Use Tasks in Outlook on the web

A task is an item that you create that you want to track until it's completed. Tasks can be created from an email that you've flagged for follow-up as an actionable item, or they can be to-do list entries that you add manually. Use tasks in Outlook on the web to create, edit, categorize, and manage tasks.

Important: Outlook on the web doesn't support assigning or sharing tasks. To assign or share tasks, use Outlook.

Choose your version for instructions

The instructions are slightly different depending on whether you're using the new Tasks in Outlook on the web or the classic Tasks. Choose the version you're using to see the instructions that apply to you.

IF THE TASKS ICON LOOKS LIKE...

Choose classic Tasks

See Instructions for the new Tasks in Outlook on the web.

IF THE TASKS ICON LOOKS LIKE...

Choose new Tasks

See Instructions for classic Tasks in Outlook on the web.

Instructions for the new Tasks in Outlook on the web

Outlook on the web has a new tool for tasks. In addition to the usual task lists, it includes Smart Lists. Smart Lists are virtual lists that make it easier to track tasks and organize your day. You can add tasks to My Day, mark them as important, or add them to new lists that you create. There's even a list for tasks that you've assigned a future date to. To get started, Sign in to Outlook on the web.

The new Tasks tool is a bit different from the classic Tasks in Outlook on the web. Some features are different, and others will be added as the new Tasks is rolled out.

Note: If you're using the new Outlook on the web, you can also view and manage your tasks on the go by installing the To-Do app.

To view and manage your tasks, select Tasks icon Tasks at the bottom of the navigation pane.

The Tasks page includes four default task lists, plus any task lists that you create.

  • My Day. This is a Smart List that's empty at the start of each day by default. You can add existing tasks to it by right-clicking a task and choosing Add to My Day, or by dragging a task from any other task list to My Day.

    Note: My Day is a Smart List that's cleared at midnight every night. Tasks that appear in My Day are stored in other task lists, so they aren't deleted when My Day is cleared.

  • Suggestions are tasks that aren't completed that you might want to add to My Day. To see suggested tasks, go to My Day, then select Light bulb icon Suggestions at the top of the page. Select the plus sign (+) next to a task to add it to My Day. Select Done to close the Suggestions list and return to My Day. Suggestions includes tasks that are due today or in the future, are overdue, were previously moved to My Day but not completed, or that might be relevant to start working on.

  • Important is a Smart List of tasks that you've marked as important. You can mark a task as important by right-clicking it and selecting Mark as important, or by selecting the star icon next to it.

  • Planned is a Smart List that includes tasks that have a reminder or due date. Tasks that you create with a reminder or due date will automatically appear in this list. The only way to add tasks to this list is to assign a reminder or due date to an existing task.

  • Tasks is the list where new tasks are stored by default.

  • Flagged Email is an optional list. When on, messages that you've flagged in Mail will appear in the Flagged Email list. You can turn the Flagged Email list on or off by selecting Tasks icon Tasks > then Windows 10 gear button Settings > To-Do Settings and scrolling to Connections and using the slider to turn the Flagged Email list on or off.

You can add a task list by selecting New list in the navigation pane.

You can add new tasks by selecting any task list, then choosing the plus sign next to Add a task and entering a description of your task. If you add a task in the My Day, Important, or Planned virtual lists, the task will be saved in Tasks and linked to the virtual list you created it from.

Note: You can't create new tasks in Planned. To add a task to Planned, add a reminder or due date to an existing or new task.

Select a task in any list to see all of the available options for that task. You can do things like add additional steps, add them to My Day, make them repeating, add a due date or reminder, and add a note.

Settings for the new Tasks are on their own page. From the Tasks page, select Windows 10 gear button Settings at the top of the page to see all options for the new Tasks.

You can switch back to the classic Tasks by selecting The new Tasks toggle at the top of the Tasks page.

If you've switched to classic Tasks, you can switch back by selecting the Try the new Outlook toggle at the top of the Mail page.

Instructions for classic Tasks in Outlook on the web

Classic tasks includes tasks that you previously created and saved in any Tasks folder, plus messages that you've flagged.

View the following image and the numbered items corresponding to each area to get an overview of the Tasks pane.

Manage your tasks.

  1. Create, delete, move, or categorize tasks. Mark tasks as complete as you finish them.

  2. My tasks - Displays folders you can use to view and manage your tasks. Choose whether you want to view items you have flagged as important. You can create new task folders and rename or move existing ones. To add a folder, right-click My tasks and select Create new folder. To rename or delete folders, right-click the folder and select Rename or Delete.

  3. Tasks list - Filter and display tasks based on the status you have assigned to them. Use the Filter menu to sort tasks based on different criteria.

    Choose how to filter, sort, and ordert tasks in the Outlook.com Tasks list

    Use the command bar above the tasks list to delete, categorize, assign a charm, or mark complete a selected task.

    Tasks command bar for Outlook.com

  4. Task details - View details of the task selected in the tasks list. To edit task details such as status, priority, and percent complete, select Edit .

  1. Sign in to Outlook on the web.

  2. Select Tasks at the bottom of the page.

  3. Select New.

    Tasks command bar for Outlook.com
  4. Type the subject, due date, and if you like, a note about the task.

  5. Select Show more details to enter information like Start date, Date complete, and Status and to track progress on the task such as % completed or hours worked.

  6. Use the Attach command to attach a file to the task.

  7. Use the Charm command to assign a charm to a task. Charms are icons you can apply to Task items as visual cues that help you quickly identify specific types of tasks.

  8. Select Save.

    Task detail form for Outlook.com

  1. Sign in to Outlook on the web.

  2. Select Tasks at the bottom of the page.

  3. Select the task you want to edit and then select Edit Edit in the Task pane.

  4. Make the edits to the task and select Save.

  1. Sign in to Outlook on the web.

  2. Select Tasks at the bottom of the page.

  3. Select the task you want to categorize from the task list and then select Categories.

    Task categories

  4. Select the category that you want to assign to the task, for example, Yellow category.

  1. Sign in to Outlook on the web.

  2. Select Tasks at the bottom of the page.

  3. Select the Filter menu and choose how you want to sort the tasks in the task list. For example, in the following screenshot, tasks are sorted by status (Active), due date, and with the oldest tasks on top. You can sort by Active, Overdue, or Completed.

    Choose how to filter, sort, and ordert tasks in the Outlook.com Tasks list

Note: Outlook on the web doesn't support sorting tasks by category.

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