Thursday, January 30, 2014

Managing Team Tasks in Office365


Teams are a reality for every Company , Large or Small. These Teams usually have a Team Leader whose job it is to ensure that Team members work in unison and complete the Team tasks .

In order to effectively manage the Team Tasks , the Team leader can make use of the Team tasks which is available in SharePoint , a part of Office365 . Let me show you how we make use of Team Tasks in our Company TechGyan.

Given below is the snapshot of our Team site “Admin “ . You can see various tasks that are created along with the name of the person to whom they are assigned ; status; priority; due date; % complete.


These tasks can be easily added and updated on SharePoint itself. For example, given below is the snapshot of one of the Tasks which has description of the Task . And being an update on SharePoint , you can see that it has various bells and whistles like Description , Workflow, Shared with, etc.



Alerts can also be set so that as soon as task is created , an alert can go to the person assigned the task. You can have various alerts configured as can be seen in the following snapshot below:


By itself, the above system is very efficient in managing the tasks between the Team members thereby improving the efficiency of the Team . But the functionality can be taken to the next level by integrating the Team tasks with the Outlook of the User . In the screenshot below , the Admin Tasks have been integrated with the local outlook on my PC :



In the above snapshot , the Admin Task list of SharePoint has been synced with my local Outlook . It appears to me as a regular Task item of Outlook. What that means to me is that I allocate tasks using Outlook without having the need to go to the SharePoint. However , in case I wish to allocate a task while I am on the rod, I can do that by going to SharePoint and updating the Task. This will then sync up with my outlook .

What this means

By implementing the Team tasks in SharePoint and then integrating the same with MS Outlook, we have created a very effective Platform within our Company which allows us to share and manage Team Tasks without bothering about the location of the Team members. This has considerably added to our productivity and mobility because ultimately Work = series of tasks . So if we can streamline Team Tasks , it means we have streamlined work . How’s that for Productivity !

So get going and implement Office365 based Team Tasks in your Company ! Now !

with warm regards

Suresh Ramani


Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007


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