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How to use microsoft planner in teams

How to use microsoft planner in teams

Microsoft Office 365 is comprised of many tools that can help streamline your daily workflow, while getting your job done more quickly and effectively. An Office 365 project management tool that’s been recently updated is Microsoft Planner.

Similar to Trello, Planner enables your company’s teams or groups to create multiple task lists associated with different projects or daily to-do checklists. Microsoft Planner helps remove chaos from team collaboration environment.

Review of Microsoft Planner for Project Management

Users can assign tasks, share files, and collaborate through chat to execute a project or plan.

Each plan has its own “board” where the user can organize tasks into different buckets, enabling the user to filter on Due Date, Categories, or by Assigned User. The HingePoint Team recreated our daily task lists using this tool and it seems to work like a charm!

How to use microsoft planner in teams

“Built for Office 365, Planner lets you attach files to tasks, work together on those files, and even have conversations around tasks without switching between apps. With Planner, all your team’s discussions and deliverables stay with the plan and don’t get locked away across disparate applications.” Learn more about Microsoft Planner from Microsoft here.

Microsoft Planner has many of the same filtering capabilities as SharePoint lists, so it is a niche replacement for tools that previously had to be built from scratch or customized from other list templates.

How to use microsoft planner in teams

The best part about Microsoft Planner is that it syncs directly with the associated Office 365 group. This allows you to embed your team’s plans into your SharePoint Team Site and add value and understanding to what your specified team is working on.

How to use microsoft planner in teams

Integration with Planner + SharePoint + Teams is one of the most powerful productivity boosters opportunities for O365 users. See how our strategic integration and onboarding of these MS apps can help you you can better your workflow. Learn More

Microsoft Planner provides an out-of-the-box functionality for creating charts for your team’s various assigned tasks. It keeps everyone informed about which tasks are in progress, not started, late, or complete.

Because we customize Microsoft Office 365 for businesses, we’ve even recreated a Microsoft Project plan in Planner to potentially use it as a way to communicate project plans across our organization, without assigning Microsoft Project licenses to all relevant parties. The prototypes track most of the same information that our project managers track throughout a project’s life-cycle and could prove to be a solution for Project Managers across all industries.

Microsoft Planner Details & Updates

Some of the new releases associated with Microsoft Planner include new “Group” and “Filter” options (mentioned above) and integration into the new Office 365 group card that gives you easy access to all the components of a group, such as conversations, calendar, notebook, files, planner, and other collaborative tools.

Microsoft is also currently rolling out a new feature that allows a user’s Outlook calendar to sync with Microsoft Planner.

Microsoft Planner is currently developing several new updates including:

  • Microsoft Planner Guest User Access (Estimated Release Q3 CY 2018)
  • New Planner SharePoint Web Part enabling users to bring their project tasks directly into a SharePoint page or news article. (Estimated Release February CY 2018. Have we mentioned that we’re an experienced SharePoint developer and consultant?)
  • Microsoft Teams and Microsoft Planner integration allowing users to view all of their assigned tasks across plans from Microsoft Teams. (Estimated Release February CY 2018)
  • Ability display and share views of Planner tasks on a timeline (Estimated Release CY2018)

Planner comes standard with each the following Office 365 Plans:

  • Office 365 Business Essentials
  • Office 365 Business Premium
  • Office 365 Enterprise E1
  • Office 365 Enterprise E3
  • Office 365 Enterprise E5
  • Office 365 Education
  • Office 365 Education E5

Overall, Microsoft Planner is a tool that HingePoint believes could be an excellent solution to many of the operational procedures that any company goes through on a day-to-day basis. Of course, since this is an Office 365 product, users can also access and update their plans on any mobile device with the Microsoft Planner App.

Integrating Microsoft Planner

If you’re interested in learning more about integrating Microsoft Planner or other Office 365 tools into your organization, we’d love to hear what you’re looking to accomplish! Feel free to start a live chat with our solution consultant on this page, email us, or call us at (214) 301-0000 to get started today.

About HingePoint

HingePoint offers cloud and mobile applications for construction and real estate that are easy to adopt and employees love. Specializing in the systems that run the construction and real estate business including SharePoint, Salesforce, Procore, MS Dynamics, and Autodesk. Scale and grow profitably with Financial and Project Management Dashboards, document management, and workflow automation for field to office collaboration.

