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so microsoft
is a really popular way to be able to
manage
all of your projects and tasks and there
are a lot of different task experiences
inside of microsoft tools today we have
matt from collaboration coach
who's actually going to explain the
concepts behind task management in
microsoft products
which one might be most suitable for you
including tools
like microsoft to do microsoft planner
and microsoft lists
helping you to assign the best tool to
your needs
a little bit diving into the task
management inside
of microsoft please do make sure to
check out collaboration coach here on
youtube
matt has a fantastic channel as well as
keep productive here on youtube as well
so here we go
hello it's matt and i'm the host of
collaboration coach
and thank you so much for having me back
on keep productive it's always a
pleasure
so this time i'm going to talk about
microsoft apps for managing tasks
and which app you should use for the
work you're doing
microsoft has a dizzying array of
options when it comes to keeping track
of tasks
so i'm going to help you unravel some of
the mystery around this subject
so today we're going to look at three
apps to do
planner and lists they're all good at
managing tasks in their own way
but you might use them in different
scenarios to do
is for personal task management and
anyone who has a microsoft account can
use it for free
it's a browser app and there are also
apps for
mac windows ipad ios and android
planner is optimized for managing your
team
or project tasks and it would normally
be used by
a project manager or a team leader it
also has a browser app
and there are apps for ipad os ios and
android
but you can only use planner if you have
an office or microsoft 365 subscription
and lastly lists have been a part of
office 365 since it began
but microsoft have recently rebranded it
added some sweet new features
and relaunched it as an app so there's a
browser app
and you can now get an app for teams and
your iphone
and it's for anyone to use as long as
they have an office 365 or microsoft 365
subscription
first let's look at microsoft to do in
more detail
to do is very simple you can create
tasks
and then you add them to task lists
you can choose the things you're going
to do each day and add them to
my day and my day is just a list of the
things you're going to do that day and
it clears down every morning ready for a
new set of tasks
you close tasks when they're complete
and they're removed from the lists
and you can also schedule tasks and flag
them as important
and that will add them to the planned
and important lists
you can create your own list for
anything personal you're working on
and in the same way you can add them to
my day when you're ready to do them
one of the benefits of using an office
365 account
is integration with outlook and planner
when you do that you'll also see any
emails that you flagged in
outlook they show up in this flagged
email list
flagged emails are just emails that are
turned into tasks
you can move them to other lists you can
schedule them and you can add them to my
day
you'll also see any tasks that you've
been assigned to with microsoft planner
these can be from different plans across
all the projects and teams that you're
involved with
those tasks show up in the assigned to
you list
and you can add them to my day as well
so to summarize then the to do app is
the best place you can go to manage all
of your personal tasks
and anyone who has a microsoft account
can use it for free on desktop or mobile
but if you have an office 365
subscription the integration with
outlook and planner makes sure you can
see your tasks wherever they come from
thanks for watching so far and if you
want more videos like these then please
check out my youtube channel
collaboration coach we specialize in
microsoft 365
news reviews and tutorials so make sure
you check us out
next let's look at planner in planner
you create tasks as cards
and then you add them to boards so it's
very similar to apps like trello
each task can have a start and a due
date it can have people assigned to it
and you can add notes and attachments
planner tasks
are organized into buckets and these are
the columns that you can see here
you could drag the task between the
buckets you can have lots of buckets in
your plan
and you can create new ones you can
group your tasks together
to get different views of them for
example you could group by
bucket or you could group by the person
they're assigned to
or even the due date you can also
filter the tasks you could filter the
whole plan
to see which tasks are due this week and
there are charts
to see your progress and scheduled views
to see
when tasks are scheduled for it uses
microsoft 365 groups for permissions so
it's available to you
and everyone in your work group and as
we've seen planner integrates with to do
when you assign a task to someone it
will show up in their to-do
list as we saw earlier to summarize then
planner is for managing your team and
project work
and you can have lots of plans and you
can manage them all in the same place
the best experience is in the browser
but you can only use planner if you have
an office
or microsoft 365 subscription
now on to microsoft lists list was not
specifically built for managing tasks
like to do and planner were
but it can be used for that purpose and
has some nice features to help it do
that job
a list is essentially a way to store
data in office 365
it's just columns and rows like an excel
spreadsheet
in your browser you can use lists to
solve
all sorts of problems like tracking
issues or managing assets there are
templates you can use to create lists
and one of them is called the work
progress tracker
so if i select this i can create a task
tracker that's all set up and ready to
go
i can start adding my task and assigning
people to them
everyone in my work group can see these
tasks and i can set permissions on each
individual task if i need to
the task list is completely customizable
which is one of the biggest benefits of
using lists in this way
you can change the columns you can
remove them and you can add new ones
and you can edit the tasks in a grid
view which makes the data appear
in cells like a spreadsheet so you can
do bulk edits if you need to
you can sort and filter the data and you
can save those changes into views
and you can create list rules that will
apply workflows to your lists
so it will trigger actions when things
change in the list
so to summarize then microsoft lists
work best in the browser
they are probably the best fit for you
if you need to be able to heavily
customize what you're tracking
and it's basically for anybody to use as
long as you have an office or a
microsoft 365 subscription
so finally a word about teams microsoft
have
integrated to do planner and lists
into teams there's an app called tasks
that you can add to teams that gives you
a view on your personal
and planner tasks in one app all inside
of teams
and now there's an app for lists as well
so this allows you to add your lists
as channel tabs so you don't have to
open the browser
and do all your work with your lists
inside of teams
so that's an overview of some of the
task management apps in office 365.
i hope this was useful thank you so much
for watching and please check out our
collaboration coach channel
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