How to Share Wunderlist Tasks with Others

Edited 1 week ago by ExtremeHow Editorial Team

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In the modern digital workspace, productivity tools play a key role in managing tasks and projects. A well-known tool in this area has been Wunderlist, which allowed users to easily create and manage to-do lists. A key feature of Wunderlist was the ability to share tasks with others, which promoted collaboration and efficient task delegation. Although Wunderlist is no longer available and Microsoft has transitioned to Microsoft To Do, understanding how to share tasks on Wunderlist provides information that applies in many other work-sharing and project management software tools.

Understanding the concept of task sharing

Sharing tasks in a digital task management application means that other users can view and manage certain tasks or lists you have created. This functionality is very important in a team environment, where coordination and transparency are required for success. Essentially, task sharing turns a personal to-do list application into a collaborative tool that can be used by multiple team members.

When tasks are shared, different users can view the task, add comments, make changes, and update everyone involved on the progress. This ensures that everyone is on the same page and tasks are completed efficiently and on time.

The importance of task sharing

Before we discuss the specifics of how tasks are shared in Wunderlist, let's understand why this capability is useful:

• Collaboration: Enhance teamwork by sharing tasks, so team members know what needs to be done, who is responsible, and what the deadlines are.
• Task delegation: Managers can assign specific tasks to team members, making it clear who is responsible for what.
• Transparency: Shared work keeps all stakeholders informed about progress, resulting in better reporting and fewer misunderstandings.
• Efficiency: Reduce the need for constant follow-ups or emails by ensuring everyone has access to a shared list.

How Wunderlist allows task sharing

Wunderlist has made task sharing incredibly intuitive and efficient. The steps below explain the process of sharing tasks with others on Wunderlist, and give a glimpse of how you can manage similar processes in other task management applications.

1. Make a list

To start sharing tasks, you'll first need a list. Each list in Wunderlist can contain multiple tasks related to a particular project or topic. To create a list:

1. Open Wunderlist and go to the sidebar on the left.
2. Click the "Add List" button.
3. Enter a name for the list and press "Enter" to create it.

This list becomes the basis for your shared work.

2. Add tasks to the list

After you've created your list, the next step is to fill it with tasks:

1. Select the list you want to add the task to.
2. In the main panel, you can see the “Add Task” option.
3. Click "Add Task," enter a name for the task, and press "Enter" to save it.

Repeat this process until you've added all the essential tasks to your list.

3. List sharing

When the list with tasks was ready, the next step was to share it. Sharing the list gives others access to all the tasks in it. Here's how you can share your list on Wunderlist:

1. Click the list you want to share, which will open it in the main panel.
2. Look for the "Share" icon that resembles a person with a plus sign at the top of the screen.
3. Click the "Share" icon to open sharing options.
4. Enter the email addresses of the people you want to share the list with.
5. Confirm the sharing request. The person(s) will receive an invitation to join the list.

Sharing a list will allow invited users to view and interact with the tasks in it, including adding comments and marking tasks as complete.

4. Managing permissions and roles

Once the list was shared, it was important to configure permissions or roles to limit what others could do with the shared list, although Wunderlist's feature was somewhat basic in this regard:

Wunderlist primarily had a simple structure, where anyone you shared a list with could view it, edit it, and complete tasks. This collaborative approach meant that all team members worked collectively on a list with the same permissions.

5. Notifications and updates

One of the key features in Wunderlist was to notify all list members about changes. Whenever someone made a change, such as adding a new task or completing an existing one, others on the list received notifications:

• Notifications can be configured in the app settings.
• This notification helped keep everyone updated without the need for constant manual communication.

Advanced tips for effective task sharing

While Wunderlist provided a solid foundation for task sharing, some additional strategies were needed to optimize the efficiency of the process:

1. Job classification

Properly organizing tasks in a list can significantly help in managing shared projects:

• Use sections: In longer lists, divide tasks into sections based on their type or priority.
• Due dates: Set deadlines to ensure timely completion.

2. Communication through comments

Instead of using external communication tools, use the comments section in Wunderlist to discuss specific tasks. This keeps the conversation relevant and reduces miscommunication.

3. Work assignments

Although Wunderlist didn’t provide a dedicated feature for assigning tasks to specific team members, you could still use the task title or comments to indicate who was responsible for what.

4. Regular review meetings

Holding regular meetings to review the progress of shared tasks ensures that everyone is on board and any roadblocks can be resolved quickly.

Changes to other devices

After the acquisition of Wunderlist by Microsoft, users moved to Microsoft To Do, which inherited many features from Wunderlist. The principles of task sharing remained the same:

• List relevant tasks.
• Share these lists with team members.
• Collaborate by updating, commenting, and completing tasks.

Despite the change, the core idea of sharing tasks through digital lists remains pervasive in modern productivity tools such as Trello, Asana, and Todoist. The methods may vary slightly, but the purpose remains constant: to leverage collaborative tools for efficient task management.

Conclusion

Task sharing is an essential component of contemporary work culture, enabling teams to work cohesively. Although Wunderlist is no longer in use, understanding how it facilitated task sharing provides valuable information applicable to similar tools. By effectively managing shared tasks, teams can increase productivity, transparency, and collaboration, ultimately leading to successful project outcomes.

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