Get Super Organised with Microsoft To Do | Anthony Lees | Skillshare

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Get Super Organised with Microsoft To Do

teacher avatar Anthony Lees

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

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

15 Lessons (58m)
    • 1. Introduction

    • 2. What is ToDo | Getting the Apps

    • 3. Adding Tasks

    • 4. Prioritising Tasks

    • 5. Using Lists and Groups

    • 6. Add Content to Tasks

    • 7. Making List Groups

    • 8. Categories and Hashtags

    • 9. Using My Day

    • 10. Smart Lists

    • 11. Sharing

    • 12. Using Multiple Accounts

    • 13. Template Lists

    • 14. Settings

    • 15. What Next?

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About This Class

Hi guys, and welcome to my SkillShare course on getting super organised with Microsoft To Do. As the title says, we are going to learn to organise life and work using Microsoft's personal task manager app. Its free with a Microsoft Account but is also part of Office365 for enterprise and education, and is available for desktop, browser and mobile apps. In this course I will teach you to use all of them together, and in my usual way, to stay productive and organised no matter where or when you are thinking about being productive. I also draw on my seven point system for measuring your own task management mastery, and look at how To Do can be used with other established tasks management philosophies.

This means the course will take you from total novice through to competent and confident and along the way show you a wide range of situations where To Do can be used.

We will cover:

  • Organising task lists, grouping lists, smart lists...
  • Adding text, images, notes, etc to tasks
  • Utilising the browser, app and mobile versions
  • Smart lists, hashtags and categories
  • Integrating with Office
  • Sharing lists and assigning tasks to others

Meet Your Teacher

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Anthony Lees


Hello, I'm Anthony.

