Gain Focus in Your Day with Microsoft To Do | Adam Steinfurth | Skillshare

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Gain Focus in Your Day with Microsoft To Do

teacher avatar Adam Steinfurth, Teaching Modern Tech

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Taught by industry leaders & working professionals
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Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

7 Lessons (32m)
    • 1. Introduction

    • 2. Installing the App

    • 3. Using Custom Lists and Planning Tasks

    • 4. Important List, Steps, and Attachments

    • 5. 5. Share Lists, Recurring, and My Day

    • 6. Using To Do at Work - Assigned to Me and Flagged Emails

    • 7. Hashtags!!!

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About This Class

Technology should help you, not get in your way.

Microsoft To Do is designed to let you take control of your day by having a place for each task without needing to see them all at once. Whether or not you are an Office 365 user, To Do will help you stay focused on your tasks. Traditional lists of tasks can be daunting to manage, but To Do will guide you towards a clean, simple view of the tasks that you choose to focus on each day.

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Adam Steinfurth

Teaching Modern Tech


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1. Introduction: all right, So what we're going to do in this course is we're going to talk about, of course, Microsoft to Dio. But we're going to talk about how it's designed to keep track of all your tasks, and all of these tasks were kept track of. But then it allows you to choose what you want to dio in your day. You may have 100 different task, but to do will create custom lists for you that organized either chronologically, by day, they could be what you Mark is important, and there's even a unique type of list and to do called My Day, and we'll go through how that works and what the methodology is. But it basically it all comes back to Microsoft to Dio put you in full control of your tasks. And it doesn't just present you with 100 task, and you have to sort through them kind of like the old task lists. And Microsoft Outlook if he ever used that, was gonna useful. But it didn't really allow you to take controls from Microsoft to do has reinvented how these tasks are tracked. It's not lacking in complexity. You can add sub task. You can attach files. You can assign tasks of different people, but it hides a lot of that complexity away so that you're not distracted by that clutter when you're focusing on what you need to do in that day. So we're going to go through a big example and we're going Teoh kind of use it to introduce a different concepts to you. I encourage you to follow along with your own installation of To Do So. We'll have a little section of the beginning about some technical aspects of two dio. It's easy to install. It's easy to associate it with a Microsoft account, but we'll show you how to do that. And then once you have that done, we'll take some time together, develop this kind of fictitious plan that I may. But you can rename the task whatever you want, and by the end of building this plan together, you should have a good feel for how to use Microsoft to do for yourself and how to use it to really focus on what's important for your day without losing track of all the other things that you're keeping track off our cell, see you for the next steps inside the course 2. Installing the App : Okay, so in the next videos, one we're going to be following along with each other would be doing a screen cast using Microsoft to do for all of our task. But we're going to step back for that just for a few minutes to give you an understanding of how to install Microsoft to dio in what kind of environment of works in. There's lots of different options on how to install and how to use Microsoft to dio, but those don't need to make it more complex. They actually make it easier. So you could just use Microsoft to Dio. You could do this entire tutorial on Just install it on your phone on the Android or iPhone just by going to their respective APP stores, typing into dio downloading it that you do need to associate it with a Microsoft account. He probably have one. Actually, I'm saying that because I've been using Microsoft for a long time, I don't know, maybe you don't have one. If you don't have a Microsoft to tell you, you can create one, but it needs one because it will synchronize to other devices, and it can't do that without knowing what you're a countess Microsoft to do is designed to be able to be used alone so you can just use to do for all of your tasks and not touch any of the other office. 3 65 APS or it can be used in the middle of Microsoft using enterprise, and it syncs with Microsoft Planner. You can flag emails into it, the tasks as you attract an outlook where, if you're doing that already, will completely sink with Microsoft to Dio, and we'll touch on all these nuances as we go through the course. The app that you're going to be seen is the app that you can install on a Windows 10 laptop or desktop. Just go to the Microsoft store, type in to do and download it. You can also use it through your browser, but I chose to use the app just because it has a little bit better. It's literally a little bit better contrast. So when I move the mouse around and do different things on it, you're able to see what I'm doing a little bit better. But we're going to stay in Microsoft to dio that Windows 10 app for almost the entire course, and that will allow you to understand everything that you need to understand to use to dio to organize your day. 3. Using Custom Lists and Planning Tasks: All right, so let's get into it. I've maximized the window and let's just create a project together. Ah, the theme of this is going to be yours is creating a better version of yourself, right? So there's already an inspiring background on here. But if you don't happen to like looking at whatever that is space needles probably not Space Needle. Ah, let's change it to a lighthouse that's soothing. Now we'll start out with these custom lists at the bottom. The functionality of these is pretty straightforward. It's just