It’s good to share including your To Do tasks

When you’ve got a lot of tasks, or a big project one thing to remember is that you don’t have to do it all alone. You can share to do tasks and lists with others. (Hopefully they’ll complete their tasks 😉)

Share a List

The first thing to know – is that you share a list, rather than individual tasks.

Of course, this means that you need to create a list first.

Create a List

At the bottom of the navigation pane (on the left for tablets, desktop or web browser and the ‘home’ screen for mobiles) you can see New Lists.

Tap or click to create a new list.

Give it a name to explain all of the tasks.

Note: You can also change the theme (colour or background) to make it more individual.

It’s up to you if you want to start adding tasks or share it first.

Invite others

What you need is to share the list…

Select the list that you want to share and look for the Share option (normally top-right). It will be the word ‘share’ or the icon depending on which device you’re using.

You’ll never guess what to do next when the dialog box appears…

Create invitation link

Note: Whoever you send this to will need to have a Microsoft Account.

The link is created, choose how you want to share it – email (Invite via email – pre-written simple message) to copy the link.

“Please join “List Name”, my shared list in Microsoft To Do.” and link.

Note: It might use MS Mail, rather than your normal email program (e.g. Outlook).

Alternatively, copy the link, and paste it into your preferred communication tool (email, message, MS Teams, Slack etc).

Manage access

At the bottom of the dialog box are your options to change the access. Useful if you want people to be able to do, or not do specific things.

It will let you stop new people from joining the list. E.g. you’ve invited the team, and don’t want anyone else added in.

And you can also stop sharing the whole list if it’s no longer needed.

Work or Personal Accounts

One important thing to be aware of, is the difference between work/school and personal Microsoft accounts in relation to sharing tasks.

Work/School

For work or school accounts you can only share with people in your organisation.

While you can email or send the link to any address, when someone outside of your organisation clicks on it, they will see an error message.

Personal

However, with personal accounts you can share with anyone who has a Microsoft Account.

Quick Tips

Have you worked out how to move tasks between lists?

Ans: Click and drag – OK – hold and drag on touchscreens.

Note: Drag it to the list name (top left) and hold it until the app changes to the main screen (and all your lists). Then drag it down to the new list you want to add it to.

How can you tell that a list has been shared?

Ans: Your list name has an icon added to the end to show that it’s been shared – two people.

Next Steps

Look out for next week’s post – Assigning tasks. Rather than just hoping that people with access to the list will do some of it – let then know what they should be doing.

Have you see the MS To Do Tips – The Best Tips and Tricks?

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  It’s good to share including your To Do tasks
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