A to-do list can be a great way of ensuring you’re making progress in day-to-day tasks. Setting up a to-do list in Microsoft OneNote is straightforward and offers several advantages over pen and paper.

OneNote is available on all devices. It lets you search for important tasks quickly. If you categorize the to-do’s, then OneNote compiles all the tagged notes for easy access, looking up, and printing. That’s just one of the basic features.

We’ll show you some easy tips for making an actionable to-do list in OneNote, so you can finish your work on time.

1. Use Shortcuts to Make Checklists a Breeze

A to-do tag adds a checkbox next to the note. You can use it to mark pending tasks and create a checklist, such as errands to run and daily tasks you need to accomplish. Once they’re complete, check them off. OneNote lets you easily create a to-do list.

Select the note or note text, and press Ctrl + 1 to add a checkbox. You can add tags to your to-do list to mark important items in the note, add context information for clarity, and retrieve those tasks while searching. For example, press Ctrl + 2 to add a star, Ctrl + 3 to add a question mark, and more.

add a tag to checklist OneNote2021

If the preset tags don’t meet your needs, you can assign a custom tag and use it with a keyboard shortcut. You don’t have to search or click through the lengthy tag menus. To know more, read this interesting piece on OneNote tags and how to use them.

It’s also possible to control the list’s hierarchy and create subtasks. For example, if you’re doing a complex project, you may need sublists of minor tasks to check off before the entire project is complete.

Just press the Tab key to create a subtask. To move tasks up or down in your to-do list, press Alt + Shift + Up or Down Arrow.

2. Embed Your Files in OneNote

When you’re working on a project, it’s easy to lose track of what things you should complete or remember to finish the project. Instead of duplicating such information in multiple places, you can bring the material directly into OneNote.

In the OneNote app for Windows, place your cursor next to the to-do task. Then, click Insert > File.

From the dialog box that appears, choose any one of the three options: Upload to OneDrive and insert a link, Insert as an attachment, or Insert as a printout.

upload to onedrive and insert link OneNote app

The first option uploads a copy of the file to OneDrive (in the OneNote Uploads folder) and inserts a link on the current page. If it’s an Office document, OneNote will display a live preview of the file without opening them in the associated app. For all other document types, you’ll simply see a link to that file.

cloud attachment of Word Document OneNote2021

When you insert the file as an attachment, the attached files have no link to their source, so any changes you make will only exist in OneNote. OneNote also inserts a file icon for each attachment in your notes.

Whatever option you choose, create a to-do list and start working on your document. You’ll never forget things, and the latest copy will always be there in OneNote. If you're not sure which note-taking app is best for you, consider checking out this comparison between Evernote and OneNote.

3. Create a Kanban Board in OneNote

If you’re trying to handle a multitude of tasks and have trouble prioritizing them, then the Kanban method should work for you. With Kanban, you can break complex tasks into smaller steps and lay them out visually.

You can understand the progress on your tasks, associated problems, and establish room for improvement. It’s easy to create a Kanban template in OneNote.

  1. First, create a new page and name it “My Board” (or something you can easily distinguish). We’ll make three tables and label them as To Do, This Week, and Archive. For each table, create three columns—Project, Task, and Priority.
  2. Type the first column, press tab, and name the next column. Repeat the steps until you turn it into a table. The tables act as a center point for all your tasks. Then, design it in a way that makes sense for you.
    create a kanban board OneNote2021
  3. In each row, create a task. As you finish a task, hover the mouse cursor just to the left to reveal an anchor. Click and drag the row between the tables.

You can insert a file into the column cell or a link to a different OneNote page for more details on the task.

There’s a ready-made OneNote Kanban template by Auscomp that implements all the best practices from Kanban. The board has multiple columns: Backlog, Next, In Progress, and Focus, and you can even customize them.

Organize your tasks and to-do’s visually, then just drag-and-drop tasks to other columns.

kanban template for OneNote by Auscomp

There are 20+ style cards to show title, description, due date, and more. You can highlight tasks using the extra symbols and images. You can download this template for only $18.95. Also, take a look at these sites to download OneNote templates.

4. Add More Context to Your To-Do List

A context is a specific set of conditions characterizing the situation in which you complete a task. When you add a context, it helps you adjust your efforts’ resources and direction in a better way, minimize inefficiency, and potential errors. OneNote allows you to add context in several ways:

Turning To-Do Lists Into Pages

OneNote can turn a list of items into individual pages. Simply create a task list, right-click and select Link to pages from the context menu. The list items get converted to an internal link, and each task corresponds to a separate page in a section.

link to pages OneNote2021

Now, on each page, add your notes, links, tags, images, and more. The linked pages are enough to provide a thorough context in terms of your task and its importance.

