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Manage the Tasks app for your organization in Microsoft Teams
- 13 contributors
- Applies to: Microsoft Teams
Overview of Tasks
The Tasks app brings a cohesive task management experience to Microsoft Teams, integrating individual tasks powered by Microsoft To Do and team tasks powered by Planner in one place. Users can access Tasks as an app on the left side of Teams and as a tab in a channel within individual teams. With My tasks and Shared plans , users can view and manage all their individual and team tasks and prioritize their work. Tasks is available in Teams desktop, web, and mobile clients.
As we roll out the Tasks experience on Teams desktop clients, the app name will initially appear as Planner to users. The name will then temporarily change to Tasks by Planner and To Do , and later on, it will be renamed to Tasks . On Teams mobile clients, users will always see the app name as Tasks . There may be a short delay in the availability of the mobile experience after the desktop experience is available.
For organizations who want to streamline task management for Frontline Workers, Tasks also includes capabilities that enable you to target, publish, and track tasks at scale across your Frontline Workforce. For example, corporate and regional leadership can create and publish task lists targeted to relevant locations, such as specific retail stores, and track progress through real-time reports. Managers can assign tasks to their staff and direct activities within their locations, and Frontline Workers have a prioritized list of their assigned tasks on mobile or desktop. To enable task publishing , first set up a team targeting hierarchy for your organization, which defines how all teams in the hierarchy are related to each other.
What you need to know about Tasks
Tasks is available as an app and as a tab in a channel. The app shows both individual tasks from To Do and team tasks from Planner. The tab shows only team tasks.
With Tasks, users get a desktop, web, and mobile experience. If Tasks is installed on the Teams desktop client, users will also see it on their Teams web and mobile clients. The exception is guests. It's important to know that guests can only access Tasks as an app from the Teams mobile client. Guests will see Tasks tabs on both Teams desktop and web clients.
My tasks shows a user's individual tasks. Shared plans show tasks that the whole team is working on and includes any task list that's added as a Tasks tab to a channel. Note the following relationships between tasks in Tasks, To Do, and Planner:
Task lists that a user creates in the Tasks app will also appear in To Do clients for that user. Similarly, task lists that a user creates in To Do will appear in My tasks in Tasks for that user. The same is true for individual tasks.
Any Tasks tab that's added to a channel will also appear in Planner clients. When a user creates a plan in Planner, the plan won't show in the Tasks or Planner app unless it's added as a tab to a channel. When a user adds a new Tasks tab, they can create a new list or plan or choose an existing one.
Set up Tasks
Settings and policies that you configured for Planner will also apply to Tasks.
Enable or disable Tasks in your organization
Tasks is enabled by default for all Teams users in your organization. You can turn off or turn on the app at the org level on the Manage apps page in the Microsoft Teams admin center.
In the left pane of the Microsoft Teams admin center, go to Teams apps > Manage apps .
In the list of apps, do one of the following actions:
- To turn off Tasks for your organization, search for the Tasks app, select it, and then select Block .
- To turn on Tasks for your organization, search for the Tasks app, select it, and then select Allow .
If you can't find the Tasks app, search for the names in the first note of this article. The app could still be in the process of being renamed.
Enable or disable Tasks for specific users in your organization
To allow or block specific users in your organization from using Tasks, make sure Tasks is turned on for your organization on the Manage apps page, and then create a custom policy for app permissions and assign it to those users. To learn more, see Manage app permission policies in Teams .
Pin Tasks to Teams
Use the tailored frontline app experience to pin tasks and other apps to teams.
The tailored frontline app experience in Teams pins the most relevant apps in Teams for users who have an F license . Pinned apps include Tasks, Walkie Talkie, Shifts, and Approvals. By default, this feature is on, giving your frontline workers an out-of-the-box experience that’s tailored to their needs.
The apps are pinned to the app bar—the bar on the side of the Teams desktop client and at the bottom of the Teams mobile clients—where users can quickly and easily access them.
To learn more, including how the experience works with app policies that you set, see Tailor Teams apps for your frontline workers .
Use an app setup policy to pin Tasks to Teams
App setup policies let you customize Teams to pin apps that are most important for your users in your users.
To pin the Tasks app for your users, you can edit the global (Org-wide default) policy or create and assign a custom policy in app setup policy. To learn more, see Manage app setup policies in Teams .
A user's My tasks is visible if the user is licensed for Exchange Online
If you don't want a user to see My tasks , you can hide it. To hide My tasks , remove the user's Exchange Online license . It's important to know that after you remove an Exchange Online license, the user no longer has access to their mailbox. Mailbox data is held for 30 days, after which the data will be removed and can't be recovered unless the mailbox is placed on In-Place Hold or Litigation Hold .
We don't recommend removing an Exchange Online license for information workers, but there may be some scenarios where you can hide My tasks in this way, such as for Frontline Workers who don't depend on email.
With task publishing, your organization can publish task lists targeted to specific locations (teams) across your organization to define and share a work plan to be completed at those locations.
People on the publishing team, such as corporate or regional leadership, can create task lists and publish them to specific teams.
Frontline Workers have a simple mobile experience to see tasks assigned to them. They can attach photos to show their work when appropriate and mark their tasks as completed.
Users create, manage, and publish task lists on the Published lists tab in the Tasks app. This tab only shows for a user if your organization set up a team targeting hierarchy and the user is on a team that's included in the hierarchy. The hierarchy determines whether the user can publish or receive task lists and view reporting for received lists.
Here's an example of how task publishing works.
Contoso is rolling out a new food takeout and delivery promotion. To maintain a consistent brand experience, they need to coordinate consistent execution of the rollout across over 300 store locations.
The Marketing team shares the promotion details and the corresponding list of tasks with the Retail Communications Manager. The Retail Communications Manager, who serves as the gatekeeper for stores, reviews the information. Then they create a task list for the promotion, and create a task for each unit of work that the affected stores need to perform. When the task list is complete, they need to select the stores that must complete the work. In this case, the promotion only applies to stores in the United States that have an in-store restaurant. In Tasks, they filter the store list based on the in-store restaurant attribute, select the matching United States locations in the hierarchy, and then publish the task list to those stores.
