You may have noticed flagged emails in Outlook now appear as tasks in Microsoft To Do. This is a new integration between the two Microsoft 365 apps. The feature automatically syncs flagged items between your Outlook inbox and your To Do list. This article explains how the sync works and how to manage your tasks across both platforms.
Key Takeaways: Outlook and Microsoft To Do Integration
- Flag for Follow Up: Flagging any email in Outlook automatically creates a matching task in your Microsoft To Do ‘Flagged Email’ list.
- Microsoft To Do ‘Flagged Email’ list: This default list is the central hub for all tasks created from Outlook flags and cannot be deleted.
- Right-click > Follow Up > Today/Tomorrow/This Week: Setting a follow-up date in Outlook adds a matching due date to the synced task in Microsoft To Do.
How the Outlook and Microsoft To Do Sync Works
The integration connects your Outlook mailbox with the Microsoft To Do service. When you flag an email, Outlook sends a signal to create a task item in the cloud. Microsoft To Do receives this signal and adds the task to a special list named ‘Flagged Email’. This list is created automatically in your To Do account and appears alongside your other lists.
The sync is bidirectional for most actions. Completing a task in To Do will mark the corresponding email flag as complete in Outlook. Changing the due date in one app updates it in the other. The connection uses your Microsoft 365 account credentials, so it works across the new Outlook for Windows, Outlook on the web, and the To Do mobile apps. You must be signed into the same account in both applications for the sync to function.
Prerequisites for Using the Integration
You need a Microsoft 365 work or school account, or a personal Microsoft account like Outlook.com. The new Outlook for Windows app must be enabled, as the classic desktop app has limited sync capabilities. Ensure you are signed into the Microsoft To Do app with the same account used in Outlook. The feature is typically enabled by default for supported accounts.
Steps to Manage Synced Tasks and Flags
Follow these steps to use the integrated task management between Outlook and Microsoft To Do.
- Flag an email in Outlook
In your Outlook inbox, right-click any email message. Select Follow Up, then choose a flag like Today or Tomorrow. You can also click the flag icon next to the message in the list view. - View the task in Microsoft To Do
Open the Microsoft To Do app on your desktop, phone, or via the web. Navigate to the ‘Flagged Email’ list. You will see a new task with the email subject as the task name and the sender’s name included. - Add details or a due date in To Do
Click on the task in Microsoft To Do to open its details. You can add steps, notes, or change the due date. Any due date change here will sync back to the flag’s reminder date in Outlook. - Mark a task complete
Check the circle next to a task in the To Do ‘Flagged Email’ list. This action will remove the flag from the original email in Outlook, marking it as complete. - Clear a flag directly in Outlook
To remove a task from To Do, right-click the flagged email in Outlook and select Follow Up > Mark Complete. This will also check off the corresponding task in your To Do list.
Common Sync Issues and Limitations
Flagged emails do not appear in Microsoft To Do
First, verify you are using the new Outlook for Windows client and not the classic version. Check that you are signed into the same Microsoft account in both Outlook and the To Do app. Sometimes a sync delay occurs; wait a few minutes and refresh the To Do app by closing and reopening it.
Cannot delete the ‘Flagged Email’ list in Microsoft To Do
This list is a system-managed list created by the integration. It cannot be deleted or renamed. You can hide it from your list pane in To Do by right-clicking the list name and selecting Hide. Tasks will still sync to it in the background.
Tasks synced from Outlook lack detail
Tasks created from email flags contain the subject line and sender but not the full email body. This is by design to keep tasks lightweight. You can open the original email from the task in To Do by clicking the link icon in the task details pane, if your To Do app supports this feature.
Outlook Flagging vs. Microsoft To Do Task Creation
| Item | Flagging in Outlook | Direct Task in Microsoft To Do |
|---|---|---|
| Creation Method | Right-click email > Follow Up | Type directly into a To Do list |
| Linked Content | Always linked to the original email | Standalone text with optional file attachment |
| Default Location | Syncs to the ‘Flagged Email’ list | Created in the list you select |
| Sync Direction | Bidirectional with To Do | Stays within To Do unless imported |
| Best For | Managing email follow-ups | General personal or project tasks |
You can now manage your email follow-ups as part of a unified task list. Try setting a custom reminder date for a flagged email in Outlook and watch it update in To Do. For advanced control, use the ‘My Day’ feature in Microsoft To Do to plan which flagged emails to tackle first.