Task lists, like any other Loop components, are portable pieces of content that stay in sync across all the places they are shared. In addition to being portable, these tasks also sync with Planner and To Do making it available for users to manage their tasks from the applications of their choice. Listed below are some of the ways task lists can be created today. In future, more entry points will be added but the behavior should remain the same.”
Add a task list in Loop App
Loop workspaces help you to bring together all you need for your project, including tasks. On a Loop page you can type “/” to insert a task list and add more tasks by selecting 'Add a task'. Each task can be assigned to a user by just mentioning/selecting the user’s name. You can turn your task list into a Loop component so you can share it across Microsoft 365 using chat in Teams, Outlook, or even in apps like Whiteboard and Word on the web. As tasks are added or completed, the updates stay in sync across all the places the task list was shared, no matter where the edits are being completed. You'll be able to work on these tasks in Microsoft Planner and everywhere you can access your Planner plans (for example Tasks in Teams) or tasks (for example, To Do).
For more details on using Loop app, refer to Get started with Microsoft Loop
Note: Loop app is now available for users in Preview.
Add a task list in Outlook email or Teams chats
Task list Loop components are also available on the communication hubs like Outlook and Teams. In the ‘Insert’ tab of your new email, you will see an option ‘Loop Components’ which further has multiple options. Choose the option ‘Task List’ to create a new task list in the email body. You can add new tasks to this task list, assign users to it and add the due dates corresponding to each task. Each user with a task assigned will be automatically added to the ‘To’ list of the email.
You can create a task list in Teams chat too, by clicking on the Loop icon and choosing ‘Task list’.
As tasks are added or completed, the updates stay in sync across all the places the task list was shared, no matter where the edits are being completed. You'll be able to work on these tasks in Microsoft Planner and everywhere you can access your Planner plans (for example Tasks in Teams) or tasks (for example, To Do).
Note: This functionality of syncing tasks to Planner/To Do from communication surfaces (Outlook/Teams) is available for users in Preview.
Add a task list to a meeting
When you take notes on a meeting in Teams (Collaborative notes) or Outlook for the web, you can add action items in a task list. You'll be able to work on these tasks in Microsoft Planner and everywhere you can access your Planner plans (for example, Tasks in Teams) or tasks (for example, To Do). For more details on using meeting notes, see Take meeting notes in Team
Note: Meeting notes are now Collaborative notes.
You can add a task list to a meeting in Teams or Outlook for the web. Task lists you add in a meeting will create and stay in sync with a plan in Planner.
Do one of the following:
In Teams, go to Calendar on the left side of the app and select New meeting in the top right corner.
In Outlook for the web, select the calendar icon on the left, and then select New event.
Near the bottom of the page, select Add an agenda others can edit.
In a moment, you'll see the Agenda, Meeting notes, and Follow-up tasks sections. The Follow-up tasks section is a task list. Select Follow-up tasks to add task names, assignees, and due dates.
Add any other meeting information you want (see Schedule a meeting in Teams for details), and then select Save.
View and edit your tasks in Planner
Once a user has added at least one task to your task list (as described in the above scenarios), a plan is created in Planner.
You can then view the task list in Planner:
Go to https://www.office.com, select the app launcher in the upper left of the page, and under Apps select Planner (you may have to select All apps to see it).
In task lists or Collaborative notes, you can only add or change task titles, assignees, and due dates. To work with more task features, such as checklists, attachments, and more, select the three dots (...) and then select Open in Planner.
See Planner help to see what else you can do with Planner.
Task lists and buckets in Planner
In Planner, the tasks you add to the first task list in your Collaborative notes will be added and synced to the first bucket in your plan. You can add new task lists and each new task list in the Collaborative notes file will create a new bucket in the synced plan. After you've created multiple task lists in the Collaborative notes file, you can move tasks between these task lists to move tasks between buckets in the plan. You can also move tasks between those buckets to move tasks between those task lists in Collaborative notes. However, if you add a new bucket in Planner, it won't create a new task list in your Collaborative notes. Also, if you move tasks out of a Collaborative note created bucket, those tasks will disappear from the meeting notes but still exist in the plan. If you move a task from the Collaborative notes plan to another plan, the task will also be removed from meeting notes.
Similarly, for multiple Task lists created in a Loop page in Loop app, each task list will create a new bucket in the plan.
And for multiple Task lists created in a Teams chat window, multiple plans are created.
Delete a task list
You can either delete a task list from the Loop components’ surfaces or in Planner.
To delete a task list in Planner See Delete a task or plan. This deletes the task list in the collaborative notes file as well the next time the file is opened.
Note: Plans created by task lists are lightweight plans, which means there isn't a plan owner and any member can delete the plan.
To delete a task list component Select the task list, and then press Backspace. This doesn't delete these tasks from the linked plan in Planner.
View and edit your tasks in To Do
Once a user has been assigned a task in the task list component, the user will be able to see those tasks in Assigned to Me section of To Do. A user will be able to amend the title of the task, or due date from To Do.