Microsoft To Do (for the web and new Outlook)

If you need Help!

About Using Microsoft To Do, you can report an incident / submit a request.
You can also reach the Service Desk by phone at 77777 or by e-mail at service-desk@cern.ch.

What is Microsoft To Do?

Microsoft To Do is a light task management tool that's is part of the Microsoft 365 suite and fully integrated with other 365 applications such as Microsoft Teams and Outlook. It's designed to help individuals and teams organize daily tasks, set reminders, and track progress across devices. The main role of Microsoft To Do is allowing users to track, manage and share their current task list in a easy way.

Here's a quick overview of what it offers.

Key Features of Microsoft To Do

Suggestions and My Day: The My Day feature is a brilliant way to track what you need to do on a given day and set time bound reminders for the tasks. Suggestions will also give you recommended tasks based on email chains and conversations meaning you always are one step ahead in terms of task management.
Shared Lists: With Microsoft To Do, you can create shared lists to collaborate on tasks with other users and assign/ delegate relevant tasks to whoever they are best suited to. This means that everyone can stay on top of their tasks and know exactly what they need to do and when it needs to be done by.
Microsoft 365 Integrations: To Do integrates with other 365 applications such as Teams and Outlook meaning that all apps are in sync. This means that To Do can create tailored suggestions of tasks based off the work you are doing in other areas.

In resume

Creating tasks and subtasks;
Set tasks as important;
Due dates and reminders;
Integration with Office 365;
Task categories;
Easy, clean interface;
Mobile apps for managing tasks on the go.

Who is its target audience?

Microsoft To Do targets individuals and small teams for personal and professional task management.

Individuals: People looking to manage their personal to-do lists, set reminders, and stay organized.
Small Teams: Groups of 2-5 people working on similar projects who need a simple way to collaborate and share tasks.

How to access To Do?

To access Microsoft To Do, you can use your web browser with your Microsoft 365 account (Work or School account), install a dedicated apps for Windows/Mac desktop, iOS/Android app, or through Microsoft Outlook.

Through a web browser

Click Open Microsoft To Do and if you're not already signed in, select Sign in (with your work or school account).

Through Outlook

If you are using the new Outlook or Outlook.com, you can access To Do directly from the tasks pane by selecting the blue checkmark icon.

Since all of your tasks are stored on Exchange Online, tasks will also appear automatically in Outlook tasks.

Through the Microsoft 365 home page

Go to your Microsoft 365 home page and sign in with your work or school account.
Select the app launcher at the top of the browser window.
Choose the To Do tile in the app launcher.

Through desktop and mobile Apps

Info

Windows: Download the To Do app from the Microsoft Store.
Mac: Download the To Do app from the Apple Store.
iOS: Download the To Do app from the App Store.
Android: Download the To Do app from the Google Play Store.

Can I use Microsoft To Do on a Mac?

Yes, you can use Microsoft To Do on a Mac. The application is available on the Mac Apps store and it requires macOS 10.15 or later. you can also access it through the web browser or the Microsoft To Do app for iOS.

You can simply open To Do in your web browser by going to Microsoft 365 home page and signing in with your work or school account.

Which browsers work with Microsoft To Do ?

Use the most recent versions of the following browsers.

Windows 10/11: Edge, Firefox, or Chrome
MacOS: Edge, Safari 10 and higher, or Chrome
Linux: Edge, Firefox or Chrome on Linux, but some features may not be available.

Where are the files kept in To Do?

To view your To Do tasks on your Outlook Desktop client or on Outlook.com, use the same Microsoft account to sign in to both Microsoft To Do and Outlook. All tasks are stored on Exchange Online servers, so they'll be shown in both Microsoft To Do and Outlook Tasks automatically.

Is my data in To Do secure and private?

Since Microsoft To Do uses Exchange Online for data storage and synchronization, CERN users benefit from the reliability, security and compliance they've come to expect. Data is encrypted at rest on Exchange servers and in transit to and from the Microsoft To Do app on your browser or device.

Additionally, you can control your personal settings for security and privacy in your Account.

FAQ and Known issues with Microsoft To Do

By sharing a Microsoft To Do list, you can delegate tasks to team members or keep everyone informed, ensuring collective progress towards shared goals.

To share a list, simply right-click on it and choose the share option.

You can then invite colleagues by entering their email addresses or selecting them from your contacts.

This feature is particularly useful for collaborative projects, as it enables team members to monitor progress, assign tasks, and communicate seamlessly within the shared list.

To Do items are stored within the user's mailbox under the folder Tasks, so it depends on what happens with the mailbox itself.

When a user who has created To Do tasks for a team in Microsoft To Do leaves a company and his account is deleted, the following will happen:

The team and its shared tasks will not be deleted. The team continues to exist, and its content (including the tasks created by someone who left the company) will remain accessible to other team members.

How to recover a To Do tasks accidentally deleted ?

Since your tasks are stored on Exchange Online and are also visible in Outlook Tasks, you can recover accidentally deleted tasks in Outlook.

Access Outlook: Open the Outlook desktop client or Outlook on the web using the same Microsoft account you use for To Do.
Navigate to Deleted Items: Go to the "Deleted Items" folder in Outlook.
Locate the Task: Find the specific task you want to recover.
Restore the Task: Right-click the task, select "Move", then "Other Folder", and finally "Tasks" to restore it to your task list.
Verify in Microsoft To Do: Check your To Do app to confirm the task has been restored to its original list.