do list sharing options
  4. Click the Stop sharing button.

    Stop sharing list on Microsoft To-Do
    Stop sharing list on Microsoft To-Do
  5. Click the Stop sharing button again.

After you complete the steps, users will no longer be able to view or edit a pretesticular list.

7. How to pin task list to Start on Microsoft To-Do

The Microsoft To-Do app makes it easy to stay on top of your tasks and quickly jump to a particular list with the ability to pin a list to the Start menu.

Use these steps to pin a list to the Start menu:

  1. Open Microsoft To-Do.

  2. Right-click the newly created list and select the Pin to Start option.

    Pin list to Start menu on Microsoft To-Do
    Pin list to Start menu on Microsoft To-Do
  3. Click the Yes button.

Once you complete the steps, a Live Tile will be created in the Start menu. You can always make the title larger by right-clicking the tile, selecting Resize, and choosing the Large option to view a live preview of your tasks.

8. How to sort tasks on Microsoft To-Do

If you’re dealing with a lot of tasks in a list, the Microsoft To-Do app also include options to sort tasks using different filters.

Use these steps to sort tasks with Microsoft To-Do:

  1. Open Microsoft To-Do.

  2. Select a list.

  3. Click the menu (three-dotted) button and select the Sort by menu.

  4. Select the sort method, including: Importance, Due date, Completed, Alphabetically, or Creation date.

    Sort tasks on Microsoft To-Do
    Sort tasks on Microsoft To-Do
    Quick tip: If you don’t want to see completed tasks in the list, click the Hide completed tasks option.

After you complete the steps, the tasks in the list will filter according to the criteria that you specified.

9. How to organize day of tasks on Microsoft To-Do

If you use the Microsoft To-Do app in the daily basis, then you’ll probably find the My Day list especially useful. The My Day list allows you to focus on the tasks for the current day. You can create new tasks and add tasks from other lists, but the list will always reset the next day.   

Use these steps to organize your day of tasks:

  1. Open Microsoft To-Do.

  2. Select the My Day list.

  3. Click the For today button from the top-right.

  4. Click the plus button to add recently added tasks to your day.

    Microsoft To-Do My Day list
    Microsoft To-Do My Day list

After you complete the steps, you’ll have a clear view of the tasks you need to on focus today, but tomorrow, you’ll need to repopulate the list again.

10. How to change color mode on Microsoft To-Do

Use these steps to change the color mode of Microsoft To-Do:

  1. Open Microsoft To-Do.

  2. Click the profile button on the left pane.

  3. Click the Settings option.

    Profile menu on Microsoft To-Do
    Profile menu on Microsoft To-Do
  4. Under the “Theme” section, select the code more, including: Light, Dark, or Windows to change the color automatically when you change your Windows 10 personalization preferences.

    Microsoft To-Do color mode settings
    Microsoft To-Do color mode settings

After you complete the steps, the app will switch to the color mode that you selected.

Customizing list header

Use these steps to customize the task list header:

  1. Open Microsoft To-Do.

  2. Select a list.

  3. Click the menu (three-dotted) button and select a theme for the header.

    Microsoft To-Do themes
    Microsoft To-Do themes

Once you complete the steps, the changes will be reflected in the list header. However, the change will only apply to the current list, and you’ll need to repeat the steps to customize other lists.

11. How to add multiple accounts on Microsoft To-Do

Use these steps to add multiple accounts to the Microsoft To-Do app:

  1. Open Microsoft To-Do.

  2. Click the profile button on the left pane.

  3. Click the Manage Accounts option.

    Microsoft To-Do manage accounts option
    Microsoft To-Do manage accounts option
  4. Click the Add account option.

    Add multiple accounts on Microsoft To-Do
    Add multiple accounts on Microsoft To-Do
  5. Select the account type and click the Continue button.

  6. Sign in using your credentials.

Once you complete the steps, the new account will be added, and you can always switch between accounts by clicking the profile option in the top-left and selecting the account you want to manage.

12. How to use keyboard shortcuts to manage tasks on Microsoft To-Do

Alongside the ability to manage your tasks using a keyboard and mouse, Microsoft To-Do also includes a number of keyboard shortcuts to create and manage your tasks.

Microsoft To-Do list of shortcuts:

  • Ctrl + N: Adds a new task.
  • Ctrl + L: Creates a new list.
  • Ctrl + T: Adds task to My Day.
  • Ctrl + D: Completes task.
  • Ctrl + F: Search.
  • Ctrl + V: Paste.
  • Ctrl + R: Sync now.
  • Ctrl + Number 1: Opens sidebar.

Microsoft To-Do is available as a free service for Windows 10 as well as macOS, iOS, and Android.

  • Microsoft To-Do for Windows 10 | Download