Store managers at each location receive a copy of the published tasks and assign those tasks to their team members. Managers can use the Tasks experience to understand all the work required across their store. They can also use the available filters to focus on a specific set of work, such as work due today or work in a particular area.
Frontline Workers at each store location now have a prioritized list of their work in Tasks on their mobile device. When they finish a task, they mark it complete. They can even choose to upload and attach a photo to the task to show their work.
Contoso headquarters and intermediate managers can view reporting to see the assignment and completion status of tasks at each store and across stores. They can also drill down to a specific task to see the status within different stores. As the launch date gets closer, they can spot any abnormalities and check in with their teams as needed. This visibility allows Contoso to improve the efficiency of the rollout and provide a more consistent experience across their stores.
Set up your team targeting hierarchy
To enable task publishing in your organization, you have to first set up your team targeting schema in a .CSV file. The schema defines how all the teams in your hierarchy are related to each other and also defines the attributes that can be used to filter and select teams. After you create the schema, upload it to Teams to apply it to your organization. Members of the publishing team, such as the Retail Communications Manager in the example scenario, can then filter teams by hierarchy, attributes, or a combination of both to select the relevant teams that should receive the task lists, and then publish the task lists to those teams.
For steps on how to set up your team targeting hierarchy, see Set up your team targeting hierarchy .
Power Automate and Graph API
Tasks supports Graph APIs for Planner and Power Automate for To Do. To learn more, see:
- Planner tasks and plans API overview
- Using Microsoft To Do with Power Automate
For more information about where your Planner data is stored, see Data residency for other Microsoft services .
To Do uses Exchange Online for data storage. To learn more, see Review data storage and compliance in Microsoft To Do
Give feedback or report an issue
To send us feedback or report an issue, select Help near the bottom of the left pane in Teams, and then select Report a problem . Select Tasks , and then enter your feedback or details about the issue you're experiencing.
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How to use microsoft planner in teams.
You can integrate Microsoft Planner with Teams to view your tasks right next to your team chat. We'll walk you through it!
How to add a new plan to your team, how to add an existing plan to your team, view all plans and tasks in teams, things you can't do in teams that you can do in planner.
If you use Microsoft Teams to communicate and collaborate with your coworkers, there's a good chance your team also uses Planner to manage work. Here's how to use Planner in Teams and view your tasks next to your team chat.
Microsoft sees Teams as a "single pane of glass" through which you can see all your work in one place. The company has added integrations with other Office 365 (O365) apps, such as Word, Excel, Forms , Sway , and others, as well as a whole host of third-party apps.
One of the apps you can integrate is Planner , Microsoft's to-do app. We've covered Planner in detail before. It's a solid task manager with some nice touches and tight integration with other O365 apps, like Outlook . Planner is fine to use on your own, but it really comes alive when a team of people use it to move tasks between buckets, assignees, and dates.
If you use Microsoft Teams for collaboration, and Planner for task management, it's a no-brainer to link them so you can see your plans in Teams. You can also add new plans or display existing ones, and view all your plans and tasks in one place. You can even open your plan in the Planner app to do admin work you can't do in Teams.
The client app offers the best Teams experience, so we'll be using that, rather than the web app.
Teams uses the concept of tabs, just like a browser. To add a new plan to your team, select the channel to which you want to add the plan. Click the plus sign (+) to the right of the tabs.
In the "Add a Tab" window, click the "Planner" tile.
In the Planner window, select the radio button next to "Create A New Plan," and then type a name for your Plan. Select the checkbox next to "Post to the Channel About This Tab" if you want to inform your team that you've created a new plan, and then click "Save".
Your plan is created and now visible in the new tab.
You're up and running! You can start creating and assigning tasks just as you would in Planner.
Adding an existing plan is slightly different. When you create a new plan---either directly through Planner or in a Microsoft 365/Office 365 (M365/O365) group---it has specific permissions. Who can see and edit the plan will be different in your Team, so you can't directly add that plan to your Team.
Even if your Team and plan have identical permissions at the moment, those are controlled in different places. Giving someone permission to a plan means giving them permission to the whole M365/O365 group in which it was created. Teams can't integrate your plan in this situation because it can't be sure which permissions to allow when someone new is added to the Team.
However, there's another way to integrate a plan: you can use a link.
Open the plan you want to integrate with Teams. Click the ellipsis (. . .) at the top of the plan, and then select "Copy Link to Plan."
You'll see a small banner at the bottom left telling you the link has been copied to your computer's clipboard.
Now, open Teams and click the plus sign (+) to the right of the tabs.
In the "Add a Tab" window, click the "Website" tile.
Give the tab a name, paste the URL you copied from Planner, and then click "Save."
This adds your plan to the Team. You might have to log in to O365 the first time you do this, but you won't have to log in every time you go to the tab.
Unlike adding a new Plan, this is the actual Planner web page for the plan, embedded into Teams. You can do the same things on this page you can do in Planner.
If anyone on your team logs into O365 but can't see the plan, it's normally because he or she hasn't been given permission. You'll need to go in Planner and grant that person membership to the group.
Having multiple plans can be useful, but it can also be tedious to switch from tab to tab to see all your tasks. Fortunately, Teams has an app that can help with that.
Click the ellipsis (. . .) in the sidebar. In the window that opens, click "Planner."
A Planner button is added to the sidebar, which shows your tasks from all the plans to which you have access.
This won't just show tasks from plans integrated with Teams, but it will show those from any plan from which tasks have been assigned to you.
Once you click a different button on the sidebar, though, the Planner button disappears. To pin it, just right-click the Planner button and select "Pin."
The Planner button will now remain visible in the sidebar.
If you've added your plan using a link from an existing one, you can do everything you can do in Planner. This is because you're viewing your actual plan embedded in a web page.