Integrate Tasks Between Microsoft To-Do and OneNote

Although they’re both Microsoft products, the integration between To-Do and OneNote has not been on the roadmap. But have you ever thought, what would be your workflow if any task you create in OneNote sync with To-Do and vice-versa?

It is possible through pleexy app, and we have a complete guide for you on how to setup pleexy to cross-sync tasks between OneNote and To-Do.

give your connection a name in pleexy dashboard

Integration With Outlook for Project Management

Both Outlook tasks and the OneNote to-do list falls short in certain aspects. Outlook tasks lack the context and task management features in OneNote. However, you can use OneNote and Outlook together for projects that require comprehensive planning and vision.

select a location of your task in OneNote

You can add an Outlook task to OneNote, save an email message to OneNote, use OneNote for Outlook meetings, and more. To find out more, read how you can turn Outlook into a project management tool with OneNote.

Add a Reminder to a To-Do Tag

OneNote lacks native reminder capabilities. With the OneMore add-in for OneNote, it can emulate reminder-related features for people who do not use or have Outlook. Add a tag to the task, and position your cursor on the paragraph of interest. Then, choose Reminder > Add or Update Reminder.

From the dialog box that appears, add a subject, due date, status, priority, and click OK. As the due date approaches, OneMore will show a popup toast notification in the Windows notification area.

add reminder to OneNote

The notifications are only sent while OneNote is running.

5. Dock OneNote for Better To-Do List Management

In OneNote, the default view is great for taking notes, adding images, tables, or more. If you’re creating a to-do list, this view doesn’t utilize the screen space effectively, and you can lose your focus.

You can dock the OneNote window so that it sits on top of all the other apps. Click on the View tab and choose Dock to Desktop.

dock to desktop view OneNote2021

When you’re working on a task in another app, you can quickly glance back and forth between the two open windows, copy-and-paste links to your tasks, and more.

docked OneNote window

Alternatively, you could use a custom desktop shortcut to start OneNote in docked mode directly. Just add “/docked” to “ONENOTE.EXE.” The path will look like this:

        C:\Program Files\Microsoft Office\root\Office16\ONENOTE.EXE" /docked
    

Depending on the drive and folder wherein Microsoft Office 2016 is installed, you may have to change the path. “Office 2016” becomes “Office15” if you’re using Office 2013. As of now, OneNote for Windows 10 does not have this feature.

dock to desktop OneNote2021

6. Create a Master To-Do List in OneNote

Once you’ve tagged many items in your OneNote pages, you’ll want to use the Find Tags feature to get an overview of your to-do list. Click the Home tab, then select Find Tags.

The newly-created Tag Summary page contains all tags listed on the Tags Summary task pane.

filter your to do summary OneNote2021

If you wish to know which tasks are remaining, check Show only unchecked items. For specific sections, notebooks, or all notebooks, click the Search dropdown arrow and choose where you want to search for tags.

7. Try the Eisenhower Matrix

The Eisenhower Matrix is pretty easy to understand, and it can help you eliminate tasks that are either needless or low-priority. You'll use four squares:

  • Do: For urgent tasks
  • Decide: For tasks that aren't as time-sensitive
  • Delegate: Give the task to someone else
  • Delete: Needless tasks that provide little or no value—also known as "Limit" in some Eisenhower Matrixes.

The easiest way to incorporate the Eisenhower Matrix in OneNote is by creating a simple table:

  1. Click on the Insert tab.
  2. Select Table.
  3. Pick a 2x2 table from the squares.
    Selecting a 2x2 table in Microsoft OneNote
  4. Click on the table when you're ready to insert it into your note. Then, start typing your tasks in each box. Don't worry if the table looks small at first; it'll expand as you type more into the boxes!

Discover More OneNote Tricks

We often get carried away with productivity systems and the promising features of some to-do list apps. Your task management can become an excessive activity and an excuse for procrastination if you aren't careful, and it's worth keeping things simple. OneNote is a powerful tool; you can mold it in any way you want.

Although OneNote lacks task management features, the tips discussed in this article will help you make your own productivity system. If you want to know more, read our article on creating a personal wiki in OneNote.