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1. Introduction: Hi guys, I'm Anthony. And in the 20 years I've been a teacher, speaker, course leader in YouTube. I've worked in small and large organizations and run my own businesses inside houses throughout that time. During that time, I've developed more than a slight obsession with task management and productivity. During this course, we'll be exploring how Microsoft To-Do can be used to help you get organized in all areas of your personal and work life. And we'll also be looking at how the different tools can be applied to help you form routines and systems to help you manage all the different aspects of what we're going to be looking at how the various versions for desktop computers, mobile apps on the browser can be employed to organize your life in all the different ways you work, and then all the different locations and come together to ensure that you'll never short of a way to jot down an idea when it happens and then access it later in a meaningful way house with all my courses. Rather than going menu by menu, we'll be exploring what the tool can do in the context of different practical examples and scenarios. Give context to each of the tools. The best to to tool is the one that fits your circumstances, which can often be governed by your organization you work in. So to do can be accessed via a free Microsoft account by anyone. But for those in an Office 365 environment, it therefore has to be Microsoft to do. Now this is no bad thing particularly, but even if this is not for you to do, offers lots of functionality and connects to many other tools that you likely do use in this course. I will go on to show you how to get those talking to each other and expand your productivity outside of just the app itself. So after the main course lessons, I've added a number of optional lessons built around integrating with your work tools, third party integrations, ways you can properly productivity geek out if that's your thing. I've also added some lessons that focus on how to do can be applied in the context of some of the best-known productivity systems. This is very much the course I wish I'd been able to take when I started managing productivity systems. I hope you take the course and I hope you enjoy it. 2. What is ToDo | Getting the Apps: So what is Microsoft to do? Well, there's a number of answers to that. Let's get started with it. First of all, Microsoft To-Do is the next step of what was outlook tasks, which was previously the way to manage your to-do lists in office and in Outlook. You could flag items to become tasks. And you could also go to the tasks tool and write down your list of tasks to be done. So the next stage of that is to do. And in the not-so-distant past, Microsoft also purchased Wonder List. Now for anyone that used wonder laced back in the day, when you look at todo, you'll realize there's more than a passing resemblance because all of the technology that was in wanderlust gradually being moved across to, To do so some of the functionality is not quite there yet, but over time, all of those really useful tools that were built into Wonder List are now becoming available into do. Microsoft is continually developing and improving to do and building out its functionality as part of the Office 365 ecosystem, your Microsoft account, and also if you have an enterprise or education account, the way that it works with other tools such as Planner and teams, which I'll come onto later in the course. So the first thing we're gonna do, our look at how you can get to do through a free Microsoft account or through a work education or Enterprise Office 365 accounts. And then look at the different versions of to do and how they can come together to do looks like this. This is the browser version, which you can see is very clean and strict Bach compared to lots of other apps. But it's part of a much bigger ecosystem belonging to Microsoft. In order to get to, to do, you would normally use Here's the page and you can see down the side to do is in this list of apps here, but also from the waffle in the top left corner of any page within, you have a menu that opens and to do exists within nights as well. If you have any sort of enterprise or education, licensing for office through your work, then you'll be able to access this already. If you do not, then you need to go and open a Microsoft account for free. So you can go here to account dot on either sign in with an existing account or click on create a Microsoft account. Once you have completed the short form, you'll be able to sign in at with your new Microsoft account details. Over time, this office area will become populated with recent files. You have used, things that you have paid for access and things that may be shared to you by authors. And if you're working in a corporate environment, then this will become populated even more quickly as others in your organization use office as well. Let's go to, to do once inside Microsoft To-Do, we can still see that waffle in the top left corner. That means we can open the other office tools. And later in the course we'll look at how to do some work with some of these as well. The browser version of to-do works really well, but there is also an app version that will work on Mac and PC, which you can see here next to each other, is very similar. And if I expand the menu here on this side with the expands tool here, you can see the same options visible both in the browser version and the desktop app. To download the app version for desktop, I would go to the Windows store and in the search box type Microsoft To-Do. And then from the results that appear, I can click on Install. Here I see launch instead because I already have the app installed. There is also a mobile and tablet version of the app, which if I show you that just well here you can see how's the same geography, features on resemblance as the author to, like all modern applications being able to jump between the different versions depending on where I am and what devices I have available is a strength. And I would suggest that anybody would be well advised to use old versions in different contexts. Therefore, getting to know each is a good idea on something that we're going to cover throughout this course. 3. Adding Tasks: Adding new tasks to, to do is a simple process. Rather than going to these top options, I'm going to click on tasks, this option with the home button here. And this is where new items generally are added. So let's add some things to do. All good courses on task start with buying milk, of course. So you can see every time I hit Enter, it adds the task above the authors and builds this list with a tick box that I could use to mock something completed. That's dead simple. This perhaps would be our first use case for to do. Because if I don't have that many things to do, I can keep a simple list here. And every time I get something completed, I can click the button to Marcus completion. And I got a reassuring and pleasing dying to tell me that I've completed that task, I can fold up my completed tasks out of the way if I don't want to see them. But if I do, I can fold them out. And if something needs doing because it's not really finished, I can uncheck it and it's ID back to my list. What else can I do at this level? Well, if I want to reorder my tasks, I can grab one and move it around. You can see I can reorder them that way. And if I click on one, it now opens this sidebar here. With further information about this task. I was next to the task in the list. I've got a tick box where I can mark it is complete. But now I can have subtasks which to-do calls steps. So if I click here, I can actually add subtasks to this task. I can close the extra details about a task with the high detail view button at the bottom of that area. Let's add a new task. Now my task renovate carriage is a pretty general task and a little bit overly generalized. So I'm going to need to use that adds step two here. Similar