How to use microsoft planner in teams

How to use Planner with Microsoft Teams to manage your tasks

In this article I’ll introduce you to Microsoft Planner and show you how this Microsoft 365 app equivalent to Asana, Trello and other work management apps can help you to create, manage and keep track of your tasks, without having to sign-up and pay for yet another application.

Better yet, because Planner seamlessly integrates with Microsoft 365 apps – including Microsoft Teams, and it’s included in your Microsoft 365 (formally Office 365) business standard plan, it won’t cost you any extra to take the chaos out of remote teamwork and get more done.

What is Microsoft Planner

The fancy terminology for Planner, is a ‘work management application’. But we know it as a simple visual app that makes it easy for you to organise teamwork and manage tasks.

Microsoft Planner helps you to create plans, assign tasks and get at-a-glance reports, so you have 100% visibility on your teams progress. Oh, and because it integrates seamlessly with Microsoft Teams, you can collaborate and communicate easily, even if you’re all working remotely.

Why use Microsoft Planner?

There a bunch of reasons to use Microsoft Planner to organise and plan your tasks. Here’s five, that will have you reaching for the launch planner now button.

#1 Organise the chaos. Fast.

In just a few clicks you can create a visual planning board, build a team and assign tasks.

#2 Get 100% visibility

Every plan you create has its own board. This is where you can drag and drop your tasks into buckets (aka columns), update tasks, and filter your board by task status or task owners, so you always know who is working on what.

#3 Never miss a beat

Planner works across all your devices. And with at-a-glance charts at your fingertips, you will know where things stand and if your team is making enough progress towards your goal.

#4 Work together effortlessly

Planner integrates seamlessly into Microsoft Teams, which means you don’t have to switch applications to use it. You can manage your plans, update tasks and view progress right within Microsoft Teams. Oh, and all of your team’s tasks, notifications and key discussions stay in Microsoft Teams and don’t get lost in emails, static documents or sticky notes. Glorious!

#5 No added cost!

Using a third party-app to manage your tasks, means more applications to switch between, more updates and plugin management, more time, more subscriptions and undoubtedly more money. Microsoft Planner is available to most users with a Microsoft 365 (formally Office 365) business subscription (note: it’s not included in Microsoft 365 home/personal subscriptions), which means you can manage your tasks, without having to spend more time and money on a third party application.

Teams and Planner – Try it for yourself

Using Planner in Microsoft Teams is as simple as adding a new tab to a team channel. I’ve included a handful of step by step instructions on how to do so below, and if you’d prefer to see it in action, just watch this video from Microsoft:

How to add Planner to Microsoft Teams

  1. Open Teams and navigate to the teams channel that you would like to add Planner to
  2. Click the + add a tab button and select Planner from the list
  3. Select the option to create a new plan and give the tab a name

How to use microsoft planner in teams

Add a task, set the due date and assign the task to a user

How to use microsoft planner in teams

(Optional) Click into the task you created to view more details, add a description, give it a priority, attach documents or create a checklist (aka sub-tasks within the task).

How to use microsoft planner in teams

  • Click on Add New Bucket to add a bucket (aka column)
  • Drag and drop your tasks between buckets to manage your tasks

    How to use microsoft planner in teams

    Click Charts to get an instant overview of all of your tasks

    How to use microsoft planner in teams

    Microsoft Teams Training Resources

    If you’d like more information on how to use Microsoft Teams, be sure to take a look at our comprehensive Microsoft Teams for Beginners: 101 guide.

    Planner is a Microsoft 365 service that lets you generate boards containing all your team’s tasks and assignments.

    To add a Planner tab in Teams, just click Add a tab next to your tabs at the top of a channel or chat. Select Planner, then do one of the following:

    Click Create a new plan and type a name for the new Planner board.

    Click Use an existing plan and select an existing Planner board from the menu.

    Once you’ve created your Planner tab, you can assign different tasks to other people in your team and add links to individual tasks. To start a conversation about your Planner board where you can @mention teammates, just click Show tab conversation in the top right corner of your tab. That chat also appears as its own thread in the channel containing your Planner tab.

    You might notice that some Planner features are missing from your Planner tab. For now, click Go to website in the top right corner of the tab to open your current board in the Planner web app, where you’ll have access to all the features.

    In addition to using Planner in a tab, you can also configure Planner notifications for a channel, set up boards for personal use, and more. Learn about additional capabilities in Use Planner in Microsoft Teams.