a bucket toe hold task that kind of have, ah, common theme. So I left clicked on. That new list will come up here where says untitled list. Double clicking here and this section is going to be a hobby. Let's left click on the little smiley face to find ah little icon that will go along with it. And for mine I'm going to click something natural looking because I already know what my hobbies going to be able to find in a second You do yours right, changes to green. And while we're at it, we're going to build out to more. Liston will circle back to hobby. In a second, we're going to work on our smarts. That's us. Graduating. Can't sit too much, right? We need to work on our physical fitness and we'll get a cool icon for that. We'll go outside, will place in basketball. Let's differentiate this one. She's a different theme color. There we go. And the education. Let's go packed at this one. This is very important. Let's make this one a little bit more mellow. Do this. Okay, now that we set the scene for you, let's get into a little bit of Microsoft to do action here. So we'll go to the custom lists that we created called Hobby, and our first task is going to be decide what hoppy it's going to be in my case is going to be woodworking. I just come down to the bottom. I left click on Create New Task. You can see the special icons Stone to the right. We'll get into those later first. You just can't take it nice and easy. We're gonna hit enter after we type in woodworking and oh, I was going to choose it. Looks like I already chose it. Lets left click it to cross it off. So let's add some others. Let's stop cheating. We can't just do them live in action or there's no reason to write them down, right? So the next thing we want to do is let subscribe to it. Woodworking magazines by some cool protective gear. Grow a beard or slash grow a ponytail. Just don't grow too long or it will get caught in the blade of your table. Saw. I don't want to be there for that. Maybe I dio to pull you back out. Anyway, Last one that we're going to do is, say, research table saws because that's your most important item. You need to make sure that you get a good one. It's the foundation of your workshop, so this research table saws thes licious. Leave these on the list. We haven't done them yet. They're pretty simple. The table saw. We want to add a little bit more details to it, so left click on it. You get the pain on the right. Let's set a due date in a reminder. We need to get moving on this one, so the due day is going to be, let's say, next week. But the reminder. Remind me tomorrow if I don't start doing it today, I'll get a little pop up about that and let's take a little break here, come over to plan and see what happened. But before we dio look at research table saucy, the icon of the calendar here, indicating when it's still the icon of the bell, indicating when you're going to be reminded. And if I left click on Plan, it's starting to build out this special list. So this list is not separate from Hobby. It's in addition to it. Lays on top of it, if you will, and it's showing you the one thing that you have planned. As you get more of these, you'll be able to see what list they're coming from in the nice little emoji or the icon or whatever you want to call it. That comes in from that list. I guess I'm supposed to call them emoji. See stays. Change is hard 4. Important List, Steps, and Attachments: All right, let's come down to our second custom list called Education. And of course, this is talking about online courses, right top by. Oh, I don't know. Maybe me, maybe someone else, But you start with the best. All right, let's type out a few simple ones first, so let's choose your favorite podcast. It is somewhat of a modern education. You're not necessarily just going to your university can not gonna judge you. Let's do another thing here. Let's start this because this is just saying that you think it's important you want to remember to do this so you have something to listen to on your commute? Come back down. Let's have another one. Get some books from the library. I would do that tomorrow. Let's say the library's closed today. Come right click on the list in this case, do tomorrow. Let's have another task here. Let's bookmark some websites, but let's bookmark someone's where the people actually write their own articles, right and do their own investigations. So this is some quality websites were going Teoh, Um, look through those and bookmark them and we're going to get this done. I want to remind her next week, and the last one in education is to choose a career path. And we're just going to keep checking in on this one to make sure that it's right. So it's not set in stone, right? But we need to be contemplating it. So let's make it repeat every day. We're going to make sure that what we're doing with their education is giving us closer to choosing a career path. All right, our next step in education is going to be choose an online course provider. And if I left click on this, I think you know, there's a lot involved here. There's several different things I need to consider. So what, you would dio go up to the task left click on the plus sign here that says had step. And now you're adding sub tasks if you will, so we have 1/3 level. Our first level, I would say, is the category of education are second level is the task of choosing an online course provider, and now you're at the third level of Microsoft to do is calling these steps. These were some things that that were going to consider which has the best pricing, which has the best selection in what model? That you want. Subscription versus one time payment for each course. Maybe did a lot of research on this already, and you want to take credit for that? So let's add that file where you did that research left, click on add file and you call the file you were feeling very originally called in my file get you out there. So now this is attached to Microsoft to do. If you pull this up on your phone and you have Excel installed, you could see it right there. 5. 