to adding main tasks, I can click the Add button at the end of each subtask, or I can hit enter and it adds them in the list as well. You can see I have an option to delete each step with the x at the end of each line as well. I'm, I can reorder them by dragging them around, just like main tasks too. So I can close all these tasks with the high detail view. But now when I look at this task in the main tasks list, I can see, although it says renovate garbage here, there are also none of four subtasks done up here. If I take one off, then back over here, it now says one of four complete. So I can check in on the subtasks within my main task as well as I complete my steps, I can take them off. And you can see here they're crossed out so that I can still see them in untick them if I need to, until the point when I'm happy that I've completed the whole task. It then disappears from my active tasks list into this completed area. But I can fold away when I don't want to see it. Let's see how this looks on the app version. You can see here in the app that view is the same and clicking on a task brings up a similar sidebar of details that can be folded away, either with the arrow to dismiss that view or by clicking on a task. The second time, tasks can be argued in a similar way on the iOS version or the mobile phone version, by clicking the outer Task button at the bottom of the screen and then typing in the same way. And then once I did, tasks can be clicked to review in the same way as others. If we get back to the desktop version, you can see in the app here the new task I've added a synchronous buck across to this version from the cloud as well. And if I go back to the browser, here it is there as well. In this way, you can have confidence that tasks you add to any of the versions of to-do will show up in all of them and you'll be able to manage them from any version or any time, as long as you're connected to the Internet, your tasks or synchronized between them. 4. Prioritising Tasks: Okay, let's start to look at prioritizing tasks. I'm going to add a new task. Okay, this new task about phoning Jane, I want to be reminded. So in the task details down inside, I'm going to click on remind me. And here I get options that are popular ones like later today, tomorrow, next week, or I can pick a specific day. So at the moment I just need to make that calls some point soon. So I'm gonna click tomorrow. Now you can see it's automatically categorized it with a reminder for tomorrow, and I can see the icon underneath the item there. Let's add a couple more. But this time, rather than being just remind us, these are things that have to happen. So I'm gonna click this time on ad due date. And again, I get this same drop-down option today, tomorrow, next week. But this time I'm going to pick a date because actually it needs to be by the end of the month. So I'm going to come back from the end of the month slightly that we go and click on that date. And now that one has an actual date with it as well. Let's do that again. This time, prepare monthly update presentation. And when I click on it, let's go to our due date again. And this time I'm just gonna choose tomorrow because it's due at the end of the week. So tomorrow is good enough. And you can see it's been categorized gateway as well in the details underneath. Now this opens up to us our first smart list. So let me go over to here to our sidebar that we've ignored to some extent. And now as well as tasks having a number in it, planned has a number in it, and it correlates to the number of things that I've either reminded myself or set due dates for. Let's click on that. And you can see those three tasks on now in that list because I've set date related information about them. So setting date related information is the first way we can prioritize what are more important tasks to us. Let's take this a step further, but this time we'll use the app. So we'll go into the app. And this time I'm going to add a new task, again, protect recycle boxes. But this is something that happens each week. So I'm gonna click on Add due date and pick a day of the week. So recycling goes out on Thursday. So on Wednesday, I need to do that. And now that it's got a due date, I'm going to click on Repeat, set irregularity weekly. There we go. So now each week on Wednesday, I'm going to be reminded about that event. And we can see up here as well as having a due date. It's now got that recurrent simple that to say that it's going to happen more than once. The third way to mark a task is important is to store it. So here in the desktop app, buying milk is something that has to happen today, ideally. So I'm gonna go over to market is important and tickets star there. You can see it's also jumped to the top of the list to help me identify batter. And if I go back to the browser version as well and to tasks, then let's go to replace head light bulb because that's important. And I'll go over to the star there. And again that one jumps to the top as well. And when these two lists synchronize those two things, we'll be at the top of both lists. Now that I've identified something as important, you can see up on the sidebar again, above planned, I now have a number one next to important. Because the browser is like does remembered my Replace had light bulb and as I say, when the two synchronize and milk is stored is important for me in the browser that will update to two and then what that will appear here as well. So my second stage of organizing tasks would be to start to use reminders, due dates, starring, and recurrent events. Let's go on to look at the other ways we can organize tasks into du. 5. Using Lists and Groups: So next we're going to look at how to make this more scalable as we have more and more tasks that need to be done. Let's compare these three versions side-by-side. On the left, the browser version, in the middle, the app version, and on the right, the mobile version. And we can see the similarities, pretty similar, except that the web version has the odd task at the top on both the others have allowed task at the bottom. And apart from that, they look pretty similar. Now we've got a few tasks going on, things that we need to do and keep track of. But how are we going to scale this as we have more things that need to get done? Well, we're going to move to what I call our third stage of organizing tasks now, which is where you start to use lists and groups for different areas of your life. So let's look at the new list tool here underneath tasks on the web version, I have the new list button, and I can type that and type the name of a new list on the mobile version. We can see it's that as well. And they immediately moves to the new list tool below. And if I look on the mobile version, then we can see by pressing the lists in the top left corner, it takes me back in level two. What is the sidebar on the other versions? And I have the new list tool right at the bottom. I can give that list of Tikal. So suddenly I've set up a Personal Area and I'm gonna come back to the app version where we can see Personal has already appeared. Click on new list, untyped, work. Hitting Enter, then authorizes it. Now if I've made a bit of a mistake, I can right-click on either of these. And you can see I have options to delete the list, to duplicate the list, which is going to be really useful to us later in this course. Pin it to the start menu because I'm on Windows, prints the list, share the list or rename the list. And you can see there's some keyboard shortcuts as well. So let's add some tasks to one of these new lists. Here we are on mobile. Going back from tasks, you can see I can go to either of my lists. If I click on personal, I can now add to this and hitting Enter adds that tasks to the list. Let me click on the task and you can see that I've got choices of what details to out to the task, just like on the desktop and web versions. Let's look back at the desktop app to see how we can add the tasks we've already