Create and manage tasks lists with My Day in Outlook (2025)

Table of Contents

Create a new task list About default and smart lists Move tasks between lists Share, duplicate and print a task list Print a list Create a new task list About default and smart lists Move tasks between lists Share, duplicate and print a task list Print a list FAQs

Create a new task list

In addition to the default and smart tasks lists, you can create and manage other lists to organize your tasks.

At the bottom of the task lists, selectNew list.
Enter a name for your new list.
Press Enter to save your new list.

You canShare, Duplicate, Print, or Delete a list. From the task list column, press and hold (or right-click) a list to see the available options. Please note that if you delete a list, you will not be able to recover it.
To Rename a list, select the list to open its tasks and select the List options menu.

About default and smart lists

The To Do page includes default tasks lists, plus optional smart lists and any task lists that you create. Show or hide lists in To Do Settings.

Review the details of any task by selecting it from My Day or any of your lists.

My Day is a smart list that can help you track the tasks that you want to get done today. The My Day task list is populated daily with tasks that are due that day and have not been marked as completed. You add existing tasks to My Day by right-clicking a task and choosing Add to My Day, or by dragging a task from any other tasks list to My Day. Tasks that appear in My Day are kept in their original list.
- Suggestions are tasks that you might want to add to My Day. They include tasks that are due today or in the future, are overdue, were previously moved to My Day but not completed, or that might be relevant to start working on. To see suggested tasks, go to My Day, and then selectSuggestions. Add any task to My Day by selecting +Add to My Daynext a the task. Select Close to turn off the Suggestions pane.
Importantis a smart list that includes tasks you've marked as important. You can turn a task's importance on or off by selecting Mark task as important/Remove importance.
Planned is a smart list that includes tasks with reminders or due dates and have not been marked as complete. Tasks that you create with a reminder or due date will automatically appear in this list. The only way to add tasks to this list is to assign a reminder or due date to an existing task.
All is a smart list that shows all of your tasks that are not marked as completed.
Completed is a smart list that shows tasks you've marked as completed.
Assigned to me is a smart list thatshows you all of the tasks that are assigned to you in Planner.
Tasks is the default list where new tasks are stored.
Flagged Email is an optional list. When on, messages that you've flagged in Mail are copied to the Flagged Email list as tasks. You can turn the Flagged Email list on or off in To DoSettings >Connected apps. The Flagged Email list is available only on accounts that are hosted by Microsoft, such as accounts that end in Outlook.com, Hotmail.com, or Live.com, or from custom domains that are hosted by Microsoft.
See Also
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Tip:If you're not ready to start a task that's due in the future, you can set a reminder for the day you'll be ready to start working on it. To add a reminder, select a task, and then select Remind me . Learn more at Manage tasks with To Do in Outlook.

Move tasks between lists

You can move a task to a new list, no matter where you are in Outlook. If you don't see your tasks, select the My Day icon in the navigation bar.

Press and hold (or right-click) to access the context menu.
SelectMove tasks to ...
Choose the list you want to move taskto.

Share, duplicate and print a task list

Sharing lists makes it easy to assign tasks to other people.You can't share individual tasks, but you can share task lists that you create. From there, you can assign a task to a person who you shared the list with. You can identify shared lists by the shared icon.

Go to To Do
Press and hold (or right-click) the tasklist you want to share and select Share list.
Select Create invitation link.
Select Copy link.
Select Invite via email to create a new Outlook message with the invitation link or Copy link to paste and share it in other ways.

Note:You can send the link to anyone, but only people who have a Microsoft account will be able to connect to the shared list.

After you've shared a task list, you can press and hold (or right-click) it and select Sharing options to get the invitation link again. Select Sharing options then More options to stop sharing the list, or prevent people who haven't already joined the list from joining.

Limit access to this list: If you turn on this toggle, the invitation link will no longer work and no one else will be able to join this list. If you decide to allow access in the future, a new link will be created.

Print a list

Need a list on the go? Print it for analogue access. Press and hold the list (or right-click it) and select Print.

Create a new task list

In addition to the default and smart tasks lists, you can create and manage other lists to organize your tasks.

At the bottom of the task lists, selectNew list.
Enter a name for your new list.
Press Enter to save your new list.

You canShare, Duplicate, Print, or Delete a list. From the task list column, press and hold (or right-click) a list to see the available options. Please note that if you delete a list, you will not be able to recover it.
To Rename a list, select the list to open its tasks and select the List options menu.

About default and smart lists

The To Do page includes default tasks lists, plus optional smart lists and any task lists that you create. Show or hide lists in To Do Settings.

Review the details of any task by selecting it from My Day or any of your lists.