5. Share Lists, Recurring, and My Day: All right, let's say we're done with the education. For now, it's come to physical fitness. If you have an email from your doctor saying, Look, you really need to ah, well say stop smoking. Super important, right? If you had outlook dot com, you would go to Outlook, you would flag it, and then it will come in here in this list and flag to you. I have happened. How about look, let's act like this is it? And you come and you could move the task to your physical fitness so you would see it in here. And if you left collect on, it would behave the same way as the other tasks. So we'll say email from Doctor. We want to do some walking, so let's map out the sidewalks. But this one, Let's say you want to be social, so you want to go walking with your neighbor. Let's share this list so they'll see all of your physical fitness left. Click on it. You create a link and you send it to the person that you want to share it with. They will also see this list. Let's left click on Get imitation length so things that we did this and then close and this icon changes. And if you come down and you look at the physical fitness category, it indicates that this list is shared This kind of reminder. Don't put anything really personal on here. You're sharing this with someone else. After we map out the sidewalk, let's walk every day. This one, we're Damian Important. So click the star on that. We'll check again how that's working, but let's put one more on here. Lift weights. But lifting weights is important. You have to do it often to get the benefits. So let's repeat that we're feeling very motivated. Let's do it every weekday. Okay, so now that we've built out these lists, enough to see what's going on appeared. Let's come up here. So we're not doing this really in a corporate environment where you would see things and assign to you as we talked about that becoming from Planner, we didn't put anything in task. If you could put things in here, it's just, um, ordinary category. These work a little bit better, so we decided to be more advanced. We use these, but if you come up to planned. Now you start seeing some of Microsoft to do in action here, and this is one of the ways in which it really shines. So if you wanted to, just if you're kind of a calendar type person, But you like task as well. If you put two dates on everything, you see it in here. So the things that you didn't get a due date to don't show up in here. But everything that you gave a due date and or a reminder come into this list of the due dates are the calendars, The reminders air the bells. The next thing is what you deem to be important. So that's just what you start. This is pretty easy to understand. And then the crowning achievement of Microsoft to do with the thing I've never seen before is called My Day, and this starts out blank every day. So you're in full control of what's on this list. The computer doesn't put anything on here for you. You start out my day, you wake up and you think, uh, these air, the two things I really want to get on. So let's go down the hobby and say you know all this stuff. I can't do any woodworking if I don't have goggles. So I'm gonna add that to my day. I know the stores open and then the other thing that you really need to start thinking about, You know, you have it as a recurring task, but it's extremely important. I'm gonna add it to my day to start thinking about what job I wanted. Teoh so would come up to my day. And this is just your special curated list that you made for today. It does have some artificial intelligence in here, So if I left click on today, it's going to suggest some things. These suggestions air based on different criteria. You may find these helpful. If you do just come through here and left. Click on some of these and they'll get at it. Let's do this one left click on the plus sign, it gets added to my day. It didn't come out of anywhere else. It's still wherever it lives, according to the other criteria, but now it's on this special list, so that summarizes Microsoft to do for you. The general theme is that you're in full control. You can plan everything just with these to do's, and it's easy to customize, and it's accessible wherever your cause. You can run it on your phone as well. I One thing that we did, it covers that you could assign a task to someone. So if you want and let's say your mom to buy your protective goggles, let's live. Click on that. You just assign it to her, create this invitation link. You copy it and they even send it over. And that can share a particular task. And you could send that off to that person. Microsoft's working on calendar integrations If I come to plan, this would be nice if you could see it on your Microsoft calendar. Right? That's not available yet, but that is planned for the future. But this can still be fully functional without a calendar. Just depends how you like to organize. So that's all for Microsoft to dio. Thanks for checking out this course. I hope you enjoyed it, and I do a lot of other courses just like this one. Thanks 6. Using To Do at Work - Assigned to Me and Flagged Emails: Okay, Now we're going to spend some time looking at how Microsoft to do works, which is right here. When you're operating in a more of a work environment, I have to office 3 65 users up on the screen. Right now, everything that we're going to do is through the browser. So before we were looking at the Windows 10 app. But as you can see, this is very similar to it. And what we're going to be focusing on is the assigned to you list in the flagged emails. We had mentioned these briefly before, but to really understand how they flow, I think it's better to see and a simulated multi user environment. So that's what we're going to do here. But first I'm going to show you. So I'm in the United States. This is going to differ based on where you are, but this still may help a little bit. I have to user set up on office 3 65 Business premium. Some plans do not have planner in them, and they don't have outlook in them, so be aware of that. If you're at a larger company, you probably do. If you're smaller company might want to check. You can also left click in the upper left hand corner, which is where your APP launcher is, and you can scroll through these so I actually can't see it here either. But outlook being available is one clue. So if you have outlook, you have to dio. But let's look at all of