done into those areas. So here I've got replaced lot head light bulb. I'm going to grab that and drag it into personal. There we go, it's moved and add milk, monthly update presentation. That's a work task. So we can see that these tasks are moving home Jane, about new project, renew car insurance policy, puts out recycle box's name. Go review my book club subscription, pickup dry cleaning, and book restaurant for Friday night. So now I've moved to those tasks and we can see now that my personal list has eight tasks, let's click on it. And there they are again. And my work list has two tasks. There they are again. Tasks is now empty. However, it hasn't changed the status of any of these tasks because when I click on planned, I still see the three tasks that I set, either reminders or due dates for. And when I go to important, I said Elsie, the two tasks that had stars. Let's make this feel a little bit more personalized. When I click on personal, we can see that it's chosen that deep blue color again. And I'm going to click on the title of my list up above. And now you can see I've got this icon symbol next to it. And if I click it, it's offering me a choice of emoji that represent those different areas of my life. And there is a good range of things I can choose from. At the moment, let me just choose that one as it sort of represents family to my mind. And then let's go to work and we'll do the same. There we are. And now I've given each and icon, but I can go a step further. Let's click on the ellipses, the three dots in the top right corner, and it says Edit work list. And down here I can choose from a range of background colors or themes. If I want to. I can choose how it's sorted. So here we go. I can re-sort this list on the fly by importance, due date, whether it's added to my day, which we're looking at in a minute, whether it's sorted alphabetically or by creation date. And then I've got those other options to print or email, or again, pin this to the start or delete list if I choose two. And then let's go to personal. And again, we can do the same thing over here. It's changed the color and leave them both sorted as they are at the moment. If I just pull up the mobile version of the app again, you can see that those color changes to the theme and the icon of the list have also sink to cross immediately as well. So in this third stage of task organization, you have two choices now about the way you add new tasks, either by clicking on Tasks and using this like an inbox, where you list new things to be done until you can drag them into another task list. Or by clicking straight on one of the lists you've created and using the ADA task tool in that list as well, both work great, but as you get more and more busy, you may find that having tasks as an inbox allows you greater flexibility. Let's look at one more way to move tasks. I've added one more task to my tasks list, but rather than dragging it into my list, the other option is to right-click on it. And from this list I have this move Task two option. And when I hover over it, you can see all of the lists I have available I can choose from, but then moves that task straight to that list. This ability to move tasks between lists is not available on mobile apps yet. So for now, you have to make those items in the list. You want to use them on. 6. Add Content to Tasks: Let's look at making tasks a little bit more useful. I'm gonna click on replace headlight bulb, and we're gonna use this as a way to consider adding content to tasks. We've looked at using reminders and due dates. I'm making repeating tasks. This time we're going to look at adding notes to a task. So here I'm going to paste with Control V, some text I've pulled from Wikipedia about headlight bulb laws. Very interesting. But basically to do with head light bulbs. And within that now you can see that it's pasted that into the notes area. I can type in this area as well because it's just a plain text space. However, if I go to the browser version, then currently I get some choices to I doubt in the app. Let me highlights. And then I have some options that I don't otherwise get. Here's the Help page from the Microsoft website. You can see support dot And this is really helpful because it shows us what's currently available. And here in the web version under keyboard shortcuts, I can format the text with i'th into either bold, italic, or underline using the standard Windows versions of control and be IOU as well as on the Mac, I could use the command versions as well. So let's go back and try that out. Let's highlight some text. Control B now makes it bold. Control I, you can see makes italic control. You underlines the texts. And if I once route, reverse that, I can just use the shortcuts again. Something else when I click away from the textbooks, you can see that the hyperlink that was part of it has now become a link rather than the plain text, it appears AS well. I'm clicked in the bulks, so by hovering over it, I can now use that link as well if I won't say. So pasting links into your tasks, he's a great way to use hyperlinks as part of your task management. Let's look at what other types of task content we can add. I'm going to click on renew car insurance policy. And you can see here I have not added any text, but I do have this Add File option that we haven't looked at before. And when I click on it, it then opens a browser for me. And here I can then go straight to where I know I have some documents kept. Let's add a document through this browser interface card shorts renewal, and you can see it's been added there. And if I click on that word document, I can then open it from this location. So it still exists it where it originally was cat, but now I have a copy that is attached to this chance. Let's do this a different way. Let's grab the PDF version from the desktop and you can see when I hover over that area, it now says drop files. And now it's adding that version of the document at the same time. So as well as text and hyperlinks, I can also add different file types direct to the task, which will then be available from the task in all the locations I can access the to-do app. Let's just double check that by looking here in the browser version, we can see those files have been added. And then when we opened the mobile version of the app, you can also see the files available to view there as well. 7. Making List Groups: See, you can see my personal list of tasks he's grilling and actually that's no problem if you're someone that keeps around this number of tasks all the time than using tasks this way probably is the best way for you. However, if you're someone that then starts to collect a lot of tasks in your task manager, then you probably need to start to organize your task lists using separate groups for each type of task list. So let's have a look at that. We're going to split our personal list into multiple lists under a different group. Let me show you what that looks like. So the first thing I'm gonna do, instead of using this new list to haha, he's to go to the right and click on this Create Group button there. And now instead of just making a list, it makes a group to which I'm going to put up a list. So I'm going to call this personal to start with. There we go. And so you can see I've got, I've still got a list called personal, but now I've got a group called personal as well. So let me make a new list here. And I'm going to drag that into this group. And I'm going to make a list called car and drag lots into this group. And let me go ahead and make a few more lists. Now you get the idea. So you can see I can drag these lists around now and reorder them. They don't have to be alphabetical. I can reorder them in priority order for myself. And once I've got all those lists in there, I can then fold them up or fold them back down and expand the lists out using the our tool in this corner. Right, let's reorganize my nine existing tasks. And now that I've empty dot personal list, I'm going to