Share Microsoft To-Do List Outside Organization like a Pro: 100% Working!

You cannot send a To-Do list simply by clicking the share button, as other blogs claim. Because Microsoft has restricted external sharing. But why? You may ask! The answer is simple: to prevent corporate data leaks.

Anyone who tries to share a To-Do list externally, it will always trigger the “the list can’t be shared with people outside your organization” error. Including sharing a list between a personal account and a work account.

However, it doesn’t mean that you can’t share To-do lists outside your organization. By adjusting the cross-tenant access settings in Microsoft Entra ID, you can share the To-Do list with other organization members!

So, without any further delays, let’s see how to share a Microsoft To-Do List outside the organization.

“This List Can’t Be Shared with People Outside Your Organization” Error Fixed!

“This list can’t be shared with people outside your organization” happens when you try to share a To Do list outside your organization. This is a default Microsoft 365 policy. It is used to protect the company’s data.

Additionally, sharing the Microsoft To-Do list between personal accounts and enterprise accounts can also lead you to the same error. Because Microsoft To Do uses Exchange Online for storing data. And, personal and enterprise accounts function on different servers. Therefore, it is not allowed to share a To-Do list from a personal account to a business account.

Check out the table cited below to understand the account compatibility in detail:

However, you can bypass this error by configuring the Cross-Tenant Access Settings in Microsoft Entra ID.

Steps to Adjust Configuring Cross-Tenant ( For Admins Only)

• Sign in to Microsoft Entra admin center (entra.microsoft.com).
• Go to External Identities >> select Cross-tenant access settings.
• Right-click Add Organization (under the Organizational settings tab).
• Type the domain of the external company >> add the organization.
• Hit Inbound access link >> change settings to Allow access (under B2B collaboration tab).
• Lastly, repeat the same step for Outbound access. It will allow two-way sharing.

Note for IT Admins: Configuring Entra ID settings from both ends (you and the external organization) is mandatory. Only then will it allow inbound/outbound access with your domain.

How to Share a Microsoft To-Do List Outside Your Organisation: The Cross-Tenant Configuration Method!

Sharing a Microsoft To-Do list outside the organization requires cross-tenant sharing. Once it is enabled, you can create & share the invitation link to the external organization via email or messaging services to access the To-Do list.

So, here are the steps to use the Cross-Tenant Configuration Method and share a Microsoft 365 To-Do List outside the organization:

• Open Microsoft To Do (Desktop app, web, or mobile).
• Make a new list or choose an existing custom list.

Note: Smart lists like My Day or Planned cannot be shared in Office 365.

• In the top-right corner of the List view, right-click the Share icon (person with a plus sign).
• Hit the Create Invitation link >> click Copy link >> Send it to your external organization via email or messaging app.

When the external collaborator/recipient opens the link, they will be invited to join the list. Once they join the list, they have access to add, edit, and check off tasks in real time.

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Migrate Microsoft To-Do Lists and Exact Cross-Tenant Permissions

Step 1: Hit the download button given below >> open the migration tool.

Download Now Purchase Now

Step 2: Choose the “Microsoft 365 Option” in the “Source” and “Target”.

Step 3: Move down & check the Workloads (Email, Contacts, Calendars) >> set a date filter >> right- click “Next” button.

Step 4: In the Source screen, type out Admin Email and APP ID >> press the ” Next” button to continue.

Step 5: In the Destination screen, provide the destination Admin’s Email and App ID.

Step 6: Next, provide the users in the Resources Screen. The three ways to add users are as follows;

• Fetch them directly
• Import from a pomade CSV
• Or, download the blank template >> upload it with your user list.

Step 7: Finally, check the arranged user list again >> set priority to a particular account via the Star option >> right-click the “Start Migration” button.

But My Organization Has Blocked External Sharing….

You might not know, but if your organization has blocked external sharing, you cannot use Microsoft To Do natively to share lists. It even counts sharing files between your personal and work accounts.

In such scenarios, you can choose one of the workarounds:

• Microsoft Planner,
• Microsoft Loop,
• Or create a dummy account to enable sharing outside the organization.

