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!
I just checked this and also the official notes from Microsoft would suggest that notifications are sent to the group when comments are made, and then when further comments on made on the same Task, they then send e-mails to the person who made the comment. The official notes are: "Group email notifications Email messages sent to all group members. Emails are sent from Microsoft Planner to the group mailbox. For those following a plan's group, these email notifications are not delivered to their inboxes. However, if a user posts a comment on a task, that user will receive email notifications in their inbox for each subsequent comment made on that task (even for comments made by other users)." With that in mind, there sadly seems no way to only state the Owners of the Plan receive those notifications.
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!
Annoyingly, the Template Option is currently only available via the Web Interface for Planner, but you can use that to create a new Plan or a Plan within an existing Group or Team. To do that, head to tasks.office.com and then click on 'New Plan', you should then see the dialog pop-up to select a Plan from a Template and you can then either create a brand new Plan (and Microsoft 365 Group with it's own security) or connect it to an existing Group (which include Teams). Hopefully we will see it appear through the Planner App in Teams in the future, but for the moment, just create it via the Web for now and then it will work normally in Teams using that Template 😀
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?
Thanks for your feedback and glad you like the content 😀 It's not an ideal solution, but to aggregate the tasks for all Plans, I would suggest using the Tasks for To Do and Planner App, inside of the Teams App. That does show all Tasks across the Plans and the Tasks you are allocated, and allows you to then click into each and update them, without needing to check every single Plan in every Team, which was once the case and really annoying. I hope that helps and provides a possible way to approach it.
@@your365coach apologies Scott, I meant managing staff rather than my own tasks. This is such a basic need and I'm surprised there is no way of doing this. 🤷♂️
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
Sadly that’s not something that is supported in Planner. As an alternative a Microsoft List used as a Task List does provide versioning on each Task. If you need to get started, I have couple of other tutorials on the channel with one comparing Planner against Lists and another on how to use Microsoft Lists, so both are a great way to get started. Hope that helps 😎
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?
Thanks for your question and feedback 😀 You are right in that it's quite difficult using the standard Planner capability, but you could copy from an existing Plan - but that will not help you with the pre-setting of dates sadly. However, we have another CZcams video on our channel showing how to automate the creation of tasks on a schedule. Using that capability, you could create a Power Automate workflow to create the Tasks, and you can set a date based on the number of days from today. So for example, on Day 1 you send out the Offer Pack, then on Day 7 you send out the IT Credentials - and those dates can be automatically set based on Today + 1 Day and Today + 7 Days and you can even define who they are allocated to based on their e-mail address. So, I would recommend checking out our other video as I do breakdown how to create a Power Automate Workflow for an existing Plan (you could create a new Plan for the new Starter) and then use the Task Creation to set the Start and Due Dates. If you do get stuck, we do also provide training and consultancy separately, so we can always help with that too - but hopefully the free videos we have, will give you what you need for now 😀
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?
Thanks for the question - also the answer is a bit tricky. The problem you have, is that behind each Planner, you will have a Microsoft 365 Group and that will come with it's own Security Model (Owners and Members), and then in the other Team you will have again a separate Owners and Members in that also - this prevents access between, unless you set that up in the background and even then, it's not a recommended way of working. A more simple option, is that you could create a new Plan inside of the Team, and then you can copy everything from your existing Plan and that can then include all the tasks inside the plan. You could then allocate those Tasks to the team in the normal way, and the older copy of the Plan, could simply be archived or deleted (don't delete it until you are happy it's copied correctly). Also, you cannot copy a Plan using the Teams App (the Tasks App), so access Planner on the Web (tasks.office.com), find your existing plan, click the three dot menu next to it, select Copy Plan, and in the drop-down you can select the existing Team (Group) you want to copy it into. Give the Plan a Title, select what you want copied over and then the new Plan will be copied into the Group, with the Tasks for re-allocation. Just remember this is a one-time copy, so tasks will not sync between your Plans. If you get stuck, then you can ask Microsoft Support for guidance, but hopefully that's an option for you to consider 😀
@@leiterservices I am glad that helped and you now have a shared plan again. Yes, there are other ways to make it work, but they are pretty complicated and can create later issues, so I always try to find the way that won't create any issues later on too 😀
Unfortunately there is no Import feature available in Planner, to import from things like Excel files. However, there's a couple of options - You can create a new Plan from an existing Plan and it will copy all the existing tasks into it, meaning you could have a template with a list of the tasks you need to work on. The other option is to use Power Automate to import Tasks from Excel or pre-create them, and we have another video on our channel for Scheduling Planner Tasks with Power Automate. That will give you the concepts to use in using Power Automate to automate the creation of Tasks 😀
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.