    I am not able to work with the Planner bot in MS Teams.

    The Planner app is already added in my MS Teams but I don’t see it as an option to tag it in any team while typing @.

    Neither is it sending/receiving my text messages/commands. Even when I try to converse with the bot, I do not see the typing bar.

    I also tried to use MS Teams mobile application, but same issue there as well. When I try to converse with the bot, it shows me a message “Your messages can’t be sent right now”

    Is there something wrong with the bot or am I missing something?

    [PII is masked by MSFT Support]

    Replies (5) 

    Thank you for posting your question in this community. Based on your description and screenshot, you cannot use Planner app in Microsoft Teams and you also cannot call out the Planner bot by @ in Teams.

    From the first screenshot you shared, it looks like your Planner is not set up as the message indicate that you need to agree the Terms and Privacy statement. To ensure Planner is working correctly, I suggest you can go to Planner web application in Web browser with your work account and see whether you can access and use Planner correctly.

    In addition, to isolate the problem is related to the local environment, you can also use Microsoft Teams for the web application in web browser and see the outcome.

    More importantly, may I know whether the other colleagues in your organization have the same experience when they are using Planner App in Microsoft Teams?

    In this course:

    Try it!

    If you’re using Microsoft Teams, organize your tasks by adding one or more Planner tabs to a team channel. You can then work on your plan from within Teams or in Planner for web, remove or delete your plan, and get notified in Teams when a task is assigned to you in Planner.

    In a channel, select +.

    Create a plan and then select Save.

    Select Create a new plan and enter a Tab Name, or

    Select Use an existing plan and select a plan from the Existing plans drop-down.

    Select Add new bucket and enter a name.

    Add and assign tasks.

    Select + to create a task and enter a name.

    Select Set due date and select a date.

    Select Assign and choose who to assign it to.

    Select Add Task.

    Add a Description and Checklist.

    Select the task, enter a Description, and select Show on card.

    Under Checklist, select Add an item, and type the item.

    Click anywhere outside the task to close it.

    Select the task and edit it.

    Select Group by Bucket, and then select an option from the drop-down.

    Select Progress to drag tasks from Not started to In progress, or from In progress to Completed.

    Using Microsoft Planner in SharePoint Online, and adding a tab in Microsoft Teams can really improve your productivity, awareness, as well as making quick decisions when needed, by tracking your project status.

    In this blog post, we are going to:

    • Create a new plan in SPO using Microsoft Planner,
    • Link the SPO site to Microsoft Teams,
    • Add the plan as a tab in Microsoft Teams

    Of course, this is one way to do things.
    We could, instead, create a Team in Microsoft Teams which will automatically create a SharePoint site, etc… But, you may have situations where a SharePoint site is not yet linked to Teams! 😉

    Create a Plan in your SharePoint Online site

    I have a brand new (modern) site already created, and I’ve added a few members to it.
    From the Home page, click on New >> Plan to create a new one.

    How to use microsoft planner in teams

    When the blade opens on the right side:

    • Choose to create a new plan or use an exisiting one
    • If new one (like our scenario), give it a name
    • Choose if you wish to have it on the quick launchfor easy access
    • Click on Create

    How to use microsoft planner in teams

    Create a new plan

    Manage Tasks

    Once you’ve created your Plan, you can start creating & assigning tasks to members.
    Little videos below to help you manage tasks.

    Creating & assigning a task

    Renaming a bucket

    A project management tool, Microsoft Planner is similar to free or paid services like Trello or Asana. Built right into Office 365, Planner can help you reduce the chaos at work and improve your workflow. Here’s how.

    • Create categories for different tasks in Planner with “buckets”
    • Track tasks in Planner by setting progress, dates, adding details on cards, and more
    • Use filters or group by feature to help you pick out tasks that matter
    • Try out charts to get an analytical look at your progress

    Applies to All Windows 10 Versions

    If your workplace or business is subscribed to Microsoft Office 365, there are many great tools that you can leverage to improve your efficiency. We’ve already touched on some of these, including Teams, Outlook, OneDrive, as well as OneNote. Now, however, it’s time to turn our attention towards Microsoft Planner.

    A project management tool, Planner is similar to free or paid services Trello or Asana. It comes at no extra cost and is built right into Office 365, and can help your organization keep track of important tasks and improve workflows. Here’s more on how we use it at OnMSFT, and a guide for how you can also use it in your own workplace.

