Group Tasks by Bucket

Quick reference

• 00:04 Another way that we can organize our task into a more logical format to
• 00:08 make them easier to find is to group them into buckets.
• 00:12 And I've mentioned buckets a couple of times throughout this course, but now,
• 00:16 we're going to take a look at those in more detail.
• 00:19 Now, when you're dealing with buckets,
• 00:22 the easiest way to view them is by switching straight across to Board view.
• 00:27 Now, remember Board view is where we can see these card representations of
• 00:32 each task, this looks very similar to Microsoft Planner.
• 00:35 Now, notice that currently all of my tasks in
• 00:39 my project plan are in a default bucket called Bucket 1.
• 00:43 And this was just a bucket that was automatically created by a Project for
• 00:47 the web when I started adding tasks into my project plan.
• 00:50 And of course, we don't have to keep this named Bucket 1,
• 00:54 we can rename it to something else, and we can also add our own buckets.
• 00:58 And buckets are really just a way of grouping our tasks together.
• 01:02 Now, you might want to group things by bucket, because currently,
• 01:06 if you have a lot of tasks, scrolling up and down, trying to find exactly the one
• 01:11 that you're looking for can be a bit of a pain, and it's also quite time consuming.
• 01:16 If we have less tasks organized across different buckets,
• 01:18 that's going to make it a lot easier for us to find them.
• 01:21 We can also then start using things like filters to search for
• 01:25 specific tasks by the bucket that they're located in.
• 01:28 So let's take a look at how we rename these, and also add additional buckets.
• 01:33 Now, if we take a look in Grid view, you can see here that I have four different
• 01:38 phases to this particular project, and we can see these phases in the summary task.
• 01:44 So maybe I want to create four buckets to represent Phase 1, Phase 2,
• 01:49 Phase 3, and Phase 4, and
• 01:51 then I can move the tasks related to that phase into their correct bucket.
• 01:56 So the first thing I'm going to do here is I'm going to rename Bucket 1.
• 01:59 So if we hover our mouse over Bucket 1, and
• 02:02 click the three dots, we get a Rename option.
• 02:05 So I can now simply backspace out and type in my new bucket name.
• 02:11 So I'm going to call this Phase 1.
• 02:13 Once again, we also have a Color picker here.
• 02:15 So if you want to start color coding, you can.
• 02:18 So I'm going to go for some bold colors this time, let's go for Cranberry for
• 02:22 this one.
• 02:23 I'm going to add another bucket, this one is Phase 2,
• 02:27 and let's change the color to this bright red.
• 02:32 I'm going to add another bucket, Phase 3, let's change this one to orange.
• 02:39 And then a final Bucket 4, Phase 4, and
• 02:43 we'll make this one this nice Teal color.
• 02:48 So now that I have my different buckets,
• 02:51 I can start moving tasks into the correct bucket to organize them.
• 02:55 And there's a couple of different ways that we can move our tasks into buckets,
• 02:59 and if you're working in Board view, the easiest way is simply to drag and drop.
• 03:04 So let me just remind myself, let's jump back to Grid view > PHASE 2: PREPARATION,
• 03:09 so everything underneath Clearing.
• 03:11 So Clean-up Area to Inspection needs to belong in Phase 2.
• 03:15 So let's go back to Board view,
• 03:17 and I'm going to go all the way down to the bottom here.
• 03:21 And this is the first one that needs to go into the Phase 2 bucket, so
• 03:25 I can simply drag it and drop it underneath.
• 03:28 Nice and simple.
• 03:30 I'm going to grab this one, drag it across this one, and drag it across.
• 03:35 If I go back to Grid view, I can see that Phase 3 is the biggest phase,
• 03:39 it contains the majority of my tasks.
• 03:42 So we going to move everything from Research Kitchen Filters
• 03:47 all the way down to Tile the Walls and Floor.
• 03:50 So let's go back to Board view, and I'm going to start dragging these across.
• 03:55 And you can see just how simple this is.
• 03:59 Now, the other way that we can assign task to buckets is from Grid view
• 04:04 in the Bucket column.
• 04:06 Now, sometimes this is a little bit easier because it enables you to
• 04:10 see the actual task, the task ID as you are assigning these.
• 04:14 So you can see here everything in Phase 1 has now been updated in
• 04:18 the Bucket column to show Phase 1.
• 04:21 You can see we have Phase 2, and over here,
• 04:24 I started to move these items to Phase 3.
• 04:28 So I need to click the drop down here, choose Phase 3 for
• 04:32 the rest of these, and I can carry on working through my plan in that way.
• 04:36 Now, unfortunately, when you're doing these, you can't select multiple tasks and
• 04:40 change them all in one go, you do have to do them individually.
• 04:43 So hopefully, that's something that Microsoft is going to change in the future
• 04:48 because this is a little bit slow, I'm not going to lie.
• 04:51 So I'm pretty much down to the bottom of Phase 3 now, and
• 04:54 I just need to add these last few tasks into the Phase 4 bucket.
• 04:59 Now, another way that we can do this is to actually open up the task.
• 05:01 So if I click on the i, we have a Bucket field in here, so
• 05:06 I can choose to assign through here as well.
• 05:09 So we have a few different methods that we can use.
• 05:11 So once we have all of our tasks assigned to different buckets,
• 05:15 let's jump back to Board view, and take a look at that.
• 05:18 You can see everything is now nicely organized into different phases, and
• 05:22 it just makes it a lot easier for me to see those individual tasks.
• 05:26 It's so much more organized.
• 05:28 Now, another advantage of doing this is that we can then utilize filters.
• 05:33 So if I go back to Grid view, for example, up in the top right-hand corner,
• 05:38 I can click Filters.
• 05:39 And then if I'm just interested in seeing all the task that are part of Phase 2,
• 05:44 I can go down and expand the Bucket section,
• 05:47 and I can then choose the phase that I'm interested in.
• 05:51 So let's a Phase 2, is going to filter that list,
• 05:54 and now I can only see the task that are part of that particular bucket.
• 05:59 Click Clear All to put everything back again.
• 06:03 So that's how you can create buckets and
• 06:05 use them to organize your tasks logically in your project plan.

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