My Day is a smart list that can help you track the tasks that you want to get done today. The My Day task list is populated daily with tasks that are due that day and have not been marked as completed. You add existing tasks to My Day by right-clicking a task and choosing Add to My Day, or by dragging a task from any other tasks list to My Day. Tasks that appear in My Day are kept in their original list.
- Suggestions are tasks that you might want to add to My Day. They include tasks that are due today or in the future, are overdue, were previously moved to My Day but not completed, or that might be relevant to start working on. To see suggested tasks, go to My Day, and then selectSuggestions. Add any task to My Day by selecting +Add to My Daynext a the task. Select Close to turn off the Suggestions pane.
Importantis a smart list that includes tasks you've marked as important. You can turn a task's importance on or off by selecting Mark task as important/Remove importance.
Planned is a smart list that includes tasks with reminders or due dates and have not been marked as complete. Tasks that you create with a reminder or due date will automatically appear in this list. The only way to add tasks to this list is to assign a reminder or due date to an existing task.
All is a smart list that shows all of your tasks that are not marked as completed.
Completed is a smart list that shows tasks you've marked as completed.
Assigned to me is a smart list thatshows you all of the tasks that are assigned to you in Planner.
Tasks is the default list where new tasks are stored.
Flagged Email is an optional list. When on, messages that you've flagged in Mail are copied to the Flagged Email list as tasks. You can turn the Flagged Email list on or off in To DoSettings >Connected apps. The Flagged Email list is available only on accounts that are hosted by Microsoft, such as accounts that end in Outlook.com, Hotmail.com, or Live.com, or from custom domains that are hosted by Microsoft.

Move tasks between lists

You can move a task to a new list, no matter where you are in Outlook. If you don't see your tasks, select the My Day icon in the navigation bar.

Press and hold (or right-click) to access the context menu.
SelectMove tasks to ...
Choose the list you want to move taskto.

Share, duplicate and print a task list

Go to To Do
Press and hold (or right-click) the tasklist you want to share and select Share list.
Select Create invitation link.
Select Copy link.
Select Invite via email to create a new Outlook message with the invitation link or Copy link to paste and share it in other ways.

Note:You can send the link to anyone, but only people who have a Microsoft account will be able to connect to the shared list.

Print a list

Need a list on the go? Print it for analogue access. Press and hold the list (or right-click it) and select Print.

FAQs

Create and manage tasks lists with My Day in Outlook? ›

If you calendar shows up first, select the To Do tab to view your tasks. Select Add a task to create a new task. Enter the task name, press Enter or Return, or select Add. To mark a task as important, select Mark as important .

Get More Info Here ›

How to create a daily task list in Outlook? ›

Keep Reading ›

How to create a daily planner in Outlook? ›

Setting up the daily agenda for Outlook

You need to visit your Outlook calendar settings and click on "view all Outlook settings" in the bottom right corner (see screenshot below): Then, you need to find the Agenda mail tab, where you can enable the daily agenda mail option (see screenshot below).

Are Outlook tasks going away? ›

You will soon lose access to the Tasks module. You can see that now in the latest release of Windows Desktop Outlook by turning on the “Try the new Outlook” switch in the upper right corner of the application window.

Learn More Now ›

How do I add a daily task list in Outlook? ›

Create a task in the To-Do Bar

In the To-Do Bar, select the Type a new task box, and then enter the task description. Press Enter to finish. The task appears in your To-Do list with today's date.

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How do I set daily tasks in calendar? ›

To set tasks to repeat from Google Calendar:

Open the Google Calendar app .
Tap an existing task or create a new task.
Tap Edit .
Below the date, tap Does not repeat .
Select an option: Select a pre-set frequency: Every day, Every week, or Every year. Tap Save. Select Custom.

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What is my day in To Do list? ›

If an emergency or distraction impacts my productivity, and I'm unable to accomplish every task, their original Due Dates remain intact. In short, "My Day" is non-judgemental, it's optimized for queueing up tasks to focus on without self-imposed "Due Dates" and the accompanying frustration when they're missed.

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How do I set up a daily recurring task in Outlook? ›

Create a Recurring Task

In an open task window, click the Recurrence button on the Task tab.
Select a recurrence pattern and specify its parameters. Daily: Tasks that recur every day or every workday. ...
Specify range of recurrence. ...
Click OK.
Click Save & Close.

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How do I create a daily task reminder in Outlook? ›

Select My Day. Select the Today lightbulb icon. Choose the plus sign to add one of the suggested tasks to your My Day list. Or, open a list, right-click a task, and select Add to My Day.

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How do I create a task tracker in Outlook? ›

Creating tasks builds a to-do list in Outlook to help you stay organized.

Select Tasks in the navigation pane and choose. ...
In the Subject box, enter a name for the task. ...
If there's a fixed start or end date, set the Start date or Due date.
Set the task's priority by using Priority.

More items...

Tell Me More ›

How do I create a checklist in Outlook tasks? ›

To add a checklist, select the task to bring up its details, and then click Add an item under Checklist, and then start typing your list. Press Enter to add another item to the list. Set the checklist as the task preview to make it easy to see what work is involved in a task.

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