The fastest way to turn work into someone else's responsibility

To assign a task in Outlook, open the Tasks app, click New Task, type the subject line, then type the person's name in the Assign To field and click Assign. The method is the same whether you use Outlook on your desktop or on the web—the Assign To field is always visible in the task creation window. The person you assign it to will see it in their own Tasks list and receive a notification, but they can only accept or decline the task, not edit it.

Right-clicking an email and selecting Follow Up does not assign the task to someone else—it only flags the email for your own action. That is a common mistake. If the work you need to delegate is described in an email, you still have to create a separate task in the Tasks app and manually add the assignee's name.

Key Takeaways

  • To assign a task to a coworker, open the Tasks app in Outlook, create a new task, type their name in the Assign To field, and click Assign.
  • Right-clicking an email and selecting Follow Up does not assign the task to someone else—it only flags the email for your own action.
  • The person you assign a task to will see it in their Tasks list and receive a notification, but they can only accept or decline—they cannot edit the task details you set.
  • Tasks assigned through Outlook do not sync to Teams tasks by default, so check whether your workplace uses one system or both.
  • If Outlook does not recognize the person's name in the Assign To field, make sure you are using their full name or exact email address as it appears in your company directory.

Creating and assigning a new task in Outlook desktop

Open Outlook and click the Tasks icon in the left sidebar (it looks like a checkmark in a square). If you do not see it, click the three dots at the bottom of the sidebar and select Tasks from the menu. Click New Task at the top of the window.

Type the task title in the Subject field. In the Assign To field below it, type the name or email address of the person you want to own the task. As you type, Outlook will show matching names from your contacts—click the correct person to select them. Fill in the due date, priority level, and any notes you want to include. When you are done, click Assign at the top of the task window. Outlook will send the task to that person and add it to your own task list so you can track whether they have accepted it.

Assigning a task from an email in Outlook desktop

If the work you need to delegate is described in an email, you can reference that email when you create the task, but you cannot assign directly from the email itself. Right-click the email and select Follow Up, then click Add Reminder. This creates a task flagged for your own action—it does not assign it to anyone yet. You can use this as a reminder to create the actual assigned task.

To turn that into an assigned task, open the Tasks app, click New Task, and manually type the assignee's name in the Assign To field. You can copy the email subject line or relevant details into the task description to keep everything connected. This extra step is necessary because Outlook does not have a direct "assign from email" shortcut, but it takes only a few seconds once you are in the Tasks app.

Assigning a task in Outlook on the web

Log into Outlook on the web and click the Tasks icon in the left sidebar (it may appear as a checkmark or under an app menu). Click New Task or the plus sign to create a task. Type the subject and then look for the Assign To field on the right side of the screen—it usually appears below the due date and priority fields.

Click in the Assign To field and type the person's name or email address. Outlook will show matching contacts as you type. Select the correct person, fill in the remaining details, and click Save. The task will appear in their task list and they will receive a notification. The web version works the same way as the desktop version, just with the fields arranged slightly differently on the screen.

What happens after you assign a task

When you assign a task to someone, they receive a notification in Outlook (the exact appearance depends on their settings and device). The task appears in their Tasks list with your name as the creator. They can open it, read the details, and either accept or decline the assignment. If they accept, the task stays in their list. If they decline, it returns to your list and you will need to reassign it or handle it yourself.

You can check the status of an assigned task by opening your Tasks list and looking at the task you created. Outlook shows whether the person has accepted, declined, or not yet responded. You cannot edit a task after you have assigned it—if you need to change the due date or description, you have to delete it and create a new one, or ask the person to make the change on their end.

Why assigned tasks sometimes do not appear in Teams

If your workplace uses Microsoft Teams, you might expect assigned Outlook tasks to show up in Teams tasks automatically. They do not. Outlook tasks and Teams tasks are separate systems, even though both are made by Microsoft. A task you assign in Outlook will only appear in the recipient's Outlook task list, not in Teams.

If your team uses Teams for task management, create the task in Teams instead—click the Tasks app in Teams, create a new task, and assign it there. If your team uses Outlook, stick with Outlook tasks. Mixing the two systems creates confusion because people have to check both places to see what they owe. Ask your manager or IT department which system your workplace uses as the main task hub.

Common reasons an assigned task does not go through

If you type a name in the Assign To field and it does not match anyone in your contacts, Outlook will not let you send the task. Make sure you are using the person's full name or their exact email address as it appears in your company directory. If the name is spelled differently in your contacts than in your email, Outlook may not recognize it. Try typing their email address instead of their name—that usually works when the name is unclear.

If the person's mailbox is outside your organization or on a different email system, you may not be able to assign a task to them directly. In that case, create the task for yourself and send them the details in an email instead. Some organizations also restrict task assignment based on security settings—if you cannot assign a task to someone you work with regularly, contact your IT department to check whether there is a policy blocking it.

Frequently Asked Questions

Can I assign a task to multiple people at once?

No. Outlook's Assign To field accepts only one person per task. If you need multiple people to work on the same thing, create separate tasks for each person with the same subject line and due date, or create one task and assign it to the person most responsible, then email the others with the details.

What if someone declines a task I assigned to them?

The task returns to your task list and you will see a notification that they declined. You can then reassign it to someone else, modify it and send it again, or handle it yourself. There is no way to force someone to accept a task—declining it is always an option.

Can the person I assign a task to change the due date or description?

No. Once you assign a task, the recipient can only accept or decline it. They cannot edit the details. If they need changes, they have to ask you to delete the task and create a new one with the updated information.

Do assigned tasks show up in my calendar?

No. Tasks and calendar events are separate in Outlook. A task with a due date does not automatically block time on your calendar. If you want a task to appear as a calendar event, you have to create a calendar event separately or convert the task to an event manually.

What is the difference between assigning a task and sending someone an email about work?

An assigned task creates a formal record in Outlook that tracks whether the person accepted it and when it is due. An email is just a message. Tasks are better for clear, trackable work assignments; emails are better for discussion or sharing information. Many people use both—they assign a task and send an email explaining the context.