Related: How to Change a Plan Logo in Microsoft Planner
If you created your plan directly in Teams, you can do almost everything to your Plan you can do in Planner. You can create, assign, or edit tasks, view analytics info in the Charts tab, see the calendar view in the Schedule tab, and so on.
To complete the following tasks, however, you'll have to go to the Planner app:
- Add a plan as a favorite
- Delete a plan
- Copy an entire plan
- Publish your plan to show it in Outlook
To open Planner from Teams, click the Globe icon at the top right of a tab with a plan in it.
Teams and Planner go hand-in-hand if you're working in a group. It's obvious Microsoft has put some effort into integrating these apps and making the process simple. So, save yourself some clicking and keep your work all in one place by adding your plan to your team.
Task management in Microsoft 365
Easily manage tasks across Microsoft 365
Access and update your tasks as you work, no matter which app you’re using.
See your tasks where you work
Stay focused and productive wherever you go. See your tasks across your lists as you move between apps and devices.
Manage tasks and work with Microsoft 365
Stay on top of all your tasks
View all your tasks from Microsoft To Do and Microsoft Planner with Tasks in Microsoft Teams. Plus, create tasks from Teams messages and publish tasks from corporate to frontline workers.
Convert emails to tasks
Flag emails or drag them into the Microsoft To Do pane to create and manage tasks directly in Outlook for the web.
Focus on what matters
Keep track of individual tasks in Microsoft To Do using intelligent features to collect, prioritize, and accomplish what’s most important.
Get more work done as a team
Manage team tasks with Planner. Build Kanban boards, add content-rich tasks, get visual status, and collaborate within Planner or Tasks in Microsoft Teams.
Collaborate on shared Microsoft 365 documents
Use @mentions within comments in Word, Excel, and PowerPoint to create and assign tasks. 1 Receive an email notification when you’re assigned a task, see a preview of the document, and reply directly from Outlook.
Get the most out of task management in Microsoft 365
Manage all your tasks in Microsoft Teams
Bring together your individual tasks from Microsoft To Do and team tasks from Planner and manage them all in one place with Tasks in Microsoft Teams.
Align tasks from corporate to the frontline
Plan centrally, manage regionally, and execute locally—all with one task management tool that provides real-time visibility across all your frontline locations.
Choose the right tool for managing work
Determine the best tool for managing your work—Microsoft To Do, Planner, Tasks in Microsoft Teams, Microsoft Lists, or Microsoft Project—with our when-to-use guides.
Create tasks from flagged emails
Flag emails in Outlook for the web to add them as tasks in Microsoft To Do and manage them alongside your other tasks using features such as due dates, reminders, and My Day.
See tasks from Planner in Microsoft To Do
Automatically sync your Planner assignments to the dedicated "Assigned to you" list in To Do to manage all your individual tasks in one app.
Read more about task management
Organize your day from start to finish with task management, digital productivity tools to maximize your executive function skills, how task management software can help your teams transition to a hybrid workplace, using task management software to reduce wasted time.
Get best-in-class productivity and task management apps with intelligent cloud services that transform the way you work with Microsoft 365.
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Simplify Task Management in Teams with Tasks by Planner and To Do
Are you losing track of all the requests coming into your inbox? Are you still writing your to-do lists on random post-it notes around your office? Is your team struggling to keep track of all the tasks associated with an upcoming project? Microsoft Planner may just be the solution you need to simplify task management!
Microsoft Planner is a planning and to-do application that comes with your Office 365 subscription. Planner enables individuals and teams to create plans, build and assign tasks, share files, organize workloads, and communicate and collaborate with other users. While Planner can be used on its own through your Office 365 portal, when you connect Microsoft Planner to your Teams experience, it opens up opportunities to manage your own tasks efficiently and collaborate with others within your Teams channel to get work done.
Planner in Teams
To get started with Planner in Teams, decide what Team and Channel you’d like to get started with. To help you manage your own tasks, you can add Planner to your personal workspace , or you can support effective team planning by adding it to a collaborative Teams’ channel. Once you’ve selected the channel to work with, click the “+” sign to add a new tab to your channel. From there, search for “planner.” In Teams, you’ll be able to add the “Tasks by Planner and To-Do” app, which combines the apps “To-Do” and “Planner” to help you manage tasks and plan projects. With this app added to your Teams experience, you’re ready to start exploring how you can add , categorize, and manage tasks .
With Tasks by Planner and To Do, you can create tasks from emails in your Outlook inbox, chat messages in Teams, posts in a Teams channel, or from scratch. With the ability to categorize tasks by priority and due dates, Tasks by Planner and To Do can help you make sure that you prioritize your most important tasks, while not forgetting about the others!
To simplify your task management, it might help to begin by organizing your tasks into “buckets.” Three buckets to consider using are “Today,” “This Week,” and “Waiting.” These buckets can be used for personal tasks or Team tasks. You can begin by listing the tasks that need to be accomplished within the week and then move them to your daily to-do list, checking them off as you complete them, or moving them to your waiting list if you are waiting on the actions of others to complete these tasks.
If you’re new to Teams and need help building confidence, end-user training might be the solution for you! PEI offers personalized Office 365 training and the QuickHelp training platform.
Categorize Your Tasks
When you add a new task, you’ll have plenty of options that can help you categorize and prioritize your tasks. Whenever you add a task, you get to select the title. If you create a task from an email or message in Teams, the title will default to the subject of the email or the text of a Teams message/ post, but this can be edited. Let’s examine the options provided within Tasks by Planner and To Do in Teams.
- Assign : With the “assign” button, you can designate tasks to others on your team. When you “assign” a task to someone, they receive an email letting them a new task has been assigned to them, along with any due dates, notes, or attachments that may be included.
- Add label: The ability to add a label can help you organize your tasks. You can label them by color, which is the default setting; however, you can provide these colors with specific names (e.g., “pink” can be changed to “training”)
- Bucket: If you’ve organized your tasks into buckets, like demonstrated above, you can select what bucket to put your new task in.