Use Microsoft Planner (Best for B2B Collaboration)
Microsoft Planner is an incredible project management and guest-sharing tool built into the Microsoft 365 ecosystem. Over 11,000 companies use 365 Planner as their primary project management and B2B collaboration tool.

So, if your job is to manage tasks, share files with external clients or vendors, choose Microsoft Planner. It offers more flexible guest-sharing capabilities than To Do.

If you’re an admin, you can easily invite external users as “Guests” to any Microsoft Teams or Planner board.

Once Guests or external users have joined, you can assign tasks, attach files, and leave comments.

But the best part of using Office 365 Planner is that any task assigned to you in Planner will sync automatically to your personal MS To Do app. You can easily access it under the “Assigned to me” smart list.

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Via Microsoft Loop (Best for Agile Task Lists)

Microsoft Loop can also be a useful tool for external sharing. It allows creating and sharing portable components (task lists) that can be shared easily across organisations – simplifying the outside organisation collaboration.

To use Microsoft Loop to share tasks with other organizations, follow the easy steps given below:

• Create a Task List Component in a Loop workspace or in a Teams chat.
• Next, send the Loop link to external users.
• Once they have accepted the invitation, they can interact with the Loop component (task lists).

Also, you can manage the shared tasks from your To Do app because Loop components are synced with Planner and To Do.

Apply the “Dummy Account” Method (Best for Personal-to-Work)

Creating a “Dummy Account” is an incredibly useful workaround to bridge the gap between a personal account and a work account. Simply, avoid the work account and create a free, secondary personal Microsoft account. And, send the primary personal To Do list with the newly created account.

Now, simply open an incognito window >> go to the Microsoft To Do web app >> log in with the new account. This easy & free method will ensure that you will not trigger the company’s IT security rules while accessing your personal tasks during the workday.

Also, it will not mix your private data with your enterprise account.

Author’s Final Words

Microsoft To-Do list is undeniably a great cloud-based task management application. It acts as an excellent assistant that organizes your daily tasks. But sometimes, there comes a situation when you need to share a Microsoft To-Do list outside your organization.

Though Microsoft doesn’t allow external sharing. But by configuring the cross-tenant access settings in Entra ID from your account and the target account, you can share lists.

So, every time you feel confused when sharing Microsoft To-Do lists outside the organization, bookmark this straightforward handbook for future reference.

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FAQs (Frequently Asked Questions)

Q.1 How to create a shared Microsoft to-do list?
Here’s how you can create a shared Microsoft to-do list:

• Open the To-Do app >> create or select a list >> hit the Share icon (top-right corner).
• Right-click Create Invitation link >> copy the link or click Invite via email.

Q.2 Can I share a Microsoft To Do list with others?
Absolutely, Yes! You can share a Microsoft To Do list with others by adjusting the cross-tenant access settings via Microsoft Extra ID. However, Microsoft 365 restricts external sharing to secure the company data.

Q.3 How to share a To-Do list in Microsoft Teams?

To share a To-Do list in Microsoft Teams, follow the given steps:

Via Teams Chat:

• Open Microsoft To Do (app or web) >> choose the list >> hit the Share button or the Share List Icon
• Create an invitation link >> Copy link >> Open Microsoft Teams >> go to chat or channel >> paste the link.

Via Tasks By Planner and To-Do in Channel:

• Open Microsoft Teams >> go to the desired channel >> click the + (plus) tab.
• Right-click Tasks by Planner and To Do/ Planner >> Create a new plan >> give a title to your to-do list >> hit Save.

Q.4 How to share Microsoft To-Do list with others on iPhone?
These are simple steps to share Microsoft To-Do list with others on iPhone:

• Go to the Microsoft To Do app >> select the desired list >> hit the Share button or the Share List Icon
• Tap Create an invitation link >> select Copy link l >> paste the link into any messaging app.

Q.5 Can I add people to the Microsoft To-Do list?
Yes, you can invite people to the Microsoft To-Do list. To do so,

• Open the Microsoft To Do app >> select the desired list >> right-click the Share button or the
• Share List Icon >> Create an invitation link >> select Copy link >> paste the link into any messaging app.