SharePoint Document Issues

How to Set Up a Private Task Management Solution in SharePoint

Maira Mehtab Sep 20, 2026 870 views

Question details

The user needs a private task-management system for an employee and manager with topic categories, filters, reminders, and restricted access.

Product: SharePoint and Microsoft Teams
Device & OS: not provided
Scenario: Setting up a secure and structured collaborative space exclusively for an employee and their manager.
Observed behavior: Requires a solution that allows controlled task tracking, collaboration, and file access without exposing the data to other employees in the organization.

Before you start

Ensure you have the necessary Microsoft 365 permissions to create new private SharePoint sites or Teams groups without violating your organization's IT governance policies.

Solution 1Recommended

Create a Private SharePoint Site with Lists and Libraries

This is the most secure and structured method for controlled collaboration and task management between two specific users.

By utilizing a dedicated private SharePoint site, you can leverage SharePoint Lists for task management while keeping all associated files securely locked down in the site's document library. This is highly preferred over using a personal Microsoft List because it centralizes file access and scales better for collaborative control.

Create a New SharePoint Site

Navigate to your SharePoint start page, click 'Create site', and select 'Team site'. Give it a private, easily identifiable name.

Restrict Site Access

During setup, add only the designated employee and the manager as site owners or members. Ensure the privacy settings are configured to 'Private - only members can access this site'.

Set Up a SharePoint List

Click 'New' > 'List' from the site homepage. Create custom columns for your tasks, such as 'Choice' columns for topic categories, 'Date and Time' columns for due dates, and 'Person' columns for task assignment.

Configure Reminders and Filters

Use the column headers to filter tasks by status or category. To set up reminders, click 'Automate' > 'Set a reminder' and select your Date column to trigger email notifications.

Best Practice: A shared SharePoint-based solution is strongly recommended over a personal Microsoft List when you require integrated file storage alongside task tracking.

Solution 2

Set Up a Private Microsoft Teams Channel

Use Microsoft Teams to combine chat-based collaboration with task lists and file sharing in a single interface.

Free Microsoft Office alternative

Looking for a Simpler Way to Collaborate? Try WPS Office

If managing complex SharePoint permissions and Microsoft Teams integrations feels overwhelming, WPS Office offers a lightweight, highly compatible, and free alternative. It provides seamless cloud file sharing, document co-editing, and intuitive folder permission controls for managers and employees without the steep learning curve.

1. Download and Install: Download WPS Office Free and create a secure WPS account.
2. Create a Private Cloud Folder: Navigate to WPS Cloud, create a new folder for the project, and invite the employee via email to restrict access.
3. Collaborate in Real-Time: Upload your tracking spreadsheets and documents to co-edit securely with your team member in real-time.

Free and lightweight Office suite with built-in cloud collaboration toolsEasily share secure folders and set precise access permissions for specific usersHighly compatible with Microsoft Office formats (.docx, .xlsx, .pptx)Familiar tabbed user interface requires no training for your employees

microsoft office alternative - wps office

Frequently Asked Questions

Can I just use a personal Microsoft List instead of creating a whole SharePoint site?

While a personal Microsoft List can be shared with a manager, a dedicated private SharePoint site is highly recommended. A SharePoint site provides a connected document library, ensuring that any files related to the tasks are also kept secure and centralized, which a standalone personal list cannot do efficiently.

If I invite someone to a Microsoft Team, what exactly do they get access to?

By default, anyone added as a member to a Microsoft Teams team will automatically gain access to its connected SharePoint site. This includes the default document library, the OneNote notebook, and any shared lists associated with that specific team.

How do I restrict a SharePoint site so no one else in the company can see it?

When creating the SharePoint Team site, ensure the privacy setting is set to 'Private - only members can access this site'. Afterward, verify in the Site Permissions settings that only the employee and the manager are listed in the Owners or Members groups, and remove any organizational default groups like 'Everyone except external users'.

How can I set up automated reminders for tasks in a SharePoint List?

In your SharePoint List, ensure you have a 'Date and Time' column for due dates. Click on 'Automate' in the top menu, hover over 'Set a reminder', and select your date column. This will launch a Power Automate panel where you can configure how many days in advance you want the email reminder to be sent.

Document & File Issues