- Progress: You have three different progress options: not started, in progress, and completed. When working collaboratively, these progress options can easily be used to communicate the status of tasks.
- Priority: You have four different priority options: low, medium, important, and urgent. Using priority labels for your tasks can help you and your team determine what work needs their attention first, while still keeping lower priority tasks on their radar.
- Start Date/ Due Date: Options for setting start and due dates allows you keep track of when certain tasks are due and helps create a plan for when to work on specific projects.
- Notes: This section allows you to include notes that might be relevant to the task. This can include any helpful links, team members to connect with, links to shared OneDrive or SharePoint documents, or ideas that might help someone complete the task. You have the option to display these notes on the task card in the Planner app, making them visible to anyone without having to click on the task, or to hide them so users would have to click into the task to see the notes.
- Checklist: The checklist option allows you to add additional steps to your task. If your task is made up of smaller to-do items, use the checklist option to help show how the completion of your task is progressing.
- Attachments: You can add attachments to your tasks. This may be helpful if you are assigning tasks to others and want to include documents for them to reference.
- Comments: You can add comments to a task while you create it or to provide information about the progress of a task. When there is a new comment added to a task, a little chat bubble will appear on the task card and you can click into the task to see the comment.
Automate Your Tasks
Planner can help you organize your own tasks, as well as organize tasks within a collaborative team. Once you have a good understanding of how to use this app to organize your tasks, you can start to think about how Power Automate can help you minimize clicks and create tasks on demand. When using the Power Automate homepage, you can search by connectors and see all of the pre-created flow templates that work with the Planner app . You can set up flows that create tasks for you based on key words in an email or a Teams message, build flows that allow you to get different types of notifications when tasks get assigned to you or use templates to get notified when tasks are complete. Adding automation to your Planner experience can take simplification of your task management to a whole new level!
Looking for more ways to simplify your workday? Check out our 9 tips and tricks to simplify your day with Office 365.
Microsoft Teams is a valuable tool for staying connected and staying organized throughout the workday. If you are looking to learn more about this tool, need help getting started, or need to train others on how to use Teams, contact PEI today ! We are a Microsoft Gold Communications Partner and are ready to help you with your communications needs.
Jess Schneider , PEI
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Microsoft Planner Templates in Teams: Overview with 15 examples
- December 7, 2020
You and your team complete dozens of tasks every day. There are many apps out there to help you structure your to-do lists and track your progress. At nBold we love Planner, as do thousands of other users around the world. In this article, we’ll show you how to make planning and task management more efficient in Microsoft Planner templates in Teams.
Get started with Planner
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You can work with Planner from your web browser, through a desktop app or directly in Teams. Note that the desktop version has the most functionalities.
Okay, you’ve created a new plan, what’s next? Then you start adding cards with tasks, structuring them, and quickly transferring them from one board to another.
Open any card and you will see many additional functions. Here you can set a deadline for the task.
In addition, assign any person from your team for this task. Your team member (or members, if you choose several people) will receive a notification every time a new task is assigned.
But how to make sure that the person understands exactly the essence of the task and will complete it correctly? To do this, you can easily add any content that will be displayed directly on the card.
Microsoft Teams & Planner: Best practices
Learn how to make the most of Teams <> Planner integration and build teams with pre-built Planner task boards
What do the colored icons on the card mean? They help you categorize tasks and make them easier for your team members to find. For example, at nBold, our marketing team uses labels to represent a content type. For me personally, this is very convenient – I quickly understand what this is about: an article for our blog, a new video, or a social post.
Oftentimes, a single task involves several stages. To be sure that the project member doesn’t lose sight of anything, you can add a checklist with additional subtasks. Thus, you will improve the efficiency of execution
Here, you can share content. You or another project participant can attach a document using SharePoint, upload a file from a device, or add a link. So, you can work together on documents and edit them online.
Notes and Comments
In the process of completing a task edits, comments, and discussions may occur. You can easily discuss the whole process with colleagues right on the task card.
→Download White Paper: Microsoft Teams & Planner Best Practices
What’s great about Office 365 products is that they are all synced. You can read more about the Planner’s integration options with other Office 365 products here . Today we’ll talk about Planner with Microsoft Teams.
Let’s say you’ve created a team for a new project. You add several channels depending on your goals and the essence of the project. Next, you need to add Tabs with content to simplify and structure your work. As you may know, here you can add any application available in the Microsoft store as a tab, including Planner. Let’s look at what opportunities open when Microsoft Teams and Planner collaborate.
Planner features in Teams
After adding an existing plan or building a new one, you will have access to all Planner functionality right in Teams. You can manage Planner without losing functionality – manage boards, track deadlines, work on files without leaving Teams. You can even start a new conversation or a video meeting right from the Planner tab. This improves the work of the project team and the interaction of colleagues with each other.
Each time, the employee will receive a notification directly in the Activity Feed if there have been changes in his tasks card. New tasks, attachments, new comments, etc. Easily stay informed and don’t miss out on project news.
Microsoft Planner Templates in Teams
Alright, we figured out the functionality of Planner and how to connect it to the Microsoft Teams environment. But you still spend a lot of time creating a new Planner. You manually drive in each new task, re-attach files, and structure the process. In large organizations, doing many projects at the same time can be maddening. And instead of increasing your productivity, you waste time on repetitive work. Is there a way out? Of course, for this, we suggest using the Microsoft Planner Templates.
Execution time is a key indicator of project success. This is especially important when you need to quickly launch a new project. With the Planner Template, you can easily reduce the time spent creating a board for upcoming tasks. That way, you stay focused on the really important KPIs, and at the same time, you don’t lose the quality of work.
Streamline your workflows quickly and efficiently. With the Planner Template, you can work more efficiently at the start of a new project. This is especially useful for processes of the same type with the same structure. In a few seconds, you will create a working environment for your team with ready-made boards and cards
Enhance End-User Experience
Oftentimes, in multitasking mode, unstructured boards with tasks can wreak havoc. Your colleagues create tasks without special rules or guidelines, and instead of improving productivity, you end up with clutter and missing out on important steps. With Planner Templates, your project team will receive the pre-built workspace, where everything is clear and standard.