the apse and we'll scroll down so we can see the planner is available in this account. So we're working with Planner, We're working with outlook and we're also working with two dio. Now these tasks still show up here and those were the old tasks that works in outlook but those have been replaced by to do so. You're safe to just ignore these tasks. You can use him if you want, but they have less functionality. So I would recommend just using to dio. But they're going to be showing the same task because they do sync with each other. You can always use it on a personal account, but ironically, some of the paid accounts do have to do planner and outlook and some don't. All right, so, to orient you here This is Microsoft Outlook on the Web. That's what we will be using. This is Mike Soft to Dio in my account. What we're calling my account. This is Microsoft Planner, which is part of this office 3 65 plan. And this is the administrative page, And I was just using this to show you what plan we have. And then the other user I've put in this browser page over to the right. We're going to be using their outlook installation, and they're Microsoft planner as well. So this Microsoft Lander is going to be looking at the same tasks as the one on the left. But we'll show you what happens when we assign them. So let's go back to Microsoft to dio I'm starting with none of the tests that we had before because that was kind of personal list that we built going to start fresh here to show you a couple things that that probably didn't cover that we can cover now in this office 3 65 environment. Before we dive into this section too much, let's take a look at your settings to make sure that you're going to see what we see when you go in the upper right hand quarter, and you left. Click on the gear sign, go down to to do settings left, click on to do settings, and we'll scroll down and make sure you have some of these items turned on that I dio assigned to You should be turned on. And then the connections between planner and flagged email should also be turned on. Or you won't be able to see what we're seeing on my screen. The first thing that we're going to do is we're going to populate the flag email field will come into John's E. Bela Box will write. A new message will write it to Adam, which is the account on the left. What states? A quarterly reports and you may be one Adam to make them. So you just want Adam know the quarterly reports are available, so you just simply sending them him and email. So let's click on send. So there we go, came out of this office. 3 65 account went to here, but in Adam's account, let's say I want to remember to do that, but I don't like to manage things for my email. So all of these only would have to lead it by the end of the day, and I'm going Teoh manage this one. So he's saying that quarterly reports are available, so I want to remember to check them. So Well, you can dio for Microsoft Outlook is to flag it. So I'm gonna left click on Flag this message and then when you come into to dio will refresh it and now shows that you have a flagged email. So in this list of flagged emails is the quarterly report email that John just sent me. We left click on it. You get this similar pain that we had before for the personal task that adds a little bit of a connection here, where you can open the message and outlook. So if I left click on that, it brings up outlook in its own window, and then you can read the email, and if there's an attachment to the email, it will come up in this window. It won't be attached into do it will be attached to this email one extra click, and this has some of the functionality of outlook. So if I left click on the insights, it will bring up some of these things better specific to to deal, but we're not going to get into that right now. We'll close this window, and then you could do some of the same things here so you can have it remind you tomorrow. So let's say that was the point of view, flagging it so that you would be reminded tomorrow. Remember that went up to the plan list when you left click on Plan. Do you have that flagged email into Dio? You don't have to look it outlook now. Another important aspect here is when you're using this on the Web. If you notice, it still says out, look at the top. And that's because this has been integrated without look, and it's one of the available options at the bottom. So if I go back to the email portion about look, it's the same so you can look at your mail to look at your calendar. You can look at your contacts, which it's calling people, or, if you left, click on to do It brings up Microsoft to do now. So the old task, if you were using outlook on the Web, are gone and you're in. It integrates with two dio instead. Now the next functionality in here that we haven't really touched on yet is assigned to you . And as we mentioned a little bit previously, these come in from Planner. So let's act as if we're working on a project with John. We're going to come back over to the right. I am made up a little project here. We're expanding into the Northwest Territories. There's already a project that's assigned to John here. He needs to get real estate prices, but then after that, we need Teoh. Uh, we need to decide if we're going to keep the same brand name. So that's a big decision. Maybe Adams in marketing. He needs to decide on the Brandon. And remember, this is John. This isn't Adam, so we need to assign it. We're going the left click on Adam. Close that window and then this won't be added until we left. Click on Add task and let's move over here. We have these two cards starting from the bottom. John is already getting the real estate prices, but Adam needs to decide on the Brandon. So if we come to the left and give it just a second. That task will come through. So now this shows up in my account because I'm Adam and I get a little bit of information here. So the due date came through from Planner. I know that it's due December 10th and I didn't decide that John did. So. He's delegating a task to me, and he's deciding some of the details of it, and this also flowed into plant. So this is your planner kind of your calendar, replacing if you will. But if you really need to work on the branding, you want