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How to Create a Useful To-Do List for Project Management Using Microsoft Lists

As a Project Manager, I almost always have a long list of tasks. I have a few options I can use to manage them: Microsoft To-Do, Planner, and a few others, but I most like using Microsoft Lists. Let me illustrate how!

First, let’s consider a scenario where I need the following fields:

  • Task Name
  • Person to consult (i.e. who can help me to fulfill the task or who has additional information)
  • Due Date
  • Project Name
  • Status (TO-DO, Doing, Done, Urgent)
  • Comment

As such, I will create new TO-DO list from scratch:





I will setup some basic things like the list’s name, color, and icon:



The result is shown below:



I have, by default, one Column (or Field) called Title. I will rename it to Task Name:






Now I will add a column named Person to consult:



When I choose Single line of text, I get:






Note that I do not have to put a value in this field. I add a column called Due Date:






Note that I will need to enter a due date every time and time will not be displayed. Now I will create the Project name field in a same way as I created the Person to consult (it will be required). The result will be:



Next, I will create the Status field, and it will be populated with: TO-DO (default), Doing, Done, or Urgent.






Before I move on, I want to change the colors for each of my status choices:

  • TO-DO (I will leave as is)
  • Doing (Yellow)
  • Done (Green)
  • Urgent (Red)

I’ll follow the steps shown below:



After I complete the process for all the choices, I will get:



Finally, I will choose TO-DO, as default value.



Next, I’ll add a Comment field with the option for multiple lines of text:



And some rows (in grid):


This is just a simple example of how to create a Microsoft List. Lists is a very powerful tool which I use every day. I find it to be much more user friendly than the old SharePoint List. Of course, there are many more possibilities going beyond of scope of this article.

Please watch my on-demand webinar for more information on the topic.


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Written by Nenad Trajkovski

MVP – Project

Nenad Trajkovski was born in Zagreb in 1963. year. After completion of Faculty of Electrical Engineering, Nenad has started on the development and implementation of enterprise systems (ERP) in companies of various areas (banks, card houses, production companies, auto industry, wholesale businesses, oil companies, and others). He has extensive experience in working with business processes, people and knowledge in information technology and financial accounting activities.

Currently, Nenad works as a consultant for the implementation of business systems, and as Project Manager. He is trainer for Project Management and Risk Management in Microsoft Innovation Center in Varaždin. At WinDays08 conference he has been declared as the best speaker, and his session as the best one. He was among TOP 10 speakers in the Microsoft Sinergija 2009 and at the Microsoft Vzija 2009. Shared first place as the best lecturer at KulenDays 2009 and the PMI Forum 2009 in Zagreb. Regular speaker at the Microsoft Community. On WinDays10 conference Nenad was among the top three speakers; at the conference Microsoft Vision 9 in Skopje between the top 5 speakers as well as on Microsoft Synergy 11 which was held in Belgrade. Certified Accountant, PMP (Project Manager Professional), PMI – RMP (Risk Manager Professional), MCP (Microsoft Certified Professional), MCTS – Microsoft Project 2010 (Microsoft Certified Technical Professional).  and MCT (Microsoft Certified Trainer).

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