Sure, I have just checked on the Microsoft Roadmap and it was generally released in March of this year, but it does note specifically on the web. Therefore i'd recommend heading to tasks.office.com and then selecting attempting to create a new Plan and see if you then see those Templates appear 😀
I too do not see them and have Been searching as to why and have tried many ways to to determine if it was on my end, but have found no answers. I have a personal account business account that I control and I do not block anything but yet do not see the templates either.
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! :)
Thanks for your feedback 😀 Yes, this is a difficult one as the Task Comments is more around Task Progress, than tagging people (unless they are the Task Owner) but the Plan Owner could look at turning off e-mail notifications too. You could possibly look at creating Task Lists in Teams delivered by Microsoft Lists, as that could offer more capability with Comments and also the ability to build notification workflows, which Planner doesn't really allow. There is another video on my channel comparing Planner with Microsoft Lists, so you can check that out and find out a little more too. For this type of problem, we can also consider consultancy or coaching, to try and find solutions and you can find out more at www.your365coach.co.uk and contact me through that website, if you want to explore those options. Hope that helps 😀
You can indeed, it uses Guest Sharing in the Group that holds your Planner. Just be careful though, as if you add an external Guest into your Team / Group, they will also have access to other content within the Team / Group too, and not just the Planner. There's more information on the setup below, and I hope that helps? 😀 support.microsoft.com/en-us/office/guest-access-in-microsoft-planner-cc5d7f96-dced-4da4-ab62-08c72d9759c6
Interesting - I checked today and the button had vanished, but it looks like the feature was released back in 2021. Therefore there may be Microsoft change hiding that 😀
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!
Thanks for your question and it's an interesting problem and I have a couple of ideas. Firstly, there is a Schedule View in Planner and that does have the option to see Tasks on a Weekly basis, so you won't get that cross over with other Tasks in the Plan from past dates. I cannot be 100% it will fully work, but I did bookmark the link when it was open in that view, and it took me straight back to that view, without me needing to change it every single time. However Planner does not support setting a 'Default View' and people asked for that back in 2018 and it's never been developed! Another option where you can create Power Automate's to create Tasks in a Plan, and you could run either manually or automatically every month, and you could just create the Tasks in the Flow to re-create. That could work, but it's a little more complex in getting that up and running. I'll try and do a video soon, which covers how to use Flow to pre-create Tasks in a Plan, so you can use that and create your own, so you get a new set of Tasks every month in your plan. Finally, another option depending on what you need, is to check out Microsoft Lists, as that can provide a way to manage Tasks, and it allows for Custom Views, meaning you can just view the Tasks in the month ahead and then use a different View for future months. I do have a tutorial on CZcams for using Microsoft Lists, so you can take a look at that, and see what you think. Hope that provides a few options and look out for the video in the future 😃
@@your365coach Fantastic! Thank you for the comprehensive reply - very kind of you 🤩 Really helpful suggestions. I’ll definitely take a look at your Lists video. A video on Automate would be amazing!! I love learning new ways to use 365 and improve my productivity. Subscribing to your channel 👍😄
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.
If it helps, I do also like Trello and it's a shame that you are being forced into using Planner if it does not meet your needs, but I assume IT policies are enforcing specific apps when it comes to storing customer data.
Great job cheers
Thanks 👍
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!
I just checked this and also the official notes from Microsoft would suggest that notifications are sent to the group when comments are made, and then when further comments on made on the same Task, they then send e-mails to the person who made the comment. The official notes are:
"Group email notifications Email messages sent to all group members. Emails are sent from Microsoft Planner to the group mailbox. For those following a plan's group, these email notifications are not delivered to their inboxes. However, if a user posts a comment on a task, that user will receive email notifications in their inbox for each subsequent comment made on that task (even for comments made by other users)."
With that in mind, there sadly seems no way to only state the Owners of the Plan receive those notifications.