drag that list itself into haha, so that I've got a personal category for things that don't fit into any of the others. Let's do the side with my work list. So I'm going to click on Create Group. I'm cool, this one. Well, look fairly unimaginatively. And let me drag that work list into it. Now you can go see it. So I did that. And now I've got two tasks in here. One about a project on one about monthly update presentations. So I'm gonna make a new list and add that to the group as well. And then move this monthly update task across. We can see it, um, numbers of updated. So I then want to rename this work group to be more to do with this project. When I right click its name here in the browser version, currently, I don't see the Rename option. By the time you watch this, it might be in that, but currently it's not. So let me go to the app instead. Now that I've got this list of tasks here for work, you can see when I go to a just has fun Jane about new project. So I want to rename this list rather than being generally work about the project. Now in the browser, when I right-click, I don't see sharer list currently. Now in the browser. When I right-click, I don't see the Rename option currently. If I open this in the app version, you can see that I do. So the alternative to using lighten the browser would be to go to the title of the list up here you can see where I've got the item and renaming it then. I don't really know what my imaginary project is, so I'm just gonna call it project I. And here back in the browser version, we can see it's been updated as well. So you can do that by clicking on the title a in both versions of the app, just like in the mobile version as well. Reorganize these list groups now to put personal above. And this would be what I now consider the fourth stage of task management, where we have multiple lists for each aspect of our lives, split into different categories or groups for each set of lists. Which now means we have a really expandable and scalable system where if we have a new type of project, we can always go to new list, make that list, and then add it to whichever of the categories we need to use should wait, for example, half personal projects or side hustles on the go, then it means you can now add into those as well. And when I fold these up, you can see that we see the three big areas, personal work on personal projects. And there's one there that God got away. Let's remove it. And now if I want to go into any aspect of my life, I can just click on the drop down on view only those lists without being hindered by viewing all of the other lists for all the different aspects of my life and work as well. 8. Categories and Hashtags: Okay, well done for sticking with me, guys. If you're still with me now, then I guess it's because you realize that you would use, or maybe all using a lot of tasks in your to-do system. And therefore, we're going to move on to now what I consider the fifth stage or fifth level of organizing tasks, which is to start to use the idea of common elements across your lists and maybe the contexts in which different tasks might occur. So we're gonna look at now using categories on hashtags. So to get ready for this, I've just gone into each of our less you can see I've given them some new icons just to make them a little bit fresher and cleaner to match what we were doing before. And now we're going to look at what happens when you try to give tasks some continuity across lists. And by this I mean the column and elements could be things like the location. They would be done in the facilities, the context, the energy involved, the time available, who is involved? Aspects like that, that might be common to more than one task are may dictate how you do it. And there's lots of getting things done. Systems like David islands GTD approach that use this heavily to help you prioritize which things you want to get done. And we'll touch on that a bit later. So the first thing we'll look at is categories. Let's go into a task in this family group booking a restaurant for Friday night. Now, down this side here, you can see all of the different aspects of the task as we've seen before. And I've just brought the browser view on top so that you can see what we do and don't have in both versions of this task. You can see here in the app version I have this assigned to tool, which we'll look at later. But actually at the moment I'm interested in something that doesn't appear in the app version yet, but does appear in the browser version. This pick a category option. So let's maximize that to look at it. When I click on pick a category, here, it offers me a range of categories. Now because I haven't personalized, just named by colors. If I choose some of these, you can see I can add multiple categories to a task. And up here when I look at the task itself, those category names appear. If I want to remove them from here, I can do that. Now. Where do these categories come from and how can I organize them better? Well, they come from Outlook. So if I go into the waffle, I look at the other Office 365 tools I have. I can open outlook here. And then within Outlook, I can take advantage of categories. How do I get to those? Let's look at that. I go through the settings tool and to view all outlook settings. Then from this general category, I can then choose categories here. And here you can see I can add new categories with the create category auction that. And you can see I can click on anything my existing ones, delete them if I no longer want them, or click on the color tag and change the color that is assigned to them. Instead. If you're already an outlook user and use Outlook regularly, then you can use categories within your email on your calendar and manage them more quickly that way. But this is the easiest way if you're not using your email tool to allow you to change categories. Now this has some limitations currently, because at the moment, although I can assign categories. No way easily to sort through tasks that are tagged with each cancer, Gary. So it's not a good way to search on because you have to go into Outlook to change the category titles, and names. Then again, I'm not a big fan of this yet. I suspect this tool will evolve over time and will come to the app version. But for now, I don't think it's a great way to help you organize if that's really the goal of what categories should be full, that's this tool gets better, it will become useful. And something that will become advantageous is that when you import tasks from something like out local part of Office 365, which we'll talk about later. Your tags will automatically come across with them. So in that situation, categories could be really useful for now, look on as an alternative. And that alternative is using hashtags. So let's consider hashtags for a minute on how we can use those, because this gives us a lot more flexibility. And he's currently a much better way of doing things. So let me click on book restaurant for Friday night. And at the beginning I'm going to put hashtag to book restaurant for Friday night and then in brackets hashtag. Alright, so what I've done now is I've changed that texts like late. I'm still keeping it in the form of something that has a verb to it, something to be done. But now I've put hashtag phone and you can see here, not only has added to that text, but it's also put it as a link when I hover over it, and the same with Kate. So I've added two hashtags to this. One for the person that has to be involved. What's my wife? And I have to ask her perhaps where she might like to go on a second one for the action. So I've got two context hashtags that I've used here. Let's do that to a few more tasks that we build up a number of them. Okay, so I've gone through and added some hashtags throughout all of my different tasks in these lists so that we can see how these work across. So for example, there's a couple of ways I can use these now, bearing in mind, I'm trying to find a way to look across