Copy the existing Planner
One way to do so is simply copy an existing plan. How does it work?
For example, you create your Planner for a new project once. The next time a new project comes up, you need to re-create the team. And instead of manually building all the tasks, you can choose the “add an existing Plan” function. Just select the required Planner Template from the list and add it to the new command in one click.
Thus, you can create many Planner Templates for different purposes, copy them into new commands, and optimize your work very easily.
Collaboration Templates with Planner by nBold
We suggest another more efficient option – copying Planner with Collaboration Templates by nBold .
With nBold, you can easily create dozens of Microsoft Teams templates for your organization. Thus, without losing end-user experience, you can structure your workspace in Teams, save time, avoid duplication, and mess of teams. And what about Planner templates? Let’s see how this works.
Create the Original Team
First, you create an Original Team for project management. You already know the structure of working with projects in your organization, so you can easily create the channels that will be required in the work on the project.
Here’s an example of a project management teams with different channels:
- Steering Committee
You can create not only standard but also private channels for collaboration on important and high-secured files.
Next, you need to add content. Here, you add Planner as a new tab as usual. Using all its features listed above, you can create a clear structure with to-do tasks and boards.
This Planner will be added to the template, which means that whenever you create a new team from it, it will include your pre-built Planner .
What else? You can also add any other app. For example, SharePoint , Yammer , Power BI , Forms , and more. Plus, you can integrate any 3rd party app like Salesforce .
And that is not all! Your projects can have various documentation, guidelines, checklists, contract templates, and much more. These documents are used on any project in your organization! Upload them to your team and organize them into folders. Thus, the project team will have easy access to important files on any project.
Add it as a template
Okay, the team is ready, what’s next? Next, add this Original Team as a template.
At this stage, you will be able to manage a lot of settings as well as Microsoft Governance:
Static or Dynamic Naming Convention with suffix and prefix. Based on Azure AD Data, this will help you to create the automated rules for your teams’ name, avoid duplication and mess
Approval Workflows allows you to define if a particular user can create the teams from your template or don’t
With Targeting Audience, you can define who can see your templates in the template catalog. Based on Azure AD Data, users can see different Templates depending on their level of access.
Using Permanent Membership when a new team is created from your template, someone in your organization will be added automatically as an owner or member
Enforce Security Setup to manage team privacy and membership policies
Get your own Template Catalog
After saving, the Project Management Template will be added to your own Template Catalog. There are dozens of Teams templates stored here to help your organization according to your needs. Project Management, Sales Deal Room, Crisis Management, Departments Collaboration, and much more.
Alright, everything is ready to use! Next time a new project comes up, you, as a manager, will not need to create teams from scratch. You just select the required template, and the fully provisioned team will appear in a matter of seconds.
So, in just a few steps, you can scale it across your entire organization. A clear and structured workspace, strong governance rules without burdening the IT Department, saving time and improving the productivity of your colleagues.
Sounds interesting? Talk to our team to learn how you can use Collaboration Templates for your specific scenario.
Microsoft Planner Template examples
Now that we know how to create Planner templates, let’s walk through some of the common examples.
The account management process is all about multitasking. You need to communicate with customers and prospects, your internal team, and management. Microsoft Planner can help you organize yourself and your team to stay informed about product updates or any changes.
White Paper: Microsoft Teams for Sales Management
- How to use Microsoft Teams for Sales Management
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Create different boards and manage supporting documentation with tasks:
- Maintaining the key account database
- Weekly account plan
- Strategy formulation process
It’s very useful to attach the needed files right to your tasks. You can upload them from your device or search through Teams channels. In addition, you can label your tasks and quickly prioritize them. As a result, your tasks and supporting documents are structured and well-organized.
As a project manager, you may face missing deadlines, miscommunication between team members, and ineffective project execution. You should track the daily activities of your project team, set up deadlines, and quickly react to any changes.
Build Microsoft Planner right in your Planning Channel with the following boards:
- Next Steps
Thus, you can stay focused on project steps and your team won’t miss KPIs and deadlines.
Include different tasks according to your needs, for example,
- Update brand logo and color palette
- Add customer quotes and testimonials
- Re-design the landing page of the website, and more
Next, attach the guidelines and useful links to your tasks, and set up the project management agenda. This way, your project members will see their tasks deadlines, and all the information they need to complete them.
Crisis management is a process of preparing and dealing with any abrupt and unexpected situations affecting the organization. In order to resolve a crisis, you need to have a well-thought crisis management plan.
Define risk assessment, for example:
- Risks related to the product
- Public Relations
- Potential Crises, and more
Next, you can add a checklist to specify the task and not miss any step:
- Risks before the product launch
- Competitor watch
- Competitor analysis
Don’t forget to assign tasks to people in your team. When your Planner Tab is built, everyone in your Crisis Management team will see this. They can filter the Tasks Boards according to Date, Board, Assignment, Deadline, and more. In addition, they can easily start a conversation to quickly react to any risks.
Meeting deadlines and commissioning in time is your crucial goal. To do so you need well-thought-out planning. You should manage all processes step-by-step and not miss any information from partners, and customers, and other stakeholders.
In this case, you can build Planner with Following Boards:
- Government Interaction
Add different daily tasks, for example:
- Sustainability Goals
- Material Offloading
- Sustainability Projects, etc.
You can easily change the Planner view in Schedule. There you will see the calendar with all the tasks that you should perform in the upcoming week, month, etc. It’s very convenient to see your plans in one place for the next few days and choose any task according to your daily activities to finish the project on time.
5. Microsoft Planner Template for Sales Deal Room
In today’s collaborative way of working, many players from different departments could be included in the sales process. And It’s extremely important to build a planner with assigned tasks and deadlines. Otherwise, you may experience fewer closed deals, late deadlines, and low employee engagement within your sales team. Let’s look at the Planner example for the sales deal room.
