How to Use Tasks App in Microsoft Teams

Microsoft Teams’ Tasks app brings your to-dos from Microsoft To Do and Planner together in one place, so you can track personal tasks and team assignments without switching apps. This guide walks you through finding the app, creating and managing tasks, and using the different views to stay organized. You’ll need a Microsoft 365 work or school account with Teams access — the Tasks app is not available in the free version.

What You’ll Need

• A Microsoft 365 work or school account with access to Microsoft Teams.
• The Teams desktop app or a web browser (Edge, Chrome, Firefox) to access Teams online.
• If you plan to use Planner tasks, you need a Microsoft 365 plan that includes Planner (most business and enterprise plans do).

Step-by-Step

1. Open the Tasks app. In the left sidebar of Teams, click the Apps icon (the four squares) at the bottom. Type “Tasks” in the search box and select Tasks by Planner and To Do. Click Add to pin it to your sidebar. Alternatively, if you already see the Tasks icon in your sidebar, click it directly.
2. Understand the main screen. When the app opens, you’ll see two main sections on the left: My Tasks and Shared plans. My Tasks shows your personal to-dos from Microsoft To Do. Shared plans lists all Planner plans you’re a member of, grouped by team.
3. Create a personal task. In My Tasks, click the + New task box at the top. Type a title and press Enter. The task appears in your list. Click it to add a due date, priority, checklist, notes, and attachments.
4. Create a task in a shared plan. Under Shared plans, click a plan name to open it. Click + Add task at the bottom of the list. Type a title and press Enter. Click the task to assign it to a team member, set a due date, add labels, and attach files.
5. Switch between views. At the top of the Tasks window, you’ll see tabs for List and Board. List view shows tasks in a grid with columns for status, due date, and assignee. Board view (Kanban style) groups tasks by status columns like “Not started,” “In progress,” and “Done.” Click the tab to switch.
6. Use the My Day view. In My Tasks, click the My Day tab at the top. This shows only tasks you’ve scheduled for today. To add a task to My Day, click the sun icon next to the task’s due date.
7. Filter and sort tasks. Click the Filter icon (funnel shape) at the top right to filter by assignee, due date, priority, or label. Use the Sort icon (arrows) to order tasks by due date, priority, or creation date.
8. Update task status. In List view, click the status drop-down next to a task to move it from “Not started” to “In progress” or “Done.” In Board view, drag the task card to the appropriate column.
9. Add tasks from a chat or channel. In any chat or channel message, click the More options (three dots) next to a message, then select Create task. A dialog opens where you can choose My Tasks or a shared plan, then fill in the details. This is a quick way to turn a conversation into an action item.
10. Access Tasks from a team channel. Inside any team channel, click the + at the top to add a tab, search for Tasks, and add it. You can then select a specific plan or “My Tasks” to show in that tab. This gives your team a dedicated view of the plan without leaving the channel.

Common Mistakes

• Confusing My Tasks and Shared plans. Tasks you create in My Tasks are only visible to you. If you need a teammate to see or complete a task, it must be in a Shared plan.
• Forgetting to assign tasks. A task in a shared plan without an assignee won’t appear in anyone’s “Assigned to me” view. Always assign tasks to a person.
• Using the wrong due date format. Teams uses your regional date settings. If you type a date in an unexpected format, the task may be scheduled incorrectly. Use the calendar picker instead of typing.
• Deleting a task instead of completing it. The delete icon (trash) removes the task entirely. Use the checkmark or status change to mark it complete, so the history is preserved.
• Ignoring the “My Day” feature. Many users miss this daily planning tool. It’s the fastest way to see what you need to focus on today, and it syncs with the To Do app on your phone.

Tips

• Use keyboard shortcuts. Press Ctrl+N (Windows) or Cmd+N (Mac) to quickly create a new task without using the mouse.
• Set reminders. In task details, click Reminder to get a notification in Teams before the due date. This is separate from the due date itself.
• Link tasks to files. Attach a relevant document directly to the task so teammates have context without searching through chats.
• Use labels for color-coding. In shared plans, create labels like “Urgent,” “Low effort,” or “Client X” to visually group tasks. Click the label icon in the task details to apply them.
• Check the mobile app. The Tasks app is available in the Teams mobile app (iOS and Android). Your tasks sync automatically, so you can update them on the go.
• Combine with Outlook tasks. Tasks you create in Outlook’s To Do also appear in My Tasks in Teams, since they share the same backend. This keeps everything in one place.

Troubleshooting

• Tasks app is missing from the sidebar. Click the Apps icon, search for “Tasks,” and add it. If it doesn’t appear, your organization may have disabled the app. Contact your IT admin to request access.
• Tasks don’t sync between Teams and To Do. Sync usually happens within seconds, but if it’s delayed, close and reopen the Tasks app. If the problem persists, sign out of Teams and sign back in. On mobile, check that you’re logged into the same account.
• Can’t see a shared plan. You only see plans you’re a member of. Ask the plan owner to add you. If you were removed from the team, you’ll lose access to its plans.
• Task assignment doesn’t show for a teammate. The person must be a member of the team and have the Tasks app available. Ask them to open the app once to initialize it, then reassign the task.
• Board view shows no columns. The default columns are “Not started,” “In progress,” and “Done.” If they’re missing, click the Group by icon at the top and select Status to restore them.
• Changes made in Planner don’t appear in Teams. Refresh the Tasks app by clicking the refresh icon or closing and reopening the tab. If it still doesn’t update, check that you’re not viewing a cached version — try in a private browser window.

Frequently Asked Questions

Q: Is the Tasks app the same as Microsoft To Do?
A: The Tasks app is a combined view. It shows your personal To Do list and all your Planner plans in one interface. Changes you make in either app sync automatically.

Q: Can I assign a task to someone outside my team?
A: No. Tasks in shared plans can only be assigned to members of the team that owns the plan. You could add the person to the team first, or create the task in your personal list and share it via a chat message.

Q: How do I delete a completed task?
A: Open the task and click the trash icon. Or, in the list, hover over the task and click the trash icon that appears. Deleting is permanent and cannot be undone.

Q: Can I set recurring tasks?
A: Not directly in the Tasks app. However, you can create recurring tasks in Microsoft To Do (the standalone app or web version), and they will appear in My Tasks in Teams.

Q: Does the Tasks app work offline?
A: The Teams desktop app has limited offline support. Tasks you create while offline will sync when you reconnect, but you may not see the latest changes from others until you’re back online.

Q: Why can’t I see the “My Day” tab?
A: The My Day tab appears only in the My Tasks section, not in shared plans. Click on “My Tasks” in the left pane first, then look for the My Day tab at the top.

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