to work on it. Today, you can right click on it and add it to my day. Quarterly reports important, right so we can start it. But you don't want to work on it today, but you do want it on your radar is what's important. You're utilizing all this functionality again, the things that you're doing, a certain period of time, the things that you're doing with your coworker and then the task that came in through email now these email task and also live somewhere else. So just because they came in through email doesn't need to treat and treat them any differently. If I right click, you could move this task to any of the other custom lists that you had created. So if you have a list for, let's say, marketing, let's go back we're going to add a new list and we're just going to say this one is finance . We're also going to add one that says marketing. So let's take everything that we learned full circle. We want them by subject here and by importance and priority up at the top. So if we left click on planned right click on quarterly reports, you could either move it to finance. If you don't want to see it in planned or you can copy at the Finance, let's left click and copy it to finance so that it's down here as well. But something interesting is happening here, and I imagine this will be a future enhancement. But if you go to assign to you and a right click on branding, actually can't move this so you can add it to your day, you complete it, you can add it. The plan, by virtue of adding dates to it, but you cannot add it to a custom list at this point in time, so you have to treat the assigned to you as its own custom list. You can add steps as we talked about earlier, and you can open it back up in Planner, and you can also add notes so you can see by this little message here. Some options aren't available for planner yet, so right now it's November 2019 and all update this course as new options are released. So what Microsoft is saying is some of the other options will be added to these planner task eventually, but they're not there right now, so I hope that was helpful to you, and you can check out other courts said I teach that Help you be productive in your day. Thanks for watching. 7. Hashtags!!!: So if you have all these notes that you built out, let's say we have five times more than this, right? So it begins to get a little bit difficult to find things so make herself to do. Has a search function built in, and you could just use it says normal search functions. So you confined your tasks that have to do with walking, and that's pretty easy to to write. It brings up the results, and you just left click on one. It will bring that task up on the right hand side, and since we've organized the's in different ways, that may be enough. You may not have to add any more information, but if you want Teoh, you can also add Hashtags to these. We're going to do a simple example to show you how Hashtags adds another element that you can use to organize your notes. So instead of having just the hierarchy of these custom lists, and then within the less you have the task within the task to how the steps added, these hashtags will add an extra piece of information. It's not really an extra layer, so there won't be four layers but it's a piece of extra data that will help you to organize things by subject in addition to using these categories. So let me show you what I mean by that. If we want Teoh, let's say, um, look at all of these items that have to do with walking, so it's not everything in physical fitness, but the email from the doctor probably need to walk because of that, right? So we're going to say Hashtag walk, And the first thing that you notice is that it turned that hash tag blue. So now you know that it's clickable. Mapping out sidewalks has to do with walking right walk every day. I pretty sure that one does, too, but lifting weights does not. So we're going to give that one hashtag of strength. Let's go to Hoppy and let's just add one here, act like we had something and hobby that had to do with walking, but it wasn't really physical fitness. So we're going to say we're going to say, Check out the local trees because you're now you're really into, ah, looking at trees from a different angle, seeing what kind of wood you're surrounded by in your neighborhood and you would do that by walking too, right? And then the woodworking items were going to say hashtag, would we'll just say belongs to these four? So now if I were to come up and search for search for sidewalks, the new walking had something. Do that you will find map out sidewalks because it has that keyword in it. But if you want to see everything that has to do with walking, you could obviously just come down the physical fitness and see them. But you're missing the one that's in hobby. All right, so this is where the extra information comes in handy will go back up the search search for hashtag walk that's going to bring them up, no matter what custom lists there in. And then you can just left click into them from here. Another way to do this is if you were in the hobbies and you saw that all these How do you do with wood and let's act like you have a bunch of custom list Here you see one with walking. If you want to see them all, then you just left click on it from here is well, and it will bring up all the associated tasks. So you could totally use Microsoft to do without using hashtags. But if you're a person that lights organized that way you can use him, and you could even use them instead of the custom list. You don't have to use these at all. You could organize everything with Hashtags. And the other thing to keep in mind is that with the Hashtags, you know when when you were I forgot the word trees when you're walking around looking at local trees so that you were walking. But this also had to do with your woodworking, right? So you could put two hashtags on here, and that will put it in two different places. So let's come back and look at Hoppy. This has to do with walking. You see all of those. But if you come back and look at hobby again, it also has to do with the woodworking. Has all of these dio the's hashtags? You could also call them just tags or labels at a new dimension in a new way to use Microsoft to do