During the Develop Step you can add such tasks as:
- Proposal Review
- Define Success Criteria
- Proposal first version
- Prepare Opportunity Review
You can also assign tasks to a group of people. For example, to prepare Opportunity Review, you can add the checkbox with all required participants such as Sales Director, Legal Team, Finance Team, and Sales Manager.
Another great feature is the possibility of your sales team to track not only their tasks and assignments but also the planning dashboard for the full team. This way, they can stay focused on the common vision and progress of the sales process.
Learn more about Sales Deal Rooms in Microsoft Teams .
Even after a deal is closed, companies need to keep in touch with their customers in order to receive feedback. In customer support , it is necessary to respond quickly to feedback and resolve any issues by interacting with the product management team.
Here are the Buckets examples:
- Useful Information with Document Templates and Guidelines
- Outstanding requests
Your team members can easily use your board as a template. Just create the “New Request Template” with all needed content, documents, and checkboxes. As a result, in a few second, they will be able to create a new Request and move it to needed board.
Today every company needs to successfully manage marketing campaigns . Your marketing department should publish blog articles, produce video content, develop website pages, maintain social media, and more. This process requires an effective review system, adherence deadlines, and constant internal collaboration. Let give us some insights. We offer you a Planner Template that we use at nBold in our Marketing Department.
Create the Buckets according to the different steps:
- Content Ideas
- Outline in Review
- Draft Content
- Draft in Review
- Implementation to the website
- Final Review
You can create a new board for each piece of content. For use, it’s very useful to add the labels according to the type of content: Article, Video, Gated Content, Web Page, Email.
In addition, you can add a checklist at the implementation step. Follow these steps to publish your article to the website:
- Build the Titles with key words
- Add the images with Alt-code
- Readability Settings
- SEO Settings
- Add CTAs
It’s so easy to attach drafts and links and collaborate on content across the company! Verified by nBold 😊
Event management is a multi-stage process that involves overseeing all organization leading up to the event. During the event management, you should execute the events plans by managing staff, finances, vendor relationships, and more. No matter, you should organize an internal conference, or external event, you should always follow standard steps, such as coordinating outside vendors, engaging speakers or entertainment, crisis or situation management at the event, monitoring, etc. Let’s create a Planner Template for Event Management.
Add the different Buckets:
- Upcoming Events
- Finance Planning
- Venue Selecting
- External Communication
- Design and Technique Provision
- Risk Management
It’s very important to get ready in advance for the event and not miss a single detail. You can choose the Calendar view. Thus, your event management team will know exactly when the tasks must be completed.
Developing new products is a critical process for many brands to maintain growth and enter a new market. However, companies face many challenges during this process, for example skipping vital development phases in order to save time. During the new product launch you should not only develop your product and prove its viability, but also establish an initial price, lead customers; and implement actionable post-launch refinement. In order to successfully execute a new product launch, you should create an effective plan to allow your team to collaborate on this process.
Add the different tasks to your Announcement buckets to use all communication channels such as:
- Offline Presentation
- PR Management
- TV Announcement
- Blog Article Release
- Social Media Posts
This Planner board will help you to collaborate on the product launch process and share documents without jumping from one application to another.
Web design is not only about focusing on technical matters, such as codes and wireframes. An effective design is about having a website creation process that aligns with the overarching strategy. And of course, it’s not easy to achieve a harmonious synthesis of elements without planning and collaboration across the team. You can get inspiration for your planning process using this Planner Template.
- Scope Definition
- Sitemap and Wireframe
- Content Creation
- Visual Elements
Don’t forget that you can easily attach the links right to your boards in Microsoft Planner. In addition, you can prioritize your tasks and stay focused on urgent issues. One more feature is to change your View on the Chart tab. It will give you a high-level overview of the tasks. You can see the visual graphics with the status of tasks (not started, late or in-progress) and see where the tasks are assigned.
When you hire a new employee, it’s important that we can be quickly integrated into your organization’s processes. However, when a person doesn’t know anything about your product, the tools you use, and organizational policies, he can get lost in the norms, not knowing where to start. So as not to delay this process in time, you can help them with a built plan, where he will gradually get acquainted with the important elements.
You can create the following buckets for your new employee:
- Our Company
- Your Role
- Our Product
- Tools and Integration
Add the tasks, for example:
- Learn About our Values
- Understand why we’re building our product
- Learn about our journey
- Meet with your manager for coffee
- Learn about our partnership
Thus, your employee can learn about the company, tools, and his role step by step. Don’t forget about the possibility of Planner integration with other apps. For example, when you assign the Planner task right in your Teams environment, the worker will be notified in Teams in the Activity tab. In addition, you can build a workflow, where they will receive the notification into Outlook. This way, they are notified about the task and won’t miss anything.
Learn more about how to onboard new employees with Microsoft Teams.
Let’s imagine, you have an HR team for each of your departments. Recruitment involves many steps: finding, selecting, negotiating, and hiring itself. You should manage properly this process to attract the right job candidate and quickly close free positions. In addition, you should collect a lot of data from potential candidates, set up interview meetings with them and give feedback. Planner can help you run the hiring process and maintain the constant development of the company.
- Hiring Process
Add the following tasks to the Hiring Process Bucket:
- Final Interview
- Security Procedure
- Documents Signing
- Create a team dedicated to the Onboarding Process
As a result, you can manage planning for your hiring process with Microsoft Planner and Teams integration. In addition, Planner can help you to manage all CVs, recommendations, contracts, and other documentation. Remember that you can upload files directly to the task in the Planner? This is how the integration with SharePoint works. When you click on the Files tab, you get to SharePoint – the space where your entire organization stores and exchanges files.
No matter if your business is purchasing new computers or looking for an external agent to train employees, it’s helpful to follow a step-by-step process. This will ensure you get what you need according to your budget and expectations for the product or service. By following a business purchasing process, you won’t only complete your purchase but also examine the results, thus you know what may work better for future purchases. Try to build your own Planner dashboard based on the following example.