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!
Annoyingly, the Template Option is currently only available via the Web Interface for Planner, but you can use that to create a new Plan or a Plan within an existing Group or Team.
To do that, head to tasks.office.com and then click on 'New Plan', you should then see the dialog pop-up to select a Plan from a Template and you can then either create a brand new Plan (and Microsoft 365 Group with it's own security) or connect it to an existing Group (which include Teams).
Hopefully we will see it appear through the Planner App in Teams in the future, but for the moment, just create it via the Web for now and then it will work normally in Teams using that Template 😀
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?
Thanks for your feedback and glad you like the content 😀
It's not an ideal solution, but to aggregate the tasks for all Plans, I would suggest using the Tasks for To Do and Planner App, inside of the Teams App. That does show all Tasks across the Plans and the Tasks you are allocated, and allows you to then click into each and update them, without needing to check every single Plan in every Team, which was once the case and really annoying.
I hope that helps and provides a possible way to approach it.
@@your365coach apologies Scott, I meant managing staff rather than my own tasks. This is such a basic need and I'm surprised there is no way of doing this. 🤷♂️
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
Sadly that’s not something that is supported in Planner. As an alternative a Microsoft List used as a Task List does provide versioning on each Task. If you need to get started, I have couple of other tutorials on the channel with one comparing Planner against Lists and another on how to use Microsoft Lists, so both are a great way to get started. Hope that helps 😎
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?
Thanks for your question and feedback 😀
You are right in that it's quite difficult using the standard Planner capability, but you could copy from an existing Plan - but that will not help you with the pre-setting of dates sadly.
However, we have another CZcams video on our channel showing how to automate the creation of tasks on a schedule. Using that capability, you could create a Power Automate workflow to create the Tasks, and you can set a date based on the number of days from today. So for example, on Day 1 you send out the Offer Pack, then on Day 7 you send out the IT Credentials - and those dates can be automatically set based on Today + 1 Day and Today + 7 Days and you can even define who they are allocated to based on their e-mail address.
So, I would recommend checking out our other video as I do breakdown how to create a Power Automate Workflow for an existing Plan (you could create a new Plan for the new Starter) and then use the Task Creation to set the Start and Due Dates.
If you do get stuck, we do also provide training and consultancy separately, so we can always help with that too - but hopefully the free videos we have, will give you what you need for now 😀
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?
Thanks for the question - also the answer is a bit tricky. The problem you have, is that behind each Planner, you will have a Microsoft 365 Group and that will come with it's own Security Model (Owners and Members), and then in the other Team you will have again a separate Owners and Members in that also - this prevents access between, unless you set that up in the background and even then, it's not a recommended way of working.
A more simple option, is that you could create a new Plan inside of the Team, and then you can copy everything from your existing Plan and that can then include all the tasks inside the plan. You could then allocate those Tasks to the team in the normal way, and the older copy of the Plan, could simply be archived or deleted (don't delete it until you are happy it's copied correctly).
Also, you cannot copy a Plan using the Teams App (the Tasks App), so access Planner on the Web (tasks.office.com), find your existing plan, click the three dot menu next to it, select Copy Plan, and in the drop-down you can select the existing Team (Group) you want to copy it into. Give the Plan a Title, select what you want copied over and then the new Plan will be copied into the Group, with the Tasks for re-allocation. Just remember this is a one-time copy, so tasks will not sync between your Plans.
If you get stuck, then you can ask Microsoft Support for guidance, but hopefully that's an option for you to consider 😀
@@your365coach Thanks for the reply! I copied the plan at the plan level and applied it to the group. It would nice if the integration was better.
@@leiterservices I am glad that helped and you now have a shared plan again. Yes, there are other ways to make it work, but they are pretty complicated and can create later issues, so I always try to find the way that won't create any issues later on too 😀
Hi can you import a list of tasks into TEAMS planner rather than manually inputting each one? Thanks
Unfortunately there is no Import feature available in Planner, to import from things like Excel files.
However, there's a couple of options - You can create a new Plan from an existing Plan and it will copy all the existing tasks into it, meaning you could have a template with a list of the tasks you need to work on.
