Converting emails to tasks in Outlook is a highly efficient way to manage your workload and ensure that important messages get the follow-up they require. There are several methods to do this, depending on your specific needs and whether you’re using the Outlook desktop app, the web version, or mobile. Here’s a step-by-step guide on the best ways to convert emails to tasks in Outlook:
1. Drag and Drop Method (Outlook Desktop)
The simplest way to convert an email into a task in the Outlook desktop app is by using the drag-and-drop method.
How to Do It:
Open Outlook Desktop:
Navigate to your inbox and find the email you want to convert into a task.
Drag and Drop the Email:
Click on the email and drag it to the Tasks icon in the lower-left corner of the Outlook window.
Customize the Task:
A new task window will open with the email’s content included. Here, you can set a due date, add notes, and prioritize the task.
Once done, click Save & Close to add the task to your task list.
2. Use the Flagging Feature (Outlook Web and Desktop)
Flagging emails is another quick method to turn emails into tasks. This method is especially useful if you want to manage these tasks in Microsoft To Do or Microsoft Planner.
How to Do It:
Flag the Email:
In your inbox, hover over the email you want to turn into a task and click the Flag icon.
The email is now flagged and automatically added to your Tasks list in Outlook and Microsoft To Do.
Manage Flagged Emails:
In Outlook, you can view flagged emails under Tasks.
In Microsoft To Do, flagged emails will appear under the Flagged Emails list, where you can manage and prioritize them.
3. Use Microsoft To Do Integration (Outlook Web)
If you’re using Outlook on the web, you can easily convert emails to tasks using the Microsoft To Do integration.
How to Do It:
Access To Do in Outlook Web:
Click on the To Do icon located below the calendar icon on the right side of the screen to open Microsoft To Do.
Drag and Drop Emails into To Do:
Drag the email you want to convert into a task and drop it into the My Day pane or a specific task list in Microsoft To Do.
Manage the Task:
Once in Microsoft To Do, you can set due dates, add reminders, and categorize the task as needed.
4. Using Microsoft Power Automate for Advanced Workflows
For more complex task management, you can use Microsoft Power Automate to automatically convert emails into tasks based on specific triggers or conditions.
How to Do It:
Open Power Automate:
Sign in to Power Automate and create a new flow.
Select a Template:
Choose a template that triggers when an email is received or flagged and creates a task in Outlook or Planner.
Customize the Flow:
Set specific conditions and actions, such as creating a task only if an email is from a certain sender or contains specific keywords.
Run and Manage the Workflow:
Save and run the flow. Your emails will automatically convert to tasks based on the rules you’ve set.