Add the Buckets according to the purchasing steps:
You can add a checklist with Vendors during the Searching Process:
- New Vendors
- Vendors we’ve worked in the past
- Vendors who offer discount
Thus, with Microsoft Planner you easily run any purchasing process without missing deadlines and miscommunication between involved agents. Let’s keep talking about Planner integration with other apps. Let us give you an idea of how you can quickly track new RFPs. Create the Microsoft Form where your team can submit all needed information for a new Purchase. With Microsoft Flow, you can connect your Planner with Forms. Thus, a new task will be automatically created when Microsoft Forms is submitted.
Learn more about how to manage procurement in Microsoft Teams templates.
Audit management is the process of verification that all company processes are aligned with strategic goals. Thus, you should track many collaboration silos one by one. To get the right information and stay focused on each process, you can build Planner with tasks, deadlines, and prioritization.
You can easily start new conversations with your colleagues right into the Planner tab to quickly react to any changes and risks. One more option is to leave comments and notes right into the task board.
During the Partnering Process you should carefully plan all activities with potential partners. During negotiations, you may face a long coordination of various elements and organizational resistance. At the same time, you need to meet deadlines and follow the process step by step. Without planning you can face a lack of pre-established goals. Explore our Planner example that you can build when a new team with a potential customer was created.
Add the different buckets:
And don’t forget to add the different tasks, such as:
- Alignment with Strategy
- Merger Strategy Development
- Policy and Processes
Schedule tasks, assign any person in your team, and track the progress easily with Microsoft Planner. Develop your partnerships and follow the steps in collaboration with your colleagues and external agents.
There you have it! Planner is an easy-to-use task management tool. If your projects are not too complex it can be an ideal solution for your team. And with the right approach and by using Planner templates you can save yourself quite a bit of time and drive better results in no time! You got it 😉
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Read related blog posts, the benefits of integrating microsoft teams with other business apps, microsoft forms: use cases and tips, how to integrate hubspot and microsoft teams, 10 microsoft teams productivity apps you don’t want to miss, microsoft teams vs slack review, 8 tips for getting the most of microsoft planner.
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Ask a new question
Tasks by Planner not working through the mobile app. Error message "something went wrong. Please try again"
I have Tasks by Planner set up on several Teams and have been using it successfully for a couple months now. My team could always access the planners through the teams mobile app until yesterday. All members are now getting the following error message when trying to access through the mobile app "something went wrong. Please try again"
Furthermore 2 days ago we had an every bucket (approx. 10) disappear from one of the plans. There are several other plans that remain in tact and no one on my team deleted anything. How did this happen?
Not sure if the 2 are related or these are separate instances. Thanks in advance for your help!
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Replies (13) .
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- Microsoft Agent |
Good day! Thank you for posting to Microsoft Community. We are happy to help you.
As per your description, it seems that you are having issue with Tasks by Planner through the Teams mobile app, error prompts and an every bucket (approx. 10) disappear from one of the plans.
If the understanding above is right, based on the error message that all members are getting, we're afraid that issue could be related to your account or the tenant background service which need to be checked from the backend. As forum support, we may not have enough permission and resource to directly check the backend environment, more resources need to be involved in to help you further.
In this situation, we sincerely recommend you contact your Microsoft 365 administrator, follow steps in this article to create a support ticket with Online Support. The support team over there has higher permission than us, they can remotely help check the situation on your side, involve more resource to collect logs and help you do troubleshoot. This would be a more efficient way in handling this case for you.
For reference: How do I find my Microsoft 365 admin?
Sorry for the inconvenience again. Your patience and understanding are highly appreciated. Hope you stay safe and healthy!
Rhoda | Microsoft Community Moderator
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My team is having the same issue. It had been working just fine.
1 person found this reply helpful
I am also having the exact same issue. Was working fine until we tried on Friday and nothing worked.
Have tried a reinstall and didn’t fix.
Any advise would be appreciated.
Dear Joshua Fay and Danny Tanner,
Thanks for the reply.
Considering that different users from different tenant encounter a similar situation, we're afraid that issue could be related to your account or the tenant background service which need to be checked from the backend. As forum support, we may not have enough permission and resource to directly check the backend environment, more resources need to be involved in to help you further.
I also have this issue, so whilst the MS Admin might be able to sort it out, the fact that it’s occurred several times suggests something has changed in the background. Can you give us a clue, please, so our Admins know where to look?
Dear Joshua Fay and Danny Tanner, Thanks for the reply. Considering that different users from different tenant encounter a similar situation, we're afraid that issue could be related to your account or the tenant background service which need to be checked from the backend. As forum support, we may not have enough permission and resource to directly check the backend environment, more resources need to be involved in to help you further. In this situation, we sincerely recommend you contact your Microsoft 365 administrator, follow steps in this article to create a support ticket with Online Support. The support team over there has higher permission than us, they can remotely help check the situation on your side, involve more resource to collect logs and help you do troubleshoot. This would be a more efficient way in handling this case for you. For reference: How do I find my Microsoft 365 admin? Sorry for the inconvenience again. Your patience and understanding are highly appreciated. Hope you stay safe and healthy! Sincerely, Rhoda | Microsoft Community Moderator
We are having the same issue.
'Tasks by Planner' not working as an added app within the Teams mobile app.
Everything works in the desktop client.
Up until about a week ago it was working in the mobile app, with users being able to create and manage tasks in a team. Now drilling into the Tasks app within teams on mobile all we get is 'Something went wrong. Please Try Again.'
App/planner/todo security and access in both O365 admin and enterprise apps unchanged. We feel that this happened after the most recent 'new teams' update over the past few weeks and its now all broken in the teams mobile app.
'contact your MS365 administrator' isnt helpful advice - that is me.
Tasks by Planner through the Teams mobile app is working on all of our devices that HAVE NOT updated the Teams mobile app to the latest version 5.22.2. This issue seems to be directly related to Teams' most recent update.
I confirmed I was able to access Tasks by Planner on my mobile device prior to updating then updated to 5.22.2 and could no longer access Tasks by Planner.
