How to use Microsoft Planner (2023)

Welcome to our comprehensive tutorial on how to use Microsoft Planner in 2023! Whether you're a professional, student, or entrepreneur, Planner is your go-to tool for efficient task management and collaboration. In this detailed video, we'll guide you step-by-step through Planner's essential functionalities and show you how to make the most of this powerful planning tool. Let's dive in! 🚀💡

⭐️ What You'll Learn in This Tutorial ⭐️

1️⃣ Creating a Plan: Discover how to set up a new plan in Planner, customize it to fit your project or workflow, and invite team members to collaborate. 📅🗂️

2️⃣ Using Planner Templates: Save time and jumpstart your planning process with pre-designed templates in Planner. Learn how to select, customize, and utilize templates to boost your plan from the start. 📋✨

3️⃣ Creating and Managing Tasks: Master the art of creating tasks within Planner, assigning due dates, adding attachments, and tracking progress. Stay organized and ensure smooth task execution. ✅📎

4️⃣ Collaboration and Communication: Explore how Planner integrates with Microsoft Teams, enabling seamless communication and collaboration within your team. Learn how to leverage this powerful integration to streamline your workflow. 💻🤝

5️⃣ Tracking Progress and Reporting: Uncover the reporting capabilities in Planner. Learn how to track progress, generate insightful reports, and gain valuable insights into your team's performance. 📊📈

📖 FREE Microsoft eBook Offer 🎁
As a bonus, we're offering a FREE Microsoft eBook packed with valuable insights and tips for maximizing your productivity with Microsoft tools. Click the link below to get your free eBook now! 👇

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🌟 Have any questions or need additional guidance? Drop a comment below, and we'll be happy to assist you throughout your Planner journey. Let's conquer tasks like pros together! 🎯💼
00:00 Welcome
00:21 What is Microsoft Planner?
00:58 Microsoft Planner or Microsoft Project?
02:02 Accessing Microsoft Planner
02:55 Creating a new Plan
03:05 Using Planner Templates
03:35 Naming your Plan
04:00 Securing your Plan (Public vs Private)
04:41 Group Enabled Plans
05:17 Reviewing our Plan
05:29 What are Buckets in Planner
05:48 Creating a new Bucket in Planner
06:06 What are Tasks in Planner
07:09 Checklists in Tasks
07:43 Adding Attachments in Tasks
08:14 Adding Comments in Tasks
08:31 AI Suggested Attachments in Tasks
08:57 Assigning Tasks in Planner
09:29 Adding Tasks for Non-Members in a Plan
11:15 Creating a Task in Planner
12:09 Reviewing Charts and Dashboards in Planner
13:12 Using Grid View in Planner
13:57 Slicing and Dicing the Board View in Planner
14:30 SharePoint Files in Planner
14:51 Export a Plan into Excel
15:15 Set a Custom Design and Theme in Planner
15:52 Deleting a Microsoft Planner Plan
16:24 Review all Tasks Assigned to you in Planner
17:17 Using Planner in Microsoft Teams
18:15 Creating a new Plan in an existing Microsoft Team
21:09 Using the Planner App in Microsoft Teams
21:23 Closing Thoughts on Planner

[nnnvexp]

Hi Scott, great video!! Do you know if notifications work if one comments on a task do all of the members get the notification that a "comment" has been made? How can I set the system so that only owners get the notifications everytime a "comment" has been posted? Thank you!

[ninahedderich]

Hi Scott! Thank you so much for your video. It is of great help :) I am using MS planner but when I create a new plan, I still don't have the option of the templates... does this mean I need an update? How do I do that? Thanks!

[Coatsey]

Scot, real enjoy and appreciate your videos, thank you. What I'm frustrated about is the fundamental inability to review outstanding tasks or com-let Ed task for an individual across all Teams and Channels. As a business owner this is such a core requirement. Currently, as I understand it, I have to go into each Team and or Channel, even that the reporting and sorting is poor. Are we missing something?

[TheodorosKanellopoulos]

Is there a way to see the changes that user did on task? Something like a versioning.Let's for example see if end date has changed, from whom and when.Thanks in advance

[chamij]

Hi Scott, A task that I created can be deleted by another member in the team. How do we avoid that ? Pls advice me

[leiterservices]

Thank you for a look at the updated Planner. I have a plan set up as "Private"- but I now want to share it with an existing team. Is there a way to do that?

[amberjones]

Great video! I am trying to work out the best way to use all of the o365 apps to streamline our onboarding. Do you know if it's possible to enter a date for the first task, and get planner to populate the dates for the rest of the tasks e.g. Start date of employee - what tasks need to be done before and after that date. I need triggers to go to various teams so they know when the next stage is due. Had a look at some of the templates in power automate but doesn't seem to be something that can be done. I know we can copy the plan to each new starter, but it's the dates that need to be changed on each one. Any ideas?

[pt]

Hi can you import a list of tasks into TEAMS planner rather than manually inputting each one? Thanks

[SergeAyotte]

I was beginning to look at Planner for a project management, but when I click on "New Plan", there is none of the template that appears... My account is with an E3 plan... Have MS disabled them, or I am missing something?
Thanks for info.

[streetrunner]

Can one share a plan with people outside the organization?

[moktherhossain]

excellent one. hv u got anything on PowerBI pls?

[nicola]

Im still waiting to hear one- just one argument why anybody should use Planner instead of Trello.
Unfortunately im forced to use Planner - it feels like being send 10 years back in time.

[amyhawthorn]

Hey Scott!
Our team has just moved to Planner and we are struggling with communication on the platform. We have a big team with many projects running. We would like to be able to comment on the tasks and tag the relevant person to keep all the comms about the task in one place, but it seems the only option is that everyone on the task gets an email when someone comments. This is causing a information overload and so ultimately things get missed, is there no way to tag people or communicate directly on the task (within planner) without it just notifying everyone via email? I was hoping there is some option for that within the Teams integration but it doesn't look like there is?

Any advice is appreciated, thanks for the video! :)

[PaweW-tdwt]

Hi Do You know why I can not see any Recommended plans, I'm from Europe

[lillifer]

Hi Scott. Thank you for the video. I’m using planner to schedule my recurring monthly tasks. I’ve grouped the tasks into buckets according to type and set them as recurring with a deadline date. It’s a bit of a pain that once the task is complete the newly dated task gets mixed in with the tasks I’m still working on and I don’t think I can set the default view to this week’s tasks, so I have to keep filtering. I’m wondering whether to use Automate to create a new set of tasks each month. Have you any tips on this or do you have a video on how to do this? Thank you!