    Create categories for different tasks with “buckets”

    At the heart of the Planner experience are some things known as the “plan,” “buckets” and “boards.” First off, a board is what is home to your plan, or list of tasks. Once you create a plan under Planner with the (+) button on the sidebar, you’ll have a new board. You can then create different “buckets,” within the board for organizing various types of tasks.

    You can do this by pressing on the “Add new bucket” link at the top of the board. Here at OnMSFT, we use Planner for tracking our news coverage. We also have different boards for our other types of coverage, including Office 365, and How-Tos. Typically, we also have buckets for Story Ideas, News Stories, DIBS, as well as a special bucket for editors to mark off completed stories.

    Once you’ve added a bucket, there’s a separate (+) button underneath the name of the bucket. This will allow you to create a new task card and set a due date, or assign it to a team member. We have more on that below.

    How to use microsoft planner in teams

    A look at a sample board in Microsoft Planner

    Track tasks by setting progress, dates, adding details on cards, and more

    There are many ways you can leverage task cards in Planner to your productivity advantage. You can use the drop-down menu to move it to various buckets, change its progress, and set the start date and due date. You also can type a description to let your colleagues know what you’re working. on. For simplicity’s sake, there’s even a checklist, which can help track the progress of whatever has been assigned.

    Even better, there’s also an “Add attachment” button which you can use to insert files or links that will be visible on the card itself. We often use this feature here at OnMSFT to share links to sources for any articles we’re writing about.

    In addition, there are different colored “labels” which run along the side of each task cards. A total of six are available, and you can customize the name for each one. This will make stick a color label to the side of the card, and help make for a visual cue on what the card signifies. For us here at OnMSFT, we use “high priority” and “low priority” labels.

    How to use microsoft planner in teams

    A sample card in Microsoft Planner

    Use filters or group by feature to help you pick out what matters

    As you add more and more tasks and bucket lists to planner, it might become hard to track what’s going on. Luckily, there is a filter feature that can help. Available on the top right-hand side of the window, this will let you filter out assignments based on your name only — or the name of your coworker.

    As an alternative, you also can use the “Group by” feature to switch up the look of the bucket lists. This will allow you to group by the person the task is assigned to, by the progress, or by due dates and labels.

    How to use microsoft planner in teams

    The “Assigned To” option under Group by

    Try out charts to get an analytical look at your progress

    The planner can get messy at times, and (as a boss or manager) you might not always get to see what’s being worked on, and who is on what specific task. Luckily, Microsoft has a neat little feature built into Planner that can help.

    From the top menu bar, next to the name of the Plan, you’ll see an icon that looks like a graph. If you click this, it will switch you into a chart mode. You can see the total status of plans, and more details on what tasks have been started, in progress, late, or completed. You also can see the number of tasks per bucket, and the number of tasks per members. A list is also viewable on the side, with all available bucket items.

    A similar feature is also available for anyone in the team to visually see their tasks across all plans and buckets. Just click on the circle icon on the left sidebar to trigger an overview page. You’ll get a visual view of how many tasks you have left, and more.

    How to use microsoft planner in teams

    Charts in Planner

    How will you use Planner?

    As you can see, Planner is a very powerful tool. There’s more than one way you can use it to eliminate the chaos and better manage the tasks in your workplace environment. It’s built right into Office 365, and you can get everything you need to manage your team without having to worry about having to switch between different services or apps. Do you think you’ll use Planner in your company? Let us know in the comments below.

    How to use microsoft planner in teams

    What if a single app could give your workplace efficiency a major boost?

    It may sound too good to be true but Microsoft Planner offers all of the tools that you need to boost efficiency for both you and your staff.

    Wondering how to use Microsoft Planner to achieve this kind of productivity power? Keep reading to discover the secrets!

    In This Article

    What Is Microsoft Planner?

    Microsoft Planner is a tool within the Office 365 suite. It improves teamwork by organizing an Office 365 group or team’s tasks, files and conversations.

    Planner is easily accessed through a browser, within Microsoft Teams or through a mobile app for Android and iOS.

    How to use Microsoft Planner for Project Management?

    Microsoft Project is the ultimate in project management tools but it is also complex and expensive.

    If you are not ready to jump into full project management software, you may benefit dramatically from utilizing Microsoft Planner instead.