Please take a look into this and get back to us, our business utilizes this functionality daily.
John Magliocco Jr.
Arrow Linen Supply Company, Inc.
2 people found this reply helpful
We have confirmed that If we don't update the App the Application Works with no Problem.
As soon as the App was updated the system stops working and getting that same Error.
Happened to us on 100 Different Android Devices Company Wide including on personal Devices.
Please revert Changes or allow for Restore of the previous version app.
3 people found this reply helpful
Good day, we are also having the same issues. Every person in our team is also getting the prompt " Something went wrong, Please try again." Please help resolve the issue. Any advise would help. Thank you.
Considering that different users from different tenants are having similar issues on different devices after the update, we're afraid that issue is with the backend service which need to be resolved from background.
In this situation, please comprehend that as forum support, we may have limited resources and permission on this further, we'd sincerely recommend you provide feedback within the app or contact Microsoft Online Support with your Microsoft 365 admin to report the issue. Feedback submit by this way directly goes to the related team, this is the best way to let Word developers aware of this situation, help do investigation for the issue and fix it soon.
For your reference: Get support - Microsoft 365 admin | Microsoft Learn
How do I find my Microsoft 365 admin? - Microsoft Support
At the same time, we will also report this situation on our side.
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How to Create Your Own “Year in Review”
- Helen Tupper
- Sarah Ellis
A three-step exercise to pause and reflect on what worked — and what didn’t — over the past 12 months.
While the reality of work can feel especially overwhelming at the end of the year, reflection is the key to doing things differently in the year to come. Taking the time to pause and review your year increases your self-awareness and provides insights to improve. The authors present three steps to conduct your own learning “year in review.”
As the year comes to a close, it’s easy to get distracted by deadlines and miss out on valuable opportunities to accelerate our growth. If we don’t take the time to reflect on what’s gone before, we’re more likely to make the same mistakes and less able to apply what we’ve learned going forward.
- Helen Tupper is the cofounder and CEO of Amazing If, a company with an ambition to make careers better for everyone. Together with her business partner Sarah Ellis, she is the author of The Sunday Times number-one bestseller The Squiggly Career , You Coach You , and host of the Squiggly Careers podcast. Their TEDx talk, “The best career path isn’t always a straight line,” has over one million views. Prior to Amazing If, she held leadership roles at Microsoft, Virgin, and BP and was awarded the FT & 30% Club’s Women in Leadership MBA Scholarship.
- Sarah Ellis is the cofounder and CEO of Amazing If, a company with an ambition to make careers better for everyone. Together with her business partner Helen Tupper, she is the author of The Sunday Times number-one bestseller The Squiggly Career , You Coach You , and host of the Squiggly Careers podcast. Their TEDx talk, “ The best career path isn’t always a straight line ,” has over one million views. Prior to Amazing If, Sarah’s career included leadership roles at Barclays and Sainsbury’s before she become managing director at creative agency Gravity Road.
Combating Organized Retail Crime: California Highway Patrol Increases Operations by Over 310%
Published: Dec 19, 2023
WHAT YOU NEED TO KNOW: As part of Governor Newsom’s Real Public Safety Plan, the California Highway Patrol reports that in 2023, the agency arrested more suspects, conducted more takedowns, and recovered more stolen items than ever before to combat organized retail crime.
SACRAMENTO — Today Governor Gavin Newsom announced the California Highway Patrol (CHP) will end 2023 by setting new records in the state’s efforts to combat organized retail crime.
As part of Governor Newsom’s Real Public Safety Plan , in the first 11 months of the year alone, the CHP — through its Organized Retail Crime Task Force ( ORCTF ) — increased proactive organized retail crime operations by over 310%, made more than 1,000 arrests (a 109% year-over-year increase) and recovered 187,515 items stolen from retailers (38,600 more items than last year).
WHAT GOVERNOR NEWSOM SAID: “As reports of organized retail crime increase nationally, California is meeting the moment by leading more takedowns and making more arrests than ever before. I’m grateful for the CHP — along with our critical police, sheriff, and district attorney partners — for their continued efforts to leverage the state’s tools and unprecedented resources to crack down on this unacceptable crime.”
“Working with our local law enforcement partners, and utilizing the CHP’s extensive statewide resources, we are cracking down and stopping organized retail crime,” said CHP Commissioner Sean Duryee. “These early results, which are a team effort, show California is headed in the right direction.”
While total data for 2023 won’t be available until next month, data from the first 11 months of the year show the CHP’s efforts are up across the board. Highlights include:
*Data for 11 months only: Jan 1 – Dec 1, 2023 **CHP’s proactive organized retail crime operations began in 2022
In addition to its regular operations, Governor Newsom announced last month that the CHP is increasing its law enforcement presence for a “holiday blitz” in key retail districts across California through proactive and confidential law enforcement operations with allied agencies through the holidays — keeping more shoppers, merchants, and retail districts safe.
Since 2019, the CHP has led over 1,225 investigations that have ensured the arrests of more than 1,800 suspects and the recovery of nearly 500,000 items of stolen retail merchandise valued at more than $21 million. To further support efforts at the local level, Governor Newsom announced earlier this year that California awarded the largest-ever single investment to combat organized retail crime in California history — sending over $267 million to 55 cities and counties to increase arrests and prosecutions for organized retail crime.
The Governor’s Real Public Safety Plan — which focuses on strengthening local law enforcement response, ensuring perpetrators are held accountable, and getting guns and drugs off our streets — is supported by California’s 2023-24 budget , which includes more than $800 million in funding to support multiple programs to improve public safety and crack down on retail crime.
- Organize your team's tasks Video
- Build your plan Video
- Manage your tasks Video
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- Use the Tasks app in Teams Video
- To Do vs. Planner Video
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- Use Schedule View Video
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Create a plan with Planner in Teams
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 + .
Select Planner .
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.
Update a task.
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 .
Select Charts .
Create a plan in Microsoft Planner
Use Planner in Microsoft Teams
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