Using the tasks feature in Microsoft Outlook

How do I use the tasks feature in Outlook

Microsoft’s task function as a helpful tool

Why do I need the task feature

Preparing for a meeting can quickly become confusing – notes, agenda items, responsibilities and materials all need to be organised. Microsoft Outlook’s task feature offers a practical way to manage all your preparations in a structured manner and ensure that nothing is forgotten.

In this article, you will learn how to use tasks in Outlook to plan meetings better, assign responsibilities and prepare optimally.

1. Create tasks for a meeting in Outlook

To ensure that all preparations are completed on time, tasks can be created directly in Outlook.

Create a new task

Open Outlook and click on ‘Tasks’ or press Ctrl + Shift + K.
Enter a short description in the ‘Subject’ field (e.g. ‘Prepare agenda for meeting’).
Set a due date to ensure that the task is completed on time.
If the task is recurring, you can set a repeat schedule.

Add priority and reminder

Select a priority level (High, Normal, Low) to highlight important tasks.
Enable a reminder so that Outlook automatically reminds you of the task.

2.Link tasks to a meeting

Save a task in an appointment

If you want to link a task directly to a meeting:

Create or open an appointment in your Outlook calendar.

In the notes field of the appointment, click ‘Insert item’ > ‘Outlook item’.
Select the relevant task.
The task will now appear as a link in the meeting invitation and can be accessed by all participants.
Assign tasks to meeting participants

Create a new task.

Click on ‘Assign task’ in the toolbar.
Enter a colleague’s email address and set a deadline.

The person will receive the task and can update its progress.

Tip: Tasks can also be delegated to multiple people if a team is working together to prepare for the meeting.

3. Organise with a meeting checklist and tasks

Prepare the agenda

Create a task for the meeting agenda so that all participants know which topics will be covered.

Collect documents

If documents or presentations are required, a task can be created with the description ‘Compile meeting documents’ and a deadline can be set.

Check technology

For online meetings or hybrid meetings, a task titled ‘Perform technology check’ can help to test microphones, cameras or presentation software.

Meeting minutes and follow-up

After the meeting, a task can be set for creating and distributing the minutes so that all participants receive the results and next steps.

4. Synchronise tasks with Microsoft To Do

The Outlook tasks feature is linked to Microsoft To Do, so tasks can also be managed on the go or in the To Do app.

View Outlook tasks in Microsoft To Do

Open Microsoft To Do on your desktop or smartphone.
Sign in with your Microsoft 365 account.

All tasks created in Outlook will automatically appear in the To Do app.

This allows you to access and update tasks for meeting preparation from anywhere.

5. Common problems and solutions

Tasks disappear after completion

By default, completed tasks are hidden. In the task settings, you can set completed tasks to remain visible.

Reminders do not appear

If Outlook reminders are not displayed, check the notification settings in Windows.

Assigned tasks are not updated

If an assigned task is not updated, it may help to perform a manual synchronisation with Microsoft Exchange.

Prepare meetings with Outlook tasks more effectively

The task function in Outlook is a valuable tool for planning meetings in a structured way. Task assignments, reminders and integration with Microsoft To Do keep everything in view.

For companies that regularly plan meetings with additional services, a booking solution such as arbooMEET offers an even better way to manage all tasks and resources in one place.

Would you like to learn how you can further improve your meeting planning? Contact us for a live demo of arbooMEET and experience how easy the entire organisation becomes with a smart solution.