Boost Your Productivity Using Outlook Task List

Boost your productivity using Outlook Task List

Microsoft Outlook is a personal data management software system that is included in the Microsoft Office suite. Outlook is essentially an email client, but it also has calendaring, task management, contact management, note-taking, journal keeping, and web surfing capabilities.

Boosting your productivity means producing more output from the same amount of input. Outlook is one of the best tools to boost your productivity based on the functionalities it provides. 

It is widely used, yet no one knows how to improve its performance for a more pleasant and healthy experience. As an Outlook user, you should be aware of techniques to boost Outlook productivity so that you can save time and effort. 

One of the exciting features of Outlook is its Task List. An outlook task list is one of the best ways to schedule your upcoming plans and procedures. Tasks are individual items you create in Outlook’s Tasks section. 

Microsoft Outlook is the industry standard for business email, calendars, and contacts are used by most modern professionals to start and finish their days. With hundreds of millions of users worldwide using Outlook, there are many ways to make it run smoother.

Follow this technical guide to know Ways to Boost Your Productivity Using the Outlook Tasklist.

Improve Your Productivity Using Outlook Task List

In Outlook, a task is an item that you create and track until it is completed.

Outlook is a beautiful time management tool, but many people are unaware of its full potential. The task or to-do list feature, in particular, is underutilized, even though it should not be, in my opinion. 

Are you a natural list maker? If so, you should try to change the current system. I always support the to-do list as one of the best productivity tools for me. If you’re not a natural list maker, I strongly advise you to consider developing this healthy habit.

If you still consider manual list-making on a sheet of paper, I recommend you to shift to an electronic to-do list as soon as possible. 

If you haven’t read the best to-do list apps to productivity, it’s time to read that. 

Outlook task is considered as one of the standard task lists provided by Microsoft. Here, I have outlined the benefits of using Outlook Task List. 

  • Faster and easier user interface.
  • More flexibility with tasks and subtasks.
  • Include all of your tasks.
  • Simple to update.
  • Remind you of deadlines as they approach.
  • Simple to evaluate action items.
  • Easy to take with you wherever you go.
  • Assist you in staying focused on your goals.
  • Only one-time recording.
  • Sorting data becomes more effortless.
  • Allows inserting hyperlinks to online documents or local documents.

How to set up Outlook Task List?

Many individuals make to-do lists on paper, spreadsheets, or a combination of both paper and electronic approaches. You can merge your multiple lists into a single list in Outlook, complete with reminders and tracking.

You can utilize Outlook’s Tasks pane to see what you need to accomplish when you need to do it and if you should have done it sooner. Due dates are visible in the Tasks window list, indicating how well the whip is being cracked and how near you meet or miss deadlines. When you finish a job, a gray line appears across it. Overdue tasks are shown in red.

Create a task in Outlook

  • Select New Items, then Press Ctrl+Shift+K.
  • In the Subject box, Put a name for the task. It’s better to keep the name simple and then add details in the task body.
  • If there’s a fixed start or end date, set the Start date or Due date.
  • Set the task’s priority by using priority.
  • If you want a pop-up reminder, check Reminder, and set the date and time.
  • Click Task, then Save & Close.

Handling and Managing Tasks

It would be best if you were a strict taskmaster when managing the tasks in the Tasks box. Here are some tips on how to handle and manage tasks:

Marking a task as complete: In the Task window, tick the box next to the task name. A line is drawn through completed tasks in Outlook.

Deleting a task: Select the task and press the Delete button or press Ctrl+D.

Editing a task: Double-click a task in the Task pane to open the Task form and make changes.

How Can You Make Task List to Boost Your Productivity?

Do the following to build a list that you can accomplish the next day:

Eliminate Unnecessary Tasks

Making a task list helps to prioritize tasks so you can complete works based on priority first. It eliminates unnecessary tasks so you can use that time for other tasks, which ultimately improves productivity.

Take Your Time to Plan a Task List

Please spend some time planning your task list rather than rushing through it. Isolate yourself from the planning process if necessary by going to a different room in your house (or even going outside). It allows you to think over the chores before adding them to your to-do list.

Move the Critical Task to the First Place

Make sure the essential activities are at the top of your to-do list while planning your day. As a result, you’ll be able to do those tasks as fast as possible.

Completing essential tasks at the beginning of your day helps to reduce pressure and stress from you. It reduces the unnecessary burdens from your head so you can be productive all the time.

Track the Recurring Tasks

You may have a list of recurring tasks, but do you know how long they take to complete?

If you don’t, make sure you keep track of your time to figure it out. It helps you to plan your day better. It helps to figure out how much time-specific tasks are needed to complete.

Group Similar Tasks

Examine your to-do list to see if any tasks can be completed in batches. You’ll be able to complete items off your to-do list faster and more efficiently this way. It saves your time to be spent on similar tasks.

Consider the following scenario: You have five items on your shopping list, and instead of making one trip to the store to buy them all, you make five different journeys to the store, each time buying one item.

List the Tasks in Detail

Make sure you have broken down a task like “shopping” into smaller components before adding it to your list. The smaller the tasks, the more quickly they can be completed before the deadline.

It helps to make you lucid about your task. It saves your valuable time.

Preparation in Advance

After listing a task in the Outlook task list, make sure you prepare in advance for better efficiency and speed. It reduces errors in task completion and saves time during real-time operation.

For example: If I have to build a website on Sunday. It is better to sketch the outlines on Friday ad make ready the necessary tools and devices. It will save time easily so you can complete the listed tasks in time.


To conclude, using an Outlook Task List helps to save valuable time and improve your consistency in getting things done on time. You should not have to rewrite task lists again and again once it’s been recorded.

You can change the date and priorities to make task lists as current lists. It helps you to plan your complex tasks in detail. 

Using an Outlook task list, you will be able to insert Tables with detailed action plans for each task. It saves your valuable time researching facts and figures, enhancing your productivity and time management overall.

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