    Planner is simple, easy to use for new users and included in the licensing for Office 365 users.

    Many of the project management features required are included in Planner. Features such as progress tracking, task assignment and management and reminders are included.

    Keep reading to see how your team can quickly become more productive utilizing the Microsoft Planner productivity boosts!

    How to use Microsoft Planner in Microsoft Teams?

    As outlined above, Microsoft Planner can provide substantial productivity gains by making it easy for your team to find project plan information.

    These gains can be further increased by utilizing Planner within Microsoft Teams. You can do this easily from the Teams interface.

    Navigate to Your Microsoft Team

    How to use microsoft planner in teams

    Add a Microsoft Planner Tab

    At the top of the Team, click the “+” plus sign to add a tab. From the list of Tabs, select Planner.

    How to use microsoft planner in teams

    Name your Microsoft Planner Tab

    On the next screen, give your Planner tab a name. If you have already created a plan in another channel, you can also select to re-use it.

    How to use microsoft planner in teams

    Populate Your New Plan

    Once you name your plan, it will take a few seconds to generate. Once created, you can immediately begin adding and assigning tasks.

    How to use microsoft planner in teams

    How to Use Microsoft Planner Effectively?

    We’ve come up with 8 productivity boosts to help you use Microsoft planner more effectively.

    The key is to choose a project and get started. As you utilize the tool, you can expand to other features!

    Without further adieu, the boosts…

    Boost 1: Bucket Your List

    Boost 2: The Calendar Is Your Best Friend

    Boost 3: Measure Task Progress

    Boost 4: Different Ways to Categorize

    Boost 5: Using “Group By” the Right Way

    Boost 6: Make It Visual With Charts

    If we’re being honest, many of our eyes glaze over when it comes to analytics and super-detailed information. That’s why it’s important to make everything visual whenever possible.

    Microsoft Planner allows you to convert many sets of data into charts. Such charts are visually appealing and make it very easy to monitor project progress.

    Both supervisors and employees can use the Planner to see charts and graphs about bucket progress, completed projects, and more. The same information is presented on the side of the screen for those who would prefer scanning through lists.

    Making project progress visible to all team members is a great way to help the entire team understand the big picture.

    Boost 7: Microsoft Planner Integration With Office 365

    Sometimes, employees are resistant to learning a new app. One of the best ways to overcome this hurdle is to integrate something new with the technology they are already familiar with.

    With Microsoft Planner, you can actually integrate with Office 365. This allows you to use 365 to give project access to everyone within a certain group.

    Furthermore, you can take advantage of Office 365’s own calendar and remind features. This helps keep your employees focused and on track every time they open up their e-mail.

    At the end of the day, this integration helps convert wary employees to Microsoft Planner while boosting overall efficiency.

    Boost 8: Connect To The Cloud

    How to Use Microsoft Planner: Efficiency Now

    Now you know more about how to use Microsoft Planner. But do you know who can improve the efficiency of your entire organization?

    We specialize in Sharepoint, Office 365, Cloud services, and more. To see how our consulting services can transform your business, contact us today!

    We’ve created a new Microsoft Teams with various emails (not the same domain) as we’re a small church and don’t have 365 organisation status.

    When it comes to adding on an app into the tabs, I search for planner and I can’t find it as an add on, is there a reason for this? The email I am using on teams is associated with a 365 office purchase, so I have access to microsoft programmes.

    About the issue that you cannot find and add Planner as a tab in teams, may I confirm if this issue happens to all team you created?

    If so, to narrow down this issue, please kind try below steps:

    1. Login to with your account.

    2. Click your profile picture in the upper right corner, select My account > Subscriptions, check if your account has Microsoft Planner license.

    In the meanwhile, please also let other team owner check if they can find and add the Planner APP in the Teams web app. For your reference: Add and use a Planner tab in Teams

    Moreover, to understand your situation better and provide further suggestions, please kindly share below information with us:

    1. Do you creata teams from existing Office 365 groups by saying “We’ve created a new Microsoft Teams with various emails (not the same domain)”? Please share more detailed steps about how you create your teams with us.

    2. Please send us a screenshoot of your licenses for analysis.

    3. Please send us a screenshoot when you trying to find and add the Planner APP in Teams.

    * Beware of scammers posting fake support numbers here.

    * Kindly Mark and Vote this reply if it helps please, as it will be beneficial to more Community members reading here.