my lists quickly based on maybe where I am all the time I have available, all my energy level or maybe who I've got access to talk to. So one thing I can do is on a task that already has a tag joined to it, I can click on that tack, hey, we can go click on phone, and now it's jumped immediately. Search. So it's put that up here in the search bar for everything that house that hashtag within it. And that means if I've got a couple of minutes and I've got access to my phone on a bit of peace and quiet. I can quickly do that and it'll give me every call that I've got listed that I need to make regardless of which list or even which list group they're in. These are across all my lists. So that's really handy equally if I want to search maybe for Kate, I can do that that way. Or if I want to, if I had access to my computer and the internet, I could choose my online hashtag and it would jump to all of the things that have that are equally. I can do that by putting in hashtag and then searching from that. So let's do that. And now anything that has the garbage tag, you can see it's jumped straight to those or let's say I'm out and about in town and anything that I've tagged with shops appears immediately as well. So although I can search by keywords using the hashtag search ensures that I see those tasks where I've used it purposefully as a way to organize the tasks. Now I really like this approach because as I say, it's not reliance on using any outside tool like Outlook to organize. And the hashtags that I use, I can make them on the fly, on the browser, on the desktop app here you can see the same thing takes effective or like this on the mobile version as well. He can see in the mobile app the same hashtag laced viewed full phone as I was using on the desktop, on browser versions. And then if we go into a new task, you can see I can create hashtags in exactly the same way on the mobile version two. 9. Using My Day: So we've looked at being reactive and how to react to the context and availability of where and when you are on that was what we called our stage fifth of organisation. Now we're going to have a look at stage six, which for me is about being intentional about the tasks you choose to do when you have time to do them. So there's a couple of ways that we've always dipped into that slightly. We've looked at Plans tasks, where we've clicked on a task and then set a due date or time for it. Like these, we've looked at important where we've actually started tasks by clicking on the star next to them to give them a level of importance. That means they appear in this separate list. Something we're gonna go on to now is to look at the My Day option, which is at the very top, no matter which version of to-do you're using. And when we click on My date, the first time we do it, when it's blank, it says focus on your day, get things done with my day as a list that refreshes every day. And that's its intention, that it's a new list every day. So the way that I use this is in the morning when I work out what I'm going to need to do that day, I add those things into this list. Now, it helps me with that by also making some suggestions side. And if I want to get these things done that day, I can click on the plus to add them to my day. Let's do that now. So we've added a few things to our day and they appear in that list. Unlike any other list, I can prioritize them by dragging them and moving them around. And that works in the browser as well as the app version. And if I want to hide that suggestion list, I can click on the light bulb and it goes away if I want to bring it back, if I suddenly have more time or I've got everything on my day, Doug, I can click on it again and it reopened slightly to the side. This is really handy. Let's go to a different list and look at how we can add them. Well, if I click on the task, then one of the ways I can do it is to click on the Add to my day. You can say, see here, it already says argued to my day because this task I've already added to my day. Let's go to a different task where it doesn't say that on there, it's grayed out so I can click on Add to My Day and it now changes if I go back to my day top left corner, and you can see now it's in that list as well. But different way that I could do this rather than choosing the odds are my day option there is to right-click on the task and you can see the top option now is adds to my day, just like Marcus important can be done at that level as well. Let's click on Add to my day. And now when I go back to my day, will as well as seeing that number's gone up there. You can see those things there ready for me to prioritize myself in the same way. So now there's sixth level of organization. We're not just being reactive and responsive to our situation. We're now setting intentions about the things we intend to get done that day. And as we said at the beginning, if I come back to this list tomorrow morning, it will be empty regardless of whether I've completed these tasks or not. Obviously, if I've completed them, they won't be in that there'll be ticked off and gone. But if I haven't completed them, they want to be automatically in this list again. They very likely will appear in the suggestions list at the side. And if I want to see more than is already there, I've got that more option that I can click on that will add any other tasks in that long list of things that I might want to use that I can do it. And when I look at the browser version of to-do and click on my day there we can see the same tasks that have appeared. And that suggestion option is also available, which I can toggle on and off from the light bulb suggestion tool that so real continuity between the two versions here on the mobile version, if VRP can see we also have my day at the top and the same set of items that are to do tasks that can be viewed there as well and ticked off in just the same way here. Synchronizes back to the desktop version. Just like on that version, you can see at the bottom of the page there's a completed option and when I expand, but I can then see the items that I've already completed today. And although these will also show was completed in their own lists for whichever waitlist they were part of. Here, I can see that the things I've completed today. So when I go back to the desktop and look at the browser version here you can see I've got my items to be completed. And at the bottom because I've already took some off the resource. So that option to then open an expanded view, the ones that I've already completed. And if I change my mind, I can unselect them and they go back to the to be completed list as well. Let's just go full circle and checkout the desktop app as well. And you can see here in my day items to be completed. And then when I go down to completed, it says I've already done two because I've just unchecked one of those others are now, hey, they are already completed there. Which if I want to, again, if I decide I haven't really finished this task, I can uncompleted and it moves back to the active list. And you can see those three different versions synchronizing and pretty real time. The I can keep track of what's done and what's not done on a daily basis. So using the My DO tool, these are really effective way to be active and engaged in managing what things you intend getting done without having to move around the things within your usual lists of lots to be done. I hope I've shown you that using the My Day function we're going to do is a really, really effective way to be intentional about what things do I intend to get done and then to be able to keep track for yourself of the things you've done that day and the things you intended doing that you may want to move on to tomorrow's list. Another reason this is really useful is although we have the planned option where we can set actual times for events, giving everything a due date. There were two schools of thought on giving everything a due date. The first one would be that giving everything a