What You Need to Know About Microsoft Planner

Microsoft Planner helps teams to monitor their projects in a visually compelling way. What’s good about this tool is that users can easily exchange conversations on each task, share files, has calendar and notebook features, can associate documents with specific tasks, and more. Basically, Planner is a great tool for project management.

To be able to experience Microsoft Planner, you must log on to Microsoft Office 365. Once you’re in, go to app launcher located at the upper left side of the Office 365 account. You can see a lot of apps there, including Planner.

Create Plans, Tasks, and More

If you want to create a new plan, just click New Plan and fill in the details for plan name, plan email address, and description. Don’t forget to choose whether to make the plan public or not. Once you’re done, click Create Plan. You can create as many plans as you like.

You can also create buckets or tasks for communications, champions, and governance. You can also create tasks where you can select the start date, due date, and description. This feature also allows you to include attachments or links and checklists or sub tasks. Plus, you can comment on whatever task you wish to engage in.

When you go you My Tasks, you’ll be prompted with tasks that are categorized under not started, in progress, and completed status.

You can also modify tasks by clicking on the box beside each task. Then, you can easily drag and drop them under which category you want them to be listed. This way, you can keep track on which tasks are still in progress, completed, or not started at all.

Microsoft Planner also has a hub where you can see status of all plans that you are part of. The yellow line means that the tasks have not started yet, while the red ones are the tasks that are overdue. Blue line means the tasks are currently worked on, while green means the tasks are already done.

If you have too many tasks, and you want to focus on tasks, you can mark them as favorites.

Another excellent feature of Microsoft Planner is its ability to display charts where you can see status of the plans as well as status of the tasks that team members are working on a certain plan.

Microsoft Planner is integrated with Microsoft Office 365 products like the OneNote. The Notebook feature in Planner allows everyone working under a plan to write notes and update them in real time.

Microsoft Planner also allows exchange of conversations and likes among team members. If you click on Conversations, you can like comments from other members or respond to a comment on a conversation.

Another feature of Microsoft Planner is the calendar. Note that you can also choose to see your Planner calendar in your Outlook. Planner can pull all the tasks that have start or due dates into the calendar feature. Simple click on Schedule at the top of your plan.

If you think the due date of a task is unrealistic, you can grab the right end of any task and stretch it over to your desired due date. If a task has no start and due dates, they are just listed on the right part of the calendar under the unscheduled tasks list. You might as well want to drag them onto the calendar and add due dates before it’s too late.

On the right side of your Planner environment, there’s a Group by drop-down where you can choose to view tasks under Bucket, Assigned To, Progress, and Category. Sorting tasks in this feature is easy. Just drag the task to your desired category. Also, when you drag a task back to the unscheduled tasks list, the start and due dates will be removed.


Microsoft Planner makes sure that you are well notified with all the tasks that are assigned to you and when they’re due. If you want to get email notification, simply go to Settings near the top right of the screen and choose Notifications.

In the Notifications dialog box, choose either of the two options: Someone assigns a task to you or A task assigned to me is late, due today, or due in the next 7 days. Once you’ve chosen which one do you want to get notified with, click Save.

Get Microsoft Planner for Android, iOS

Microsoft Planner is also available in Apple Store and Google Play Store for free. Install the app and log in using your Microsoft Office 365 work or school subscription details. Take note that Planner app on iOS devices and Android does not support Office 365 personal accounts. Microsoft suggests employees who are not sure about their access to contact their local IT department.

If you plan to use or maybe using Microsoft Planner now, we suggest that you label your tasks properly to avoid confusion among team members. Don’t forget to update your task if they’re in progress or completed so that other members of the team or your immediate boss can see your progress.

We hope we helped you maximize Microsoft Planner. Have you tried or are you already using Planner? What do you think about this tool? Let us know in the comment section below. Don’t forget to share this article on your social media accounts.

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