The other option is to use Power Automate to import Tasks from Excel or pre-create them, and we have another video on our channel for Scheduling Planner Tasks with Power Automate. That will give you the concepts to use in using Power Automate to automate the creation of Tasks 😀
Hi Scott, A task that I created can be deleted by another member in the team. How do we avoid that ? Pls advice me
excellent one. hv u got anything on PowerBI pls?
Thanks for your kind feedback. We don't have any tutorials on Power BI as yet, but we will do soon 😀
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.
Sure, I have just checked on the Microsoft Roadmap and it was generally released in March of this year, but it does note specifically on the web.
Therefore i'd recommend heading to tasks.office.com and then selecting attempting to create a new Plan and see if you then see those Templates appear 😀
I too do not see them and have Been searching as to why and have tried many ways to to determine if it was on my end, but have found no answers. I have a personal account business account that I control and I do not block anything but yet do not see the templates either.
@@your365coach Thanks... You where right :) Going via Task instead of choosing planner after going via portal DOES have the template... Thanks!!
@@SergeAyotte Awesome - I am glad we sorted that for you, and enjoy those new Templates
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! :)
Thanks for your feedback 😀
Yes, this is a difficult one as the Task Comments is more around Task Progress, than tagging people (unless they are the Task Owner) but the Plan Owner could look at turning off e-mail notifications too. You could possibly look at creating Task Lists in Teams delivered by Microsoft Lists, as that could offer more capability with Comments and also the ability to build notification workflows, which Planner doesn't really allow. There is another video on my channel comparing Planner with Microsoft Lists, so you can check that out and find out a little more too.
For this type of problem, we can also consider consultancy or coaching, to try and find solutions and you can find out more at www.your365coach.co.uk and contact me through that website, if you want to explore those options.
Hope that helps 😀
Can one share a plan with people outside the organization?
You can indeed, it uses Guest Sharing in the Group that holds your Planner. Just be careful though, as if you add an external Guest into your Team / Group, they will also have access to other content within the Team / Group too, and not just the Planner.
There's more information on the setup below, and I hope that helps? 😀
support.microsoft.com/en-us/office/guest-access-in-microsoft-planner-cc5d7f96-dced-4da4-ab62-08c72d9759c6
Hi Do You know why I can not see any Recommended plans, I'm from Europe
In New I can add also a new one ..
Interesting - I checked today and the button had vanished, but it looks like the feature was released back in 2021. Therefore there may be Microsoft change hiding that 😀
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!
Thanks for your question and it's an interesting problem and I have a couple of ideas.
Firstly, there is a Schedule View in Planner and that does have the option to see Tasks on a Weekly basis, so you won't get that cross over with other Tasks in the Plan from past dates. I cannot be 100% it will fully work, but I did bookmark the link when it was open in that view, and it took me straight back to that view, without me needing to change it every single time. However Planner does not support setting a 'Default View' and people asked for that back in 2018 and it's never been developed!
Another option where you can create Power Automate's to create Tasks in a Plan, and you could run either manually or automatically every month, and you could just create the Tasks in the Flow to re-create. That could work, but it's a little more complex in getting that up and running. I'll try and do a video soon, which covers how to use Flow to pre-create Tasks in a Plan, so you can use that and create your own, so you get a new set of Tasks every month in your plan.
Finally, another option depending on what you need, is to check out Microsoft Lists, as that can provide a way to manage Tasks, and it allows for Custom Views, meaning you can just view the Tasks in the month ahead and then use a different View for future months. I do have a tutorial on CZcams for using Microsoft Lists, so you can take a look at that, and see what you think.
Hope that provides a few options and look out for the video in the future 😃
@@your365coach Fantastic! Thank you for the comprehensive reply - very kind of you 🤩 Really helpful suggestions. I’ll definitely take a look at your Lists video. A video on Automate would be amazing!! I love learning new ways to use 365 and improve my productivity. Subscribing to your channel 👍😄
Great news, I’ve created a video showing the whole process - it’s just been uploaded on the channel now! Enjoy 😊
@@your365coach Watching it now! 🙌
Did you get a chance to make a video that shows how to use Flow to pre-create Tasks in a Plan? If so, can you share the link?
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.
If it helps, I do also like Trello and it's a shame that you are being forced into using Planner if it does not meet your needs, but I assume IT policies are enforcing specific apps when it comes to storing customer data.