due date is a great way to keep yourself on others accountable and making sure things happen on time. The alternative viewpoint is one around, but actually this is very demoralizing because most of the time we don't get things done on the day they do, and what we continually do is have to move them to a new due date, which just makes extra work. I must admit I six on both sides of the fence most of the time. Another important aspect of that being that most due dates are artificial and very few things actually have a finite deadline beyond the one you make up for yourself to keep yourself honest and engaged. And I would hope I can stay honest and engage with my work regardless of having an artificial date that I've created to get it done. 10. Smart Lists: Let's take a quick revision across our list. Types. Below this faint grey line are all of the lists we've created ourselves. We've used the new list tool to create lists. And then later we've used the group lists tool here to make sub-groups. And that way we've organized our lists into groups here of personal things, work lists, and then personal projects that we can fold up and down. And in that way, we can hide the ones we don't want to see and then make visible the ones that we do want to see when we want to do them. Above this gray line is largely what we're going to call smart lists. We started using the tasks tool here. And initially this was the one area where we kept all of our tasks are adding them to hear meant that we had this one less that we could then later moved tasks into any of our other task lists. Now, we then went on to look out important as a place that anything that we had started with a payer and planned as anything that we had given, a due date would appear as well. We then just gone on to look at the My Day tool, which allows us every day to build a fresh list of things that are priorities for that day. The last Smart list we haven't looked at yet is this assigned to you list? And in this way, when we share lists with others, they can assign tasks to us. So what we're going to do now is go on in the next lesson to look out sharing and therefore how tasks could be assigned to you by others. 11. Sharing: Okay, let's look at sharing now because to do is cloud-based, that gives us real power to be able to share it lists on tasks to others. So let's go to our family list on this two ways. Now we can share a list. The first one is to right-click on the list name itself at the site. And you can see in this list one of the options like here, he's shed list. Now, the alternative way to do that rather than choose that is two upon the title row next to the name, all the way on the right. And inside we have this plus with a person that eats the shallowest option. Whichever of those two options we click on. Week MOOC, come to the Shared List dialogue Qa'a. On there. It says invite some people after they join, you'll see them here. So the first thing I can do is create an invitation link. Now once I've created an invitation link, I've got some choices. I can click on invite via email, on complete an email. And here it's going to ask me to choose which email tool I want to use to do that. If I don't do that on this time, instead I'm going to copy the link. So this hyperlink here that's been created, I can copy, I can now use that link and paste that link myself into a text message or a WhatsApp or an e-mail or on social media so that I can add people to my list. Let's close that. And now we can see up in the corner here, this icon is changed from being one person to being to people to show that they're L2 shared with others. If I come over to the list name here in the sidebar where there was nothing before. There's now this same multiple user icon that shows me the list is shared. If I want to not share a list, then I could go back to sharing options. And in here where I've got the same tools that I had before to invite others. I can now click on manage access and stop sharing and inside way. So there's my invitation link that I could have used. I can limit access to current members and turn that off. And now turning that so if you turn on this totally invitation blink will no longer work. Well, let's not do that for a second. But I can use this stop sharing link at the bottom. And let's look what happens when I do that. This means no matter how many people I've shared it with. If I click on that and then say yes, then now I'm no longer sharing this list from the list name in the sidebar there you can see them, the sharing icon is disappeared and not pair. What was a multiple user icon has now gone back to the single user share list option to tell me that I'm no longer sharing this list with anyone. Let's see what that looks like from the other side. Here's a list and a different account where actually I'm not the owner. And when I click on the icon here, we can see who this list is shed too. I'm here because I'm not the owner. Rather than having the choice to remove access, I can choose to leave the list if I wanted to. But at the moment, I also have the option to share this list on because I can invite others or copy the link myself as well. So when alist is shared to you, you can be as responsible as any other person who shed too in completing tasks. But if you want to go with stage further, you can actually assign a task in a less to somebody else. Here in the desktop app. Let's click on the assignment two option at the side. And now I have a choice of anyone else in the list, but I can click on. And now then I'm appears as the person that the task is assigned to. Once I've done that, you can see that person's icon then appears at the side of the task as well. Let's look at what happens at the moment if we try to assign more than one person, well, if I try to add a second person that you can see it replaces the first-person. So currently an item in a task list can only be assigned to one person. Let's check the mobile app. Here we can see under the personal list that family option there has the shared symbol because it's shared as well. And if we go into a new list, we can see that in the top right corner we have that Share icon, the same as we do on the browser am desktop version. And in the same way, we can invite others directly from the APA to share this list with us as well. 12. Using Multiple Accounts: Let's have a look at working with multiple accounts. Now in the browser version, because I'm locked into Office 365, when I click on my own icon in the top right corner, we can see that I'm logged into my account here, and I would need to sign out and then sign in with a different account equally, when I'm on the mobile device version of the app, I can click on my own name at the top of the screen. And that brings up the option to manage my account, to sign out into signing with a different account if I choose to. However, when I'm on the desktop, I have some other options. Here in the top left corner you can see is where I have my own account details on it showing me that if I click on that, I can have some other options. So here let me click on it and it's now opened up the list of the other accounts that I've already logged into this map. There's two more. One that is another personal Microsoft account and another one that is my work account. And in this way, it's really flexible to be able to use the app with more than one account. If I want to, I can jump to one of those other accounts. On here you can see the list we were in before where that food list was shared to me. And if I click on that again, I can go back to my original account, the one that we're using for this lesson. Now, if I want to, I can then click on manage accounts and it will let me then choose to sign out of any of the accounts that are already signed in in the background or to add a new account. If I choose adds new account, it will then take me to this screen where it will want me to decide whether I'm going to use a workplace, school or personal Microsoft account to sign in with a new