A client asked me yesterday if I could suggest an app that would be better for managing his busy schedule. He had been using tick lists in Notes, but was finding that tasks were being missed because he kept forgetting to check his Notes.
He really needed to be able to be reminded about tasks when they were due.
There is definitely a solution - and it does not require downloading of any third-party app. There is a built-in app on the iPad, iPhone and Mac that can do exactly what this client needs - and more. Even better, you don't even have to type in your task details! You can just speak to your device to add to your list of time sensitive tasks.
Update Feb 2022 - The option to directly create a task from an email, as described in the article below, is no longer available in the new version of Outlook for Mac.
If you switch to this new version - using a switch at the top of the Outlook app - you will lose this capability. Here's a past article where I talk about this new version and why I delayed switching - mainly due to the loss of the Task creation option - and how you can consider using the Snooze function as an alternative to creating Tasks from your emails.
Also of interest in relation to this topic is this article from 2021, which talks about Apple plans to move away from a 'native' Outlook app for Mac to just providing a web version.
If you have not switched to the new version of Outlook, read on for details of how to easily create Tasks from emails ...
A great productivity tip - and one that really helps to keep a busy email Inbox under control - is to create Reminders (or Tasks) from your Mail messages, so that you can quickly and easily follow up on emails that need some sort of action.
In a couple of separate articles, I have covered the topic of how to create Tasks (ie. Reminders) from email messages in Outlook for Mac, and how to ensure you can see these Tasks/Reminders on your mobile device. Here are the links to these articles:
However, many Mac owners use the Mail app on their Mac rather than Microsoft's Outlook app. For these users, the question is whether there is a way of quickly creating a Reminder from an email.
The answer is "Yes there is!".
5/4/2019 10 Comments
If you are a user of the Outlook app on your Windows computer or Mac, you may also be a user of the Tasks aspect of Microsoft's Outlook app.
Outlook's Tasks functionality allows you to manage your 'to do' list, set reminders, flags, priorities and more.
I must say that, even on my Mac, I do prefer to use Outlook's Tasks instead of Apple's Reminders app for managing my 'to do list'. There are just so many more options for sorting, filtering and editing.
Another big advantage of Outlook's Tasks, as discussed in this separate article from iTandCoffee, is that you can quickly create a task that includes the full content of an email - making management of email follow-ups so much easier.
A quick little ‘life hack’ for work or home is to share a reminder list where all invitees can add, delete and check off items as completed – all instantly appearing on everyone’s devices.
A great idea for family grocery lists and shared to-dos amongst family members, but for businesses too!
(Contributed by Andrew Coulston)
Earlier this week, whilst working on a new iPad/iPhone guide (one of the many written by iTandCoffee and available here), I stumbled across what appears to be quite a peculiar problem in iOS 11.2.5. It seems that there is a glitch in the Reminders app, impacting the (usually) really handy Remind me at a location feature.
On the Friday just gone, iTandCoffee ran the first class in the 'Bring your Busy Life Under Control using your iPad and iPhone' 2-class series.
One of the areas we focus on in this first class is how to make use of the Reminders app on your device - to help you keep on top of things.
The question that always arises is: What are ‘Reminders’, and how are they different from 'Calendar' entries?
A Reminder is generally a task that you have for a particular date, day of the week, specific time, or some other repeating day/time interval, or a task that you must do when you get somewhere or leave somewhere.
Typically, Reminders do not have a time period associated with them – they are just things that you want to be reminded. Or they are things that you would have otherwise put on your written ‘to do’ list.
Before the Reminders app arrived on iOS, many people (including me!) would have created a Calendar event with the same start and end date/time (ie zero duration), and set an ‘Alert’ on that Calendar event to provide a notification at the selected time.
But the Calendar app is really supposed to be for events, appointments, meetings, social occasions, etc – it is not supposed to be a ‘to do’ list.
The beauty of the Reminders app is that it allows you to see a list of tasks and when they are due – and you can create multiple Reminder lists for managing the different areas of your life.
You can even share a Reminder list with another person so that you can remotely nag them!
In this week's Handy Hint for iTandCoffee Club members, we look at how to easily create these reminders, and what to do when the reminder pops up on your screen.
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