account. Switching between multiple accounts is a really flexible way to maximize your use of to-do to support not only your work life, but your personal life as well. 13. Template Lists: Next, let's have a look at the power of duplicating lists. So when I right-click on any list, one of the options in the sub menu that comes up is to duplicate that list as in make a copy of it. Now this can be really, really handy, partly with lists you've already made if you want to use them again. But let's have a look down the bottom here. I've now added in this fourth group underneath personal work and personal projects called templates. And let me expand this and show you a couple of the list. So I've already made in here. So in this folder, I've put some lists that I know I'm going to use more than once. Things like packing lists for a family or a work trip, a weekly food shop list, and then some checklists. Any task that you do more than once can benefit from having a checklist associated it. So here I've made some studio and live event checklists that I'm gonna duplicate every time I set up in a new situation to check that I've got everything I want. Likewise, when I go on a work trip or a holiday, I want to know that I've got everything I need to take with me in a family setting, this can also eliminate a lot of arguments. So let's have a look at this family holiday list here. I've got some predefined tasks in here. And if I go into any one of them, for example, Anthony toiletries, then here I've got the steps as in everything that I need to collect for this aspect of the list. And I can check these off. I'm, I can also then check off the master item. If I then share this list with the rest of my family, they can be responsible for their items and I can be responsible for my and those no arguments afterwards. So let's look at how to get out of this Templates folder. Will remember I can draw it, grab it and drag it just like I would any other list. But actually I want to use it again. So I'm gonna right-click on it and choose duplicate list. And here we can see family holiday, coffee house appeared list. Let me grab the copy I've made and drag it up here to my personal folder. And now I'm working on this copy of the list. Let's remove the word copy from the Tikal. And now I've got this version that I can use that as my working list for when we pack to go. But down here in my templates folder, I still have the original version of this list that I can use next time as well. Anytime you need a less that you use more than once, or especially a check list of steps in a process, then having a copy that you keep in a templates folder like this is a really effective way to use to do. 14. Settings: Let's take a quick drive through the settings in each version. So if I go in the browser up to the top right corner, we have the, My Account area and then any announcements of what's new, I can click on the help and feedback icon. And next to that I have the cog, which seems to be a universal symbol for, for settings. And when I click on that, you can see the side menu down the right expands where I largely have toggle switches or radio buttons to choose the on or off status of each of these aspects. First of all, the general settings to do with confirmation of deleting, adding new tasks in the top of list, moving starred items to the top of the list, playing the pleasing completion sound if I want it, allowing me to have right-click menus in the browser, turning on reminder notifications and showing tasks that seem that important in my day. Next, I have options to do with smart lists specifically on whether I want to have these smart lists enabled or not. So I can turn on or off the important and planned lists. I also have an ol list I can enable and you can see if I take that, then over here, now a new list appears called All, which has every single task in it, no matter which list there from I have a completed choice. So now if I, you can see if I take that this completed list, which will let me view just completed tasks on the assigned to you, the task list as well. If you only ever used to do on your own, then you can turn off that and save some space on screen. And then it says auto hide and D smart lists. So this is a master control that will allow me to hide any of those smart lists that don't actually have tasks in them. The minute you add a task to any of those lists, those lists will reappear. And then below that, some information. Let's see what this looks like in other versions. And let's look at the desktop app here when I click on my own name at the top corner, as well as the additional counts. Now half below manage accounts settings. And when I choose settings, I now get similar choices. First of all, general options that we saw in the browser version as well. I can choose now between the light theme I see here, the DOC version of the theme. Or if I want the app to follow whatever my windows theme is at the time, I can choose that too. Then I have the same smart list options to turn each on or off, or to hide on the notification settings as well. In that way, this is very similar to the mobile version. Let's look at that next. If I look here now on the mobile version, you can see that again by clicking on my name at the very top of the arc. It now brings up exactly the same options that I was seeing in the desktop app version. So I have general choices about enabling or disabling features. Here I have some more specific to my mobile phone, so i have series shortcuts that I can enable or disable. I also have the art badge choice, whether I want notifications to appear on those. And then below that, again, the same smart list options that we saw before about viewing or disabling and hiding any of those smart lists, including the auto hide option and the option to allow notifications in the same way that we could on the desktop app as well. The last settings that you might want to enable on mobile are here in the iOS settings app, and then into the to-do area where allows me to control access to, To do. So here you can see I can manage Syria and search and how that's enabled. And then I've also got Background App Refresh, which I enqueue choose to turn on because it means that whenever I open the app, the most recent tasks are refreshed and updated, ready to view, and for the same reason, I allow it to use mobile data. The third option so that it keeps those things up to date even when I'm out and about. Again, depending on how you choose to use the app, neither of these options might be for you. Finally, one option that's not clearly available on iOS is to look for dark mode. Well here you can see I'm using the light mode. The way to enable dark mode is not through the settings of the app itself, but if I go to my device settings and then enabled dark mode here, then you can see if I then go back to the app, that the app has changed to dark mode as well. If I'd rather not have that, then again, I can go into iOS settings, returned to the light mode. And when I returned to the app, it has also returned to light mode. 15. What Next?: Okay, so we've now come to what I consider currently to be the end of the main course. If you've enjoyed it, please leave a positive review and consider subscribing both those things helped build my credibility on the platform and help others find me as well. It would be great to have you contribute to the course discussion and comments below so that I can see how you've handled the material and what you've done to make it your own. My intention with the course was not just to show you how to use to do from scratch, but also to give you that range of projects and ideas about how it can be useful if you can think of a context in which I haven't covered, please do comment or something in the chat just to let me know so that I can add it in later. Now if you've got anything less than a five-star experience with the project, please let me know so that I can improve the material. Thanks for watching and see you again.